HAND BOOK

FOR
ELECTION OFFICERS
(MUNICIPAL & CORPORATION ELECTIONS)

2018

STATE ELECTION COMMISSION

ODISHA
 PREFACE

Election is a serious matter. Constitution of India & Laws of the Land envisages
to complete the elections in a time bound frame. The main task of Election Officers is
not only to conduct the election in time but also in a free and fair manner. The
election process is such that there is no scope for error or discretion on the part of
Election Officers. Hence, there is always a compelling need to familiarize Election
Officers on nuances of detailed procedures, guidelines and instructions on statutory
compliances in matter relating to election.

Keeping this in view, the State Election Commission has brought out this Hand
Book for Election Officers in a comprehensive way touching upon every stage of
Election, so that once acquainted, Election Officers shall find their task of conducting
election much easier, smoother and without error. The design of the Hand Book has
been presented in a systematic and coherent way illustrating each event in a detailed
manner to unambiguously clarify any doubt that Election Officers may have entertained
when assigned to perform Election and for this reason only, this edition is so different
form earlier editions. Chapters on relevant extracts of Municipal Acts and Rules have
been consciously left out of this Hand book in order to make it handy. However,
Election Officers can make any reference to Acts and Rules in case of need for
better understanding of the provisions of statute.

The Commission will find this work worthwhile if it unequivocally meets all the
need of Election Officers while they discharge their responsibility of conducting Election
in a flawless manner. Any omission or substantive error may be brought to the notice
of the Commission so that steps will be taken to improve it further in the subsequent
edition. The Commission will always welcome the suggestion/feedback in any manner
to improve upon it.

Naba Kumar Nayak, IAS(Retd.)

State Election Commissioner
 CONTENTS
Chapter Subject Page
Preliminary 1—2
CHAPTER I Broad outlines of the duties of Election Officer 5—7

CHAPTER II Electoral Roll 11—15

1. Delimitation of Wards and Reservation of

Seats in Municipality/NAC.
2. Delimitation of Wards and Reservation of
Seats in Corporation.

3. Electoral Roll

4. Preparation of Electoral Roll

5. Preliminary/Draft Electoral Roll

6. Publication of Preliminary Electoral Roll

7. Claims & Objections

8. Appeal
9. Final Electoral Roll
10. Removal of the name from the Electoral Roll

11. Printing of Electoral Roll

CHAPTER III Polling Station 19—21
1. Inentification of Polling Station

2. Polling Station outside the Ward

3. Change of location of Polling Station
4. Finalization of Polling Station

5. Publication of list of Polling Stations

6. Approved list of Polling Stations
CHAPTER IV Programme of the Poll 25—26
1. Notification by State Government

2. Notification by Election Commission

3. Notice by Election Officer

CHAPTER V Nominations 29—35

1. Nominations

2. Presenting Nominations
3. Maintaining a Register of Nominations

4. Documents along with Nomination

(i)
Chapter Subject Page
5. Non-submission of Affidavits by the Candidate

6. Signature of Candidate, Proposer of Seconder

on Nomination Paper.

7. Nomination Paper and Symbol

8. Correction of Nomination Paper

9. Publication of list of received Nomination Papers

10. Maintenance of accounts of election expenses

by Candidate from date of the Nomination.
11. Notice to Candidate
12. Maintenance of accounts by the Candidates

CHAPTER VI Scrutiny of Nominations 39—44

1. Persons allowed during Scrutiny
2. Scrutiny
3. Examination of Nomination Papers and Rejection

4. Affidavit regarding spouse & children

5. Affidavit regarding criminal antecedents,
assets and liability etc.
6. Caste Certificate
7. Qualification of Candidates for Election

8. Insufficient ground for Rejection

9. Grounds of Rejection
10. Order by Election Officer in each Nomination
Paper.
CHAPTER VII Allotment of Symbols 47—49
1. Allotment of Symbol
2. Preference for Symbols
3. Reserved Symbol
4. Allotment of Symbols
CHAPTER VIII Withdrawal of Candidature 53—54
1. Withdrawal
2. Procedure for withdrawal
3. Cancellation of withdrawal
4. Procedure after Nomination
5. Death of Candidature

( ii )
Chapter Subject Page
CHAPTER IX Publication of final list of contesting Candidates 57—62

1. Preparation of list of contesting Candidates

2. Publication of final list of contesting Candidates

3. Fresh Election

4. No Nomination in Reserve Seats

5. Printing of Ballot Papers

6. Printing of Tender & EDC Ballot Papers

7. Issue of Identity Slip to contesting Candidates

8. Meeting with Political Parties and Candidates

and Superintendent of Police.

CHAPTER X Election Materials 65—69

1. General

2. Electronic Voting Machine

3. First Level Checking

4. Forms

5. Covers

6. Labels

7. Other Materials

CHAPTER XI Polling Personnel & their training 73—76

1. Polling Party

2. Appointment of Polling Personnel

3. Polling Officer

4. Guidelines for appointment of Presiding Officers

& Polling Officers.

5. Requisition of Officials for Polling duty

6. Appointment order

7. Training of Polling Personnel

8. Relevant Election laws for Polling Personnel

9. Election Duty Certificates

CHAPTER XII Commissioning of EVMs 79—83

1. Commissioning of EVMs at Election Officer’s level

2. Preparation of Ballot Unit

( iii )
Chapter Subject Page
3. Preparation of Control Unit

4. Safe custody of Voting Machines

CHAPTER XIII Arrangement for Poll 87—93

1. Verification of Polling Station

2. Preparation of Electoral Roll

3. Issue of EDC & Ballot Paper

4. Sorting of Election Materials

5. Arrangement of Dispersal Centre

6. Appointment of Polling Agent

7. Appointment of Sector Officer

8. Duties of Sector Officer

9. Election Master Plan

10. Transmission of O. K. message

CHAPTER XIV The Poll 97—125

1. Polling Stations

2. Polling Personnel

3. Polling Materials
4. Arrival of Polling Parties at Polling Station

5. Arrival of the Polling Agents

6. Duties of Presiding Officer & Polling Officer

7. Arrangement inside a Polling Station

8. Display of Notice
9. Conducting of Mock Poll

10. Sealing of EVMs for Poll

11. Demonstration of Marked copy of Electoral Roll

12. Commencement of the Poll

13. Warning about Secrecy of Voting

14. Declaration by Presiding Officer

15. Maintenance of Law and Order for free and fair election

16. Regulation of entry of Voters

17. Identification of Elector

18. Sequence of Events inside the Polling Stations

( iv )
Chapter Subject Page
19. Challenged Vote

20. Application of Indelible Ink

21. Register of Votes & Signature of Voters
22. Issue of Voters Slip
23. Recording of vote in voting compartment
24. Voting by Blind and Infirm votes
25. Tendered Votes
26. Vote through Election Duty Certificate (EDC)
27. Refused to Sign and Refused to Vote
28. Tallying of number of votes polled periodically
during Poll
29. Closure of Poll
30. Maintenance of Presidindg Officer Diary
31. Preparation of Accounts of Votes Recorded
32. Sealing of the Voting Machine
33. Sealing of Election Papers
34. Adjournment/Disruption of Poll
35. Fresh Poll
CHAPTER XV Closure of Poll 129—133
1. Packeting and sealing of election materials
2. Arrangement after the Poll
3. Arrangement at Receiving Centre
4. Scrutiny of Presiding Officer’s Diary by Election
Officer & Sorting of sealed cover containing EDC
Votes Wardwise.
5. Strong Room
CHAPTER XVI Arrangement for Counting of Votes 137—141
1. General
2. Arrangement at Counting Centre
3. Date, Place & Time for Counting
4. Counting Table
5. Appointment of Counting Personnel
6. Training of Counting Personnel
7. Appointment of Counting Agent

(v)
Chapter Subject Page
8. Security arrangement during Counting

9. Transportation of EVM

10. Persons allowed in the Counting Hall

11. Counting Materials

12. Preparation for Counting

13. Sealing of EVMs after Counting

14. Communication Room

CHAPTER XVII Counting of Votes 145—148

1. Counting of Votes

2. Place of Counting

3. Counting of EDC Votes

4. Counting of Votes recorded in EVM

5. Distribution of Control Unit to the Counting Table

6. Checking of Sealing

7. Recording of Result

8. Resealing of Control Unit

CHAPTER XVIII Declaration of Results 151—152

1. Declaration of Result

2. Declaration of Result in case of equality of votes

3. Declaration of Result, where a candidate has been

elected from more than one Ward.

4. Transmission of Form of Declaration

CHAPTER XIX Safe keeping of Election documents and EVM 155

CHAPTER XX Observance of Model Code of Conduct & 159—161

Election Observers.
1. Model Code of Conduct

2. Videography of Critical Events and Violation of

Model Code of Conduct.

3. Flying Squad and Static Surveillance Team

4. Election Observer

5. Duties of the Observers

( vi )
Chapter Subject Page
CHAPTER XXI Maintenance Accounts of election 165—166
expenses by Candidate.
1. Maintenance of Accounts by Candidate

2. Attention of Candidate

3. Inspection of Accounts

4. Submission of Accounts

5. Forwarding of Election Accounts

6. Default in submission of Accounts

CHAPTER XXII Election of Chairperson and Vice-Chairperson 169—172

1. Reservation of Mayor/Chairperson

2. Holding of meeting for election of Chairperson

and Vice-Chairperson.

3. Issu of notice by the Presiding Officer

4. Nomination for the office of the Chairperson or

Vice-Chairperson.

5. Procedure after Nomination

6. Voting and Result of election

7. Withdrawal of Candidature

8. Poll

9. Invalidity of the Ballot Paper

10. Publication of the Election Result

11. Sealing of Ballot Papers

Annexures 175—286

Appendix-A Model Code of Conduct 289—295

Appendix-B Corrupt Practices and Election Offences 299—307

Appendix-C Extracts of the Representation of the People Act, 1951 311—319

Appendix-D Extracts of the Constitution of India 323—329

Appendix-E Important Orders, Directions and Instructions 333—454

Appendix-F The Election Symbols (Reservation, Allotment) 457—472

Order, 1968 of ECI

( vii )
 PRELIMINARY
Election to Urban Local Bodies before expiry of five years tenure has been
mandated after Seventy-fourth Amendment of Constitution in 1992. As per Article 243-ZA
of the Constitution, the State Election Commission, constituted under Article 243-K
of the Constitution of India, is vested with the power of Superintendence, direction
and control of preparation of electoral roll for, and conduct of, all elections to
Municipalities. You have been appointed as Election Officer by the Commission u/r
2(e) of Municipal Rules and 2(h) of Corporation Rules. As Election Officer, you have
got pivotal roll & enormous duties to conduct the poll in your assigned ULB in a free &
fair manner.

The present Handbook gives a broad outline of the procedure of election and
the duties of the Election Officers for Municipal Elections. But it is important to
remember that the Handbook must not be treated as exhaustive in all respects and a
reference for various provisions of the election laws as contained in Odisha Municipal
Act, 1950 and Odisha Municipal (Delimitation of Wards, Reservation of Seats and
Conduct of Election) Rules,1994 and Orissa Municipal Corporation Act, 2003 and
Orissa Municipal Corporation (Division of City into Wards, Reservation of Seats and
Conduct of Election) Rules, 2003 can be made in case of better understanding and
clarification of a matter. Further, wherever “Municipalities” has been referred in the
Book it includes NACs/Corporations.

Election Officers are advised to be thorough about the legal provisions and
procedure concerning to preparation of Electoral Roll and conduct of elections to
Municipalities/ Corporations as contained in the instructions.

The election management should be transparent and there should not be any
scope for complaint or partiality on the part of any official involved in the election
process. The Commission takes serious view on lack of neutrality on the part of
Election Officials.

Strict enforcement of Model Code of Conduct enhances the credibility of the

election and gives confidence to the voters. Misuse of Official machinery during
preparation of Electoral Roll and conduct of election shall not be allowed. Electoral
offences, malpractices and corrupt practices such as impersonation, bribing and
threat to voters shall be prevented by all means. Further, the Commission’s instructions
on use of vehicles by the Political Parties/Candidates and ceiling of expenditure for
election by the Candidate shall be strictly followed to curb money power for ensuing a
free & fair poll.
HAND BOOK FOR ELECTION OFFICERS

To sum up, Election Officer plays very important role for free and fair conduct
of election. The smooth conduct of election from the beginning to the end mainly
depends on the Election Officer and the electoral machinery under him. This can be
achieved by having thorough knowledge of provisions of law and Commission’s
instructions, well interaction with Political Parties, Media, General Observer and
Expenditure Observer and maintaining neutrality by the Election Officer during the
entire process election. This Hand Book is intended to make you quite comfortable &
conversant with the procedures while conducting the poll.

Further, in this Handbook anywhere the word “Commission” will mean

“State Election Commission, Odisha”.

***

2
CHAPTER I

Duties of Election Officers

HAND BOOK FOR ELECTION OFFICERS DUTIES OF ELECTION OFFICERS

CHAPTER I
Broad outlines of the duties of Election Officers
1. Appointment of Election Officer

The District Magistrate as Election Officer shall remain in overall charge of the
supervision of preparation of Electoral Roll and conduct of elections to the Municipalities
within the district.

The Commission may appoint other officers as Election Officers for respective
Municipalities on the recommendation of the concerned District Magistrate as it may
not be possible for a single Officer to discharge all statutory functions keeping in view
of the enormity of the work.

The District Magistrate alone will remain in overall charge of conduct of election
and all other Election Officers will function under the supervision of the District
Magistrate.

2. Duties & responsibilities of Election Officer

The main duties & responsibilities of an Election Officer are outlined below briefly —
(a) Electoral Roll & Polling Station

(i) Preparation of Electoral Roll of the Municipalities in accordance with

the provisions of the Act and Rules and direction of the Commission.

(ii) Working out of the operational details for printing of Electoral Roll.

(iii) Identification and selection of Polling Stations.

iv) For Municipality, issue of public notice in English and Odia u/r 24 of
the Municipal Election Rules, soon after the Commission’s notification
u/r 23 is issued communicating the election schedule.

(v) For Corporation, issue of public notice in English and Odia u/r 23 of
the Corporation Election Rules, soon after the Commission’s notification
u/r 22 is issued communicating the election schedule.

(b) Preparation for Poll

(i) Procurement of all election materials other than those supplied by the
Commission locally in sufficient quantity.

(ii) Appointment of Polling and Counting Personnel and imparting adequate

and timely training to them.

(iii) Making transport arrangement for movement of Polling Parties, election

materials etc. for smooth conduct of elections.

5
HAND BOOK FOR ELECTION OFFICERS DUTIES OF ELECTION OFFICERS

(c) Nomination Paper, Scrutiny & Withdrawal

(i) Receipt of nomination papers and security deposit etc.
(ii) Scrutiny of each nomination paper and recording the reasons in brief
for rejecting any nomination paper.
(iii) Publication of list of nomination papers received everyday during the
specified period.
(iv) The list of validly nominated Candidates after scrutiny.
(v) Allotment of symbols to the contesting Candidates.
(vi) Publication of final list of contesting Candidates after withdrawal.
(vii) Issue of Identies card to Candidates.
(d) Model Code of Conduct
(i) Regular interaction with the Candidates and the Political Parties to
ensure free, fair and smooth election including review of law and order
situation with the concerned officials.
(ii) Enforcement and Observance of Model Code of Conduct for Political
Parties & Candidates.
(iii) Maintenance of law and order and making adequate police arrangement
for conduct of a free and fair poll.
(e) Commissioning of EVMs
(i) Receipt of Election materials including EVMs & Ballot Papers from the
Commission.
(ii) Commissioning of EVMs by preparation of Ballot Units by fixing
Ballot Paper, unmasking of required number of Candidates button
and setting of slide switch as per no. of Ballot Units.
(iii) Sealing of Ballot Unit.
(iv) Installing power pack setting of number of contesting Candidates
and sealing the “candidate set” section.
(f) The Poll
(i) Appointment of Polling Agents.
(ii) Deputing Polling Parties to polling stations, supply of Electronic Voting
Machine, Tender & EDC Ballot Papers, Forms, Covers, Labels and
other election materials to the Presiding Officers as per Check Memo.
(iii) Preparation of Election Master Plan & submission of the name to
Commission.
(g) After Poll
(i) Receipt of sealed covers containing Election papers & sealed EVMs
after Poll.
(ii) Storage of Electronic Voting Machines after the poll under security
arrangement.
6
HAND BOOK FOR ELECTION OFFICERS DUTIES OF ELECTION OFFICERS

(h) Counting of votes & Declaration of Result

(i) Fixing the places of counting and ensure smooth counting of votes
including training to Counting Personnel.

(Place(s) of counting have to be decided well in advance as the Election

Officer has to notify the same u/r 24 & u/r 23 of relevant Election
Rules.)

(ii) Appointment of Counting Agents

(iii) Counting of Votes.

(iv Declaration of result and transmitting the result to the Commission.

(v) Re-sealing of EVMs and election papers after counting.

(vi) Safe custody of election papers and materials after counting.

(i) Observers
(i) Overall supervision of election and regular interaction with the Election
Observers and Expenditure Observers appointed by the Commission.

(ii) The various form to be used in the election are shown at Annexures.
The Annexures are 47 in number. The annexure marked ‘A’ means
those forms are to be used in Municipal Corporation Elections. The
forms at Annexures without ‘A’ means that the same are to be used for
both Municipal & Corporation elections.
(iii) In the Text the relevant form has been stated to have shown at Annexure No.-

(j) To Sum Up

(i) As Election Officer, you should ensure that the election management is
transparent so that there is no complaint from any stakeholder regarding
partiality or irregularity.
(ii) You should meet the representative of Recognized Political Parties and
contesting Candidates as often as you can. You can keep them informed
about the Commission’s instructions from time to time and clarify their
doubts if any.

(iii) Election does involve multiple Agencies of Govt. and for this you should
be able to elicit cooperation from all concerned by excellent coordination.

(iv) You must prepare a clear plan of action from the beginning and draw
an activity chart to monitor the each task.

***

7
CHAPTER II

Electoral Roll
HAND BOOK FOR ELECTION OFFICERS ELECTORAL ROLL

CHAPTER II
Electoral Roll

1. Delimitation of Wards & Reservation of Seats in Municipality/NAC

Before every General Election to ULBs, the Commission gives a dateline to

Government in Housing and Urban Development Department to complete the task of
Delimitation of Wards and Reservation of Seats. Then Housing and Urban Development
Department shall issue direction with detailed schedule to the District Magistrates for
completion of the above work and submission of the final list of Delimitation of Wards
and Reservation of Seats by the date fixed by the Commission.

(i) After receipt of the schedule from the Govt., the District Magistrate shall
prepare a draft of notification showing the division of the area of the ULB
into Wards and Reservation of Seats in Form No.XXI Annexure-1 as required
under rule 2A(i) & 3 following the procedure laid down in the Rule.

(ii) The District Magistrate shall invite objections and suggestions from all persons
within a period of ten days from the date of such publication.

(iii) After considering the objection and suggestions received, the District
Magistrate shall publish the provisional notification showing Delimitation of
Wards and Reservation of Seats in Form No. XXII at Annexure-2.

(iv) Any person aggrieved by the order passed by the District Magistrate shall
file an appeal before the Govt., within fifteen days from the date of
publication of provisional notification.

(v) The Govt., on receipt of the appeal shall dispose of the same within 30 days of
its filing and pass order. Order passed by the Govt. as Appellate Authority shall
be final.

(vi) The District Magistrates after making such alternations as per the order of
Appellate Authority shall publish the final notification showing the Division of
Wards and Reservation of Seats in Form No. XXII-A at Annexure-3.

(vii) He shall forward a copy of such notification to the Commission, Odisha, to

the State Govt., and to the concerned Municipality.

11
HAND BOOK FOR ELECTION OFFICERS ELECTORAL ROLL

2. Delimitation of Wards & Reservation of Seats in Corporation

The Reservation of Seats among the Wards in the Corporation will be done by
the State Governemnt as per provision of Rule 3 & 4 of Corporation Election Rules.

(i) The Government shall prepare a draft of the notification for Delimitation of
Wards and Reservation of Seats in Corporation in Form No.III at
Annexure-1A and publish the same in the Odisha Gazette.

(ii) A copy of such notification shall be sent to the concerned District Magistrate
& Municipal Corporation for publication.

(iii) The District Magistrate & Municipal Commissioner will publish the same in
their notice board for inviting objections and suggestions from all persons
within a period of 10 days from the date of such publication.

(iv) The Government after considering all such objections and suggestions shall
publish the final notification in Form No.IV at Annexure-3A showing the
Division of Wards and Reservation of Seats.

(v) A copy of the same shall be forwarded to the Commission & concerned
District Magistrate and the Corporation.

3. Electoral Roll

Under Section 11-A of the Odisha Municipal, Act 1950, the superintendence,
direction and control of the preparation of Electoral Rolls for, and the conduct of elections
to Municipalities/NACs shall be vested with the Commission. Section 13 of this Act and
Rules 4 to 22 of Odisha Municipal (Delimitation of Wards, Reservation of Seats and
Conduct of Election) Rules, 1994 lay down the procedures of preparation of Electoral
Roll. For Corporations, Municipal Corporation Acts and Rules may be followed.

4. Preparation of Electoral Roll

After the Delimitation of Wards and Reservation of Seats are finalised, the
Commission draws up the programme and prescribes the procedure of preparation
of Electoral Roll in accordance with Municipal Rules. Section 13 of the Act also
clearly provides that any order issued by the Commission published in the Gazette on
preparation of Electoral Roll in deviation from what is provided in the Act and Rules
shall also be binding upon the Election Officer. Therefore, order issued by this
Commission to the District Magistrate and Election Officers laying down the procedure
on preparation and printing of electoral roll shall be binding on the District Magistrates
and Election Officers.

12
HAND BOOK FOR ELECTION OFFICERS ELECTORAL ROLL

5. Preliminary / Draft Electoral Roll

The following guidelines shall be followed by the Election Officer for preparation
and publication of Electoral Roll Ward-wise as per the direction of the Commission.

(i) The District Magistrate as Election Officer shall be in overall charge of

preparation of Electoral Roll for Urban Local Bodies.

(ii) The Election Officer appointed by the Commission will be in charge of

preparation and finalisation of the Ward-wise Electoral Roll of the concerned
Urban Local Body.

(iii) The Electoral Roll of the Assembly Constituency prepared by the

Election Commission of India currently in force, shall be the basis for
preparation of preliminary Ward-wise Electoral Roll.

(iv) The Preliminary Electoral Roll of all Urban Local Bodies shall be prepared
in Form No.I at Annexure–4 comprising the name of the voters included in
the Electoral Roll of Assembly Constituency relatable to the area of the
Ward.

6. Publication of Preliminary Electoral Roll

(i) The Preliminary Electoral Roll of the Wards of Urban Local Bodies along
with notice in the prescribed Form at Annexure–5 shall be published by the
Election Officer in the Notice Board of his office, concerned ULB and a
conspicuous place in the Ward.

(ii) The Preliminary Electoral Roll relating to each Ward shall be kept open for
inspection by the public for a period of 5 days (7 days in case of
Corporation) from the date of publication of the Roll.

(iii) The Election Officer shall also notify the fact of publication of the Electoral
Roll in one Odia news paper circulating in the district. Care may be taken to
ensure that the said paper would really be having wide circulation in the
district.

7. Claims & objections

(i) Any person can file claims or objections for enrollment/correction in the
entry of Electoral Roll within 6 days from the date of publication (10 days
in case of Corporation) in prescribed form at Annexure-6.

(ii) Further, a person can object to any entry in the Electoral Roll and file
objection within 6 days from the date of publication (10 days in case of
Corporation) in the prescribed Form at Annexure–7.

13
HAND BOOK FOR ELECTION OFFICERS ELECTORAL ROLL

(iii) The claims and objections shall be enquired into by the Election Officer and
she/he can also take steps for correction of clerical/accidental mistakes.
The Election Officer will prepare a list of claims & objections in the Form-V
at Annexure–8 notifying the date of hearing claims & objections.

(iv) The commencement of hearing of claims and objections will start

after 3 days from the date of publication of the list of claims and objections
in Form No.V.

(v) All claims & objection received by the Election Officer shall be disposed off
within 4 days (7 days in case of Corporation).

(vi) Then a draft Electoral Roll shall be prepared and published in the Notice
Board of his Office, concerned ULB and a conspicuous place in the Ward.

8. Appeal

(i) Any person aggrieved by the order passed by the Election Officer can file
an appeal petition before the District Magistrate within 5 days from the
date of publication of draft Electoral Roll by the Election Officer.

(ii) The application shall be received by the District Magistrate with an

acknowledgement to the concerned party.

(iii) A Register will be maintained wherein all details of each appeal petition like
the name of the applicant, name of the ULBs, the Ward he belongs, date
and time of receipt of the appeal will be incorporated.

(iv) The District Magistrate within 7 days from the last date of receipt of appeal
is required to dispose of the appeal(s) by conducting a summary enquiry
either by himself or by an Officer not below the rank of ADM.

(vii) Hearing and disposal of the appeal(s) shall be done invariably by the District
Magistrate and the proceeding will be summary in nature. The Order passed
by the District Magistrate as Appellate Authority shall be final.

9. Final Electoral Roll

(i) After disposal of all the appeal(s) by the District Magistrate, the final electoral
roll shall be prepared and published by the Election Officer for 3
consecutive days in the Notice Board of Election Officer, concerned ULB
and a conspicuous place in the Ward in the following form.
14
HAND BOOK FOR ELECTION OFFICERS ELECTORAL ROLL

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(Àÿæf¿ [ÿç¯ÿöæ`ÿ[ÿ LÿþçÉ[ÿZÿ ’ÿ´æÀÿæ [ÿç•öæÀÿç†ÿ)
F†ÿ’ÿǽÀÿæ Ó¯ÿöÓæ™æÀÿ~Zÿ {Sæ`ÿæÀÿæ{$ö f~æB ’ÿçAæfæDAdç {¾ HÝçÉæ {LÿòÀÿ [ÿçßþ, 1950Àÿ ™æÀÿæ
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Lÿæ¾ö¿æÁÿß H {¨òÀÿ Lÿæ¾ö¿æÁÿß{Àÿ †ÿæ ............................... ÀÿçQÀÿë †ÿæ ......................ÀÿçQ ¨¾ö¿;ÿ
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{¨òÀÿ ¨ÀÿçÌ’ÿ/A™#Óí`ÿç†ÿ {ä†ÿ÷ ¨ÀÿçÌ’ÿ

(ii) The final Electoral Roll shall be authenticated under signature of the Election
Officer concerned with date and official stamp with the following certificates
by the Election Officer on the last page of each Ward.
“Certified that the Electoral Roll of Ward No._____ of ____ Municipality
/ NAC has been duly published as per the provisions of Odisha Municipal
(DW, RS & CE) Rules, 1994 on ______”
Election Officer
(iii) Apart from appending the certificate at the last page, each page of the Electoral
Roll is to be authenticated with the signature of the Election Officer along with
the official seal.
(iv) The final Electoral Roll for the Ward so published shall then be split up Polling
Station-wise.
10. Removal of the name from the Electoral Roll
As per Section 15(2) of the Act if any person is convicted of an offence, under
Chapter IX-A of the Indian Penal Code, punishable with imprisonment for a
term exceeding six months, his name, if on the electoral roll, shall be removed
therefrom and shall not be registered thereon for a period of three years from
the date of conviction or, if not on the electoral roll, shall not be so registered
for a like period.
11. Printing of Final Electoral Roll
(i) The Final Electoral Roll Polling Station-wise, shall be printed as per
requirement and instruction of the Commission. One copy of each Electoral
Roll shall be given to the Commission for record and local representative of
each recognised Political Parties free of cost.
(ii) The Electoral Roll shall be prepared in Odia provided that the Election Officer
may direct that the electoral roll or any portion of it shall also be prepared in
any other language spoken in a particular Municipality.
***
15
CHAPTER III

Polling Stations
HAND BOOK FOR ELECTION OFFICERS POLLING STATIONS

CHAPTER III
Polling Stations

1. Identification of Polling Station

According to Rule 36 of Odisha Municipal (Delimitation of Wards, Reservation

of Seats and Conduct of Election) Rules, 1994, the Election Officer of every
Municipality/NAC shall with the previous approval of the Commission, provide sufficient
number of Polling Stations for each Ward and shall publish in such manner as the
Commission may direct, a list showing the Polling Stations so provided and the polling
areas for which they have been provided:

2. Polling Station outside the Ward

If there is any inconvenience to have a Polling Station in the particular Ward,

the Election Commission may direct to establish the Polling Station in the neighboring
Ward, but no Polling Station of any Ward of any Municipality/NAC/Corporation shall
be located outside the limits of that Municipality/NAC/Corporation.

3. Change of location of Polling Station.

For good and sufficient reason the Commission may allow the Election Officer
to change the location of the Polling Station at any time before the commencement of
poll and it shall be the duty of the Election Officer to give wide publicity of such
change inside the polling area.

4. Finalization of Polling Station.

Following guidelines shall be followed for finalization of Polling Stations—

(i) One Polling Station shall be provided for a well defined polling area covering
on an average of 1,000 electors, as far as practicable. In case the number
of voters in a proposed Polling Station exceeds 1200, there should be one
more Polling Station distributing the voters as far as possible without disturbing
the family or locality structure.

(ii) The Polling Station should be set up within the limits of the Ward as far as possible.

(iii) The location of Polling Station should be carefully selected in advance and
to the extent possible they may be located in permanent Govt. buildings.

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HAND BOOK FOR ELECTION OFFICERS POLLING STATIONS

(iv) There can be more than one Polling Station in one location. But there must
be separate waiting space, entrance and exit for each such Polling Station.
(v) Polling Station should not be located in police stations, hospitals and religious
institutions.
(vi) The Polling Stations should ordinarily be located in Government or
Government aided schools and other Government or Semi-Government
institutions as the furniture and other facilities required for the poll would be
available there and which can be made use of without any extra cost. Private
club/ buildings shall not be taken for location of Polling Stations even though
the club buildings are used for public purposes.
(vii) Location of Polling Station/Booths in private Community Centre and private
building or premises shall be avoided as far as possible.
(viii) The building selected for polling Station/Booths should have sufficient space
for Exit and Entrance.
(ix) Where no suitable public building is available, Polling Station can be located
in temporary structure. As far as possible, this should be avoided as it
involves extra expenditure and also it is not safe during rain or fire, etc.
Only in exceptional cases when there is no other alternative, such recourse
may be taken to.
(x) The security arrangement at the Polling Station and in the polling area will
be the responsibility of the State Police which will assist the Election Officer
for the Municipal area and the Presiding Officer for his Polling Station.
5. Publication of list of Polling Stations
The Electoral Roll of a Municipality/NAC/Corporation is prepared Ward wise
not Polling Station wise. The name of the Polling Station is reflected in the printed
copy of Electoral Roll.
The following procedure shall be followed in publication and finalization of
Polling Stations.
(i) Soon after the Electoral Roll is finally published, a draft list of Polling Stations
should be worked out. In the draft list of Polling Stations, Ward No., the
location of Polling Station, the polling area it covers and the serial number
of voters who are allotted to such Polling Station for voting should be published
in prescribed form.
(ii) The list of Polling Stations should be prepared Ward wise.
(iii) The draft list of Polling Station shall be published in the office of the
Municipality/NAC/Corporation, Election Officer and in conspicuous place
of the Ward in the form prescribed by the Commission at Annexure-9.
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HAND BOOK FOR ELECTION OFFICERS POLLING STATIONS

(iv) Notice may be given to the public for giving suggestions, if any, on the
location of the Polling Stations within 3 days of the publication.

(v) The draft list of Polling Stations so published shall be discussed with the
representatives of the Recognized Political Parties. After taking into
consideration the objections and suggestions, if any, received from the
public and Political Parties, the Election Officer shall draw up the list of
Polling Stations and submit the same to the Commission for its approval.

(vi) The Polling Stations approved by the Commission shall be final list of Polling
Stations for the Ward/Urban Local Body.

(vii) The Polling Stations shall be numbered serially from 1 to last for each ULB.

(viii) The name of the Polling Station instead of indicating in abbreviated form
shall be indicated in full form such as Name of the Institution with “Room
No-1” or “Room No-2” etc where there more than one Polling Station at one
Location or Institution.

(ix) The approved final list of Polling Stations shall not be altered for a particular
Ward without the approval of the Commission.

(x) There should be no Political Party office within 100 meters of a Polling
Station.

(xi) As far as possible, the Polling Station should be set up in the ground floor of
a building to be old age & disabled friendly.

(xii) Electricity, drinking water & separate toilet facilities for men & women should
be available as far as possible.

6. Approved list of Polling Stations

Approved copy of list of Polling Stations received from the Commission may be
copied and one copy be given to the Commission for record.

The Election Officer cannot change any Polling Stations without prior approval
of the Commission. Any proposal of change of Polling Station is to be submitted to
Commission by the Election Officer through the District Magistrate.

***

21
CHAPTER IV

Programme of the Poll

HAND BOOK FOR ELECTION OFFICERS PROGRAMME OF THE POLL

CHAPTER IV
Programme of the Poll
1. Notification by State Government

According to sub section (2) of Section 12 of Odisha Municipal Act 1950, the
State Government shall by one or more notifications published on such date or dates
as may be recommended by the Commission, call upon all Wards in the Municipal
area to elect councillors in accordance with the provisions of the Act and Rules.

2. Notification by Election Commission

Soon after the notifications are published by the State Government u/s 12(2) of
the Act, the Commission under Rule 23 of the Odisha Municipal (Delimitation of
Wards, Reservation of Seats and Conduct of Elections) Rules, 1994, shall, by
notification in the Official Gazette, appoint-

(i) date for issue of notice by Election Officers calling for nominations,

(ii) date for making nominations,

(iii) date for the scrutiny of nominations and allotment of symbols,

(iv) date for Publication of validly nominated candidates,

(v) last date for the withdrawal of candidature,

(vi) date of publication of final list of contesting Candidates,

(vii) date or dates on which and hours during which the poll shall, if necessary,
be taken.

(viii) date and time of counting of votes

3. Notice by Election Officer

(i) The workload increases substantially as soon as the notification by the

Government calling upon the Wards to elect the Councillors and the
notification of the Commission of the election programme are issued. All
the preliminary and preparatory steps should be completed before these
two notifications are issued.

(ii) On issue of the above notification by the Commission the fact of which
would be intimated to District Magistrates, the Election Officer appointed
for the Municipality/NAC in accordance with the Commission’s notification,
shall publish notice in prescribed form in English and Odia languages.

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HAND BOOK FOR ELECTION OFFICERS PROGRAMME OF THE POLL

(iii) Since no form has been prescribed under Rule, for the sake of uniformity,
the Commission has prescribed two forms (one in English and one in Odia)
as given in Annexure-10 & 11 which shall be issued by the Election
Officer under his hand and seal and published in Municipal Office, Election
Officer’s Office and at a conspicuous place in the Ward.

(iv) Notice by Election Officer shall contain details of

(a) Wards for which election is to be held for the office of Councillors;

(b) Date and time for obtaining nomination papers;

(c) Date and time for presentation of nomination papers;

(d) Scrutiny of nomination papers;

(e) Withdrawal of candidatures;

(f) Date and time of poll;

(g) Date and time of counting.

(v) A copy of the notice (both in Odia & English) shall be sent to the Commission
and concerned District Magistrate for record.

***

26
CHAPTER V

Nominations
HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

CHAPTER-V
Nominations
1. Nominations
(i) The nomination of every Candidate for the office of Councillor shall be
made by means of nomination paper in Form No VIII at Annexure-12.
(ii) On application, this shall be supplied by the Executive Officer of the ULB if
he is so authorized by the Election Officer, free of cost to any voter whose
name finds place in the Electoral Roll of any Ward of the ULB.
(iii) No elector who is less than twenty-one year of age on the date of publication
of the Preliminary Electoral Roll shall be eligible to stand as a Candidate for
the office of a Councillor.
(iv) Nomination forms for Councillor in Form No. VIII would be made available
by the Commission to the Election Officers in time. In case, the forms are
in short supply, the Election Officer can photo copy the Form No. VIII as
prescribed in the Rules and make available for the purpose of filing
nomination.
2. Presenting Nominations
(i) Every nomination form shall be presented to the Election Officer either by
the Candidate himself or his Proposer and Seconder together on the date(s),
at the place and during the hour appointed by the Election Officer as per
the direction of Commission.
(ii) If the numbers of Ward in the Municipality/NAC/Corporation are large or
there are large numbers of nominations, the Election Officer may authorise
more than one Officer to receive the nomination paper and may have more
than one counter for the purpose.
(iii) Such Officer to be authorised by the Election Officer must be an O.A.S.
Officer or any Officer belonging to Odisha Revenue Service cadre. In
such an eventuality, the Election Officer will issue a formal order naming
the concerned Officer authorised by him to receive the nomination paper
from the intending Candidates in the notice board of his office.
(iv) It would be more appropriate that before such authorisation he should take
the approval of the District Magistrate.
3. Maintaining a Register of Nominations
(i) The Election Officer or such other authorized officer shall forthwith number
the nomination papers serially in the order in which they are presented to in
respect of each Ward for the office of the Councillor.

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HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

(ii) He shall also enter on each nomination paper the time at which and the
person or persons by whom it is presented.

(iv) An elector shall not sign for more than one Candidate. Where a person has
signed, whether as Proposer or Seconder, more than one nomination paper,
the paper received first only shall be treated as valid nomination paper.

(v) A Candidate has to be an elector of any Ward within the Municipality. But
the Propser and Seconder have to be elector of the Ward concerned.

4. Documents along with nomination

(a) Deposit

(i) Each Candidate shall deposit or cause to be deposited the security

amount in cash with the Election Officer and the receipt (in token of
deposit of the prescribed amount of security) should be attached to the
nomination form.

(ii) Deposit prescribed under the Rules is as follows.

Candidate for the Amount to be Candidate for the Amount to

Office of the deposited Office of the be deposited
Councillor Corporator

General Candidate Rs. 100 All Candidates Rs. 250

SC/ST Candidate Rs. 50

(iii) One deposit is required for each Candidate. The Candidate is not
required to make any deposit in respect of subsequent nomination filed
for the same Ward.

(iv) A Candidate is required to deposit separately in respect of each Ward

she/he wishes to stand.

(v) The Commission has prescribed a receipt for deposit amount to be

issued by the Election Officer. A Candidate can also deposit the security
amount in Government Treasury of the district evidencing the payment
by or on behalf of a Candidate and such receipt shall be deemed to be
a deposit of such amount within the meaning of Rule 27 of the Election
Rules,”8443-Civil Deposit-(b) deposit not bearing interest-121- Deposit
in connection with Election- Deposit made by the Candidates for
Councillors/ Chairman to Urban Local bodies’.

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HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

(vi) A Candidate belonging to SC or ST has been allowed under the Rule to

make a concessional amount of deposit, irrespective whether the Ward
is a reserved Ward or not. But such SC/ST Candidate has to attach a
certificate from the competent authority about her/his caste/tribe/status.
No concession will be allowed without the certificate.
(vii) No Candidate shall be allowed to contest to the said office unless receipt
in support of such deposit is annexed to the nomination paper.
(b) Refund of Deposit
(i) If a Candidate withdraw her/his candidature or the nomination of such
Candidate is rejected the deposit shall be returned to the person
concerned and if any Candidate dies before the commencement of the
poll such deposit shall be returned to her/his legal representative.
(ii) If a Candidate is elected, the deposit shall be returned.
(iii) If a Candidate is duly nominated in more than one Ward, not more than
one of the deposit made by her/him on his/her behalf shall be returned
and remainder shall be forfeited to the Municipality.
(iv) If a Candidate by whom or on whose behalf the deposit has been made
is not elected and number of votes polled by him does not exceed 1/8th
of the total number of votes polled (or 10% in case of Corporation), shall
be forfeited to the Municipality.
(c) Affidavit by Candidates regarding one spouse and number of children
(i) A Candidate has to produce an affidavit duly sworn to the effect that he
has not more than one spouse living and has not more than two children.
(ii) This is a provision in the Act introduced, w.e.f., 31st May 1994 vide
Section 16 of the Odisha Municipal Act 1950.
(iii) The proviso to the said section says that disqualification shall not apply
to a person who has more than two children on the date of
commencement of Odisha Municipal (Amendment) Act, i.e. 31-05-1994
or as the case may be, within a period of one year unless he begets an
additional child after the said period of one year i.e. 30.05.1995.
(d) Affidavit on criminal antecedents, assets and liabilities etc.
Similarly, the Candidate has to furnish an affidavit containing information
pertaining to his criminal antecedents, assets and liabilities and
educational qualification as per the Commission’s Order No. 1, Dt. 01-01-2004
at Annexure- 13.
(e) Caste Certificate by S.C./S.T./BCC Candidate
(i) Similarly, the Candidate belonging to S.C./S.T. or Backward Class of
citizens filing nomination for a Reserve Ward has to produce his caste/
tribe status by attaching a Xerox copy of certificate from the competent
authority along with the nomination paper. However, he has to produce
the original certificate during scrutiny.

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HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

(ii) If a Candidate has not given a copy of such certificate with the nomination,
he may be directed to produce the original certificate during scrutiny.
The fact of having given such direction should be recorded on the body
of the nomination paper under which the Candidate or his Proposer or
Seconder would write “noted” and sign the same with date.

5. Non-submission of Affidavits by the Candidate

(i) When the Election officer receives the nomination paper, if such affidavits
are not submitted with the nomination paper, he shall direct the Candidate
to produce such affidavits before scrutiny.

(ii) The fact of having given such a direction, should be recorded on the body
of the nomination paper under which the Candidate or his Proposer or
Seconder would write “noted” and sign the same with date.

(iii) In case they refuse to do so, the fact may be recorded.

6. Signature of Candidate, Proposer or Seconder on nomination paper

(i) The Candidate, his Proposer and Seconder are required to sign in full in
the nomination paper in Form No VIII.

(ii) In case the Candidate his Proposer or Seconder has not given the full
signature then the Election Officer or the officer authorised by him to
receive nomination paper shall immediately on preliminary check at the
time of receiving the nomination paper will point out this defect to the person
presenting the nomination paper and ask him for full signature.

7. Nomination paper and Symbol

(i) The nomination paper submitted by every Candidate shall contain a symbol.
The nomination paper submitted by a Candidate of Political Party if he has
been sponsored shall contain the name of Party Symbol allotted by Election
Commission of India to that Party and Independent candidate shall contain
the name of the specified free symbol.

(ii) The President / Secretary of the State Level Organisation of a Political

Party, and not any other office bearer, will authorise either himself or any
Party functionary to intimate the Election Officer in Form No. IX, that who
would sponsor their Candidate(s). The Form IX at Annexure-14 [Form XII
at Annexure - 14A in case of Municipal Corporation] should be received at
least two days before the date fixed for scrutiny of nomination papers.

32
HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

(iii) The person(s) so authorised by the State level organisation of a Political

Party to sponsor Candidate(s) will submit a list of the Candidates sponsored
by the said Political Party in Form No. X at Annexure-15 [Form XI at
Annexure-15A in case of Municipal Corporation] which should be delivered
to the Election officer at least one day before the date fixed for scrutiny
of the nomination papers.

(iv) The Registered Un-recognised Political Parties will also sponsor their
Candidates in aforesaid Form IX and X at Annexure-14 & 15 or Form XII
& Form XI at Annexure-14A & 15A in case of Corporation.
8. Correction of nomination paper.

(i) When a nomination paper is filed, the Election Officer may examine them
from the technical and routine stand point. But there should not be any
formal scrutiny of any nomination paper at this stage.
(ii) The entries relating to the Candidate, Proposer, Seconder as given in the
nomination paper should be compared with the entries in the electoral roll.
(iii) For the purpose, on the presentation of a nomination paper, the Election
Officer or his authorized officer may require a copy of concerned portion
of the electoral roll on which the Candidate, his Proposer and Seconder
are electors from the person presenting the nomination paper.

(iv) The Election Officer or his authorized officer shall satisfy himself that the
name and serial of the Candidate, Proposer and Seconder as entered in
the nomination paper are the same as those entered in the electoral roll.
Wherever necessary, he shall direct the Candidate, Proposer and Seconder
to correct any clerical or printing errors.
(v) In order to reduce the scope of rejection of nomination papers, the
Commission considers that attention of the Candidate/Proposer/ Seconder
should be drawn to the technical or routine inaccuracies, if any, and they
may be permitted to correct the same in presence of the Election Officer.
Each correction should however be attested by the Candidate, Proposer
or Seconder as the case may be. In other words, you may permit correction
of any inaccuracy or clerical or technical or printing error. In this
connection, attention is invited to Rule 26 of the Municipal Election Rules.
9. Publication of list of received nomination papers

After 3 P.M. on each day between first day and the last day for filling nominations
(both days inclusive), the Election Officer or his authorised officer is required to
publish a list of nomination papers received in Form No. XI at Annexure-16 in Odia
under Rule 28 of the Election Rules.

33
HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

10. Maintenance of accounts of election expenses by Candidate from date

of the nomination

(i) Under Section 17-A of O.M Act.1950 every Candidate or any person
authorized by him has to keep a separate and correct account of all
expenditure incurred in connection with his election between the date of
which he has been nominated as a Candidate and the date of declaration
of results of election, both dates inclusive.
(ii) Further under sub-section(5) of Section17-A,every contesting Candidate,
either personally or through his agent shall lodge or cause to be lodged
with Election Commission the account of election expenditure so maintained
within one month from the date of declaration of result.
(iii) The Commission has ordered that the accounts shall be lodged with the
District Magistrate who will make verification and forward the same to the
Commission within 7 days from the submission.
11. Notice to Candidate
In order to ensure that all Candidates comply with the requirements of law
relating to maintenance of accounts of election expenses, the Election Officer shall
invite the attention of each Candidate to the above provisions of law in writing and
supply him with relevant orders/ instructions and sample copy of the form prescribed
by the Commission for maintenance of such accounts. This should be done by
addressing a letter to such Candidate given at Annexure-17 in the Handbook as soon
as he files his nomination paper.

12. Maintenance of accounts by the Candidates

(a) Maintenance of accounts

Under Section 17 of Odisha Municipal Act,1950 every Candidate or

any person authorised by him has to keep a separate and correct account
of all expenditure incurred in connection with her/ his election between the
date on which he has been nominated as a Candidate and the date of
declaration of results of election, both dates inclusive. The Commission
has prescribed the format at Annexure-18 and particulars for maintenance
of such accounts by a Candidate.

34
HAND BOOK FOR ELECTION OFFICERS NOMINATIONS

(b) Submission of accounts

Further under sub-section(5) of Section 17-A, every contesting Candidate,

either personally or through her/his agent shall lodge or cause to be lodged
with the Commission the account of election expenditure so maintained within
one month from the date of declaration of result.

The Commission has ordered that the accounts shall be lodged by the
Candidate or any person authorized by him in the prescribed format at
Annexure-18 before the District Magistrate for the ULBs in their district within
one month from the date of declaration of result who will make verification and
forward the same to the Commission within 7 days from the date of receipt of
accounts of election expenses from the Candidate or any person authorized
by him in the format at Annexure-19 prescribed by the Commission.

***

35
CHAPTER VI

Scrutiny of nominations
HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

CHAPTER-VI
Scrutiny of nominations
It is essential that scrutiny of nomination papers be taken up very carefully
and in conformity with the provisions contained in Rule 29 and provisions of
Municipal Act, 1950.

1. Persons allowed during Scrutiny

The Election Officer shall, at the appointed time, date & place scrutinise the
nomination papers. It should be done by you not by any other officer. The Candidates,
one Proposer and one Seconder of each candidate and any one person duly
authorised in writing by each Candidate and officials except for the purpose of assisting
Election Officer, no other person shall be allowed to attend such scrutiny of nomination
paper. Election Officer shall give such person all reasonable facilities to examine the
nomination papers of all Candidates which have been received as aforesaid.

The name and specimen signature of such authorized person are to be

communicated to the Election Officer at least two days before the date fixed for
scrutiny of nomination papers.

2. Scrutiny

The Commission prescribes the following guidelines to be followed during

scrutiny by the Election Officers.

(i) The Election Officer will take up scrutiny Ward wise.

(ii) Before taking up the scrutiny, it would be more appropriate for the Election
Officer to sort out all nomination papers Ward-wise.

(iii) He will start taking up the scrutiny from Ward No. 1 and will continue serially
up to the Ward last numbered.

(iv) If a Candidate has filed more than one nomination paper, such nomination
papers shall be scrutinized at a time. If one nomination paper of any
candidate is rejected on the ground of any irregularity, it shall not affect the
validity of the nomination of the Candidate by another nomination paper
where no irregularity has been committed.

(v) If any Candidate or such person prescribed above, desire to examine any
nomination paper, reasonable facility should be allowed to him for doing so
in Election Officer’s presence.

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HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

(vi) If any objection is raised regarding validity of any nomination, the Election
Officer should hold summary enquiry to arrive at a decision as to its validity
or otherwise. In every case the Election Officer shall record his decision.

(vii) The scrutiny shall be completed on the date appointed and no adjournment
shall be allowed.

3. Examination of Nomination papers & Rejection

The Election Officer will examine the nomination papers under the following grounds—

(i) He shall check if nomination is duly proposed and seconded and if the nomination
paper contains the declaration of the Candidate duly signed by him.

(ii) If the Candidate is eligible for contesting election under section 16 of the Act.

(iii) If the Proposer or Seconder is a person whose name is not registered on

the electoral roll for the concerned Ward of the Municipality.

4. Affidavit regarding spouse & children

(i) The Candidate has produced an affidavit duly sworn to the effect that he
has not more than one spouse living and has not more than two children.

(ii) Clause (ii) of sub-rule (2) of Rule 29 of the Election Rules provides that a
nomination paper may be rejected if the Candidate is unable to produce an
affidavit duly sworn to the effect that he has not more than one spouse living
and has not more than two children. This provision is a consequence of
Clause (xvi) and Clause (xvii) of Section 16 of Odisha Municipal Act,1950.

(iii) The proviso to the said section says that the disqualification shall not apply
to a person who has more than two children on the date of commencement
of the Odisha Municipal (Amendment) Act, 1994 or as the case may be,
within a period of one year unless he begets an additional child after the
said period of one year. The date of commencement of Odisha Municipal
(Amendment) Act, 1994 is 31st May 1994.

(iv) This implies that if a Candidate has more than two children on or before
30th May 1995, he shall not be disqualified. This important provision
must be kept in view while scrutinising the nominations.

(v) Production of an affidavit duly sworn by a Candidate about the fact of

having only one spouse living and he has not begotten the third or subsequent
child after the 30th May 1995 should be accepted by the Election Officer.

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HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

(vi) It is further clarified that if a woman is a legally married wife of a man who
has already begotten two children through his previous wife since dead but
this woman having not more than two children will be qualified to contest the
election even though her husband having begotten more than two children
through more than one wife will be disqualified.

5. Affidavit regarding criminal antecedents, assets & liability etc.

(i) The Candidate has to produce an affidavit about criminal antecedents, assets
and liabilities and educational qualification on the basis of two landmark
judgment of the Hon’ble Supreme Court Dt. 02-05-2002 (Civil Appeal No.
7178 of 2001—Union of India Vrs. Association for Democratic Reforms
and another) and Dt. 13-03-2003 (Writ petition Numbers 490, 509 and 515
of 2002— Union of India Vrs. PUCL /Lok satta/Association for Democratic
Reforms), the Commission vide its order No. 1, Dt. 01-01-2004 has made it
compulsory for the Candidates contesting for the office of the Councillor to
furnish an affidavit containing information about criminal antecedents, assets
and liabilities of the Candidate before the Election Officer at the time of
nomination. Hence, the Election Officer will reject the nomination paper of
the Candidate who is unable to produce such affidavit.

(ii) The Election Officer must be satisfied that in the affidavit so sworn, the
Candidate has given details of his movable property and immovable property.
In other words, if a certain portion has been left blank this should be treated
as an incomplete affidavit and should be summarily rejected and the
nomination will not stand the test of scrutiny.

(a) The format of affidavit given in Annexure-13 to the Commission’s

Order No.1, Dt.01-01-2004 clearly provides that if in cases relating
to criminal antecedents, certain columns are not applicable, the
candidate will write “nil” against the corresponding column striking
out all the sub-columns.

(b) Similarly, in the matter of immovable property and movable property,

the Candidate must mention “nil” against any column or sub-column
which is not applicable but cannot leave it blank. Incomplete affidavits
will tantamount to rejection of the nomination paper.

(c) If anyone objects to such affidavit he is free to file an election

petition before the Election Tribunal subsequently under the provision
of the Act.

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HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

6. Caste Certificate
(i) A person claiming to belong to S.C./S.T. or Backward Class of Citizen has to
produce a certificate from the Competent Authority authorised to issue such
certificate by the Govt, of Odisha, S.T./S.C. Development Department.
(ii) Xerox copy of caste certificate shall be enclosed with nomination form at
the time of its presentation and the original certificate for verification during
the time of scrutiny.
(iii) Caste certificate issued from competent authority anywhere in the state of
Odisha shall be acceptable. But, caste certificate issued from one place
outside the State is not acceptable.
(iv) List of S.C, S.T. and Backward Class of Citizens has been given in the
Annexure–20, 21 & 22.
7. Qualification of Candidates for Election
A person shall be qualified to contest the election as a Councillor of a
Municipalities/ NAC if he/she;
(i) must be an elector in any of the Ward of the concerned Municipality/ NAC.
(ii) is not less than twenty one years of age on the date of publication of
Preliminary Electoral Roll.
(iii) is able to read and write either English, Hindi or Odia.
(iv) has not more than one spouse living.
(v) has not more than two children (except more than two children before
30.05.1995).
(vi) has not been removed by the Government during the term of her/ his office
as the Chairperson or the Vice Chairperson of the Municipality immediately
preceding the election.
(vii) has not been adjudged by a competent court to be of unsound mind.
(viii) is an discharged insolvent.
(ix) is not in arrear or any dues payable to Municipality.
(x) is not interested in a subsisting contract,either directly or indirectly for the
Municipality.
(xi) is not employed as a paid legal practictioner on behalf of the Municipality.
(xii) is not a Governement servant either whole time or part-time.
(xiii) has not been convicted or found to have been guilty of offence of corrupt or
legal practice relating to election.
(xiv) doesn’t possess any other disqualification to contest to the post of Councillor
as mentioned in Section 16 of the Act.
42
HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

8. In-sufficient ground for Rejection

Minor discrepancies in age, name, etc. of Candidate or his Proposer and

Seconder are not considered as disqualification if their identity is not in doubt.

(i) The Election Officer shall not reject a nomination paper merely on the ground
of some discrepancy between the age, name or other particulars of a
Candidate or his Proposer or Seconder as given in the nomination paper
and in the Electoral Roll, provided that the Election Officer is otherwise
satisfied that the identity of the Candidate is not in doubt and the question
of eligibility otherwise is not involved.

(ii) The Election Officer shall not reject any nomination merely because it has
not been drawn up on a form printed by the Government or the Commission.

(iii) The Election Officer shall not reject any nomination merely because of
minor technical or clerical error. Ordinarily, a nomination paper will be
presumed to be valid unless the contrary is incontrovertibly and conclusively
proved. In case of doubt the benefit of doubt should go to the Candidate.

(iv) Non-mentioning of election symbol by the Candidate while filing nomination

will not be deemed to be a defect of substantial nature and the Election
Officer will not reject the nomination on this count.

9. Grounds of Rejection

The following grounds may invite the rejection of a Nomination Paper.

(i) The Candidate is less than 21 years of age as on the date of publication of
Preliminary Electoral Roll and not registered as a voter in any of the Ward
of the ULB.

(ii) Candidate has not signed the nomination paper.

(iii) Proposer & Seconder has not signed the Nomination Paper.

(iv) Proposer and Seconder are not electors of the concerned Ward.

(v) An elector shall not sign for more than one Candidate. When a person has
signed as Proposer or Seconder for more than one nomination paper the
paper received first shall be valid nomination paper.

(vi) The Candidate has not submitted the affidavit to the effect that he has not
more than one spouse living and not more than two children. Incomplete
affidavits will tantamount to rejection of the nomination paper.

43
HAND BOOK FOR ELECTION OFFICERS SCRUTINY OF NOMINATIONS

(vii) The Candidate has not submitted the affidavit containing information about
his criminal antecedents, assets and liabilities etc.

(viii) The Candidate has not submitted the original caste certificate at the time of
scrutiny.

(ix) No deposit has been made by the Candidate.

(x) No nomination of SC/ST candidate depositing concession amount shall be

accepted if caste certificate is not produced/furnished.

10. Order by Election Officer in each Nomination paper.

The Election Officer shall pass appropriate order after due scrutiny of each
nomination paper and shall endorse on it his decision of accepting or rejecting the
same. If the nomination is rejected, he shall record in writing a brief statement of
reasons of such rejection. Any aggrieved party can always raise an election dispute
later in the appropriate forum.

The decision of the Election Officer is final.

***

44
CHAPTER VII

Allotment of Symbols
HAND BOOK FOR ELECTION OFFICERS ALLOTMENT OF SYMBOLS

CHAPTER-VII
Allotment of Symbols

1. Allotment of Symbol

On completion of the scrutiny of nomination papers, the Election Officer shall

allot the symbols in presence of validly nominated Candidates. Then he will prepare a
list of validly nominated Candidates in form No.XII at Annexure-23 for each Ward
arranging in alphabetical order in Odia.

2. Preference for Symbols

According to the proviso of Section 10 of Odisha Municipal Act, 1950. Where

an election is contested on Political Party basis, the Candidates contesting such
election shall use their respective Party symbols.

For the purpose of this Section-

(i) ‘Candidates’ means candidates duly sponsored by respective Political Parties;

(ii) ‘Party symbol’ means the symbol allotted to a particular Political Party by
Election Conmmission of India under the Election Symbols (Reservation
and Allotment) Order, 1968; [Appendix-F] and

(iii) ‘Political Party’ means a ‘ National Party’ or as the case may be, ‘State Party’
within the meaning of paragraph 7 of the Order referred to in Clause (b).

3. Reserved Symbol

There are Political Parties registered with the Election Commission of India
under Section 29 (a) of the Representation of People Act, 1951, but are not yet
allotted with symbols. In other words these parties are Registered Unrecognised Parties.

A list of symbols reserved for National Parties/ State Party as notified by the
ECI and the list of free symbols for adoption by Independent Candidate(s) has been
given in Annexure-24 & 25 of this Hand Book.

4. Allotment of Symbols

The contesting Candidate is required to indicate the name of election symbol

in the specified space of the nomination form i. e. Form No VIII. Immediately after
the scrutiny is over the Election Officer shall proceed to allot them with symbols

47
HAND BOOK FOR ELECTION OFFICERS ALLOTMENT OF SYMBOLS

keeping the provisions of sub-rules (7) & (8) of Rule 25 of the Election Rules in view
and taking following guidelines into consideration.

(i) As per Rule 25 the President / Secretary of the State Level Organisation of
a Political Party, and not any other office bearer, will authorise either himself
or any party functionary to intimate the Election Officer in Form No. IX who
would sponsor their Candidate(s). The Form IX at Annexure-14 should be
received at least two days before the date fixed for scrutiny of
nomination papers.

(ii) The person(s) so authorised by the State level political party to sponsor
Candidate(s) will submit a list of the Candidates sponsored by the said
Political Party in Form No. X at Annexure-15 which should be delivered to
the Election officer at least one day before the date fixed for scrutiny of
the nomination papers.

(iii) The Registered Un-recognised Parties will also sponsor their Candidates in
aforesaid Form IX and X at Annexure-14 & 15.

(iv) The symbols reserved by the Election Commission of India for the National
Parties/ State Parties shall be allotted to the Candidates duly sponsored by
the National Parties/ State Party irrespective of whether they ask for such
symbols or not, provided the Form IX and X have been duly received by the
Election Officer.

(v) The Candidate set up by a State Party in any Ward (even if that party is not
a State party in Odisha) intends to choose or chooses symbol reserved for
it in the State in which it is a State party, then such candidate may be
ordinarily allotted that symbol to the exclusion of any other Candidate.

(vi) Where a free symbol has been chosen by several contesting Candidates
and if of those Candidates only one is a Candidate set up by a Registered
Unrecognized Political Party and all the rest are independent Candidates,
the Election Officer shall allot that free symbol to the Candidates set up by
the Registered Unrecognized Political Party and to no one else.

(vii) If out of several Candidates, two or more are set up by different Registered
Unrecognized Political Parties the Election Officer shall decide by lot to
which of the two or more Candidates set up by the different Registered
Unrecognized Political Parties that free symbols shall be allotted and allot
that free symbol to the Candidate on whom the lot falls and to no one else.
48
HAND BOOK FOR ELECTION OFFICERS ALLOTMENT OF SYMBOLS

(viii) Where more than one contesting independent Candidates have indicated
their choice for free symbol, the Election Officer shall, with due regard to
the order of the nomination papers received by him, allot the symbol and
any such Candidate who does not get the symbol of his choice, shall be
allotted with another symbol specified in the Annexure-25 as may be decided
by the Election Officer with due consideration of the choice of the Candidate.
In this regard the attention of the Election Officer is drawn to Rule 25(8)(ii)
of Odisha Municipal Election Rules, 1994.

(ix) The State Parties recognised as such in other States and the Registered
Unrecognised Parties shall submit Form No. IX at Annexure-14 to the Election
Officer. The Election Officer will consider cases of such Political Parties in
matter of preference of the allotment of symbol if they furnish Form No. IX
& X at Annexure-14 & 15 within the time specified.

(x) If a Political Party by mistake or otherwise sponsors two or more Candidates

for the same Ward, and the concerned Political Party fails to indicate in
such notices in Form No X at Annexure-15 that the earlier notice or
notices in Form No X at Annexure-15 has or have been rescinded the
Election Officer shall accept the notice in Form No X at Annexure-15 in
respect of the Candidate whose nomination was first delivered to him and
remaining Candidate or Candidates in respect of whom also notice or notices
in Form No X at Annexure-15 has or have been received by him, shall not
be treated as Candidate(s) set up by such Political Party and would be
allotted free symbols.

(xi) In case of any difficulty or doubt faced by Election Officer in allotting

the symbol, the matter may be referred to Commission for
clarification forthwith. The decision/ order of Commission shall be
final in the matter.
***

[N.B. In case of Municipal Corporation election, the Form No.XII at Annexure-14A

and Form no.XI at Annexure-15A are to be used for intimating the name of
party functionary who will sponsor the names of the candidates and list of
candidates so sponsored respectively.]

49
CHAPTER VIII

Withdrawal of Candidature
HAND BOOK FOR ELECTION OFFICERS WITHDRAWAL OF CANDIDATURE

CHAPTER-VIII
Withdrawal of Candidature
1. Withdrawal
After publication of list of validly nominated Candidates, any Candidate may
withdraw his candidature by giving notice in writing signed by him to the Election
Officer up to the date and time fixed for such withdrawal.
2. Procedure for withdrawal.
Procedures for withdrawal of candidature have been provided under Election
Rules. The salient features are as under:-.
(i) The Candidate who has filed the nomination shall personally deliver the
withdrawal notice to the Election Officer.
(ii) In case the Candidate is not delivering the withdrawal notice himself, the
Candidate’s signature on the notice shall be attested by a person competent
to attest a Vakalat.
(iii) To ascertain the signature of the Candidate is genuine and that he has not
been coerced to sign the withdrawal notice in that event, the Election Officer
must compare the signature of the Candidate in the withdrawal notice with
the signature of the Candidate on nomination paper.
(iv) In the interest of free and fair election, the Election Officer must satisfy
himself about the genuineness of the withdrawal.
(v) In case of doubt whatsoever, it is advisable to reject the withdrawal notice.
(vi) Notice of withdrawal of candidature shall not be accepted beyond date and
time fixed.
(vii) The Election Officer on receiving the notice of withdrawal shall publish the
same in his Notice Board.
3. Cancellation of withdrawal
A Candidate who has withdrawn his candidature shall not be allowed to cancel
the withdrawal or to be re nominated as a Candidate for the same election.

4. Procedure after Nomination.

(i) If after the scrutiny of the nominations, there is only one Candidate duly
nominated for the office of the Councillor for a Ward and he has not
withdrawn his candidature during the period specified, there shall be no
poll and the Election Officer shall declare such candidate to be duly elected
in Form XX at Annexure-26.

53
HAND BOOK FOR ELECTION OFFICERS WITHDRAWAL OF CANDIDATURE

(ii) Similarly, if there are more than one Candidates duly nominated and all
other Candidates except one have withdrawn during the period specified,
there shall be also no poll and the Election Officer shall declare the only
Candidate left to be duly elected in Form XX at Annexure-26.

(iii) If there is no Candidate duly nominated, election proceedings shall be started

afresh for filling up the vacancy, in all respects as if for a new election
under the instruction of the Commission :

(iv) If in respect of a particular Ward reserved for the Candidate belonging to

the Scheduled Castes or to the Scheduled Tribes or for Woman or for
Backward Class of citizens no nomination is filed by any such Candidate
belonging to that category to contest the election in respect of that Ward, the
Election Officer shall forthwith report the matter through the Commission to
the State Government for appropriate action.

(v) If the number of Candidates duly nominated exceeds that of the vacancy, a
poll shall be taken.

(vi) The Election Officer shall forthwith report the names of all Candidates
declared to be elected uncontested to the Election Commission.

5. Death of Candidate

If before the poll is taken, Candidate who has been duly nominated, dies and
the Election Officer shall upon being satisfied of the fact of death of the Candidate,
countermand the polls and report the fact to the Commission and the election
proceeding shall be started afresh in all respects as if for a new election :

Provided that no fresh nomination shall be necessary in the case of a Candidate

who stood nominated at the time of the countermanding of the poll.

***

54
 CHAPTER IX

Publication of final list of contesting Candidates

HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

CHAPTER-IX
Publication of final list of contesting Candidates

After the time of withdrawal is over the Election Officer shall then prepare a
final list of contesting Candidates for each Ward in Form No. XII-A at Annexure-27
of persons whose nominations have not been rejected and who have not withdrawn
their candidature.

1. Preparation of list of contesting Candidates

Preparation of final list of contesting Candidates will be done as follows:

(i) This shall be prepared in Form No XII-A (Form XIVA for Corporation).

(ii) The list of names shall be prepared in Odia alphabetical order.

(iii) The names of the Candidates shall be described as these are mentioned in
nomination paper.

(iv) The names of the Candidates along with his/ her address and symbols
assigned shall be specified.

2. Publication of final list of contesting Candidates

The final list of contesting Candidates in Form No.XIIA at Annexure-27 shall

be published on the date and time fixed by the Commission in the notice board of the
Election officer, in the Office of the Municipality/NAC/Corporation, the Sub-collector
concerned and in a conspicuous place at each Ward.

3. Fresh Election

In respect of unreserved seats if no candidate comes forward to file nomination,

a fresh election proceeding will start. For such cases the Election Officer may not
initiate the fresh election proceedings, but he shall only report the fact to the
Commission who will fix up the date of fresh election.

4. No Nomination in Reserve Seats

Where a particular Ward is reserved for the Scheduled Castes or the Scheduled
Tribes or the Backward Class of citizens, or for Women whether or not belonging to
the Scheduled Castes or the Scheduled Tribes, and no eligible Candidate is available
or comes forward to contest the election in relation to that Ward, the State Government
shall nominate a person who is otherwise eligible to contest such election, as the
Councillor for the Ward.

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HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

5. Printing of Ballot Papers

(i) With a view to avoid any confusion in printing of names of Candidates

correctly in ballot paper, the Election Officer should verify the names in
Form XII-A meticulously with the names in nomination papers.

(ii) The Election Officer shall immediately inform by FAX or special messenger
the names of contesting Candidates arranged in Odia alphabetical order
and symbol allotted to each of them to the Commission. Any delay may
seriously affect the programme of printing of ballot papers centrally at
Commission’s level.

6. Printing of Tender & EDC Ballot Papers

Besides Ballot paper for EVM, ballot papers for EDC & Tender Ballot Paper are
to be printed and supplied to the Election Officer. These Ballot Papers contain the
following particulars.

(i) Every ballot paper shall have a Counterfoil attached thereof and the said
ballot paper and the counterfoil shall be in Form No. XIII (Form XV for
Corporation) and shall be numbered.

(ii) Every ballot paper shall be in such size as the Commission may direct and
the particulars in the ballot paper shall be written in Odia.

(iii) The names of the Candidates shall be arranged on the respective ballot
papers in the order which they appears in the final list of contesting
Candidates for the Ward.

58
HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

FORM NO. XIII

[See Rule 43(1)]

Couterfoil

BALLOT PAPER FOR GENERAL/BY-ELECTION___________________

Municipality/N.A.C. ________________________ Ward No. _________

Serial No. of the elector ___________________

Serial No. of the ballot paper __________________

Signature or T.I. of elector

Tear off with a metal rule

____________________________________________________________

BALLOT PAPER FOR GENERAL/BY-ELECTION_______

Municipality/N.A.C. ______________ Ward No. _______ Presiding

Officer’s
Serial No. of the Ballot Paper ______________________ distinguishing
mark seal
General/Reserved

Name of the Symbol

Candidate

59
HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

FORM NO. XV

[See Rule 42(1)]

Couterfoil
BALLOT PAPER FOR GENERAL/BY-ELECTION______________

Corporation _____________________ Ward No. ____________

Serial No. of the elector _________________

Serial No. of the ballot paper ________________

Signature or T.I. of elector

Tear off with a metal rule

_________________________________________________________________

BALLOT PAPER FOR GENERAL/BY-ELECTION_____________

Municipality/N.A.C. _______________ Ward No. _________ Presiding

Officer’s
Serial No. of the Ballot Paper ____________________________ distinguishing
mark seal
General/Reserved

Name of the Symbol

Candidate

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HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

7. Issue of Identity Slips to contesting Candidates

(i) After the finalisation of list of contesting Candidates, Identity Slip may be
issued to each contesting Candidate. The Commission has prescribed the
form of Identity Slip for the Candidates as follows:-

IDENTITY SLIP FOR THE CANDIDATES

Space for
affixing
passport size
photograph of
Candidate

Shri/Smt. _______________________________________ is a contesting

Candidate for election to the office of the Corporator/Councillor of Ward
No. ______ of __________Municipal Corporation/Municipality/NAC.

He/She is an independent Candidate/set up by _____________ Party.

Signature of Election Officer

Date:
Signature of the Candidate
______________________ Municipal
Corporation/Municipality/NAC

Seal of Election Officer

(i) In the identity slip the Candidate’s photograph is to be affixed. Each Candidate
is required to furnish photograph in duplicate within 3 days from the date
of publication of final list of contesting Candidates.

(ii) The Election Officer shall prepare the Identity Slip and put his signature
attesting the photograph in a manner that half of his signature also covers
the Identity Slip.

(iii) Identity slip is to be prepared in duplicate out of which one will be kept in
the record of the Election Officer and other will be issued to the Candidate
after obtaining his due acknowledgement on the body of the office copy
and the acknowledgement is to be attested by the Election Officer or Officer
authorised by him.

61
HAND BOOK FOR ELECTION OFFICERS PUBLICATION OF FINAL LIST OF CONTESTING CANDIDATES

8. Meeting with Political Parties and Candidates and Superintendent of Police

Between the period starting from the last date of withdrawal of nomination and
the date of poll, the District Magistrate or any other officer authorized by him like
ADM or SDM may convene at least two meetings of the representatives of all Political
Parties and the Candidates, in which the Election Officer and the Superintendent of
Police or his representative are to be present.

(i) In the said meeting the District Magistrate will discuss among other things
the sensitiveness of the Polling Stations for the purpose of police deployment
and seek their co-operation in maintenance of law and order to ensure free
and fair conduct of the poll.

(ii) Deployment of Police personnel attached to each Polling Party, Mobile Police
Patrol/Striking Force(s)/Flying Squad with Executive Magistrate(s) as per
necessity and intelligence shall also be discussed.

(iii) In course of such meeting if the Candidates and / or the Political Parties
have any genuine grievance(s), those should be promptly looked into and
remedial action be taken.

(iv) During discussion with the representatives of the Political Parties and the
Candidates, the Election Officer should seek their cooperation in observing
the Model Code of Conduct (Appendix-A) during the prescribed period.

(v) The legal provisions relating to corrupt practices and electoral offences
(Appendix-B) may also be brought to their notice.

(vi) The Candidates may be reminded about ceiling of expenditure to be incurred

for election purpose and maintenance of election accounts thereon.

(vii) General Observer and Expenditure Observers shall be invited to the Meeting
if they happen to be present at the Head Quarter.

***

62
CHAPTER X

Election Materials
HAND BOOK FOR ELECTION OFFICERS ELECTION MATERIALS

CHAPTER – X
ELECTION MATERIALS
1. General

Election materials are important items for conducting the election. Each Polling
Party for a Polling Station, has to be supplied with the Election Materials necessary
for conducting the Poll. Similarly, you as Election Officer also requires some forms
and covers to be used at your level. Most of the items are arranged at Commission’s
level. But some of the items are to be procured at your level. Hence, you should
assess your total requirement for Consumable and Non-consumable materials including
Forms, Covers, Labels etc. The same may be collected and procured well in advance
to avoid any difficulties at the last minute. While verifying the same, in case of any
difficulties of shortage of Forms those may be Xeroxed, typed at your level.

2. Electronic Voting Machine

(i) A Voting Machine consists of two units namely; the Control Unit and the
Ballot Unit. These are interconnected when the machine is in operation by
means of a cable.

(ii) The Commission supplies EVMs mainly manufactured by ECIL. Sometimes

it may so happen the EVMs manufactured by BEL may be provided to you.
All the Companies published separate Manuals explaining in full, the details
of operation of the machines produced by them.

3. First Level Checking

FLC of each EVM is to be done by the manufacturer at the Commission’s level.

Hence, before you receive the EVMs from Commission, you must be sure that FLC
has been done for these machines you have received. Please ensure that FLC check
label is attached to the EVMs, you are supposed to receive.

(i) You must provide each Polling Party with one complete EVM, consisting of
a Control Unit (CU) and such numbers of Ballot Units (BU) as are to be
used at the Polling Stations i.e. if the number of candidates are more than
16 in that Ward, the Ballot Unit will be two.

(ii) Kindly assess your requirement of EVMs by the following norms:

(a) Total EVMs required for a Ward = Number of Polling Station in the
Ward + 10% for Poll reserve + 5% for Training.

(b) You must receive the CUs and BUs kept in carry cases.

65
HAND BOOK FOR ELECTION OFFICERS ELECTION MATERIALS

4. Forms
During the process of election, you will have to use some forms at your level.
Similarly the Presiding Officer of a Polling Station has to use a number of Statutory
and Non-statutory Forms with which you should be familiar. The following are the list
of such forms with quantity you must receive well in ahead of election.
A. Forms to be used by Election Officer Quantity
(i) Notice of the Election Programme (both Odia @ 10 per Ward
and English).
(ii) Nomination paper @ 10 per Ward
(iii) Letter for maintenance of accounts @ 10 per Ward
(iv) List of nomination received @10 per Ward
(v) List of valid nomination @ 3 per Ward
(vi) Final list of contesting candidates @ 5 per Ward
(vii) Authorisation by Political Parties (Form IX) @ 15 per Ward
(viii) Candidates sponsored by Political Party (Form X) @ 15 per Ward
(ix) Form of authorization for EDC (Form XVII) @ 20 per Ward
(x) Application for EDC @ 20 per Ward
(xi) Return showing the result of Polling @ 5 per Ward
(xii) Declaration of result @ 5 per Ward
(xiii) Appointment of Polling Agent @ 10 per Booth
(xiv) Vehicle Log Book @ 10 per Ward
(xv) Notice to Councillors to attend meeting for the @25 per Ward
election to Chairperson.
(xvi) Notice to Councillors to attend meeting for @ 25 per Ward
election to Vice-chairperson.
(xvii) Nomination Form for Chairperson and Vice-Chairperson @ 10 per Ward
B. At Presiding Officer’s level Quantity per Polling Station
(i) List of Tendered votes 2
(ii) List of Blind and Infirm Voters 2
(iii) Declaration by the companion of Blind 10
& Infirm Voters.
(iv) Declaration of Personation 5
(v) List of Challenged vote 5
(vi) Register of voters one Book
(vii) Accounts of votes recorded 15
(viii) Electoral Roll of concerned Polling Station 3 copies.
(Marked copy, One copy for display outside
Polling Station and another copy for reference
of 1st Polling Officer).
66
HAND BOOK FOR ELECTION OFFICERS ELECTION MATERIALS

(ix) Ballot Paper for Tender Votes 15

(x) Address Tag for CU 4
(xi) Address Tag for BU 4
(xii) Special Tag 4
(xiii) Green Paper Seal 4
(xiv) Strip Seal 4
(xv) Presiding Officer Diary 2
(xvi) Attendance Sheet of Polling Agent 2
(xvii) Declaration by the Presiding Officer 2
(xviii) Receipt book for deposit of Challenged Fee One Book
(xix) Final list of contesting Candidates 2
xx) Voter’s Slips Equal to the number of electors
5. Covers
After the close of the Poll, the election papers relating to poll are to be sealed
by the Presiding Officer in separate packets as per the details explained in the
Hand book.
(i) In the past, it has been observed that while placing the various Forms and
other materials used in a Polling Station in respective Covers, Polling Parties
inadvertently place them in wrong covers leading to difficulties in locating
these documents at the time of the requirement or in case of Court Cases.
(ii) This fact for proper use of covers must be explained to the Presiding Officers
and First Polling Officers during the training classes. The list of such covers
to be supplied to the Presiding Officer are given below.
A. Covers to be used at Presiding Officer’s level Quantity per
Polling Station
(i) Big Pink Cover for Statutory Papers (Packet-I) 1
(ii) Big Yellow Cover for Non-statutory Papers (Packet-II) 1
(iii) Big Blue Cover for Misc. Items (Packet-III) 1
(iv) Marked copy of Electoral Roll 1
(v) Other copies of Electoral Roll 1
(vi) Declaration by Presiding Officer 1
(vii) List of Challenged votes 1
(viii) Tender votes 15
(ix) Big Cover to contain Tender Ballot Papers 1
(x) List of Tendered voters 1
(xi) List of Blind and Infirm voters along with Declaration(s) 1

67
HAND BOOK FOR ELECTION OFFICERS ELECTION MATERIALS

(xii) Appointment letters of Polling Agents along with attendance sheet 1

(xiii) Presiding Officers diary and any other report 1
(xiv) Small Cover to contain each EDC Ballot Paper 15
(xv) Big Cover to contain small covers of EDC votes 1
(xvi) Receipt book for Challenged Fee 1
(xvii) Account of votes recorded 1
(xviii) Big cover for Register of voters 1
(xix) Unused Tender Ballot Papers 1
(xx) Unused and damaged Paper seal/Strip seal 1
(xxi) Used/unused Voter’s slip. 1
(xxii) Any other paper that SEC or Election Officer has directed 1
to keep in a sealed packet.
B. Cover for used by Election Officer.
Besides above, you also require some small covers to dispatch the EDC
ballot papers to the election personnel on duty through the concerned Presiding
Officer of the Polling Station where the applicant is deployed.
(i) cover for EDC Ballot Paper @ 5 per Ward in case of Municipality/
N.A.C./10 per Ward in case of Corporations.
6. Labels
Following labels are required to be used by the Presiding Of ficer in
the Polling Station.
Labels Quantity per Polling Station
(i) [ÿçÌ•ç æoÁÿ 2
(ii) {µÿæs’ÿæ[ÿ {ä†ÿ÷ 2
(iii) ¨÷†ÿêäæ ×æ[ÿ (¨ëÀÿëÌ) 1
(iv) ¨÷†ÿêäæ ×æ[ÿ (þÜÿçÁÿæ) 1
(v) ¨÷{¯ÿÉ 1
(vi) ¨÷×æ[ÿ 1
(vii) {µÿæs’ÿæ[ÿ Lÿä 1
(viii) {¨æàÿçó F{f+ 1
(ix) ¨÷fç æBxÿçó AüÿçÓÀÿ 1
(x) {¨æàÿçó AüÿçÓÀÿ - 1 1
(xi) {¨æàÿçó AüÿçÓÀÿ - 2 1

(xii) {¨æàÿçó AüÿçÓÀÿ - 3 1

68
HAND BOOK FOR ELECTION OFFICERS ELECTION MATERIALS

7. Other Materials
In addition to above, the Presiding Officer may require many other items
for use and these may be procured locally or received from the Commission in
required quantity.
Sl. No. Items No./Quantity
Non-Consumables
1 Metal trunk 1
2 Screen for voting compartment 1
3 Lantern 1
4 Kerosene Oil container 1
5 Metal rule 1
6 Indelible Ink 4 phials (5 ml)
7 Empty cigarette tin 1
8 Lock and key 1
9 Seals
(a) Distinguishing Mark Seal
(b) Metal Seal for Presiding Officer
(c) Rubber Seal for Presiding Officer
(d) Cross Mark Rubber Seal 1
10 Consumables :
(i) Copying Pencil 2
(ii) Self inking pad 2
(iii) Ball pen refill 2
(iv) A 4 size paper 4
(v) Pin (Small packet) 1
(vi) Thin Twine Thread 2 meters
(vii) Candle 2
viii) Sealing Wax 5
(ix) Match Box 1
(x) Blade 1
(xi) Carbon paper 3
(xii) Rubber bands 20
(xiii) Gum paste 1 bottle (100 ml)
(xiv) Cloth for cleaning finger of voters ½ metre.

***

69
CHAPTER XI

Polling Personnel & Training

HAND BOOK FOR ELECTION OFFICERS POLLING PERSONNEL & TRAINING

CHAPTER-XI
Polling Personnel & Training
1. Polling Party

The Polling Party for Municipal Elections consisting of one Presiding Officer
and three Polling Officers including one Group-D staff shall be appointed by the
Election Officer for each Polling Station. In addition, at least one police personnel
would accompany the polling party. As per Rule -2 (i) of Odisha Municipal (DW, RS &
CE) Rules, 1994, Presiding Officer means any person appointed by the Election
Officer to preside over the conduct of election at one or more Polling Stations within
the Ward and as per Rule 2 (j) of said Rule. Polling Officer means the person appointed
by the Election Officer to assist Presiding Officer for conducting elections at one or
more Polling Stations within the Ward.

2. Appointment of Polling Personnel

As per the Rule 35 of the Election Rules, the Election Officer shall appoint
one Presiding Officer and one or more Polling Officers. The Commission further
directs that the Election Officer shall take steps to constitute the polling team so
that the formation of polling team will be ready at least thirty days before the
date of actual poll.

3. Polling Officer

The Presiding Officer shall have full legal power to conduct the proceedings in
the Polling Station to ensure free and fair election. The other Polling Officers may be
designated as Polling Officer No.1 and Polling Officer No.2 and Polling Officer No.3
to assist the Presiding Officer in conduct of poll. Depending on the number of voters
in a Polling Station and nature of Polling Station, one more Polling Officer can also be
appointed and designated as additional 2nd Polling Officer.

4. Guidelines for appointment of Presiding Officers & Polling Officers

The Commission lays down the following guidelines for selection of the
Polling Personnel:

(i) Presiding Officer and Polling Officers are to be classified on the basis of
scale of pay and their post and rank. As far as practicable, Gazette Officers
will be appointed as Presiding Officers and in case of difficulty, officials
who are working in supervisory capacity only should be appointed as
Presiding Officers. The Presiding Officer should be of higher scale/grade
in comparison to the other Polling Officers of that polling party.
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(ii) A person having residence in a particular Ward shall not be assigned polling
duties in any of the Polling Station of that Ward.

(iii) A polling party should not have more than one personnel from the same
Office.

(iv) A polling party should not have more than one personnel having residence
in the same Ward.

(v) No employee of the Municipality shall be appointed as a Presiding Officer

or Polling Officer. No judicial or Police Officer shall be appointed as Presiding
Officer or Polling Officer.

(vi) No casual (NMR, DLR type) employee can be assigned polling duties.

(vii) Polling personnel ordinarily should not be appointed as counting personnel.

(viii) The number of such personnel should be worked out keeping in view the
numbers of Polling Stations and a reserve of 5% for emergencies.

5. Requisition of Officials for Polling duty

The Election Officer shall requisition the employees of different offices in the
following format before formation of polling team.

Name of the Office with location ____________________________________

Sl. No. Name of Employee Designation Scale of Pay Residential Address REMARKS
with Ward No.

1 2 3 4 5 6

6. Appointment Order

In order to ensure uniformity the Commission has prescribed a form for

appointment of Presiding Officer and Polling Officer at Annexure-28. The Election
Officer should ensure that the appointment order must be served to the officers
appointed for the purpose in a proper manner and ahead of training schedule. He
shall obtain signature of the persons drafted for the polling duty in the duplicate copy
of the appointment order.

While selecting Polling Personnel, all aspects of employees, i.e. his capability,
honesty, election experience etc. should be taken into account.

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7. Training of Polling Personnel

(i) The Election Officer will arrange one round of training for the Presiding
Officer and 1st Polling Officer before the date of poll. The Presiding Officer
should be thoroughly trained regarding use of Electronic Voting Machine
(EVM) as the Electronic Voting Machines are used in the Elections to Urban
Local Bodies. It is also necessary that the Polling Personnel are thoroughly
acquainted with the procedure of conduct of polls and dispatch of the EVMs
and election papers etc. after poll.

(ii) The Master Trainer will train the Election Officer and other Training Officer
who will impart training on EVMs and election procedure to the Polling
Personnel.

(iii) Generally, training will be done in the following manner:

Designation of the Trainer Official to be trained Place of training

Technical Personnel of ECIL Master Trainer for EVM State Headquarters

Master Trainer Election Officer & other Official District Headquarters

related with EVM commissioning etc.

Election Officer & other Presiding Officer & 1st Polling Municipal Headquarters
Trained Official Officer

(iv) The Superintendent of Police at the District level, the S.D.P.O. / Circle
Inspector of Police and the Officer in charge of Police Station at Municipal
Corporation level should be invited to attend the training programme to
familiarize themselves with the poll process and the Polling Personnel so
that they can work promptly and deal with any poll related situation effectively
when it occurs.

(v) The Polling Personnel would be paid remuneration at the rates prescribed
by the Commission.

8. Relevant Election laws for Polling Personnel

(i) The Polling Officer(s) during training be acquainted with the provisions
of relevant Act/Rules; The Polling Personnel must be told during the
training/ rehearsal that they ought to be fair and impartial in performance
of their election duties. The relevant provisions on Corrupt Practices
and Electoral Offences. and Indian Penal Code are given in Appendix–B
of the Hand Book.

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(ii) The Polling Personnel and other concerned may be briefed about the
provisions pertaining to electoral offences as detailed in R.P. Act, 1951
described in the Appendix-C of the Hand Book. so that they become
conscious of their duties to be fair and impartial in conducting the election.

9. Election Duty Certificate

Normally an employee registered as a voter in a particular Ward will not be

deployed for election duty in the same Ward. Then he is entitled to vote through an
EDC ballot paper in the Polling Station where he is deployed. For the purpose, he
should submit an application to the Election Officer in Form at Annexure-29 prescribed
by the Commission. This Form shall be supplied to the Polling Personnel who desires
to vote through EDC, at the time of training by the Election Officer so as to enable
them to apply at least 4 days before the date of dispersal. The procedure may be
explained to them in the training classes.

***

76
CHAPTER XII

Commissioning of EVMs
HAND BOOK FOR ELECTION OFFICERS COMMISSIONING OF EVMS

CHAPTER-XII
Commissioning of EVMs
The commissioning of EVMs means making the EVMs ready for poll. First
when you receive the EVMs from the Commission, you must ensure that each CU &
BU bears the green label of the First Level Checking (FLC) by the manufacturer
affixed on it. The FLC is normally done at the Commission’s level. The Voting machine
comprises two units, Control Unit and Ballot Unit. These two units are interconnected
by means of a cable when voting machine is put into operation. The end of the cable
is permanently attached to the Ballot Unit. Before a voting machine is supplied to a
Presiding Officer for use at a Polling Station, some preparations are to be made at
the Election Officer’s level.

1. Commissioning of EVMs at Election Officer’s level

After the EVM Ballot Paper is received by you, you must take steps for
commissioning of EVMs.

(i) At least three days before the date on which the commissioning is scheduled,
a notice is to be given in writing to each contesting Candidate intimating the
place or places where the voting machines will be so prepared and the date
and time of preparation of EVMs and seeking their presence.

(ii) However, the Candidates or their representatives duly authorized may remain
present during commissioning.

(iii) Even for any reason, when neither Candidate nor representative of any
Candidate(s) is present the preparation of EVMs should proceed ahead as
scheduled.

iv) Besides, the Commission deputes the EVM Engineers of the EVM
manufacturing Firm for taking up commissioning at your level. The
commissioning consists of preparation of Ballot Unit and Control Unit to be
used during poll.

2. Preparation of Ballot Unit

The preparation of Ballot Unit involve the following process :

A. Inserting and fixing ballot paper in the space meant for the purpose

There is a provision of fixation of ballot paper on the Ballot Unit under a

transparent acrylic sheet.

(i) Every ballot paper before it is fixed on the Ballot Unit shall be signed on
its back by the Election Officer.

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(ii) For fixing the ballot paper on that screen, you have to first open the top
cover of the Ballot Unit. This can be done by pressing simultaneously
towards the right, the latches at the top and the bottom on the right
edge of the unit and swinging the cover up. The top cover and lower
portion of the Ballot Unit will then open like a book.

iii) Thereafter, you should open the ballot paper screen, which is hinged
on the top cover on the extreme left side. The released latches of the
screen are inside the top cover. Then by pressing the latches
simultaneously, first slightly towards right and then pushing them
downwards, the ballot paper screen will become free for opening on
the upper side of the top cover.
While opening the screen, every care should be taken to ensure
that it does not get damaged in the process.
(iv) After opening of the screen, the ballot paper should be fixed in the
place provided for the purpose i.e. on the upper side of the top cover
of Ballot Unit.
(v) The ballot paper should be properly aligned so that each Candidate’s
name and his symbol are in line with the corresponding lamp and button
and the thick lines dividing the panel of Candidates on the ballot paper
are in line with the corresponding grooves on the Ballot Unit.
(vi) There should not be any misalignment as that would create confusion
in the mind of the voter.
(vii) After ensuring such alignment, it is to be closed and pressed fit the
ballot paper screen to secure the ballot paper firmly underneath that
screen.
(viii) Then the screen is to be sealed on the inner side of the top cover by
passing the thread through two holes in the screen specially provided
for the purpose on the inner side. The thread should be tightened and
given a firm knot.
(ix) The two ends of the thread should be placed on an address tag supplied
by the Commission and Election Officer shall put seal on the thread
and signature on the address tag.
B. Masking of Candidate’s Buttons

(i) On the Ballot Unit, the number of unmasked button will be equal to the
number of contesting candidates.
(ii) The masking of unwanted buttons can be done by moving the white
masking tabs on the Candidate’s button.
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C. Setting of Slide Switch

(i) Inside the Ballot Unit on the top right side, there is a slide switch which
has four positions 1,2,3 & 4.

(ii) If the number of contesting candidates is within 16, then only one
Ballot Unit is to be used and the switch is to be set in the position
marked 1.

(iii) If number of candidates exceeds 16 and below 32, then the 2nd Ballot
Unit is to be used and set the switch of the second Ballot Unit to the
position marked ‘2’ and so on depending upon the number of candidates.
However, one Control Unit can cater to 64 contesting candidates.

D. Sealing of the Ballot Unit

(i) After completion of all the above work, the Ballot Unit is to be closed by
bringing the top cover back to its original position.

(ii) Then the Ballot Unit is to be sealed. For this purpose, pass two threads,
one through the three holes at the top and other through three holes at
the bottom, give a firm knot to each thread.

(iii) Seal each thread with Election Officer’s seal by placing its two ends on
the address tag after duly filling up the particulars.

(iv) Candidates or their authorized representatives will be permitted to affix

their seals also, if they so desire, on the address tag.

(v) After sealing the Ballot Unit, the Ballot Units will be kept in a carry case.

3. Preparation of Control Unit

The Control Unit of the voting machine is also to be prepared by Election

Officer at his level. These preparations include a) Installation of battery b) Setting
the number of candidates c) Sealing the Candidate Set Section of Control Unit.

A. Installation of Battery

(i) The Electronic voting Machine operates on a special battery, which is

supplied by the manufacturing company. Only a new battery should be
used whenever a machine is used at any election.

(ii) There is a provision for installation of the battery on the top side of the
Control Unit in the ‘Candidate Set’ section.

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(iii) For installing the battery in the compartment specially provided for the
purpose in the ‘Candidate Set’ section, the cover of that section may
first be opened by pressing the latch provided on the left side, slightly
inwards.

(iv) The battery has a socket in which a plug can be inserted in the battery
compartment in the ‘Candidate Set section’.

(v) The socket of the battery is covered with a small strip of adhesive tape.
Remove this tape and install the battery by inserting the plug in the
socket and ensure that the battery is pressed tight.

B. Setting the number of Candidates

(i) At every election where voting machine is used the Control Unit has to
be set according to number of contesting candidates.

(ii) First the Ballot Unit is to be connected to the Control Unit by plugging
the connector of the interconnecting cable in the socket in the rear
compartment of the Control Unit.

(iii) After connecting with Ballot Unit & Control Unit push the power switch
to ‘ON’ position. It will give a beep sound and the ‘ON’ lamp on display
section of Control Unit will glow ‘GREEN’

(iv) After the ‘ON’ glows Green, press the ‘Cand Set’ button.

(v) Thereafter the display panel will flash the letters ‘SET CANDIDATE ——”
in the Candidate set Section of the Control Unit.

(vi) Then press the Candidate’s button against the last contesting
candidates in Ballot Unit. The number of contesting candidates can be
set in any number of Control Unit by using only one Ballot Unit or one
set of Ballot Units.

(vii) Where the work of setting the number of contesting candidates in

different Control Units is distributed amongst different officers, each
such officer may use a separate Ballot Unit for setting the number of
contesting candidates in the Control Units allotted to him.

(viii) Then, the EVM is to be switched ‘OFF’ and the inter connecting cable
be disconnected from Control Unit.
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C. Sealing of Candidate Set Section of the Control Unit

(i) After battery has been installed in the ‘Candidate Set’ section and Control
Unit has been set according to number of contesting candidates, the
‘Candidates Set’ section should be closed and sealed.

(ii) The candidate set section shall be closed by replacing the outer cover
and pressing it tight. It is to be sealed by placing a thread through the
two holes provided on the left side giving a tight knot to the thread and
placing the two ends of the thread on an address tag and seal it with
Election Officer’s Seal.

4. Safe custody of Voting Machines

(i) All the voting machines which are being prepared for use at the elections
along with reserve machine should be kept and preserved in safe custody
in a Strong Room, the lock of which should be sealed by Election Officer’s
Seal.

(ii) The Candidate may also be permitted to put their seals on the lock if they so
desire.

(iii) The Strong Room should be opened only on the appointed date and time
when machines are to be supplied to the Polling Parties before they leave
for their Polling Stations.

(iv) You should maintain a complete record of all the BUs & CUs to be used at
the election.

EVMs used for training and demonstration purpose are neither to be

Commissioned nor to be used in the Poll.

***

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CHAPTER XIII

Arrangement for Poll

HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR POLL

CHAPTER-XIII
Arrangement for Poll
1. Verification of Polling Station

Prior to the poll the Election Officer or any officer authorized by him shall
make physical verification of the Polling Stations regarding availability of furniture,
adequate space for sitting arrangement of the polling personnel, drinking water facilities,
waiting space for voters etc. The official in charge of the building for Polling Station
or any person on his behalf shall remain present there to receive the polling parties
and facilitate their stay and arrangement of poll.

2. Preparation of Electoral Roll

(a) Marked copy Electoral Roll

You have to prepare 3(three) copies of Electoral Roll to be supplied to the

Presiding Officers out of which one copy is Marked copy of Electoral Roll.

(i) This copy of Electoral Roll is an important statutory paper.

(ii) Marked copy of Electoral Roll will contain no marks except EDC.

(iii) In the Marked copy of the Electoral Roll, EDC shall be noted in red ink
against the serial number of the voter who avails EDC.

(iv) “Marked Copy” shall be written on the top of each page of Marked
copy Electoral Roll. For this purpose you can prepare a rubber seal
“Marked Copy” and stamp it on the top of each page of Marked
copy of Electoral Roll. Election Officer will sign with his rubber seal
at the bottom.
(b) Other Copies of Electoral Roll-
Other 2(two) copies of Electoral Roll shall be supplied to the Polling Parties
out of which one copy shall be displayed outside of the Polling Station and
other copy will be retained by the 1st Polling Officer for reference.

3. Issue of EDC & Ballot Paper

As per Commission’s instruction a person shall not be deployed for election

duty in any of the Polling Station of a Ward where he is a resident or registered as a
voter. But to exercise his franchise he may require a Ballot Paper of his Ward to cast
his vote in any other Polling Station where he is deployed.

(i) Hence, the voter on election duty shall apply to the Election Officer in the
Form prescribed by the Commission at Annexure-29 along with Xerox copy
of the appointment letter at least 4 days before the date of dispersal.

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(ii) The concerned Election Officer will verify the details of application along
with Electoral Roll i.e. Sl. No of Electoral Roll, Ward No etc.

(iii) After verification, the Election Officer shall issue Form of Authorisation to
the applicant to vote at a Polling Station located outside the polling area i.e.
Form No XVII at Annexure-30.

(iv) Then you will issue the ballot papers supplied to you pertaining to the Ward
from the 1st serial number to be used for EDC for that Ward.

(v) In the counterfoil of the ballot paper where there is a space for signature of
the elector you will put your signature in that space after filling the particulars
in the counterfoil.

(vi) In the space for distinguishing mark on the ballot paper, you shall write
name of the ULB in abbreviation, Ward number and Booth number as given
in the sample.

RKL

W.No.

B.No.

(vii) Similarly on the back of the ballot paper you shall also write ‘EDC Ballot
Paper’ and put your signature with seal below the marking.

(viii) While issuing the EDC Ballot Paper, the corresponding serial number of
the voter on election duty in the Electoral Roll of his Polling Station (Marked
copy of Electoral Roll) shall be marked and indicated ‘EDC’ in red ink
against his name.

(ix) The Election Officer shall hand over the EDC Ballot paper in a closed cover
supplied to you, writing over it the name of the person on Election Duty,
Polling Station No. and Ward No. of his election duty to the Presiding Officer
of the concerned Polling Station where the person is deployed.

4. Sorting of Election Materials

(i) To facilitate the Polling Parties to carry the election materials to the Polling
Station, you will arrange a Trunk/ Cloth Bag for each Polling Party.

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HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR POLL

(ii) Put a label as follows on each trunk

Election to ____________ NAC/Municipality/Corporation
Ward No. ________
Polling Station No. ___________
Name of the Polling Station ____________
(iii) Keep all election materials as per Check Memo at Annexure-31 in the
trunks before dispersal of the Polling Parties.
(iv) A responsible official should be kept in charge of the sorting of Polling
Materials polling station-wise.
5. Arrangement at Dispersal Centre
Dispersal Centre shall be set up before the date of dispersal at a convenient
place and required personnel shall be deployed in different counters as described
below for smooth dispersal of Polling Parties. Preferably the Dispersal Centre
and the Collection Centre to receive the materials after poll should be same and
at one place.
(i) Reception Counter
There should be a Reception Counter at dispersal centre to collect the
joining report of polling officials and to explain other queries made by them.
(ii) EVM Counter
A counter will be opened exclusively to deliver the EVMs to the Presiding
Officer. A responsible officer shall be kept in charge of this counter.
A register shall be maintained at this counter on the following format.

Ward Polling B.U. C.U. Name of the Signature of the Signature of the
No. Station No. No. No. Presiding Officer Presiding Officer Officer in charge
receiving BU & CU receiving BU&CU of the counter

1 2 3 4 5 6 7

(iii) Election Material Counter

A trunk containing all election materials required by a Polling Party shall be
handed over to the concerned Polling Party at this counter. The materials in
the trunk will be as per the list in Check Memo at Annexure-31.
(iv) Cash Counter
A separate counter for handling cash shall be opened. The Presiding Officer
will receive the remuneration of the Polling Personnel of his booth and
Booth Contingency along with aquittance roll.

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(v) Police Counter

This counter will be opened for joining and tagging of Police personnel to
the Polling Station. It will be kept in charge of the Police Administration.
A responsible Police Officer will remain in charge of the counter along with
support staff. Police personnel shall be tagged to different Polling Stations
here and dessimination of information regarding the tagging of police
personnel is also to be done here for benefit of the Polling Parties.

(vi) Vehicle Counter

The Vehicle counter will be located where the vehicles to carry the polling
personnel to the Polling Station are parked. The Officials deployed in this
counter will announce the Vehicle No. attached to different Polling Stations.
They will also be responsible for reporting the joining of vehicles, issue of
log books, affixing labels on the vehicles and remit cash advance to the
drivers if any etc.

(vii) Waiting Space

Adequate space with shed (if required) may be provided for Presiding
Officers and Polling Officers to verify their election materials as per the
Check Memo provided (in the trunk) at the dispersal centre. Besides a
separate waiting room/space shall be provided for Reserve Polling Personnel.

(viii) Drinking Water etc.

Drinking Water arrangement & Toilet facilities shall be provided at Dispersal
Centre. Further, you will also make arrangement for First Aid Centre and
essential commodities sale centre for the benefit of the Polling Parties.
6. Appointment of Polling Agent

(i) Polling Agent means a person duly appointed by a contesting Candidate

during the election to remain present in the Polling Station during poll.
A Candidate can appoint one Polling Agent per Polling Station with the
approval of the Election Officer. The form of appointment is at Annexure-32.
(ii) You may advise the contesting candidates to submit the above forms for
appointment of Polling Agent in duplicate by 5.00 P.M. on the day before
the date of poll positively failing which he may face difficulties to represent
in a Polling Station.
(iii) One copy of the form will be retained in Election Officer’s Office and the
second copy shall be given to the Candidate for his Polling Agents.
(iv) The Election Officer must ensure that the Candidate/Polling Agent should
sign in full on the form prescribed by the Commission.

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(v) The appointment order shall be presented by the Polling Agent to the
Presiding Officer concerned at the Polling Station on the day of poll to allow
his admission inside.

(vi) The Candidates may also be advised by you to instruct their Polling Agent
to report at the Polling Station one hour before the commencement of
poll so that the Polling Agent may not miss any critical actions like mock
poll, sealing of the EVMs etc. performed by the Presiding Officer before
commencement of poll.

(vii) The Presiding Officer would not wait for any Polling Agent since he has to
conduct the mock poll and commission the machine for polling well before
exact time of commencement of poll.

7. Appointment of Sector Officer

Ordinarily, one Sector Officer may be appointed for ten to twelve (10-12) booths
depending upon the geographical location and nature of Polling Station to co-
ordinate between the Election Officer and Presiding Officer.
8. Duties of Sector Officer

(i) To facilitate the dispersal of Polling Parties of Polling Stations attached to him.
(ii) To ensure that all parties attached to him are dispatched to Polling Station
smoothly.
(iii) To ensure that all Polling Parties attached to him have reached the Polling
Station safely.

(iv) To ensure from Polling Parties that all election materials are verified and
O.K. with the Polling Parties.

(v) To ensure that all arrangement has been made by the Presiding Officers
before commencement of the Poll.

(vi) To ensure that Mock poll has been completed in presence of Candidates/
Polling Agents before actual Poll and he should remain present during mock
poll at least in one Polling Station.

(vii) To ensure that poll has been commenced at the time fixed by the Commission.
(viii) To inform Election Officer regarding Percentage of polling of male & female
voters voted at every two hours interval.
(ix) To ensure that poll has been completed smoothly and peacefully.

(x) To ensure that all the election papers along with EVMs are properly sealed.

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(xi) To ensure the smooth return of Polling Parties to the Collection Centre with
polled EVMs & other election papers.
(xii) To facilitate the Polling Parties for smooth return of polled EVMs & election
papers at the Collection Centre & their relieve from election duty.

9. ELECTION MASTER PLAN

All the activities are to be completed in a time bound manner during election.
It is necessary to plan out all the course of events to be undertaken during election.
Hence, as Election Officer you have to prepare a detailed Master Plan elaborating on
each item of work with dateline. The Election Master Plan for the ULB under your
charge should contain at least the following items of work.

(i) Final list of Contesting Candidate

(ii) Categorisation of Polling Station and their physical verification.
(iii) Polling Personnel Management
(iv) Printing of Ballot Paper for EVM
(v) Printing of Ballot Paper for EDC and Tender Votes
(vi) Commissioning of EVMs
(vii) Procurement and Sorting of Polling Materials
(viii) Appointment of Polling Personnel
(ix) Appointment of Sector Officers
(x) Training of Polling Personnel
(xi) Dispersal Centre Arrangement
(xii) Receipt/ Collection Centre Arrangement
(xiii) Police Arrangement
(xiv) Vehicle Management and Route Chart
(xv) Poll Management
(xvi) Counting Arrangement
(xvii) Deployment of Officer and Staff for various election related duties
with their official address and contact number.
(xviii) Name of the Observer and their contact number
(xix) Particulars of Control Room

The list is only illustrative but not exhaustive. Your Master Plan may also include
some other important items of work which are not described here. Hence, you can
add or modify in the Plan as per your requirement.

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However you must submit a copy of the Master Plan so prepared to the District
Magistrate, Superintendent of Police of the District and State Election
Commission, Odisha within four days from the date of publication of final list of
contesting candidates without fail.

10. Transmission of O.K. message

Election Officer is required to transmit the following OK messages to the

Commission at different stages and within the specified time without fail on the day of
poll & before.

A. Day Before Poll

(i) By 3 PM on the day of dispersal

“All polling parties are dispersed with their election materials”.

(ii) By 7 PM on the day of dispersal

“All Polling Parties have reached their destination safely”.

(iii) By 9 PM on the day of dispersal

“All election materials including EVM are OK with all Polling Parties”.

B. Day of Poll

(i) By 9 AM on the day of poll

“The poll has commenced in all the Polling Stations”.

(ii) Poll percentage on two hourly basis

(a)10.30 A.M (b) 12.30 P.M (c) 02.30 P.M (d) 04.30 P.M

(iii) By 6 PM on the day of poll

“The Poll has been completed in all the Polling Stations smoothly”.

(iv) By 8 PM on the day of Poll

“All the polling parties have safely reached the Collection Centre with
polled EVMs”.

***

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CHAPTER XIV

The Poll
HAND BOOK FOR ELECTION OFFICERS THE POLL

CHAPTER-XIV
The Poll

Polling is the most important event in the election process. Through poll the
electors express their choice of the Candidate to represent them. Any irregularity in
conduct of poll may vitiate the election. Therefore, it should be ensured that the poll
is conducted strictly in accordance with law, prescribed procedure and instruction of
Commission.

1. Polling Stations

Poll is conducted at Polling Stations located in a Ward. The list of Polling

Stations must have been approved by the Election Commission. Before the poll, you
must have physically verified all the Polling Stations situated in different Wards of the
Urban Local Bodies. It must be kept in mind that no changes can be made in the
building or location of any Polling Station without prior approval of the Commission.
Poll conducted at any other place other than the approved Polling Station shall be null
and void ab initio.

2. Polling Personnel

Polling Personnel for conducting the poll at a Polling Station are appointed by
you. Please check and ensure that appointment orders have been served on each of
the polling personnel so appointed. Further, the required numbers of reserve Polling
Personnel are in place. 5% of the total number polling parties should be kept as
reserve. Presiding Officers & 1st Polling Officers must be trained in election procedures
to be followed at the Polling Station. You must ensure that intensive hands-on training
regarding the operation of the EVMs is imparted to the polling personnel particularly
the Presiding Officer and the 1st Polling Officer. Similar training should also be
imparted to Sector Officers and other Supervisory Officers.

3. Polling Materials

You must ensure that all the polling parties have been provided with necessary
polling materials including Voting Machines. A list of such polling materials is given in
Check Memo at Annexure-31. The Presiding Officers must be instructed to verify
the materials as per the Check Memo at the Dispersal Centre while receiving them.
Further, the Presiding Officers must be instructed to take utmost care of the safety
and security of the Voting Machines. It should be made clear to them that they will be
held personally responsible for any damage to the machines caused on account of
their negligence.

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4. Arrival of Polling Parties at Polling Station

(i) Each polling party should be dispatched to reach their assigned Polling
Station on the day before the poll. The voting compartment should be set
up in the Polling Station in such corner of the room that the voter is able to
record his vote in that compartment in complete secrecy. It should not be
placed in front of or near a window, lest any person from outside should see
a voter casting his/her vote. The area must have sufficient lighting. A model
lay out of the Polling Station is at Annexure-33.
(ii) The distance between the voting compartment where the Ballot Unit kept
and table of the Presiding Officer on which the Control Unit of the Voting
Machine will be placed should not exceed 3 meters as the length of the inter
connecting cable is 5 meters only.
(iii) It should be ensured that things should be arranged in such a way as no
voter while going to the voting compartment has to trade over the inter
connecting cable.
(iv) The entire length of the cable remains visible to the Polling Agent throughout
the poll.
(v) On the day of poll, each member of the polling party must take up his
position in the Polling Station at least one hour before the time fixed for the
commencement of the poll.
5. Arrival of the Polling Agents
(i) As and when a Polling Agent at the Polling Station reports, the Presiding
Officer shall check for his appointment letter issued by a Candidate and
approved by Election Officer and admit him on production of a Photo Id
Card identifying the agent. The Photo ID card of the agent should be one
among the 12 items approved by the Commission.
(ii) Presiding Officer will also further record the attendance of the Polling Agent
in a form prescribed at Annexure-34 and obtain their signature on it.
6. Duties of Presiding Officer & Polling Officer
(i) Presiding Officer should acquaint himself fully with rules and procedures
prescribed for conduct of poll by EVM.
(ii) He must obtain and keep in readiness copy of all relevant instructions of the
Election Officer or the Commission.
(iii) He must acquaint himself about the use & operation of EVM with utmost
thoroughness.
(iv) He must attend the training classes without fail along with his 1st Polling
Officer.

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(v) On the day of dispersal, he must acquaint himself with 3 other members of
his team such as 1st Polling Officer, 2nd Polling Officer and 3rd Polling Officer.

(vi) While collecting election materials, it is his responsibility to check that all
the items as per Check Memo at Annexure-31 have been provided to him.
Specifically indelible ink phial is not empty or dried up. If so, the same may
be replaced at the dispersal centre.

(vii) At the Dispersal Centre while receiving Electronic Voting Machine Presiding
Officer should ensure that -

(a) Control Unit and Ballot Unit given to him pertain to his Polling Station.

(b) The Candidate set section of Control Unit is duly sealed and address
tag firmly attached.

(c) The battery in the Control Unit is fully operational.

(d) Ballot Units have been duly sealed and address tag firmly attached.

(e) Appropriate Ballot paper for the Ward has been fixed in the Ballot
Unit and is properly aligned with ballot paper screen.

(f) The slide switch has been set to appropriate position in Ballot Unit
(i.e. 1 (one) in case of one Ballot Unit. 2 (Two) in case of two Ballot
Unit where contesting candidates are more than 16.

(g) The other important items such as Ballot Paper for Tendered Votes,
Register of Voters, Marked copy of Electoral Roll, other copies
of Electoral Roll, Presiding Officer’s Diary, Green Paper Seal,
Strip Seal, Special Tag and Address Tag have been provided.

(viii) On arrival at the Polling Station, he should have a clear idea of the
arrangements to be made for setting up of a Polling Station in prescribed
manner especially to secure secrecy of voting, regulation of queue of voters,
conduct of poll proceedings free from outside interference, etc.

(ix) He has to keep his appointment order with him as well as the Polling Officers
to keep theirs with them during poll.

(x) He has the authority to allow Polling Agents to remain present at the Polling
Station during the voting. He shall examine the letter of authority issued by a
Candidate in favour of a Polling Agent received from the Election Officer
along with his Photo Identity Card. He shall also record the attendance of
the Polling Agent in a Form shown at ANNEXURE-34 and obtain their
signature on it.

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(xi) Before the commencement of poll, the voting machine has to be shown to
the Polling Agents present to satisfy them that no votes are already recorded
therein.

(xii) For this purpose, a mock poll shall be held at least half an hour before the
time fixed for commencement of poll by recording a few equal number of
votes at random for each of the contesting Candidates and tallying the
result & shown to Polling Agents present.

(xiii) After holding the mock poll, the votes recorded at such mock poll have to
be cleared from the voting machine so that no data relating to the mock
poll remains in the memory of the machine (Close-Result-Clear) i.e. CRC.

(xiv) Then only he has to fix the Green Paper Seal and Special Tag to close and
seal the result section with Address Tag of the Control Unit. Then Strip
Seal or ‘A’,’B’, ‘C’ , ‘D’ Seal is to be fixed onthe Control Unit. The Procedure
of fixing the green paper seal and sealing of Control Unit is explained in
details subsequently in this Hand Book.

(xv) The poll should commence at the hour fixed for such commencement by
the Commission. Before commencing the poll, the Candidates or their agents
present and the Polling Officers should be explained about the maintenance
of secrecy of vote by reading the relevant provision of Section 128 of
Representation of Peoples Act, 1951 regarding their duty to maintain the
secrecy of the vote and the penalty for any breach thereof.

(xvi) Further after reading out the provision of 128 R.P Act and before
commencement of the Poll Presiding Officer should read out & sign a
declaration in the form at Annexure-35 and obtain the signature of Polling
Agents present.

(xvii) He has to go on recording the relevant events as and when they occur in
the Presiding Officer’s Diary.

(xviii) He has to regulate the proceedings in the Polling Station for peaceful and
smooth conduct of poll.

(xix) The identity of an elector should be properly verified by the 1st Polling
Officer. The instructions for establishing the identity of elector as provided
in rule 48 of Odisha Municipal (DWRSCE) Rules, 1994, and Rule 47 of
Odisha Municipal Corporation (DWRS&CE) Rules, 2003 and Commission’s

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Order No. 817 dt 21.02.2018 should be followed scrupulously. After an

elector has been identified, the 1st Polling Officer shall underline the name
of the elector in the marked copy of Electoral Roll & in addition put a tick
mark against the name of a female voter.

(xx) He as Presiding Officer shall also be in charge of the Control Unit of the
voting machine.

(a) To enable the elector to record his vote, the Presiding Officer will
press the Ballot button on the Control Unit to make it ready for
recording the vote. On the ballot button being pressed, the “Busy”
lamp will glow red and simultaneously the ready lamp on Ballot
Unit in the voting compartment will start glowing green. The elector
will record his vote in the compartment by pressing the “Blue
button” provided against the name and symbol of the Candidate
of his choice.

(b) When the voter presses that button, the lamp provided on the Ballot
Unit against the name and symbol of that candidate will start glowing
red and green light on the Ballot Unit will go off. Also a beep sound
will be heard emitting out from the Control Unit. After a few second
the beep sound and red light in the candidates lamp on the Ballot
Unit and the red light on the “Busy” Lamp on the Control Unit will
also go off.

(xxi) Sometimes, the Presiding Officer may have a suspicion or reason to suspect
that the Ballot Unit kept in the screened voting compartment is not functioning
properly or that an elector who has entered the voting compartment is
tampering or otherwise interfering with the Ballot Unit or has remained inside
the voting compartment for a long period unduly. In such cases, the Presiding
Officer has to take such steps as may be considered necessary by him to
ensure that the Ballot Unit is not tampered or interfered with in any way. If it
is required to enter the voting compartment, the Presiding Officer should
permit the Polling Agents to accompany him if they so desire.

(xxii) He shall close the poll at the hour fixed for the purpose by the Election
Commission. However, all voters present at the Polling Station at the closing
hour of poll shall be allowed to vote who have been provided with slips
signed by him. He shall start distributing the slips from the end of the queue,
before the closing hours.

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(xxiii) After the close of poll, the voting machine and all election papers should be
sealed and secured in the manner prescribed by the Commission and
described in detail in Chapter – XV of this Hand Book. .

(xxiv) It is his personal responsibility to hand over the voting machine and all
election papers duly sealed and secured to the officer responsible for the
collection thereof at the Collection/Receiving Centre under proper receipt.

(xxv) In the performance of his duties he is only bound by the instructions of the
Commission/Election Officer / Election Observer or other officers authorized
by Commission.

(xxvi) When he is unable to remain present in the Polling Station for reasons
beyond his control, he shall authorize 1st Polling Officer to act as Presiding
Officer during his short absence from the Polling Station.

7. Arrangement inside a Polling Station

(i) Setting up of Polling Stations & Voting procedure

Polling Party is to reach its Polling Station on the day preceding poll. The
Presiding Officer will arrange the furniture for their sitting as per model
layout given in this Hand Book and put the labels at their appropriste places.

(ii) On arrival at the Polling Station

(a) He must form a clear idea of arrangement to be made for setting up of

proper polling compartment to ensure secrecy of voting, regulation of
queue of voters and protection of poll proceeding free from outside
interference.

(b) He shall ensure that—

1. there is enough space for the voters to wait outside the Polling Station;

2. there is separate waiting space for men and women as far as practicable;

3. there are separate entrance and exit for voters in the room. If the
room is having one door, then provision can be made for Entry &
Exit by drawing a rope.

(iii) Voting Compartment

(a) Voters have to vote in secrecy and for this purpose, the Ballot Unit(s)
is required to be kept in Voting Compartment. Voting Compartment has
to be covered from three sides. Presiding Officer will ensure that nothing
is visible from outside of the voting compartment.

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(b) The voting compartment should be so provided and located as to prevent

any breach of secrecy when elector is actually voting. It should also
be adequately lighted.

(iv) Sitting Arrangement

The sitting arrangement in the Polling Station should be such that the 1st, 2nd
Polling Officer and 3rd Polling Officer should be sitting in a row. The 3rd Polling
Officer must be sitting near to the voting compartment. The entire arrangement
is such that the Presiding Officer shall be able to watch total proceeding inside
the Polling Station. There must be a clear passage for entry and exit of the
electors in the Polling Station. The sitting arrangement in a Model Polling Station is
shown at Annexure-33.

(v) Sitting Arrangement for Polling Agents

The Polling Agents are to be seated in such a way that when an elector enters
the Polling Station they may see the face of the elector and can challenge the
identity of elector, if needed. They should also be able to watch the entire operation
inside the Polling Station including voters movement to voting compartment and his/
her exit from the Polling Station after registering his/her vote.

8. Display of Notice

The Presiding Officer shall display prominently outside each Polling Station.
The following notices on the day of poll.

(i) notice specifying the Polling Area and the electors who are entitled to cast
their votes at the Polling Stations and when the Polling Area has more than
one Polling Station the particulars of the electors so entitled; and

(ii) copies of final list of the contesting Candidates.

9. Conducting of Mock Poll

Before commencing the poll, the Presiding Officer has to satisfy not only himself
but also all Polling Agents/Candidates present that the voting machine is in perfect
working order and that no votes have already been recorded in the machine. Hence,
preparations are to be made on the Control Unit by the Presiding Officer as per the
following steps.

(i) Interlinking the Control Unit with the Ballot Unit or the first Ballot Unit where
more Ballot Units than one are used.

(ii) Switching the power switch to ‘ON’ position;

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(iii) For such satisfaction, he should first show to all present that all counts have
been set to ‘ZERO’ by pressing the ‘Clear’ button. The ‘Clear’ button is
provided in a compartment in the Result Section of the Control Unit. This
compartment is covered by an inner door and an outer cover.

(For EVMs supplied by ECI) For EVMs supplied by SEC)

Cd 9
DELETING
to 0 POLLED VOTES

01 0
CANDIDATES
9
02 0

03 0 TOTAL POLLED
VOTES-0
04 0
CANDIDATES-01
05 0 VOTES-0
---- ----
06 0 ---- ----

07 0 CANDIDATES-09
VOTES-0

08 0
END
09 0

END

(iv) Then the ‘Ballot’ button is to be pressed on the Ballot Section of the Control
Unit. On pressing the ‘Ballot’ buttons, ‘Busy’ lamp in the Display Section
will glow red. Simultaneously, the ‘Ready’ lamp on the Ballot Unit will also
start glowing green.
(v) Then any Polling Agent can press, according to his choice, any of the
Candidate’s button on the Ballot Unit.
(vi) When the votes are being so recorded, the ‘Total’ button on the Ballot
Section of the Control Unit is to be pressed to verify at any time that the total
votes recorded in the machine tally with the number of votes which have
been polled up to that stage. The Polling Agents may be allowed to cast
equal no. of votes for each candidate.
(vii) He shall ensure that all the contesting Candidates get votes.
(viii) At the end of the mock poll, the ‘Close’ button in the Result Section is to be
pressed. On the ‘Close’ button being so pressed, the Display Panels in the
Display Section of EVMs will show as follows.

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(For EVM supplied by ECI) (For EVM supplied by SEC)

CLOSING
Np 1
DTE 01-02-07
TME 06-15-01
Cd 9
SL NO-H00003
to 18
_-_
CANDIDATE
END 9

TOTAL POLLED
VOTES-18

POLL
CLOSED

(ix) Then, the button marked ‘Result’ in the Result Section is to be pressed.
On that button being pressed, the Display Panels will start showing
candidate-wise votes polled the in the machine sequentially. The result will
be shown to all the Polling Agents present to be satisfied about the no. of
votes recorded.
(For EVM supplied by ECI) (For EVM supplied by SEC)

CD 9 COMPUTING
RESULT
to 18
POLL RESULT
01 02 PDT 03-04-18

02 02 PST 07-15-10
PET 07-30-10
03 02
CANDIDATE
04 02 09

05 02 TOTAL POLLED
VOTES-18
06 02

07 02 CANDIDATE-01
VOTES-02
08 02 ... ...
09 END
02

END

(x) Next, the ‘Clear’ button is to be pressed to clear the votes recorded during
the mock poll. On the ‘Clear’ button being so pressed, all counts will show
ZERO as shown previously.
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Then he is to proceed with sealing of Control Unit. For this he is provided with
Special Tag, Green paper seal, Strip seal and Address tag.
10. Sealing of EVMs for Poll
Step-1 Fixing of Green Paper Seal
Green Paper Seal is to be signed by the Presiding Officer and Polling Agents
on the white surface. There is a frame provided for fixing the paper seal on the inner
side of the door of the inner compartment of the result section of the Control Unit.
Green paper seal is to be fixed in such a way that its green surface is seen through
the aperture from outside. After fixing the seal, the door of the inner compartment

should be closed and sealed in such a way that two open ends of the green paper
seal protrude outwards from the sides of inner compartment. Then outer door of
result section is to be closed.

Step-2 Fixing of Special Tag

[Special Tag looks as above]

Special tag is to be fixed in the “CLOSE” button compartment of result section
to seal the inner cover of Result Section. There is a hole on the right corner on the top
front side with a metal ring to pass thread for sealing. The Presiding Officer is to put
his signature on the back side of the special tag. Candidates/agents present should

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also be asked to put their signature. Then the special tag tied to a thread is to be
sealed with wax. Thereafter without breaking the seal, fit the special tag to the “CLOSE”
button so that the portion CLOSE protrudes through the hole cut in the special tag.

Step-3 Fixing of Address Tag

For Control Unit

Address Tag contains Election to the ULB, Serial No., Name of the Polling
Station and Date of Poll etc. After the outer cover of result section has been closed,
that cover should be sealed by (i) passing a thread through the two holes provided for
the purpose on the left side of the outer cover, (ii) tying the thread into a knot, (iii)
attaching address tag similar to the one which is attached to the ‘Cand Set Section’
in the Election Officer’s level and sealing the thread on the address tag with wax and
the seal of the Presiding Officer.
Step-4 Strip Seal
“Strip Seal” or ‘A’, ‘B’, ‘C’, ‘D’ seal is to be fixed on the outer cover of Result
Section of the Control Unit.

The length of the strip is such that breadth of the Control Unit can be wrapped
with it. It is used to provide an extra outer seal of the Control Unit. At both the end of
the strip seal, there are four (4) pre-gummed portions ‘A’, ‘B’, ‘C’, and ‘D’. Before
strip seal is fixed to seal the Result section. The Presiding Officer is to put his
signature in full below the serial number of the strip seal. Each strip seal is provided
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with a definite number. The method of sealing strip seal is illustrated in diagrams in
next page and details explained below.

Step-a

First double fold the green paper seal, protruding from the lower portion of the outer
door of the Result Section, in the middle ensuring that the green side of the seal
remains outside.

Step-b

Then keep the strip seal with the pre-gummed portion ‘A’ positioned near the base of
the green paper seal protruding from the lower portion of the outer door of the result
section .Remove the wax paper over ‘A’ and press the inner layer(green side) of the
green paper seal over the gummed portion and press.

Step-c

Now remove the wax paper over the pre-gummed portion ‘B’ and press this gummed
portion over the folded portion (again green side) of the green paper seal.

Step-d

After pasting ‘B’ over the green paper seal the pre-gummed portion ‘C’ press the
green paper seal protruding from the upper portion of outer door so that green paper
seal is firmly pasted over ‘C’ (Now the white side of the green paper seal will come on
top and will be visible from outside) .

Step-e

Take the remaining portion of the strip seal round the Control Unit from left side taking
care that the strip below rubber cap covering the “CLOSE” button. Bring the other
end of the strip seal from the right side of the Control Unit on the top of the outer door
where the pre-gummed portions ‘A’, ‘B’, and ‘C’ have been pasted.

Step-f

Remove the wax paper covering the pre-gummed portion ‘D’ and press it
firmly over the green paper seal, which was protruding from the upper portion of the
door and was pasted on the pre-gummed portion ‘C’. The pre-gummed portion ‘D’
spills over the strip seal below the “CLOSE” button. Press this spilled over portion of
‘D’ firmly over strip seal.

By the above process, both the loose ends of the green paper seal protruding
from the both the sides of the outer door get firmly pasted & held by the strip seal.
At the same time the outer door over the result section is also sealed with the strip
seal from all sides and this section cannot be opened without damaging the seal.
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The Presiding Officer shall take care that the seal is not damaged or tampered during
the poll nor it shall be removed during or after the poll.

After sealing, now the EVM will be ready for poll.

ILLUSTRATION OF SEALING OF RESULT SECTION OF CONTROL UNIT

Pic-1 Fixing the Green Paper Seal Pic-2 Fixing the Special Tag to the “Close”
unit in result Compartment

Pic-3 Fixing the Address Tag to the Outer Pic-4 Fixing the Strip Seal with pre-gummed
Cover of Result Section ‘A’, ‘B’, ‘C’ and ‘D’ label

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Pic-5 Fixing Strip Seal on ‘A’ portion. Pic-6 Fixing Strip Seal on ‘B’ portion.

Pic-7 Fixing Strip Seal on ‘C’ portion. Pic-8 Fixing Strip Seal on ‘D’ portion.

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11. Demonstration of Marked Copy of Electoral Roll

(i) Before commencing the poll the Presiding Officer should be asked to
demonstrate the Candidates and Polling Agent present that the marked copy
of the Electoral Roll to be used at the Polling Station does not contain any
entry or marked other than EDC.

(ii) The Presiding Officer should also demonstrate to them the Register of Voters
showing that the Register is blank and no entry in respect of any elector
has already made therein.

12. Commencement of the Poll

The poll should commence at the appointed time. All the preliminary activities
should be over by then. If for any unforeseen reason the Presiding Officer is not in a
position to commence the poll at the appointed hour, he should explain the reasons
for the delay in his Presiding Officer’s Diary.

13. Warning about Secrecy of Voting

Before commencing the poll, the Presiding Officer must explain to all, including
the contesting Candidates or their Polling Agents, who are present at the Polling
Station, the provisions of Section 128 of the RP Act regarding their duty to maintain
the secrecy of the vote and the penalty for any breach thereof.

Section 128 of Representation of People Act, 1951 which reads as follows:

(i) Every officer, clerk, agent or the other person who performs any duty
in connection with recording or counting of votes at an election shall
maintain, and aid in maintaining the secrecy of the voting and shall
not( except for some purpose authorized by or under any law)
communicate to any person any information calculated to violate such
secrecy.”

(ii) “Any person who contravenes the provisions of sub-section (1) shall
be punishable with imprisonment for a term which may extend to three
months or with fine or with both.”

Every elector who is permitted to vote shall maintain absolute secrecy of voting
within Polling Station. He or she should strictly observe the voting procedure.

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14. Declarations by Presiding Officer

(i) The Presiding Officer is required to read out the declaration, prescribed in
Annexure–35 before the commencement of the poll in order to ensure that
he has duly carried out the instructions.

(ii) This should be done immediately after reading out the provisions of section
128 of the Representation of the People Act, 1951, regarding maintenance
of secrecy of voting.

(iii) He should read out the declaration and sign the declaration and obtain
thereon the signatures of such of the contesting Candidates/Polling Agents
who are present in the Polling Station. If any Polling Agents decline to affix
their signatures on the declaration, their names should be recorded therein.

(iv) In case a new EVM is used in the same Polling Station due to some technical
error, the same process regarding preparation of EVM for poll and a fresh
declaration has to be signed by him. The signature of Polling Agents may
also be obtained on the declaration.

(v) Precautions for Indelible Ink

2nd Polling Officer who is in charge of Indelible Ink has to take adequate
precautions to see that the phial containing the indelible ink is kept carefully
in such a manner that it does not get tilted and the ink spilt during the poll.
For the purpose, the cigarette tin supplied to Presiding Officer may be filled
with sand and used to keep the Indelible Ink phial erect.

(vi) Marked copy of the Electoral Roll

Before the commencement of poll, the Presiding Officer should also

demonstrate to the Candidates/ Polling Agents, who are present at the Polling
Station that the marked copy of the electoral roll to be used for ‘marking’ the
names of electors who are allowed to vote does not contain any remarks
other than marking of EDC if any.

(vii) Register of Voters

Register of Voters may also be shown to the Candidates /Polling

Agents who are present at the Polling Station that it does not already contain
any entry in respect of any elector.

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(viii) Regulation of entry into Polling Station

The following persons can be admitted inside the Polling Station by the
Presiding Officer.
(a) Electors
(b) Candidates.
(c) Polling Officers
(d) One duly appointed Polling Agent of each Candidate.
(e) A child in arms accompanying an elector.
( f) A person accompanying a blind or an infirm voter who can not move
without help.
(g) Public servants on duty in connection with election.
(h) Any person appointed by the Commission or District Magistrate
( i ) Any person whose assistance Presiding Officer seeks
However, security personnel accompanying, either any elector or any
Candidate or his Agent shall not be allowed to enter in to the Polling Station.
Entry of persons should be strictly regulated as detailed above, otherwise
the smooth and orderly conduct of poll may be vitiated.
(ix) Attendance of Polling Agent
(a) Presiding Officer shall examine the letter of authority of the Polling
Agent issued by Candidate and approved by Election Officer before
allowing Polling Agents inside the Polling Station on production of a
photo ID Card identifying the agent.
(b) He will also record the attendance of the Polling Agents in a Form
prescribed at Annexure-34 and obtain their signature on it. At the end
of the Poll, the Attendance Sheet along with appointment letters of Polling
Agents should be put in a separate cover provided.
15. Maintenance of Law and Order for free and fair election
(i) As Election Officer, you must ensure that proper law and order is maintained
in and around of Polling Station so that free and fair poll takes place.
(ii) Adequate measures should be taken to provide full security to the polling
personnel, the voting machines and other election materials till the polling
parties reach the Collection/Receiving Centre after the poll.
(iii) You have to ensure that Commission’s instruction relating to restriction on
the plying of vehicles on the day of poll, prohibition of sales of liquor during
a specified period including the day of poll and counting, declaration of the
day of poll as holiday in the Municipality/NAC/Corporation have been strictly
followed and fully complied by the authority.

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16. Regulation of entry of Voters

(i) There should be separate queues for men and woman voters. The persons
who regulate the queues will allow 3 or 4 voters in the Polling Station at a
time as the Presiding Officer may direct. Other voters waiting to come in
should be made to stand in queue outside.

(ii) Old & Infirm voters and women voters with babies in arm may be given
preference over other voters in the queue.

(iii) Men and Women voters should be admitted into the Polling Station in alternate
batches.

17. Identification of Elector

(i) On entering the Polling Station the elector will proceed direct to 1st Polling
officer for identification. The Commission has notified vide Order No. 817
dt 21.02.2018 the following documents. A voter must produce any one among
these to establish his identity.

Documents for Identity Proof

(i) Electoral photo identity card issued by Election Commission of India;

(ii) Aadhaar Card;

(iii) Passport;
(iv) Driving License with Photograph ( issued on or before the date of Election
notification);
(v) Income Tax PAN card;
(vi) Service identity cards issued to the employees by the State/ Central
Government, Public Sector Undertaking, Local Bodies or Public Limited
Companies;
(vii) Passbook with photograph issued by Bank, Post Office;
(viii) Smart Card issued by RGI under NPR;
(ix) MNREGA Job Card with Photograph( Issued on or before the date of Election
notification);
(x) Health Insurance Smart Card issued under the scheme of Ministry of Labour
with photograph ( Issued on or before the date of Election notification;
(xi) Pension document with photograph;

(xii) Certificate of physical disabilities with photograph( Issued on or before the

date of Election notification).

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(ii) It should be noted that possession of a Photo Identity Card as specified

above will not confer the right to vote unless his/her name finds place in the
electoral roll supplied to the Polling Party.

(iii) However, minor discrepancies in the entries relating to the electors name,
father/ mother/husband’s name, sex, age (2-3 years), or address in the Electoral
Photo Identity Card shall be ignored and the elector be allowed to cast the vote
so long as the identity of the elector can be established by means of that card
and not challenged by any Candidates or Polling Agents present.

18. Sequence of Events inside the Polling Stations

The sequence of the events, when an elector enters the Polling Station
is as f ollows:

(i) When an elector enters the Polling Station, he/she will first go to the 1 st
Polling Officer for identification.

(ii) 1st Polling Officer will check whether his/her name has been registered in
the Electoral Roll used for the poll and elector may bring with him/her an
unofficial voter’s slip provided to him/her by a Candidate having particulars of
Serial Number and Polling Station number of Electoral Roll. This may help
1st Polling Officer and Polling Agent(s) to locate his name in the Electoral Roll.

(iii) Then the 1st Polling Officer will check for his Electoral Photo Identity Card
or any other alternative documents prescribed by the Election Commission
at the time of voting.

(iv) The 1st Polling Officer after being satisfied with the identity, will read out
aloud the name and Sl. No. of the elector so that the Polling Agents may
note down in their copy of the Electoral Roll. The 2nd Polling Officer shall
have to note down the Elector’s Serial Number in the Register of Voters.

(v) Then having elector’s identity established, the 1st Polling Officer will underline
the entry relating to his name in the Marked copy of the Electoral Roll and
put a tick mark [ ] on the left side of the name of the Elector if she is a
female voter. This will help to count the number of female voters periodically
and also at the end of the poll.

(vi) Then the elector will move to 2nd Polling Officer who will note down the
Sl.No. of the elector in the Register of Voters as it is read out aloud by the
1st Polling Officer.

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(vii) Thereafter the 2nd Polling Officer will apply indelible ink on the left forefinger
of the elector in such a way to make a line from the top end of the nail to the
bottom of the left forefinger.

(viii) the 2nd Polling Officer will obtain Elector’s signature or thumb impression in
the relevant column of the Register of Voters.

(ix) Finally, the 2nd Polling Officer will prepare a Voter’s Slip filling up all required
particulars there in.

(x) Thereafter, the elector will move to 3rd Polling Officer with the Voter’s Slip.

(xi) 3rd Polling Officer will first re-check that the indelible ink mark is clear on
the finger of the Elector. If it is found that it is not clear or has been wiped
off, then he will ask the 2nd Polling Officer to apply the same once again.

(xii) Thereafter, he will take Voter’s Slip and allow the voter to go to voting
compartment to cast his vote.

(xiii) The Presiding Officer who is in charge of the Control Unit will press the
Ballot Button in the Control Unit so that the voter can cast his vote.

(xiv) The Voter will record his vote and immediately leave the Polling Station.

19. Challenged vote

If there is a challenge/difficulty in establishing identity of any voter, the 1 st

Polling Officer will refer the matter to the Presiding Officer.

(i) A Candidate or Polling Agent on his or her behalf can object to the identity
of a voter on the ground that he/she is not the person he/she claims to be as
per entry in the Electoral Roll.

(ii) For every objection a fee of Rs 20 shall be deposited with and receipt given
to the objector.No such objection shall be entertained unless this challenge
fee is deposited.

(iii) Immediately after the deposit has been made, the Presiding Officer shall
obtain a written statement in Form No. XV for Declaration of Personation at
Annexure-36 which shall be signed by the Candidate/Agent and attested
by two witnesses in presence of the Presiding Officer.

(iv) Presiding Officer shall then enter the name and address of the person,
whose identity is challenged, in Form No. XVI at Annexure-37 and ask the
person to sign or give thumb impression. If he/she refuses to do so the
person shall not be allowed to vote.

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(v) If the person, whose identity is challenged on being asked first, “Are you
the person as enrolled” (entry from the electoral roll to be read) gives answer
in affirmative and while being asked a second question “Have you already
voted in this Polling Station or any other Polling Station during this election”
answers in negative, the person is to be allowed to vote.

(vi) The Presiding Officer shall make a note of circumstances and of his decisions
in the appropriate at Form No.XVI at Annexure-37 and shall at the close of
poll forward the same in a packet containing “List of challenged votes”
along with the declaration of Personation obtained from the Polling Agent.

(vii) The Election Officer, after instituting such enquiries as may be necessary,
shall take steps to prosecute the persons or person whom he believes to be
guilty of the offence of personation. If it is found as a result of the enquiry,
that the offence of personation has not been proved, the Election Officer
shall decide whether the whole or part of the deposit shall be declared
forfeited and the amount so forfeited shall be credited to such funds as may
be directed by the Commission. In coming to a decision on this point the
Election Officer shall be guided by the fact and conclusions recorded at the
trial. The deposit or such portion thereof as has not been declared forfeited
shall be returned to the person who made the deposit.

20. Application of Indelible Ink

(i) During Poll every elector whose identity has been established shall be marked
with the indelible ink.

(ii) The application of indelible ink is a vital safeguard against impersonation

and ensures that the same voter does not vote more than once.

(iii) If an elector has no left forefinger, then indelible ink should be applied on
the next finger, which he has on his left hand starting with his left forefinger.

(iv) If he does not have any fingers on his left hand, the ink should be applied
on his right forefinger and if he has no right forefinger, then the ink should
be applied on the next finger which he has on his right hand starting with his
right forefinger.

(v) If he has no fingers on either hand, ink should be applied on such extremity
(stump) of his left or right hand, as he possesses.

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21. Register of Voters & Signature of Voters

(i) The serial number of the elector as entered in the Marked copy of the
Electoral Roll shall be recorded by the 2nd Polling Officer in the Register of
Voters.

(ii) Then the signature and thumb impression of every elector must be obtained
in the relevant column of the Register of Voters against the entry made in
the register relating to him by 2nd Polling Officer. The signature should be
full signature i.e. name in full with surname.

(iii) If any elector refuses to put his signature or thumb impression on the Register
of Voters, he shall not be allowed to cast his vote and an entry shall be
made in the remarks column “Refused to sign”. The Presiding Officer
shall sign underneath.

22. Issue of Voters Slip

(i) The 2nd polling officer will prepare the Voter’s Slip for that elector which is a
small slip containing Sl.No. in the elector in the marked copy of the Electoral
Roll and Sl.No. of the elector in the Register of Voters.

(ii) The Elector will go to 3rd Polling Officer with the Voter’s Slip who will collect
the same and allow him to vote by proceeding to the voting compartment.

(iii) 3rd Polling Officer will allow a voter to voting compartment strictly according
to the Sl.No. mentioned in the Voter’s slip.

23. Recording of vote in voting compartment

(i) The Ballot Unit is kept in for recording the vote in the voting compartment.

(ii) To enable an elector to cast his vote, the “Ballot Button” on the Control
Unit shall be pressed by the Presiding Officer. It would make the Ballot Unit
kept in the voting compartment ready for recording the vote.

(iii) On the Ballot Button being pressed, the ‘Busy’ lamp in the CU glow red and
simultaneously the ‘Ready’ lamp on the Ballot Unit in the voting compartment
will start glowing green.

(iv) The voter will record his vote by pressing the button provided against the
name and symbol of the Candidate of his choice.

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(v) When he presses the button, the lamp provided in the BU against the name
and symbol of the candidate will start glowing ‘red’ and ‘green’ light on the
BU will go off. Also a ‘beep’ sound will be heard out from the CU.

(vi) After a few second, the ‘beep’ sound and the ‘red’ light in the candidate’s
lamp on the Ballot Unit and the ‘red’ light in the busy lamp in the CU will
also go off.

(vii) These visual and audio signs indicate the fact that the voter inside the
voting compartment has recorded his vote. He should then come out of the
voting compartment and leave the Polling Station without delay.

(viii) The above process will be repeated each time a new voter be allowed to
record his vote. It should be ensured that only one voter go at a time inside
the voting compartment to vote.

24. Voting by Blind and Infirm Voters

(i) If Presiding Officer is satisfied that owing to blindness or other physical

infirmity, an elector is unable to recognize the symbol on the Ballot Unit or
unable to record his vote by pressing the appropriate button thereon without
assistance, he shall allow that voter to take a companion with him who
should not be less than 18 years of age.

(ii) The person permitted to act as the companion of an elector shall be required
to sign in the declaration form given in Annexure-38 wherein it is indicated
that he shall keep secret the vote recorded by him on behalf of the elector
and he has not acted as the companion for any other voter at any other
Polling Station on that day. Then the Presiding Officer will maintain the list
of such companion(s) in form No. XIV-A given at Annexure-39.

(iii) Presiding Officer shall also ensure that none of your polling staff
acts as a companion to the blind / infirm voters to record vote on
his behalf. A Candidate or a Polling Agent (provided he is not less than
18 years of age) can act as a companion to a blind or infirm voter. But
he can act as such, for only one elector on that day. The person acting
as companion is required to make a declaration in the prescribed form.

(iv) After the poll, all such declarations Annexure-38 along with list of companions
in the form at Annexure-39 should be kept in a specified cover and sealed.

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25. Tendered Votes

(i) If a person presenting himself to be a particular elector mentioned in the

electoral roll, seeks to vote, coming after another voter who has already
voted as such elector, then after verifying the identity of the voter, this
elector may be supplied with a Tender Ballot Paper instead of being allowed
to vote through EVM.

(ii) Every such elector shall before being supplied with a Tender Ballot Paper
shall put his signature in Form No.XVII-B at Annexure-40 after Presiding
Officer has made the entries relating to name of the elector, Sl. No. in the
Electoral Roll and Sl. No. in the Register of Voters in the relevant column of
the said form.

(iii) The particulars in respect of a voter as entered in the electoral roll are
sometimes incorrectly printed or have become out of date e.g. regarding
the exact age of the voter. You should overlook mere clerical and printing
errors in any entry relating to a voter in the poll, provided that you are
otherwise satisfied about the identity of the person claiming to be the voter,
according to other particulars entered in electoral roll.

(iv) Then the Presiding Officer will put the Distinguishing Mark Rubber seal on
the space provided in the ballot paper and enter the serial no of the elector
as per the Electoral Roll in the counterfoil and ask the elector to sign on the
counterfoil of the Ballot Paper. Then Presiding Officer will write ‘Tendered
Ballot Paper’ on the back side of the ballot paper and sign it.

(v) The ballot paper will be torn out from the counterfoil by a metal rule and
handed over the same to the elector.

(vi) On receipt of the Tender ballot paper, the elector shall proceed to the
compartment for recording of his vote and after recording put it in an
envelope specially meant for the Tendered ballot paper. There after the
elector shall hand it over to the Presiding Officer. Then the cover will be
sealed and kept in a separate big cover along with the Tendered Ballot
Papers if any in that Polling Station.

(vii) Such list of tendered voters as in Annexure-40 is to be sealed and put in a

specified envelope.

26. Vote through Election Duty Certificate (EDC)

Polling Personnel on election duty shall not be deployed in same Wards where
they are registered as voters. So, if a voter on election duty chooses to exercise his

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franchise on the polling day in the Polling Station where he is deployed, he may do so
by being issued Election Duty Certificate (EDC). The procedure as laid down by the
commission is as follows.

(i) These Officials, who are on election duty which include Presiding Officer,
Polling Officers and Drivers etc, shall apply to the Election Officer in the
form at Annexure-29 prescribed by the Commission along with Xerox copy
of the appointment letter at least 4 days before the date of dispersal.

(ii) The Election Officer then verify the details given in the application and shall
issue him Form of Authorization in the Form at Annexure-30 to vote outside
polling area.

(iii) On the dispersal date, the Election officer shall hand over EDC ballot paper
in a closed cover to the Presiding Officer of the concerned Polling Station
where the official (applicant) is deployed.

A. EDC vote through Ballot Paper at the Polling Station

(i) In the Polling Station when the person on election duty produces the
authorization in Form XVII at Annexure-30 to the Presiding Officer then
the Presiding Officer shall issue the EDC Ballot paper received from Election
Officer to the person on duty to record his vote.

(ii) After marking the ballot paper registering the vote the person on Election
duty shall put the Ballot Paper in a “Cover for EDC Votes” supplied by the
Presiding Officer and seal it. On the top of the Cover the particulars of the
voters on election duty such as Ward No., Booth No. where he is registered
as an elector as per form of authorisation issued by Election Officer, is to
be written.

(iii) The Presiding Officer shall then collect all such covers containing EDC
Votes and then staple the form of Authorization to the concerned sealed
cover and put it in a bigger packet.

(iv) After poll, the Presiding officer shall hand over this packet along with sealed
carry case containing CU and BU, sealed cover containing Accounts of
Votes recorded and sealed cover containing Presiding Officer’s diary as
statutory items to the officer in charge in the specified counter at the
Receiving/Collection Centre.

B. EDC Vote through EVM

(i) In bigger Municipalities and Corporations, it may so happen a Ward may

have multiple Polling Stations and the person on election duty is a voter of
another Polling Station of the same Ward.

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(ii) Then in that case he has to record his vote through EVM, on the basis form
of authorization so issued by Election Officer in the same process as normal
votes. The Presiding Officer at the Polling Station will follow the following
steps of the person on Election duty.
(a) Put the Indelible Ink to the left hand forefinger.
(b) Electoral particulars of the person may be entered in the column-2 of
Register of Voters (e.g. If Polling Station No. is 9 & Sl. No. 111 then it
should be entered as 9/111).
(c) Obtain the signature of the elector in the Register of Voters.
(d) Write ‘EDC’ in the Remark Column of Register of Voters against the entry.
(e) Issue Voter’s Slip writing the particulars.
(f) Then he will proceed to voting compartment to cast his vote.
27. Refused to Sign and Refused to Vote
(i) If an elector refuses to put his signature or thumb impression on the Register
of Voters, he shall not be permitted to vote and entry “Refused to Sign”
will be made in the remark column of Register of Voters. Presiding Officer
will put his full signature underneath.
(ii) Further, if the voter after going in to the voting compartment does not register
any vote by pressing any Candidate’s button and comes out without voting,
then ‘Refused to Vote’ should be recorded in the remark column of the
Register of Voters and the Presiding Officer shall put his full signature
underneath.
28. Tallying of number of votes polled periodically during Poll
(i) During Poll at any time, if the total number of votes polled up to that time has
to be ascertained, the ‘Total’ button on the Control Unit should be pressed.
The display panel on the Control Unit will then show the total number of
votes polled by that time. This should be periodically done and tallied with
the number of electors allowed to vote up to that time as reflected in the
Register of Voters.
(ii) The ‘Total’ button should be pressed only when the busy lamp is not on, i.e.
only after the elector allowed to vote has recorded his vote, and before the
next elector is allowed to vote by pressing the Ballot button.
29. Closure of poll
(i) The poll should be closed at the hour fixed for the purpose. Even if for
certain unavoidable reasons it had commenced some what later than the
hour appointed for commencement of the poll.

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(ii) However, all electors present at the Polling Station at the hour appointed for
close of the poll should be permitted to cast their votes even if the poll has to
continue for sometime beyond the appointed closing hour.
(iii) For this purpose, just 5 minutes before the close of poll Presiding Officer
should go and announce that the poll is going to be closed and any person
interested to cast their vote may make a queue.
(iv) Then the Presiding Officer shall distribute pre-numbered slips to all electors
standing in queue, starting from the last person in the queue.
(v) For closing the poll after the last voter has recorded his vote, the voting
machine has to be closed so that no further recording of votes in the machine
is possible.

(vi) For this purpose the Presiding Officer should press the ‘Close’ button on
the Control Unit.
(vii) When the ‘Close’ button is pressed, display panel on the Control Unit will
show the total number of votes recorded in the voting machine till the end of
the poll. The total number of the votes recorded in the machine would be
immediately noted by the Presiding Officer in Sl.No.3 of Part-1 of Account
of Votes Recorded Form.

(viii) Then the Presiding Officer can write ‘Closed’ in the Register of Voters
after the entry of last voter and sign it.
30. Maintenance of Presiding Officer Diary
(i) The Presiding Officer of every Polling Station should be asked to maintain a
diary in which he should record the proceedings connected with the poll in
the Polling Station.
(ii) The proforma of the diary to be maintained by the Presiding Officer is given
at Annexure-41.
(iii) He should be asked to go on recording the relevant events in the diary as
and when they occurred.
31. Preparation of Accounts of Votes Recorded
(i) After the closure of the poll, the Presiding Officer is required to prepare an
Account of Votes Recorded in the voting machine. Such account shall be
prepared in part-1 of Form No.XVII-C or XXIV in case of Municipality or
Corporation at Annexure-42 as the case may be.
(ii) The Presiding Officer shall also be required to furnish to every Polling
Agent present at the close of the poll, copy of the Account of Votes Recorded
as prepared by him after obtaining receipt from those Polling Agent.

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(iii) The Presiding Officer shall be asked to prepare such number of

additional copies as the number of Polling Agents present in the Polling
Station at that time.

32. Sealing of the voting machine

(i) After the poll has been closed and the Account of Votes Recorded in the
voting machine has been prepared and copies thereof furnished to the
Polling Agents present, a voting machine should be sealed and secured for
transportation to the receiving/collection centre.

(ii) For sealing and securing the voting machine, the Ballot Unit and the Control
Unit should be disconnected. The power switch in the Control Unit should
be “Switched Off”

(iii) The Ballot Unit and the Control Unit should be put back in their respective
carry cases.

(iv) The carry cases then be sealed by passing a thread through the two holes
provided for the purpose on both sides of a carry case and giving those a
firm knot, and putting them on a Address Tag with Presiding Officer’s seal.

(v) The Address Tag should be filled up with the particulars of the election to
Ward No. Name and No. of Polling Station etc.

(vi) The Candidates or the Polling Agents as are present and desirous of putting
their seals should also be allowed to do so.

33. Sealing of Election Papers

After the close of the poll all election papers relating to the poll should be
sealed by the Presiding Officer. Details of which has been described in the next
chapter of this Hand Book.
34. Adjournment/disruption of Poll

(i) Under Rule 54, where the proceedings at any Polling Station are seriously
interrupted or obstructed by any riot or even violence or otherwise or
where a large number of electors are unable to attend the poll at a Polling
Station by reason of any act of God such as flood or fire the Presiding
Officer shall stop the poll.

(ii) The fact that the poll has been so stopped shall be immediately announced
by the Presiding Officer to the persons present at the Polling Station.

(iii) Where Presiding Officer stops a poll, he shall seal the EVMs and other
election papers in the manners described hereinafter in the Hand Book and
forthwith make a full report on the circumstances to the Election Officer.

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(iv) The Election Officer shall forward the same expeditiously with his remarks
thereon to the Commission for further orders in the matter.
(v) Commission shall there upon order -
(a) That the poll be continued at the Polling Station for the number of hours
for which it was not held on the previous occasion; or
(b) That the proceedings at the poll held at the Polling Station on the previous
occasion be ignored and that a fresh poll be held at such Polling Station
for the full number of hours for which it should have been held on the
previous occasion.
(vi) Where Commission has passed an order for the continuation of the poll on
a particular date fixed, the Election Officer shall proceed afresh and return
to the Presiding Officer appointed all the packets received by him from the
adjourned poll.
(vii) The Presiding officer shall open the packets just before the commencement
of the continuation of poll in the presence of such persons as are present at
the Polling Station and commence such poll precisely at the hour fixed
therefor by the Commission.
(viii) At the continuation of poll the Presiding Officer shall allow only such electors
to cast their votes who did not cast their votes on the previous occasion.
(ix) When Commission has passed an order for holding a fresh poll, the Election
Officer shall proceed afresh and a fresh poll shall be held at the Polling
Station concerned in accordance with the provision of the Rule in all respects
as it were being held at the Polling Station for first time.
35. Fresh Poll
When Commission has ordered for a fresh poll in a particular Polling Station
the following procedure as follows:
(i) All electors entitled to vote at the Polling Station will be entitled to vote at the
fresh poll.
(ii) The marks of the indelible ink made at the original poll should be ignored at
the fresh poll and the indelible ink should be put on the voter’s left middle
finger at the fresh poll.
(iii) A new voting machine (both BU & CU) and new marked copy of Electoral
Roll and Register of Voters shall be used at the fresh poll.
(iv) All other procedures of election will apply to the fresh poll exactly in the
same way as applied to the original poll.

***
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CHAPTER XV

Closure of Poll
HAND BOOK FOR ELECTION OFFICERS CLOSURE OF POLL

CHAPTER XV
Closure of Poll

At the appointed time the poll should be closed except that all registered voters
who appear between the hours fixed for the poll within the Polling Station shall be
allowed to cast their vote. No voter shall be admitted inside the Polling Station after the
time fixed for the closure of the poll.

1. Packeting and sealing of election materials

As per Municipal Law, the Presiding Officer after the close of the poll shall in
the presence of any Candidate or Polling Agent who may be present, make separate
packets with his own seal. The Candidates or Agents may affix their seals, if they so
desire on the sealed packets.

The Presiding Officer shall prepare the following items and seal it.

(i) sealed carry case containing BU & CU

(ii) sealed cover containing Presiding Officers’ Diary;

(iii) sealed cover containing Account of Votes Recorded;

(iv) sealed cover containing EDC Votes.

Further, the Commission directs that 3 (three) types of packets having different
colours shall be prepared for keeping election related documents as follows:

A. Packet – I (Statutory Covers) Pink colour

Sealed Cover containing :

(i) Declaration by Presiding Officer

(ii) Register of Voters

(iii) Marked copy of Electoral Roll

(iv) Tendered Ballot Paper

(v) Tendered Votes List

(vi) Unused and used Voter’s Slips

(vii) Unused Tender Ballot Paper

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B. Packet – II (Non-Statutory Covers) Yellow colour

Cover containing:
(i) Other copies of Electoral Roll (Other than Marked copy)
(ii) Cash receipt Book/Counter foil/ Forfeited Cash
(iii) List of challenged votes alongwith declaration of personation.
(iv) List of blind and infirm voters alongwith declaration by companion.
(v) Appointment letter of Polling Agent alongwith attendance sheet.
(vi) Unused/Damaged Paper seal/Strip seal
C. Packet – III (Miscellaneous) Blue colour
Cover containing:
(i) Hand Book for Presiding Officer
(ii) Metal Seal of Presiding Officer
(iii) Rubber Seal of Presiding Officer
(iv) Cross Mark Rubber Seal
(v) Distinguishing Mark Rubber Seal
(vi) Unused/used Indelible Ink
(vii) Unused/Damaged special tags
On each packet the name of the Election, name of the ULB, name of Polling
Station and number of the Ward are to be mentioned in the space provided. In
respect any items having ‘NIL’ the same may be noted on the cover meant for the
same and sealed and returned as usual.
2. Arrangement after the Poll
The Presiding Officer shall deliver the sealed BU & CU along with all other
sealed packets mentioned above to the Election Officer. For this purpose, elaborate
arrangement shall be made by the Election Officer by setting up different counters
at the Receiving Centre.
3. Arrangement at Receiving Centre
Receiving Centre shall be set up at a convenient place and required officials
shall be deployed in different counters as follows for receiving of election materials.
(i) EVM Counter :
The Presiding Officer will return the polled EVMs with other items as follows
first in this counter.
(a) sealed carry case containing BU & CU

(b) sealed cover containing Presiding Officers’ Diary;

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(c) sealed cover containing Account of Votes Recorded;

(d) sealed cover containing EDC Votes.

The Official in charge of this counter will verify the address tag on the carry
case that it bears the correct Ward No. and Polling Station No.. Then a receipt can
be given to Presiding Officer.

(ii) Statutory Cover Counter

The Statutory Covers (Packet – I Pink Colour) shall be received in this

Counter on proper receipt. The big cover should not be sealed by the Presiding
Officer as individual sealed packets inside it need to be verified at the counter
before granting receipt. After verification the big Pink cover may be sealed
with Election Officer’s Seal at your level.

(iii) Non-Statutory Cover Counter

The Non-Statutory covers (Packet – II Yellow Colour) shall be received in
this Counter on proper receipt. The big cover should not be sealed by the
Presiding Officer as individual sealed packets inside it need to be verified at the
counter before granting receipt. After verification, the big Yellow cover may
be sealed with Election Officer’s Seal at your level.

(iv) Other Election Material Counter

Further, Presiding Officers are also required to return the Miscellaneous
cover (Packet-III Blue Colour) and the following non-consumable items on
proper receipt.
(a) Trunk
(b) Kerosene Oil container
(c) Lantern
(d) Empty Tin for Indelible Ink
(e) Cloth for voting compartment
(f) Stamp Pad
(g) Metal Rule
(h) Lock & Key and others.

(v) Vehicle Counter

This counter may be opened conveniently at the Receving Centre to relieve

the Vehicles as soon as the parties have arrived. The Officials attached to this
counter shall take necessary arrangement to relieve the vehicles engaged for
election purpose immediately after polling party reached the Receiving Centre
& collect the vehicle Log Book properly filled in from the Drivers.

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(vi) Cash Counter

(a) In this Counter, the Presiding Officer shall submit the paid Acquaintance
Roll along with undisbursed amount, if any. Where the Presiding
Officer fails to produce vouchers for petty items of expenditure, a
certificate shall be given in the following form.

(Certified that Rs. ______ has been spent to meet the various
contingencies for smooth conduct of Poll/with date and signature
of the Presiding Officer mentioning the name of concerned ULB/
Ward/Polling Station underneath).

(b) The Presiding Officer shall also remit the cash collected towards
challenge fee if any and obtain proper receipt from this counter.

(vii) Relieving Counter

The Presiding Officer while submitting above materials at different

counters shall collect receipts from these Counters and submit the same
at Relieving Counter. The Officer-in-charge of the counter shall immediately
relieve the Presiding Officer and other Polling Officers being satisfied
about the return of all required election papers & materials. In case of any
loss of Non-consummable article by the Polling Parties, the cost of such item
may be recovered from them.

4. Scrutiny of Presiding Officer’s Diary by Election Officer & Sorting of

sealed cover containing EDC Votes Wardwise.

(i) As soon as the polled EVMs alongwith other three sealed packets are
received from all the polling parties, the Election Officer will collect
only the sealed packet containing Presiding Officer’s Diary from the
specified counter for his scrutiny regarding free and fair poll and
compilation percentage of votes separately.

(ii) The sealed cover containing EDC votes also to be collected from
the counter and kept separately as it requires sorting Wardwise
before counting.

(iii) The Election officer can do the segregation and keep them in his safe
custody to be taken to counting hall for counting later.

(iv) Only sealed covers containing Account of Votes Recorded need to be

attached to polled EVMs and kept in Strong Room Ward and Polling
Station-wise.

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HAND BOOK FOR ELECTION OFFICERS CLOSURE OF POLL

5. Strong Room

The Election Officer shall make adequate arrangements for safe transport of
EVMs, packets and other papers for their safe custody in the Strong Room until
commencement of the Counting of the Votes. Strong Room should be located nearer
to the Counting Centre as far as possible for convenience of the transportation of the
Polled EVMs to the Counting Hall.

(i) The Election Officer will personally supervise the storage of sealed polled
EVMs along with Account of votes Recorded inside the strong room
earmarked for the purpose.

(ii) The Strong Room should be guarded by armed police personnel under the
charge of an Police Supervisory Officer.

(iii) After all the Electronic Voting Machines and other statutory papers meant
for safe custody inside the strong room are stored, the Election Officer will
lock the strong room and seal the lock with the metal seal of Election Officer.

(iv) Candidates can put their seal and signature on the sealed lock if they so
desire.

(v) The Election Officer will intimate the Candidates the time of opening of the
Strong Room so that Candidates or their authorised agents may remain
present at the time of opening of Strong Room.

(vi) The Election Officer shall open the Strong Room on the day of counting of
votes only.

The sealing and opening of the Strong Room will be done in presence of the
Candidates or their authorized representative if they so desire. However, intimation
may be made to them to attend to these events.

***

133
CHAPTER XVI

Arrangement for Counting of Votes

HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR COUNTING OF VOTES

CHAPTER XVI
Arrangement for Counting of Votes

1. General

Counting of votes is the final and most important event of entire election process.
As Election Officer you should be very vigilant on the actual counting of votes and
also in maintaining discipline inside the Counting Hall.

2. Arrangement at Counting Centre

Prior to the counting, the Election Officer shall make physical verification
of the Counting Hall. The Counting Hall should be spacious enough to accommodate
the Election Officer and other officials required to assist him as well as the
Candidates or their agents. Besides, availability of furniture and drinking water
facilities shall be taken into account. Counting of votes in temporary structures
must be avoided at all costs.

3. Date, Place & Time for Counting

Under Rule 24(i) or 23(i) (Corporation) you have notified the date, place and
time for commencement of counting of votes. You may intimate the Commission
regarding the relevant information on counting center.

4. Counting Table

The Commission has fixed the maximum number of counting tables for
different ULBs as follows :

Sl. No. ULB No. of Counting Table

1. NAC Maximum 2

2. Municipality Maximum 5

3. Corporation Maximum 12

Depending upon the numbers of Wards, Polling Station and place of counting
you may determine the number of tables required for counting of votes for a particular
ULB. In case of Corporation, the contesting Candidates may be informed about the
approximate time of commencement of counting of their Ward so that their
Counting Agents will report before the approximate time. This may be done to avoid
rush at the Counting Hall & Centre.

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HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR COUNTING OF VOTES

5. Appointment of Counting Personnel:

(i) Following Counting Personnel shall be appointed for each Counting Table.

Sl. No. Particulars No. of Counting Personnel

1. Counting Supervisor 1

2. Counting Assistant 1

(ii) Some Group ‘D’ employees may be deployed in the Counting Hall for
transporting EVMs to the Counting table from storage space of the
counting centre and for sealing of the EVMs after counting.

(iii) The Polling Personnel who have been posted to the Polling Stations and
performed poll duty should not ordinarily be engaged for counting.

(iv) The Counting Personnel will be paid remuneration at the rate prescribed by
the Commission.

(v) Every Counting Supervisor and Assistant may be issued with a Pass in
the following format. They will be seated in their respective tables allotted
till the completion of the counting and not roam inside the Hall or go to
another table.

Election to ............................... NAC/Municipality/Corporation

Pass for Counting Supervisor/Counting Assistant

Name of the Counting Centre :

Name & Designation :

Table No. allotted :

(vi) For other officials engaged in Counting Hall or Centre for various election
or other related duties may be issued with a Duty Pass.

Election to ............................... NAC/Municipality/Corporation

DUTY PASS

Name of the Counting Centre :

Name & Designation :

Nature of Duty :

(vii) 10% of the total Counting Personnel may be kept reserve for emergency.

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HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR COUNTING OF VOTES

(viii) A table should be numbered and a chart should be prepared showing the
sequence of distribution of EVMs Ward wise and Polling Station wise.

6. Training of Counting Personnel

All Counting Personnel shall be given intensive hands-on training in counting

of votes through EVMs. They will be also explained each items in Form No.XVIIC/
XXIV(For Corporation) Accounts of Votes Recorded and as well as filling up Part-II
of the said Form.

7. Appointment of Counting Agent

(i) The form for appointment of Counting Agent is at Annexure-32. As many

Counting Agents as the number of Tables may be appointed by the contesting
Candidates at the time of counting with your approval.

(ii) Counting Agents are required to submit passport size photograph in duplicate
before the Election Officer before 5.00 PM of the date immediately
preceding the date of counting.

(iii) The Candidate may indicate in the appointment letter the number of the
table to which the particular agent is assigned.

8. Security arrangement during counting

(i) Security arrangements may be made outside the Counting Hall as well as
outside the Counting Centre.

(ii) The security personnel will allow the Candidates or their Counting Agents,
Counting Personnel and person with Duty Pass having ID card issued by
the Election Officer to the Counting Centre.

(iii) Entry of the unauthorized persons into the Counting Center should be strictly
prohibited.

(iv) No mobile phones are allowed in the counting hall. Proper arrangement
should be made at the Counting Centre for safe keeping of the mobiles of
Counting Staff/Candidates/Counting Agents, if any.

(v) You should not allow, under any circumstances, anyone to smoke inside
the Counting Hall. The person may go out, if they so desire to smoke without
causing any dislocation in the counting places.

(vi) No person should leave the Counting Hall or enter the Counting Hall without
prior permission of the Election Officer.

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HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR COUNTING OF VOTES

(vii) The Counting Agents in no case will be allowed to handle EVMs. For this
purpose a Separator/Barricade may be provided/erected between the
counting table and sitting of the election agents.

9. Transportation of EVM

If polled EVMs are stored in a place other than the Counting Centres itself,
then proper security arrangement should be made while transporting EVMs from the
strong room to the Counting Centre.

10. Persons allowed in the counting Hall

Only the following persons may be allowed inside a Counting Hall.

(i) Counting Supervisor & Counting Assistants.

(ii) Persons authorized by the Election Commission.

(iii) Public servants on duty in connection with the election (with Duty Pass).

(iv) Candidates and their Counting Agents.

11. Counting Materials

Generally, the following stationery would be required for one counting table

(i) Knife for cutting and opening the seals, etc.

(ii) Pencil

(iii) Four sheets of plain paper

(iv) Paper Weight

(v) One tray

All these above materials should have been provided in the individual counting
table before starting of the actual counting.

12. Preparation for Counting

(i) All necessary preparatory arrangement shall be completed beforehand so

that Ward-wise counting will start as per the time fixed by the Commission.

(ii) All the Counting Supervisor and Assistants and Counting Agents may be
asked to take their respective seats 15 minutes before the commencement
of counting.

13. Sealing of EVMs after Counting

(i) After the counting is over the Control Units of the voting machine will be
sealed with the seal of Election Officer.

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HAND BOOK FOR ELECTION OFFICERS ARRANGEMENT FOR COUNTING OF VOTES

(ii) The Polling Station-wise Account of votes Recorded Form may also be
sealed Ward-wise.

iii) You should earmark a space inside the Counting Hall or a room adjacent to
the Counting Hall for sealing of the EVMs (both BU & CU) and other election
papers with the seal of Election Officer.

14. Communication Room

As per instruction of the Commission a Communication Room may be set

up in the Counting Centre for transmission of counting results/trends to the
Commission Office.

(i) On the day of counting, compilation of result ULB wise is made at the
Commission’s level.

(ii) For transmission of result to the Commission’s office the following

arrangement shall be made at the Counting Centre.

(a) An Officer shall exclusively be earmarked for transmitting the result to

the Commission.

(b) He shall be suitably instructed to transmit the Ward-wise result one

after another as soon as the same is completed through Telephone/
Fax/E-mail to the Commission.

(c) To transmi t t he result through abov e m ode(s) necessary

arrangement at the Counting Centre shall be made by the Election
Officer before hand.

***

141
CHAPTER XVII

Counting of Votes
HAND BOOK FOR ELECTION OFFICERS COUNTING OF VOTES

CHAPTER XVII
Counting of Votes

1. Counting of Votes

The counting of votes shall commence on the day and at the place and hour
fixed under Rule 24. Votes shall be counted under the supervision of Election Officer
in the presence of the Candidates and their Counting Agents. No other person shall
be allowed to present except such person as the Election Officer may appoint to
assist him in counting or appointed by Commission.

2. Place of Counting

The counting of votes recorded in the EVMs shall be done at such place as the
Election Officer may fix in the presence of the Candidates/their Agents.

3. Counting of EDC Votes

(i) The EDC Votes shall be counted first by the Election Officer Ward-wise i.e.
when a counting of votes for a particular Ward starts, the EDC ballot papers
pertaining to that Ward will be counted at the Election Officer’s table.

(ii) You as Election Officer might have segregated the sealed covers containing
EDC votes received from the Presiding Officer Ward-wise.

(iii) When the counting starts for a particular Ward, bring the sealed covers
containing EDC Votes pertaining to that Ward to your table.

(iv) Show them to the Candidates and check that the Form of Authorisation is
attached to each sealed cover.

(v) Then open the sealed covers and sort out the Ballot papers and count it.

(vi) If a cover does not have Form of Authorisation attached to it, then don’t
open the sealed cover and write on the cover “No Form of Authorisation”
this should be kept separately and not to be counted.

(vii) Enter the result of counting of EDC votes in the relevant Form No.XIX or
XXV(in case of Corporation).

(viii) Seal all the ballot papers along with sealed packets (not opened due to want
of Form of Authorisation) along with valid form of authorisations in a big
cover writing all the particulars of Election.

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HAND BOOK FOR ELECTION OFFICERS COUNTING OF VOTES

4. Counting of Votes recorded in EVM

(i) Before counting, Election Officer shall satisfy himself that the Voting
Machines have not been tampered with.

(ii) After Election Officer is satisfied that the Voting Machines are in tact and not
been tampered with, them counting shall be done by the Counting Officials.

(iii) Before counting, the Candidate or his Counting Agent present at the counting
table shall be allowed to inspect the paper seal and such other vital seals as
might have been fixed by the Presiding Officer on the Control Unit.

5. Distribution of Control Unit to the Counting Table

(i) At the time of counting only the Control Unit is required for ascertaining the
result of the Polling Station at which the said Control Unit has been used.
The Ballot Unit is not required. Hence, only Control Unit of the EVM shall be
taken to the Counting Hall. However, the Ballot Unit may be taken to the
Counting Hall only when a demand is made for its inspection by any
Candidate/Agent.
(ii) Distribution of Control Unit to the counting tables should be done in the
serial order of the Polling Stations. Along with the Control Unit used at a
Polling Station, the relevant sealed cover containing Account of Votes
Recorded in the prescribed form pertaining to that Polling Station should
also be supplied to the counting table.

(iii) As each carry case is brought to the counting table, the seals put thereon
by the Presiding Officer at the Polling Station, should be examined for
correct Polling Station which is allotted to the Counting table for counting..

6. Checking of sealing

(i) Remove the seal from carry case.

(ii) Thereafter, take out the ‘Control Unit’ and place it on the counting table for
inspection and checking of seals on the candidates set section and result
section and remove the outer strip seal of the result section.

(iii) Then open the cover of result section so that the green paper seal will be
visible. If this green paper seal is in tact, the Control Unit could not have
been tampered with and the recording of the votes by the machines
could not have been affected in any matter.

(iv) Also to get confirmed that the machine is not tampered with, the serial
number on the paper seal should be compared with the serial number as
indicated in the Account of Votes Recorded (Part- I).

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HAND BOOK FOR ELECTION OFFICERS COUNTING OF VOTES

(v) However, it should be kept in mind that if any of the other seal i.e the seals
on the carrying case of the Control Unit or the seals on the ‘cand set’
section or on the result section are found damaged but the green paper
seal is intact, the result of the poll can be ascertained.

(vi) But, if the green paper seal is found to be not the same as mentioned by
the Presiding Officer or if it has been found to be tampered with the machine
should be kept aside and the votes recorded therein should not be counted.
The matter should be reported to the Election Officer, who in turn seeks
clarification from Commission.

7. Recording of Result

(i) After checking that the green paper seal is in tact, switch on the Control
Unit by pushing the power switch to ‘ON’ position. The ‘ON’ lamp will glow
‘Green’.

(ii) Pierce the green paper seal over the ‘Result’ button and press it gently.

(iii) At the ‘Result’ button being so pressed, the total votes recorded and the votes
polled by each Candidate will be displayed automatically in the display
screens of the Control Unit as per the following example.

COMPUTING RESULT

POLL RESULT
PDT-------------------

PST__________
PET__________

SL. NO. ------------

CANDIDATE
6

TOTAL POLLED
758

CANDIDATE-01
VOTES-119

CANDIDATE-02
VOTES-59

CANDIDATE-03
VOTES-177

CANDIDATE-04
VOTES-363

CANDIDATE-05
VOTES-38

CANDIDATE-06
VOTES-02

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HAND BOOK FOR ELECTION OFFICERS COUNTING OF VOTES

(iv) The Counting Supervisor should write down such votes separately in respect of
each Candidate in Part-II of form No. XVII-C or form No. XXIV (for Corporation)
at Annexure -42. The total number of votes shown should tally with total number
of votes shown against item No. 3 of Part-I of the said form.

(v) If required, press the ‘Result’ button once again to enable the Candidates
or their Agents to note down the above result. In each Counting Hall barricade
should be provided for each counting table so that Counting Agents are
prevented from handling the Control Unit. However, the Counting Agents
must be provided all reasonable facilities to see the whole counting process
in the counting table.

(vi) After completing the above form in all respect the Counting Supervisor
should sign it. It should be signed by the andidate or the Agents present at
the counting table.

(vii) Then, the Counting Supervisor would hand over it to the Election Officer
who will countersign it after his satisfaction that the same has been properly
filled and completed in all respect.

(viii) The form so countersigned by the Election Officer should be sent to the
Officer who is compiling the final result and preparing the final result sheet
in Form No. XIX at Annexure -43 or Form No.XXV.

8. Resealing of Control Unit

(i) After counting is over for a Ward, all the Control Unit of that Ward need to
be resealed by the Election Officer with his seal.

(ii) Then, the Control Unit shall be switched off by pushing the power switch in
the bottom compartment to ‘Off position and closing the compartment.

(iii) After that cover of the Result section shall be closed and resealed in the
manner explained earlier with the seal and signature of the Election Officer
and signature of Candidates/their Agents who may desire to sign.

(iv) The seal of the ‘Cand Set’ section shall be removed to open its cover for
removing the power pack.

(v) Then, the cover shall be closed and the ‘Cand Set’ section shall be resealed.

(vi) After completion of above works, the Control Unit shall be put in its carry
case and resealed. Then it shall be kept in a big box and such boxes be
kept in a Strong Room of the Treasury for Safe Custody.

***
148
CHAPTER XVIII

Declaration of Results
HAND BOOK FOR ELECTION OFFICERS DECLARATION OF RESULTS

CHAPTER XVIII
Declaration of Results

1. Declaration of Results

(i) After counting has been completed in all respect, the Election Officer
shall proceed to make formal declaration of result of election. Before
declaration of result, the Election Officer must ensure that there is no
general or special direction of the Commission or Observer to withhold
the declaration of result of a Ward.

(ii) The Election Officer shall declare a Candidate elected in Form No. XX at
Annexure-26, to whom most valid votes have been given as per the result
showing in Form No. XIX shown at Annexure-43.

(iii) Then Form No. XX shall be handed over to the Candidates concerned
under proper acknowledgement.

2. Declaration of result in case of equality of votes

As per election rule, if there is an equality of votes between any or more than
two candidates, the Election Officer shall after notice to the Candidates concerned
decide by drawing a lot, that to which Candidate shall be declared to have been
elected.

3. Declaration of result, where a candidate has been elected from more

than one Ward.

(i) If a Candidate has been elected from more than one Ward, she/he shall by
notice in writing signed by him intimate the Election Officer the Ward for
which she/he chooses to serve.

(ii) Such intimation shall reach the Election Officer within 24 hours at the
latest of the declaration of the result.

(iii) One receipt of the intimation, the Election Officer shall declare the said
Candidate elected for the concerned Ward to which the Candidate has
choosen in writing.

(iv) In default of such intimation the Election Officer shall declare the said
Candidate to have been elected as a Councillor in any one of the Wards
where he has been elected for more Wards than one.

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HAND BOOK FOR ELECTION OFFICERS DECLARATION OF RESULTS

(v) In either case, election proceeding shall be started afresh for filing up the
vacancy or vacancies in the other Ward or Wards as the case may be from
which the Candidate has vacated as per the election programme
communicated by Election Commission.

4. Transmission of Form of declaration

(i) After the results are declared, the Election Officer shall prepare a list of
winning Candidates with their Party affiliations if any mentioned against
each and forward along with a copy of Form No. XX at Annexure-26 in
respect of the NAC/Municipality to the Commission most expeditiously for
publication in the Official Gazette.

(ii) A copy of the Form XX shall also be forwarded to the District Magistrate.

***

152
 CHAPTER XIX

Safe keeping of Election documents and EVM

HAND BOOK FOR ELECTION OFFICERS SAFE KEEPING OF ELECTION DOCUMENTS AND EVM

CHAPTER XIX
Safe keeping of Election documents and EVM
1. The sealed Voting Machines kept in carry cases shall be kept in big ttrunks
or specially prepared boxes on which the Election Officer shall record the
following particulars.

(i) the name of the ULB & Ward.

(ii) the name(s) and number(s) of the Polling Station(s) where the Control Units/
Ballot Units have been used.

(iii) the serial number of the Control Units / Ballot Units.

(iv) the date of poll

(v) the date of counting.

These boxes containing the sealed Voting machines shall be kept in safe custody
in Treasury Strong Room for two months from the date of declaration of result.

2. Besides, other statutory covers like EDC Votes, Accounts of Votes Recorded
(sealed at Counting Centre) cover for Register of Voters, cover marked copy of
Electoral Roll etc. as in the Packet I will be kept in the concerned Treasury/Sub-
Treasury for a period of two months after the completion of election.

3. EVMs and these packets shall not be opened, inspected or produced without
the orders of Commission or an Election Tribunal or other competent Court.

4. After expiry of two months, these election papers shall be destroyed by burning
in the presence of District Magistrate or any other Officer not below the rank Sub-
Collector duly authorised for the purpose. Similarly, the EVMs may be returned to
Election Commission after the expiry of the aforesaid period positively.

***

155
 CHAPTER XX

Observance of Model Code of Conduct &

Election Observers
HAND BOOK FOR ELECTION OFFICERS OBSERVANCE OF MODEL CODE OF CONDUCT & ELECTION OBSERVERS

CHAPTER XX
Observance of Model Code of Conduct & Election Observers
1. Model Code of Conduct

A model Code of Conduct has been drawn up by the Commission and the
same is given at Appendix-A of this Hand Book.

(i) The Model Code of Conduct is applicable from the date of notification
issued by Commission under Rule 23(1) of O.M.(Delimitation of Wards,
Reservation of Seats and Conduct of Election) Rules, 1994 and will
remain in force till the Declaration of Result for all direct elections.

(ii) During discussion with the representatives of the Political Parties and the
Candidates, the Election Officer should seek their cooperation in observing
the Model Code of Conduct.

(iii) Any violation of the Code of Conduct should be brought to the notice of the
Commission promptly by the Election Officer.

(iv) The District Magistrate concerned have been authorized by the Commission
to ensure observance of the Model Code of Conduct by all concerned in
their respective districts.

(v) The Commission will give copies of Model Code of Conduct to all Political
Parties with a request to send its copies at their level to all the contesting
Candidates sponsored by their party.

(vi) In addition to this, the Election Officer shall give copies of the Model Code
of Conduct to all independent Candidates.

(vii) Good number of spare copies of Model Code of Conduct may be kept by
the Election officer and may be given to any Candidate or Political Partiy
as and when required.

2. Videography of Critical Events and Violation of Model Code of Conduct

(i) For smooth conduct of an election, an atmosphere for free and fair election
should prevail during the election period. Violation of statutory provisions of
election laws relating to Corrupt Practices and Electoral Offences and
Malpractices by any of the Political Parties and Candidates will vitiate the
process of election. To enable a condusive atmosphere for ensuring a free
and fair election, the Model Code of Conduct for the Candidates of Political
Parties and Govt. employees has been prescribed.

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HAND BOOK FOR ELECTION OFFICERS OBSERVANCE OF MODEL CODE OF CONDUCT & ELECTION OBSERVERS

(ii) During the course of election, evaluation of violation of expenditure incurred

by the contesting Candidates, there is a need to engage Videographers to
videograph the critical events. They will record the violation of Model Code
of Conduct wherever found like any immoral criticism, communal provocative
and derogatory speeches in any of the meeting held by Candidates or
Political Parties during campaign. Similarly, defacement of public property
made by the Candidates or Political Parties have to be recorded for removal
and taking appropriate action.

(iii) The required number of Videographers may be kept under the charge of
an Officer who will monitor the violation of Model Code of Conduct through
videography of the critical events during the poll. The funds for the purpose
will be provided by the Commission. The copy of the video tape may be
transmitted to the Commission along with the action taken note on each
violation if any.

3. Flying Squad and Static Surveillance Team

For free and fair election you may discuss with District Magistrate Superintendent
of Police to deploy Flying Squad and Static Surveillance Team during poll period.
They can check illegal transportation of Money, Liquor, Arms etc. and seize those to
take appropriate action. The quantum of Police & armed force for Static Surveillance
Team & Flying squad may be decided as per requirement and depending on the
geographical area of the ULBs.

4. Election Observer

The Commission appoints two types of Observers i.e. Election Observer and
Expenditure Observer for the District to oversee the conduct of election on behalf of
the Commission. They must ensure that the election is conducted in most peaceful,
free and fair manner.

5. Duties of the Observers

(a) Election Observer

(i) The Observer is to visit the District at least twice.

(ii) His 1st visit is to cover scrutiny of nomination papers and the 2nd visit
will be during the campaign period covering date of poll and must be
undertaken in such a way that the Observer should at least reach the
District at least a week before the date of poll and he shall be present
on the dates of Poll and Counting.

(iii) Observer will attend the meeting of Political Parties and Candidates as
convened by the District Magistrate.

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HAND BOOK FOR ELECTION OFFICERS OBSERVANCE OF MODEL CODE OF CONDUCT & ELECTION OBSERVERS

(iv) He will also to have a separate meeting with the District Magistrate and
S.P. to take stock of law and order situation.

(v) He will ensure strict observance of the Model Code of Conduct and
keep a close watch during the campaign period when there is every
likely-hood of breach of model code of conduct.

(vi) In case of violation of model code of conduct either by the Candidates,

Political Parties or by administrative functionaries it shall be immediately
brought to the notice of the Election Officer to take appropriate action.
This fact may be intimated to the Commission.

(vii) During his visit on the day of poll and counting if he comes across any
major irregularity in polling and counting which is likely to affect the
conduct of free and fair poll, he shall forthwith report to the Election
Officer & Commission for remedial action.

(viii) The District Magistrate shall ensure that the place of stay, phone no.
dates of visit of Observers are duly publicized.

(ix) The Collector shall also provide necessary assistance in shape of

Telephone, Computer with Internet, Vehicle and Security etc. to the
Observer in performing his duty.

(b) Expenditure Observer

(i) The Commission has prescribed the ceiling of expenditure for the
contesting Candidates for the offices of Councilor and Corporators.

(ii) The Expenditure Observers is required to scrutinize vouchers and verify

the statement of expenditure submitted by contesting Candidates from
time to time during his visit to the district.

(iii) The Expenditure Observer may attend the meeting of the Political Parties
convened by District Magistrate. He has to explain regarding day to
day maintenance of accounts.

(iv) Mistakes or omissions noticed during the first verification should be

mentioned in the Expenditure Register of the Candidates for not
repeating the same in future.

(v) The District Magistrate will ensure that the place of stay, the phone
no. and the date of visit of the observer are duly published throughout
the district.

***
161
 CHAPTER XXI

Maintenance Accounts of election expenses by

candidate
HAND BOOK FOR ELECTION OFFICERS MAINTENANCE ACCOUNTS OF ELECTION EXPENSES BY CANDIDATE

CHAPTER XXI
Maintenance of Accounts of election expenses by Candidate

1. Maintenance of Accounts by Candidate

Under Section 17 of Odisha Municipal Act,1950 every Candidate or any person

authorised by him has to keep a separate and correct account of all expenditure
incurred in connection with his/her election between the date on which he/she has
been nominated as a Candidate and the date of declaration of results of election,
both dates inclusive. The Commission has prescribed the format at Annexure-18
with particulars shown therein for maintenance of such accounts by a Candidate.

2. Attention of Candidate

In order to ensure that all Candidates comply with the requirements of law
relating to maintenance of accounts of election expenses, the Election Officer shall
invite the attention of each Candidate to the above provisions of law in writing and
supply him with relevant orders/instructions and sample copy of the form prescribed
by the Commission for maintenance of such accounts. This should be done by
addressing a letter to such candidate shown at Annexure-17 as soon as he/she files
his/her nomination paper.

3. Inspection of Accounts

(i) The Candidate is required to maintain day-to-day account of election

expenses under the Heads prescribed in the format in a bound register of
size 36 X 30cm and in no other manner.

(ii) All supporting vouchers, bills etc should be kept and arranged in proper
chronological order at all times.

(iii) This register and the supporting documents available shall be inspected if
demanded at any time during the process of election by the Election Officer,
Expenditure Observer appointed by the Commission or any other authority
authorized by the Commission in his behalf.

(iv) Failure to produce this register when demanded will be considered as a

major default on the part of the Candidate in maintaining his day-to-day
account and he may rendered himself liable to penal action under Section
171-I of the Indian Penal Code.

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HAND BOOK FOR ELECTION OFFICERS MAINTENANCE ACCOUNTS OF ELECTION EXPENSES BY CANDIDATE

4. Submission of Accounts

Further under sub-section (5) of Section 17-A, every contesting Candidate,

either personally or through his/her agent shall lodge or cause to be lodged with the
District Magistrate the account of election expenditure so maintained within one
month from the date of declaration of result.

5. Forwarding of Election Accounts

The Commission has ordered that such accounts of election expenditure shall
be lodged by a Candidate or any person authorized by him before the District Magistrate
for the ULBs in their district within one month from the declaration of the result of
the election. The District Magistrate will make necessary verification or cause the
verification done by an officer authorized and forward the same to the Commission
within seven (7) days from the date of receipt of the account of election expenses
from the Candidate or any other person authorized by him along with relevant accounts
of expenditure and vouchers. The verification report shall be sent to the Commission
in format shown at Annexure-19 Municipality/NAC-wise in respect of the contesting
Candidates.

6. Default in submission of Accounts

Any Candidate failing to submit the election expenses accounts in the prescribed
format within the stipulated period, then he is liable to action under Section 17A(3) of
Municipal Act, 1950. Any person who contravens any of the provision of Section
17A, shall deemed to have committed corrupt practices within the meaning of Section
28 of the Act. Hence, action can be initiated against the Candidates failing to comply
the above provision under Section 28 of the Act.

***

166
 CHAPTER XXII

Election of Chairperson and Vice-Chairperson

HAND BOOK FOR ELECTION OFFICERS ELECTION OF CHAIRPERSON AND VICE-CHAIRPERSON

CHAPTER XXII
Election of Chairperson and Vice-Chairperson
1. Reservation of Mayor/Chairperson
(i) The State Govt. shall publish the draft notification in official Gazette showing
reservation of the office of the Mayors of the Municipal Corporation and
Chairpersons of Municipalities separately.
(ii) The copy of the same shall be sent to District Magistrates.
(iii) The District Magistrates will publish the same for inviting objections and
suggestion in the Notice Board of his office and office of Municipal
Corporation/Municipality within 15 days from the date of such notification.
(iv) The Govt. after considering the objections and suggestions shall publish the
reservation of Mayors and Chairpersons.
(v) Reservation of office of Mayors of Municipal Corporations and Chairpersons
of Municipalities shall be communicated to the Commission.
2. Holding of meeting for election of Chairperson and Vice-Chairperson—
After the election to elect Councillor/Corporator is over, the election of the
Chairperson of a Municipality/NAC shall be held on the date fixed by the Commission
in the office of the Municipality/NAC or elsewhere as may be decided by the
Commission.
(i) For the above purpose, suitable Officers will be appointed as Presiding
Officer by the Commission to convene and preside over the meeting for
election of Chairperson.
(ii) The Presiding Officer so appointed is also to preside over the meeting
convened by Chairperson for election of Vice-Chairperson.
(iii) A special meeting of elected Councillor shall be convened soon after
publication of names of elected Councillors in the Orissa Gazette.
(iv) The election of Vice-Chairperson of the Municipality/NAC shall be held in
the office of the Municipality/NAC or elsewhere, as may be decided by the
Commission within thirty days from the date of publication of the names of
the Chairperson.
(v) For the above purpose, Officers are appointed as Election Officer as well
as Presiding Officer by the Commission to convene and preside over the
meeting for election of Chairperson and preside over the meeting for election
of Vice Chairperson.
3. Issue of notice by the Presiding Officer
(i) The Presiding Officer will issue notice to all elected Councillors to attend
the specially convened meeting on the schedule date, time for the election
of Chairperson.
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HAND BOOK FOR ELECTION OFFICERS ELECTION OF CHAIRPERSON AND VICE-CHAIRPERSON

(ii) The form of the notice to the Councillors to attend the meeting for election
of Chairperson is prescribed by the Commission which is at Annexure-44.
(iii) The Chairperson of the concerned Municipality/NAC will issue notice to all
elected Councillors to attend the specially convened meeting on the schedule
date, time for the election of Vice-Chairperson.
(iv) The form of the notice to the Councillors to attend the meeting for election of
Vice-Chairperson is prescribed by the Commission which is at Annexure-45.
4. Nomination for the office of the Chairperson or Vice-Chairperson
(i) The form of the nomination by candidates for election of Chairperson/Vice-
Chairperson of Municipality/NAC is prescribed by the Commission shown
at Annexure-46.
(ii) A Candidate for the office of the Chairperson or Vice-Chairperson of a
Municipality shall be proposed by one Councillor and seconded by another.
(iii) The names of the Candidates proposed and seconded shall be read out by
the President of the meeting.
5. Procedure after nomination
(i) If there is only one duly nominated candidate there shall be no vote and he
shall be declared to have been elected.
(ii) If there are two or more such candidates the votes of the Councillors present
at the meeting shall be taken.
6. Voting and Result of election
(i) Every Councillor wishing to cast his vote shall be supplied with a ballot
paper on which the names of all the contesting Candidates shall appear.
This can be xeroxed, printed, typed, cyclostyled or legibly written in the
following Form, both in English and Odia.
(ii) Form of ballot papers
Name of the Column for placing the cross mark
Candidates against the Candidate for whom the
vote is given
1 2
Shri
Shri
Shri
Shri
Shri

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HAND BOOK FOR ELECTION OFFICERS ELECTION OF CHAIRPERSON AND VICE-CHAIRPERSON

7. Withdrawal of candidature

A Candidate may withdraw his candidature within the specified time mentioned
in the election notice.
8. Poll
If the Candidates are more than one for the post of Chairperson or Vice-
Chairperson, then voting will be taken.
(i) The voter will receive a Ballot Paper from Presiding Officer and then shall
proceed to the place set apart for the purpose and there he shall place a
cross mark in Column (2) against the name of the Candidate for whom he
wishes to vote.
(ii) He shall then fold the ballot paper so as to conceal his vote and deposit the
same in a ballot box placed in the view of the President of the meeting.
(iii) The ballot box shall be so designed that the ballot paper placed therein, can
not be extracted there from without the box being opened.
(iv) After the poll is over, President of the meeting shall then open the box and
count the votes in the presence of the Councillors and declare the result of
the election in accordance with following manners:
(a) if there are only two Candidates, the one who secures the larger
number of votes shall be declared to have been elected.
(b) In the event of there being an equal no. of votes between the two
candidates, the President of the meeting shall draw lots in the presence
of the Councillors and person whose name is first drawn shall be
declared to have been duly elected .
(c) If there are more than two Candidates, the one who obtains the smallest
number of votes shall be eliminated and the votes taken again.
(d) If there is an equal no. of votes among all the Candidates, or if two or
more Candidates lowest on the list have obtained an equal number of
votes, the President of the meeting shall ascertain by drawing lot in
the presence of the Councillors which of such Candidates shall be
eliminated first.
(e) The elimination shall be repeated until two candidates only are
left when votes shall be taken for the last time and the Candidate who
secures the larger number of votes shall be declared to have been
duly elected.
(f) In the event of there being an equal no. of votes at the final stage
between two remaining candidates, the President of the meeting shall
draw lot in the presence of the Councillors and the person whose
name is first drawn shall be declared to have been duly elected.

171
HAND BOOK FOR ELECTION OFFICERS ELECTION OF CHAIRPERSON AND VICE-CHAIRPERSON

9. Invalidity of the Ballot paper

Any ballot paper shall be treated as invalid for the following reasons if it bears

(i) Signature on the body of the Ballot Paper by any of the Councillors taking
part in the vote.

(ii) No mark.

(iii) Multiple markings on more than one Candidate.

10. Publication of the election result

Immediately after the meeting, the President of the meeting shall—

(i) prepare a record of the proceedings at the meeting and sign it attesting with
his initials every correction made therein and also permit Councillors present
at the meeting to affix their signature to such record, if they desire to do so.

(ii) publish the result in the form of declaration of results of election of

Chairperson/Vice Chairperson prescribed by the Commission shown at
Annexure-47 in the Notice Board of the Municipality concerned.

(iii) forward a copy of such notification to the Election Commission for publication
in the Orissa Gazette.

11. Sealing of ballot papers

(i) The President of the meeting shall then seal packets containing counted or
rejected ballot papers stagewise if there are multiple stages of election for
elimintation of a Candidate when there is more than two Candidates in fray
with note on each packets as follows:-

(a) the number of Ballot Papers it contains

(b) the election to which it relates.

(ii) These packets shall not be opened and their contents shall not be inspected
or produced except under the orders of an election tribunal constituted
under the Act or of other competent Court.

(iii) The Election Officer shall keep the packets for a period of three months
after the completion of the election in the concerned Treasury/Sub-Treasury
and these packets shall not be opened or their contents inspected or
produced except under the orders of the Commission or of an Election
Tribunal or other competent Court.

***

172
Annexures
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-1
FORM XXI
[See sub-rule (1) of rule 2A]
Draft notification showing division of Wards and Reservation of
Seats in the Municipalities
NOTIFICATION
In exercise of the powers conferred by sub-sections(3) and (3A) of section
12 of the Odisha Municipal Act, 1950 (Odisha Act 23 of 1950) read with sub-ruie(1)
of rule 2A’ of the Odisha Municipal (Delimitation of Wards, Reservation of Seats
and Conduct of Election) Rules, 1994, the District Magistrate * on his own motion
(in case of new Municipality)/ after consulting the council of…………………. *
Municipal Cou ncil /Noti f ied Area Council he reby giv es not ice t hat
the……….…………………………* Municipal Council/Notified Area Council in the
district of……………………. shall be divided into……………...… Wards as specified
in Column(2) of the Statement-I below with the description and boundaries of-the said
Wards against each in Columns(3) and (4) respectively thereof for the purpose of
ensuing election of Councillors the same and the Wards as specified in Column(2) of
the Statement-!I below in which the seats reserved under section 11 of the said Act,
shall be set assigned against each in Column (3) thereof.
Any objection or suggestion which may be received from any person interested
in respect of the said draft notification on or before the date of expiry of the period of
ten days from the date of publication of this notification will be considered. Objections
or suggestions received after the said period shall not be taken into consideration.
STATEMENT I

Serial No. Ward No. Description of the Wards Four side boundaries of
the Wards
1 2 3 4

STATEMENT II

Serial No. Wards determined for Assignment for S.C, S.T., S.C. Women
reservation S.T. Women, Backward Classes of Citizens
Including their women and other Women
1 2 3

*Scores Out the inappropriate alternative

District Magistrate…………………….

175
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-1A
FORM III
[See Rule 3 (1)]
Draft notification showing division of Wards and Reservation of
Seats in the Municipal Corporation
NOTIFICATION

In exercise of the powers conferred by sub-sections(1) of section 60 of the

Odisha Municipal Corporation Ordinance, 2003 (Orissa Ordinance No.1 of 2003)
read with sub-rule(1) of rule 3 of the Odisha Municipal Corporation (Division of City
into Wards, Reservation of Seats and Conduct of Election) Rules, 2003, notice is
hereby given that the……….…………………………* Municipal Corporation in the
district of…………………………. shall be divided into……………………… Wards
as specified in Column(2) of the Statement-I below with the description and boundaries
of-the said Wards against each in Columns(3) and (4) respectively thereof for the
purpose of ensuing election of Councillors the same and the Wards as specified in
Column(2) of the Statement-II below in which the seats reserved under section 7 of
the said Ordinance, shall be set assigned against each in Column (3) thereof.

Any objection or suggestion which may be received from any person interested
in respect of the said draft notification on or before the date of expiry of the period of
ten days from the date of publication of this notification will be considered. Objections
or suggestions received after the said period shall not be taken into consideration.
STATEMENT I

Serial No. Ward No. Description of the Wards Four side boundaries of
the Wards
1 2 3 4

STATEMENT II

Serial No. Wards determined for Assignment for S.C, S.T., S.C. Women
reservation S.T. Women, Backward Classes of Citizens
Including their women and other Women
1 2 3

By order of the Governor

(Officer authorised by Govt.)
176
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-2
FORM XXII
[See sub-rule (5) of rule 2A]
Provisional notification showing division of Wards and Reservation of
Seats in the Municipalities
NOTIFICATION

Whereas, the draft notification bearing No............................dated the……………… was

published in Form XXI of the Odisha Municipal (Delimitation of Wards, Reservation of Seats
and Conduct of Election) Rules, 1994 inviting objections and suggestions from ail persons
interested, in respect of the said draft notification showing the division of the area of
the……………………………..Municipal Council/Notified Area Council into wards and reservation
of seats thereof on or before the date of expiry of the period of ten days;

*And whereas, objections and suggestions received within the period so specified have
been duly considered;

* And whereas, no objection or suggestion has been received within the period so specified;

Now, therefore, in exercise of the powers conferred by sub -section (3) of section 12 of
the Odisha Municipal Act, 1950 (Odisha Act 23 of 1950), the District Magistrate do hereby divide
the area of the said * Municipal Councii/Notified Area Council into*………………. W ards as
specified in Column (2) of the Statement -l below with the description and boundaries of the said
Wards against each in columns (3) and (4) respectively thereof for the purpose of ensuing
election of Councillors to the same and determine the Wards as specified in Column (2) of the
Statement -II below in which the seats reserved under section 11 of the said Act shall be set
assigned against each in Column (3) thereof.

Any person aggrieved by the orders passed by the District Magistrate under sub-rule (4)
of rule 2-A may file an appeal before the State Government under the second proviso to, sub-
section (3) of section 12.

STATEMENT I

Serial No. Ward No. Description of the Wards Four side boundaries of
the Wards
1 2 3 4

STATEMENT II

Serial No. Wards determined for Assignment for S.C, S.T., S.C. Women
S.T. Women, Backward Classes of Citizens
Including their women and other Women

1 2 3

*Scores Out the inappropriate alternative

District Magistrate…………………….

177
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-3
FORM XXII-A
[See sub-rule (7) of rule 2A]
Final notification showing division of Wards and Reservation of Seats in the
Municipalities
NOTIFICATION
Whereas the provisional notification in Form XXII of the Odisha Municipal (Delimitation
of Wards, Reservation of Seats and Conduct of Election) Rules, 1994 showing the division of
the………………..* Municipal Council /Notified Area Council into Wards and Reservation of Seats
as required under sub-section (3) of section 12 of the Odisha Municipal Act, 1950 was published
in the notification bearing
No. ___________ dated the 201 for the purpose of giving opportunity to the persons to
file appeal, if aggrieved against the decision of division of wards and reservation of seats in the
said council;
*And whereas, appeal filed before the Appellate Authority within fifteen days
from the date of publication of the said provisional notification has been heard by him and passed
orders on the said provisional notification which was communicated by the State Government in
their Letter No :............................................ dated.................................. ;
*And whereas, no appeal has been filed before the appellate authority against issue of
order in the said provisional notification in Form XXII within the stipulated period as intimated by
the State Government in their letter No, dated _______________;
Now, therefore, in exercise of the powers conferred by sub -section (3) of section 12 of the
said Act, the District Magistrate……………….do hereby divide the area of the* Municipal Council/
Notified Area Council into…………….Wards as specified ‘in column (2) of the Statement-I below
with the description and boundaries of the said Wards against each in columns (3) and (4),
respectively, thereof for the purpose of ensuing election of councillors to the same and determine
the Wards as’ specified in column .(2) of the Statement -II below in which the seats reserved under
section 11 of the said Act shall be set assigned against each in column (3) thereof.

STATEMENT I

Serial No. Ward No. Description of the Wards Four side boundaries of
the Wards
1 2 3 4

STATEMENT II

Serial No. Wards determined for Assignment for S.C, S.T., S.C. Women
reservation S.T. Women, Backward Classes of Citizens
Including their women and other Women
1 2 3

*Scores Out the inappropriate alternative

District Magistrate………………........…….

178
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-3A
FORM IV
[See Rule 3 (5)]
Final notification showing Division of Wards and Reservation of Seats in the
Corporations
NOTIFICATIION

Whereas the draft notification bearing No……………. date the……….. published in

Form No.III of the Odisha Municipal Corporation (Division of City into Wards, Reservation of
Seats and Conduct of Election) Rules, 2003 inviting objections and suggestions from all persons
interested in respect of the said draft notification showing the division of the areas of the Municipal
Corporation into Wards and reservation of seats thereof on or before the date of expiry of the
period of ten days;

And whereas, objections or suggestions received within the period so specified have
been duly considered;

Now, therefore, in exercise of the powers conferred by sub-section (1) of Section 60 of

the Odisha Municipal Corporation Ordinance, 2003 (Orissa Ordinance No.1 of 2003), the
Government after consulting the Council of …….. Municipal Corporation do hereby divide the
area of the said Municipal Corporation into ……………… Wards as specified in column (2) of
the Statement – 1 below with the description and boundaries of the said Wards against each in
Column (3) and (4) respectively thereof for the purpose of ensuing election of Councillors to the
same and determine the Wards as specified in Column (2) of the Statement-II below in which
the seats reserved under Section 7 of the said Ordinance shall be set assigned against each in
column (3) thereof.

STATEMENT – I

Sl. No. Ward No. Description of the Ward Four side boundaries of the Ward
1 2 3 4

STATEMENT – II

Sl. No. Ward Assignment for S.C., S.T., S.C. Women,

determined for S.T. Women, Backward Class of Citizen
reservation including their Women and other Women

1 2 3

By order of the Governor

(Officer Authorised by Govt.)

179
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-4
FORM 1
(See Rules 4)
Preliminary Electoral Roll

District…………...........…Municipality/N.A.C./Corporation……………………………..
Subdivision…………………………………… Electoral Ward No.……………………
Registration Unit (Ward) …………………………………..

Serial House No Name of the Elector with Age Sex Part No. and Sl. No of
No. Father’s or Husband Name Assembly Electoral Roll

1 2 3 4 5 6

180
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-4A
FORM V
(See Rules 5)
Preliminary Electoral Roll

District……………......…… Municipal Corporation…………………....…..

Sub-division…………………………………… Ward No.……………………

STATEMENT - 1

Serial House No Name of the Elector Age Sex Bhaga

No with Father’s or No./Electoral Roll
Husband Name Sl. No of Assembly
Cnstituency

1 2 3 4 5 6

181
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-5
FORM II
(See Rules 7)
Notice to file claims and objections

The preliminary Electoral Roll of voters of Ward No...…….............of the

Municipality/N.A.C./Corporation has been duly published for general information:-

Any person who claims to be entered in this roll and who is not entered in it or
is entered in an incorrect place, or with incorrect particulars may put in a claim to the
Election Officer to have his name entered or the rolls corrected.

Any person whose name is on this register and who objects to the correctness
of the entry or to the inclusion of his own name or the name of any other person
whose name is on the roll may prefer an objection to the Election Officer.

Claims shall be preferred in Form III and objection in Form IV. Copies of the
Forms will be supplied free of cost by the Election Officer on application.

Claims and objections may be presented in person or sent by post or by

messenger. They shall in all cases reach the Election Officer at………........... (give
address in details here) before the termination of office hours on the

Presentation in person or delivery by messenger shall be during the

office hours only.

Claims and objections which are not preferred in proper Form or are
not received by the date and time aforesaid will be rejected.

All claims and objections received in time and in proper Form will be heard by
Election Officer on ............................ at ..................................... (Place).

Election Officer …………………

Date…………………..........……

182
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-5A
FORM VI
(See Rules (8) (2))
Notice to file claims and objections

The preliminary Electoral Roll of voters of Ward No.......…….of the Municipal

Corporation has been duly published for general information :-

Any person who is not less than 18 (eighteen) years of age on the date as may
be appointed by the Commission and is not otherwise disqualified to become a voter
shall be entitled to have his name entered in this Roll.

Any person who claims to be entered in this roll and who is not entered in it or
is entered in an incorrect place, or with incorrect particulars may put in a claim to the
Election Officer to have his name entered or the rolls corrected.

Any person whose name is on this register and who objects to the correctness
of the entry or to the inclusion of his own name or the name of any other person
whose name is on the roll may prefer an objection to the Election Officer.

Claims shall be preferred in Form VII and objection in Form VIII. Copies of the
Forms will be supplied free of cost by the Election Officer on application.

Claims and objections may be presented in person or sent by post or by

messenger. They shall in all cases reach the Election Officer at………........... (give
address in details here) before the termination of office hours on the …………….

Presentation in person or delivery by messenger shall be during the office

hours only.

Claims and objections which are not preferred in proper Form or are not
received by the date and time aforesaid will be rejected.

All claims and objections received in time and in proper Form will be heard by
Election Officer on ......................... at (Place).

Election Officer ..........................

Date……………………............…

183
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-6
FORM III
[See Rules 8(2)]
Notice to claim for correction of Registry of Registration

To

The Election Office of

Municipality/N.A.C.

Sir,

I hereby give notice that I claim to have my name corrected/entered in the

register of the electoral roll for the Ward No…………………… of ………………….
Municipality/ N.A.C./ Corporation as follows :-

Name in full of claimant and father’s Address, Holding No., Mahala Age
or husband’s name also number on the
preliminary roll

1 2 3

I declare that I am ordinary resident (within the meaning of Sections 19 and 20

of the Representation of the People Act, 1950) of Holding No ………..…….in
…….........Mahala …………….. Ward………………………………..of Municipality/
N.AC./Corporation.

Yours faithfully

Signature of claimant

184
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-6A
FORM VII
[See Rules 9(2)]
Notice to claim for correction of Registry of Registration

To

The Election Office of

Municipal Corporation.

Sir,

I hereby give notice that I claim to have my name corrected/entered in the

register of the electoral roll for the Ward No…………………… of ………………….
Municipal Corporation as follows:-

Name in full of claimant and Address, Holding No., Age

father’s or husband’s name Mahala Ward No.
also number on the
preliminary roll
1 2 3

I declare that I attained the age of 18 (eighteen) years on …….....… and that
I am ordinary resident (within the meaning of Sections 19 and 20 of the
Representation of the People Act, 1950) of Holding No ………………….in
……..................Mahala……………..Ward……………………..of Municipal
Corporation.

Yours faithfully

Signature of claimant

185
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-7
FORM IV
[See Rules 8(2)]
Notice of objection to Registration

To

The Election Office of ...

Municipality/N.A.C./Corporation

Sir,

I hereby give notice that I object to the name of the person/my name mentioned
and described below being retained in the electoral roll for the electoral Ward
No…………………… of …………………. Municipality/N.A.C./ Corporation:-

Name of person objected to Electoral Ward and Number in Nature of Objection

preliminary roll

1 2 3

Address: Holding No. ……………..Mahala ……………….. Ward No.…………and

number in the Preliminary Roll

Date………………………

Yours faithfully

Signature of Objector

186
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-7A
FORM VIII
[See Rules 9(2)]
Notice of objection to Registration

To

The Election Office of ...

Municipal Corporation

Sir,

I hereby give notice that I object to the name of the person/my name mentioned
and described below being retained in the electoral roll for the electoral Ward
No…………………… of …………………. Municipal Corporation:-

Name of person objected to Electoral Ward and Number Nature of Objection

in preliminary roll

1 2 3

Date………………………

Address: Holding No. ………...……..Mahala ………………..... Ward No. ………….

and number in the Preliminary Roll …………………….

Yours faithfully

Signature of Objector

187
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-8
FORM V
[See Rules 10)]
List of Claims and Objection
(a) The Following persons have put in claims to be registered as electors
(or to have the registry of their names corrected) in the roll of electoral
Ward No………………………….of ..………………Municipality / N.A.C /
Corporation.

Municipality electoral Name of Claimant and Father’s or Address Age

Ward No. if any on the husband’s name
Preliminary roll
1 2 3 4 5 6

(b) The following objections have been received regarding entries in electoral roll
for the electoral Ward No. …………….. of …………… Municipality/N.A.C/
Corporation.

Municipality Electoral Ward Name of Objector and Name of persons objected to and
number on roll number on roll
1 2 3 4

(c) The following corrections have been made by the Election Officer of his own
motion in the roll for the electoral Ward No. …………….. of ……………
Municipality/N.A.C/ Corporation.

Municipality Electoral Ward Name of and Name of persons objected to and

number on roll number on roll

1 2 3 4

The above claims and objections will be heard and the above corrections
considered by Election officer on …………………… at ………………………

Election officer

188
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-8A
FORM IX
[See Rules 11)]
List of Claims and Objection

(a) The Following persons have put in claims to be registered as electors

(or to have the registry of their names corrected) in the roll of electoral
Ward No………………………….of ..………………Municipal Corporation.

Municipal Electoral Name of Claimant Father’s or Address Age

Corporation Ward and No. if any on husband’s
the preliminary roll
1 2 3 4 5 6

(b) The following objections have been received regarding entries in electoral roll
for the electoral Ward No. …………….. of …………… Municipal Corporation.

Municipal Electoral Ward Name of Objector Name of persons

Corporation and number objected to and
on roll number on roll

1 2 3 4

(c) The following corrections have been made by the Election Officer of his own
motion in the roll for the electoral Ward No. …………….. of ……………
Municipal Corporation.
Municipal Electoral Ward Name of and Nature of Correction
Corporation number on roll

1 2 3 4

The above claims and objections will be heard and the above corrections
considered by Election officer on …………………… at ………………………

Election Officer

189
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-9

{µÿæs S÷Üÿ~ {Lÿ¢ÿ÷ †ÿæàÿçLÿæ

fçàÿâæ ............................... A™#Óí`ÿç†ÿ {ä†ÿ÷ ¨ÀÿçÌ’ÿ/{¨òÀÿ ¨ÀÿçÌ’ÿ
Ó¯ÿúxÿçµÿçf[ÿ ........................ {¨òÀÿ [ÿçSþ ..............................

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1 2 3 4 5 6

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3 ’ÿç[ÿ þš{Àÿ †ÿæÜÿæ ’ÿæQàÿ LÿÀÿç{¯ÿ æ

190
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-10
NOTICE OF THE ELECTION PROGRAMME BY ELECTION OFFICER UNDER
RULE 24 OF THE ODISHA MUNICIPAL (DELIMITATION OF WARDS,
RESERVATION OF SEATS AND CONDUCT OF ELECTION) RULES, 1994
(Prescribed by the State Election Commission)

Whereas the State Election Commission under Rule 23 of Odisha Municipal

(Delimitation of Wards, Reservation of Seats and Conduct of Election) Rules, 1994
vide its notification………………….,dated………………..in the Official Gazette has
notified the election programme for the ……………………………..Municipality.

Now, therefore, in accordance with the Commission’s notification; public notice

under Rule 24 of the Odisha Municipal (Delimitation of Wards, Reservation of Seats
and Conduct of Election) Rules, 1994 is hereby given that-

(a) election is to be held for the Office of Councillors in respect of the Wards,
details of which has been given in the schedule appended to this notice;

(b) nomination papers can be had from the office of the undersigned from 11
A.M. to 3 P. M. on each day between Dt………………………………and
Dt……………………..(except public holidays);

(c) nomination papers can be presented between 11 A.M. and 3 P.M. from
Dt. ............................... to Dt. ............................... (except public holidays)
in the office of the undersigned;

(d) nomination papers will be taken up for scrutiny by the undersigned on

Dt………………......at…………………..; A.M./P.M. at……………………
....................................................; ( specify the office/place)

(e) the candidates who may wish to withdraw their candidature may do so
before 3 PM. of Dt…………………..........….;

(f) poll, if necessary, will betaken between ... ..... .... ..... ..... ..... .... ... A.M.
and .......................... P.M................on Dt. ......................in polling
stations/booths given in the schedule below;

(g) counting of votes will commence at .................................. A. M./P. M. on

Dt. …………………………………………….. (Place)

Date………………………

Place. ……………………… Signature of the Election Officer

(Stamp)
191
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

SCHEDULE
Name of the Municipality………………………………………………………………..

Ward Number Reservation status Location of Polling REMARKS, If any

Station/booth
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
So on
Signature and Seal of the
Election Officer with date
Memo No……………………………. date………………………
Copy forwarded to the notice board of ………………………Municipal Office of the Election Officer/
conspicuous place of the W ard……………… for inspection of the public

(Specify the place)

Election Officer
Memo No……………………………. date………………………
Copy forwarded to the Secretary, State Election Commission, Odisha, Toshali Bhawan, Block B-
2,1st Floor, Satyanagar, Bhubaneswar-751007/District Magistate—— for information and necessary action
Election Officer

192
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-10-A
NOTICE OF THE ELECTION PROGRAMME BY ELECTION OFFICER UNDER
RULE 23 OF THE ODISHA MUNICIPAL CORPORATION (DIVISION OF CITY INTO
WARDS, RESERVATION OF SEATS AND CONDUCT OF ELECTION) RULES, 2003

(Prescribed by the State Election Commission)

Whereas the State Election Commission under Rule 22 of Odisha Municipal
Corporation (Division of City into Wards, Reservation of Seats and Conduct of
Election) Rules, 2003 vide its notification………………….,dated………………..in the
Of f icial Gazette has notif ied the election program me f or the
……………………………..Municipal Corporation.
Now, therefore, in accordance with the Commission’s notification; public notice
under Rule 23 of the Odisha Municipal Corporation (Division of City into Wards,
Reservation of Seats and Conduct of Election) Rules, 2003 is hereby given that-
(a) election is to be held for the Office of Corporator in respect of the Wards,
details of which has been given in the schedule appended to this notice;
(b) nomination papers can be had from the office of the undersigned from 11
A.M. to 3 P. M. on each day between Dt………………………………and
Dt……………………..(except public holidays);
(c) nomination papers can be presented between 11 A.M. and 3 P.M. from
Dt. ................................. to Dt. ...............................(except public
holidays) in the office of the undersigned;
(d) nomination papers will be taken up for scrutiny by the undersigned on
Dt………………..at………………………..;A.M./P.M. at……………………
.................................................. ; ( specify the office/place)
(e) the candidates who may wish to withdraw their candidature may do so
before 3PM. of Dt……………………. ;
(f) Poll, if necessary, will betaken between .................. A.M. and....................
P.M. ................. on Dt. .................... in Polling Stations/booths given in
the schedule below;
(g) counting of votes will commence at ............................ A. M./P. M. on
Dt. …………………………………………….. (Place)

Date………………………
Place. ……………………… Signature of the Election Officer

(Stamp)

193
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

SCHEDULE
Name of the Municipal Corporation ………………………………………………........
Ward Number Reservation status Location of polling Remarks, If any
Station/booth
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
…
So on

Signature and Seal of the

Election Officer with date

Memo No……………………………. date………………………

Copy forwarded to the notice board of ………………………Municipal Corporation Office, Office of

the Election Officer/conspicuous place of the W ard……………… for inspection of the public

(Specify the place)

Election Officer

Memo No……………………………. date………………………

Copy forwarded to the Secretary, State Election Commission, Odisha, Toshali Bhawan, Block B-2,
1st Floor, Satyanagar, Bhubaneswar-751007/District Magistrate—— for information and necessary action.

Election Officer

194
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-11

A[ÿëÓí`ÿê
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[ÿçßþæ¯ÿÁÿê, 1994Àÿ [ÿçßþ 24 A[ÿë¾æßê [ÿç¯ÿöæ`ÿ[ÿ Lÿæ¾ö¿Lÿ÷þ Óó¨Lÿö{Àÿ
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{¾{Üÿ†ÿë HÝçÉæ þë¿[ÿçÓ¨
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[ÿçßþæ¯ÿÁÿê, 1994Àÿ [ÿçßþ 23 A[ÿë¾æßê [ÿç¯ÿöæ`ÿ[ÿ Aæ{ßæSZÿ ÓÀÿLÿæÀÿê {S{fsú{Àÿ †ÿæZÿÀÿ ...........................
†ÿæÀÿçQ{Àÿ ¯ÿçj©ç{Àÿ ........................... þë¿[ÿçÓç¨æàÿsç ¨æBô [ÿç¯ÿöæ`ÿ[ÿ Lÿæ¾ö¿Lÿ÷þ {WæÌ~æ LÿÀÿçd;ÿç ;
{†ÿ~ë Aæ{ßæSZÿ ¯ÿçj©ç A[ÿëÓæ{Àÿ HÝçÉæ þë¿[ÿçÓ¨ ç æàÿú (H´æxÿöSxë ÿçLÿÀÿ Óæ[ÿç Óêþæ [ÿç•æö Àÿ~, AæÓ[ÿ AæÀÿä~
F¯ÿó [ÿç¯ÿöæ`ÿ[ÿ ¨Àÿç`ÿæÁÿ[ÿæ) [ÿçßþæ¯ÿÁÿê, 1994Àÿ [ÿçßþ 24 A[ÿë¾æßê Óæ™æÀÿ~ {[ÿæsçÓú ’ÿçAæ¾æDAdç {¾--
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dësç ’ÿç¯ÿÓ ¯ÿ¿†ÿê†ÿ) ¨í¯ÿöæÜÿ§ 11sæÀÿë A¨ÀÿæÜÿ§ 3sæ þš{Àÿ þ{[ÿæ[ÿß[ÿ ¨æBô üÿþö þçÁÿç¨æÀÿç¯ÿ æ
(S) [ÿçþ§ Ó´æäÀÿLÿæÀÿêZÿ Lÿæ¾ö¿æÁÿß{Àÿ †ÿæ. ................... Àÿë †ÿæ. ..................... þš{Àÿ (ÓÀÿLÿæÀÿê dësç
’ÿç¯ÿÓ ¯ÿ¿†ÿê†ÿ) ¨í¯ÿöæÜÿ§ 11sæÀÿë A¨ÀÿæÜÿ§ 3sæ þš{Àÿ þ{[ÿæ[ÿß[ÿ ¨†ÿ÷ ’ÿæQàÿ LÿÀÿæ¾æB ¨æÀÿç¯ÿ æ
(W) þ{[ÿæ[ÿß[ÿ ¨†ÿ÷SëxÿçLÿ [ÿçþ§ Ó´æäÀÿLÿæÀÿêZÿ ’ÿ´æÀÿæ †ÿæ. ................... ’ÿç¯ÿæ .......................
WsçLÿæ Óþß{Àÿ ............................. vÿæ{Àÿ ¾æó`ÿ LÿÀÿæ¾ç¯ÿ æ
(Lÿæ¾ö¿æÁÿß ×æ[ÿ)
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....................... WsçLÿæ þš{Àÿ {µÿæs S÷Üÿ~ [ÿçþ§× †ÿüÿÓçàÿµÿëNÿ {µÿæs S÷Üÿ~ {Lÿ¢ÿ÷/¯ÿë$ú{Àÿ
A[ÿëÏç†ÿ {Üÿ¯ÿ æ
(d) {µÿæs S~†ÿç †ÿæ. ...................... {Àÿ ................ WsçLÿæ Óþß{Àÿ ................ vÿæ{Àÿ
AæÀÿ» {Üÿ¯ÿ æ
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({þæÜÿÀÿ)
195
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

†ÿüÿÓçàÿ
{¨òÀÿ¨æÁÿçLÿæÀÿ [ÿæþ ...................................................................................
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A¯ÿ×ç†ÿç
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8
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11
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16
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20
21
22
23
24
25
26
27
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[ÿç¯ÿöæ`ÿ[ÿ A™#LÿæÀÿêZÿ Ó´æäÀÿ
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[ÿç¯ÿöæ`ÿ[ÿ A™#LÿæÀÿê

196
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-11A
A[ÿëÓí`ÿê
HÝçÉæ þë¿[ÿçÓç¨æàÿú Lÿ{¨öæ{ÀÿÓ[ÿú (ÓÜÿÀÿæó`ÿÁÿ H´æxÿö ¯ÿçµÿNÿç LÿÀÿ~, AæÓ[ÿ AæÀÿä~ F¯ÿó [ÿç¯ÿöæ`ÿ[ÿ ¨Àÿç`ÿæÁÿ[ÿæ)
[ÿçßþæ¯ÿÁÿê, 2003Àÿ [ÿçßþ 23 A[ÿë¾æßê [ÿç¯ÿöæ`ÿ[ÿ Lÿæ¾ö¿Lÿ÷þ Óó¨Lÿö{Àÿ {[ÿæsçÓÀú ÿ üÿþö
(Àÿæf¿ [ÿç¯ÿöæ`ÿ[ÿ Aæ{ßæSZÿ ’ÿ´æÀÿæ [ÿç•æö Àÿç†ÿ)
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........................... †ÿæÀÿçQ{Àÿ ¯ÿçj©ç{Àÿ ........................... þë¿[ÿçÓç¨æàÿ Lÿ{¨öæ{ÀÿÓ[ÿú ¨æBô [ÿç¯ÿöæ`ÿ[ÿ
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WsçLÿæ Óþß{Àÿ ............................. vÿæ{Àÿ ¾æó`ÿ LÿÀÿæ¾ç¯ÿ æ
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({þæÜÿÀÿ)

197
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-12
[See Rules 25(1)]
Nomination Paper

1. Name or Number of the Ward for which the candidate :

is nominated (mention here whether the nomination is
for a reserved seat, if any).

2. Full Name of the Candidate :

3. Number of candidate on the electoral roll :

4. Father’s or husband’s name :

5. Age :

6. Address :

7. Community :

8. Full Name of the proposer :

9. Number of Proposer on the electoral roll :

10. Signature of the Proposer :

11. Full Name of the Seconder :

12. Number of seconder on the Electoral Roll :

13. Signature of the Seconder :

14. Election symbol adopted by the candidate :

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Candidate’s Declaration

I declare that l am twenty one years of age as required under rule 25 and I am
willing to stand for the election. I further declare that I have been sponsored for this
election by the………………………………….party/l further declare that I will stand
for the election as an Independent Candidate (Strike out which is not necessary).

Signature of the candidate

I further declare that I am qualified and also not disqualified under any of the
provisions Of the Odisha Municipal Act 1950 for being chosen fill the seats in Ward
No…………………. of NAC/Municipality/Municipal Corporation.

Signature of the candidate

Endorsement by the Election Officer or other authorised person

Serial number ................................................

This Nomination paper was presented to me by……………… at……………………

on …………………………………………….

Signature of the Election Officer or

other authorised person

Decision after Scrutiny

Signature of the Election Officer

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE -12A
FORM X
[See Rule 24 (1)]
NOMINATION PAPER FOR CORPRATOR OF MUNICIPAL CORPORATION
(PART – I)

I nominate as a candidate for election to the _______________ Municipal Corporation

from Ward No. _______________ of the said Corporation and details thereof are as under
_______________.

1. Name or number of the Ward for which :

the candidate is nominated (mention
here whether the nomination is for a
reserved seat, if any).
2. Full Name of candidate :
3. Name of candidate entered in the :
electoral roll of Municipal Corporation.
a. At a serial No. :
b. In Part No. :
c. Of Ward No. :
4. Father’s or husband’s name :
5. Age :
6. Address :
7. Community :

My name is __________ and it is entered at Sl. No. ________ in Part No. _______ of
Ward No. ______ of the Electoral Roll for ________ Municipal Corporation.
Date: _____________________ Signature of Seconder
PART II
CANDIDATES DECLARATION
I, the above mentioned candidate as in Part-I, willing to stand for election to the office
of the Corporator from Ward No./ _______ of ________ Municipal Corporation and hereby
declare _________.
(a) That I have complete __________ year of age:
*(b) That I am set up at this election by the _________ Party:
*(c) That I am contesting that election as an independent candidate:
(d) That the symbol i have chosen are, in order of preference, _________
(i) __________________ (ii) __________________and (iii) _________________
(e) That my name and my father’s/husband’s name have been correctly spelt out above
in __________________________________ (Name of the language)
*(f) That to the best of my knowledge and belief, I am qualified and not also disqualified
under any of the provisions of the Orissa Municipal Corporation Ordinance, 2003
(Odisha Ordinance of No.1 of 2003) for being chosen to fill the seat in Ward No.
__________ of _____________ Municipal Corporation.

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

*I further declare that I am a member of ______________ Caste/Tribe/Backward Class

of Citizen which is a Scheduled Caste/Scheduled Tribe/Backward Class of Citizen of the State
of Odisha relating to _________ area in State.

Date: _____________________ Signature of the Candidate

PART III
(To be filled by the Election Officer)
Endorsement by the Election Officer
Sl. No. of the Nomination Paper

This nomination was delivered to me at my office at _______ hours on ______ (date) by

the *candidate/proposer.

Date: _____________________ Signature of the Election Officer

*Score out the ward(s)/paragraph, if not applicable.

PART IV
Decision of the Election Officer accepting or rejecting the nomination paper

I have examined this nomination paper in accordance with rule 28 of the Orissa
Municipal Corporation (Division of City into Wards, Reservation of Seats and Conduct of
Election) Rules, 2003 and decide as follows.

Date: _____________________ Signature of the Election Officer

*Strike out the ward(s) not applicable

............................................................(Preforation) ...................................................

PART V
Receipt for Nomination Paper
(To be handed over to the person presenting the nomination paper)
Sl. No. of nomination paper ____________________
The nomination paper of _________________, a candidate for election from Ward
No.______ of the _________ Municipal Corporation was delivered to me at my office at ______
(hours) on ________ (date) by the *candidate/proposer. All nomination papers will be taken up
for scrutiny at _______ (hours) on __________ (date) at ____________ (place).

Date: _____________________ Signature of the Election Officer

*Strike out the ward(s) not applicable

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-13
FORMAT OF AFFIDAVIT
(To be submitted by candidate to the Election Officer/ Returning Officer
as an accompaniment to the Nomination Paper)

*For election to the office of Sarpanch of ………………………………………………G. P.

in…………………………………Block of…………………………………District/Member of
……………………………… PS. of ......................................................... …………… of District/
Member of.................................. Zilla Parishad of ………………………District/Corporator of
of………………………Municipal Corporation of ……………………..District/Councillor of
……………………………Municipality /N.A.C of ……………………….. District.

*(Please strike off the ones not applicable to you)

I,… …… …… …… …… …… …… …… …… …… …… …… …… …… …… …… ….so n /
daughter/wife of ………………………………, candidate at the above election, do hereby solemnly
affirm and state on oath as under:-

**1. (A) I have in the past been convicted of criminal offence in the following case(s) and the
details are as under:-
(i) Case No.,
(ii) Section of the Act and description of the offence for which convicted
……………………………………………………………………….…………………...
(iii) Date of conviction………………………………………………………....…....……….
(iv) Court by which convicted………………………………………………..........………..
(v) Punishment imposed (indicate period of imprisonment awarded and/or quantum of
the fine imposed)
…………………………………………………………………………….......…………
………………………………………………………………………………...…………
(vi) Details of appeal/revision etc., against conviction
…………………………………………………………………………………………
………………………………………………………………………………….……..
(Repeat the above sequence in respect of each separate case of conviction)
(B) That I have in the past been discharged/acquitted in the following case(s):
(i) Section of the Act and description of the offence with which charged
……………………………………………………………………………………………
……………………………………………………………………………………………
(ii) The Court which had taken cognizance :
……………………………………………………………………………………………
……………………………………………………………………………………………

(iii) Case No…………………………………………………………………………………

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

(iv) Details of appeal/application for revision etc., if any, filed against above order
taking cognizance :
………………………………………………………………………………………....…
……………………....................................................................................................
……………..............................................................................................................
………………….......................................................................................................
(Repeat the above sequence in respect of each separate case of discharge/acquittal)
(C) The following case(s) is / are pending against me in which cognizance has been
taken by the Court:
(i) Section of the Act and description of the offence for which cognizance taken:
……………………………………………………………………..................................
……………………...……………………………………………………………............
…………………………………………….............................................………………
……………………………………………............................................................……
(ii) The Court which has taken cognizance :
………………………………………………………………………….…………………
(iii) Case No
(iv) Details of appeal/application for revision etc., if any, filed against above order
taking cognizance:
……………………………………………………………………………………...……………
……………………………………………………………………………............………
……………………………………………………………………………....……………
(Repeat the above sequence in respect of each separate case of cognizance by court)
**If inform against any of the columns at (A)/(B)/(C) is nil, state ‘NIL ‘against the
corresponding column and strike off the sub-columns below.
2. That, l/my spouse/my dependants*** own the following immovable properties:—

(A)
Agricultural Land(s) Location Area Approx, present market value
according to you

Self name
Spouse (Give name)

Dependant son(s) [Give name(s)]

Dependant daughter(s)
[Give name(s)]

Dependant (others)
(Give name and relationship)

In Joint name(s) (Give names)

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

(B)
Urban Land(s) Location Area Approx, present market value
according to you

Self name

Spouse (Give name)

Dependant son(s) [Give name(s)]

Dependant daughter(s)
[Give name(s)]

Dependant (others)
(Give name and relationship)

In Joint name(s) (Give names)

***’Dependent’ means a person wholly dependent on the income of the candidate.

3. (A) That, I/my spouse/my dependents*** own the following movable property:

Motor vehicle with Approx, Gold & gold Approx, Silver & silver Approx,
description such present ornaments; other present ornaments present
as Car, Jeep, market value precious stone(s) market value tolas/grams) marked value
Truck, Bus according (in tolas/gram/ according according
to you carat) to you to you

Self name

Spouse
(Givename)

Dependant
son(s)
[Give
name(s)]

Dependant
daughters(s)
[Give
name(s)]

Dependant
(others)
[Give
name(s)]

In Joint
name(s)
(Give names.)

***’Dependent’ means a person wholly dependent on the income of the candidate.

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

3. (B) That, I/my spouse/my dependents*** own the following Bank balance/deposite:-
Name of Amount in Name of the Amount in Current/ Name of the Face
the Bank Fixed Bank/Post savings Account Company & No. value of
Deposit Office of shares held shares

Self name

Spouse
(Give name)

Dependantson(s)
[Give name(s)]

Dependant
daughter(s).
[Give name(s)]

Dependant(others)
[Give name(s)]

In Joint name(s)
(Give names)

***’Dependant’ means a person wholly dependent on the income of the candidate.

4. That, l/my spouse/my dependants*** are liable to pay the following dues to public, financial
institutions and Government dues (Give details).

Government Dues Income Tax Dues Dues to Financial Any other Dues
Institutions
Details of the Amount
nature of
demand/dues

Self name

Spouse (Give name)

Dependant son(s)
[Give name(s)]

Dependant daughters)
[Give name(s)]

Dependant (others)
[Give name(s)]

In Joint name(s)
(Give names)

5. My educational qualification are as under:

(Give the details of School & University Education)
I……………………………………………………….do hereby verify and declare that the
contents of this affidavit are true and correct to the best of my knowledge and belief, that no part
of it is false and that nothing materials has been concealed therefrom.
Deponent
W itnesses:
1.
2.
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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-14
FORM IX
[See Rule 25]
Communication with regard to authorized persons to intimate names of candidates
sponsored by the Political Party.
To
The Election Officer..............................................................Municipality
SUBJECT— General Elections of Councillors to.......................................Municipal
Council—Allotment of Symbols—Authorisation of persons to intimate
names of candidates.
Sir,
In pursuance of Rule 25 (8) of the Odisha Municipal (Delimitation of Wards, Reservation
of Seats and Conduct of Election) Rules, 1994, I hereby intimate that the following person(s)
has/have been authorised by the party, which is a National Party/State party in the State of
………………………./Registered unrecognized party, to intimate the names of the candidates
proposed to be sponsored by the party for the Election cited above—

Name of person Name of office held District(s)/Area(s)/Municipalities

authorised to in the party in respect of which he has been
send notice authorised

1 2 3
2. The specimen signatures of the person(s) so authorised are given hereunder—
(1) Specimen Signatures of Shri ......................…………………………………
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................
(2) Specimen Signatures of Shri .........……………………......................…………….
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................
(3) Specimen Signatures of Shri ……………………………………………...
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................

Place…………………..

Date…………………..
Yours faithfully

President/Secretary
of the State Level
Organisation of the
Political Party

Name of the Party

(Seal of the Party)
N.B. (1) This must be communicated to the Election Officer at least two days before the
date , fixed for scrutiny of nomination paper.
(2) Form must be signed in ink by the office bearer(s) mentioned above.
(3) No facsimile signature or signature by means of rubber stamp, etc. shall be accepted.
(4) No form transmitted by Fax shall be accepted.

207
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-14A
FORM XII
[See Rule 24 (9) and Note I]
Communication with regard to authorized persons to intimate names of candidates
sponsored by the Political Party.
To
The Election Officer .................................................... Municipal Corporation.
SUBJECT— General Elections of Corporator to.......................................Corporation —
Allotment of Symbols—Authorisation of persons to intimate names of candidates.
Sir,
In pursuance of Rule 24 (8) of the Odisha Municipal Corporation (Division of City into
Wards, Reservation of Seats and Conduct of Election) Rules, 2003, I hereby intimate that the
following person(s) has/have been authorised by the party, which is a National Party/State party
in the State of ………………………./Registered unrecognized party, to intimate the names of
the candidates proposed to be sponsored by the party for the Election cited above—

Name of person Name of office held District(s)/Area(s)/Municipalities

authorised to in the party in respect of which he has been
send notice authorised

1 2 3

2. The specimen signatures of the person(s) so authorised are given hereunder—

(1) Specimen Signatures of Shri ....................................…………………………………
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................
(2) Specimen Signatures of Shri ………………………………................................….
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................
(3) Specimen Signatures of Shri …………………………………………...............…...
(i) ……...……..….....…… (ii)…………..……….……. (iii)…………......................

Place…………………..

Date…………………..

Yours faithfully
President/Secretary
of the State Level Organisation of the Political Party
Name of the Party
(Seal of the Party)
N.B.
• This must be communicated to the Election Officer at least two days before the
date , fixed for scrutiny of nomination paper.
• Form must be signed in ink.
• No facsimile signature or signature by means of rubber stamp, etc. shall be accepted.
• No form transmitted by Fax shall be accepted.
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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-15
FORM X
[ See Rule 25 ]
Notice as to names of candidates sponsored by the political party
To
The Election Officer...............................................................................Municipality
SUBJECT— General Election of Councillor to ...............................................Municipal
Council—Sponsoring of candidates.
Sir,
In pursuance of Rule 25 (8) of the Odisha Municipal (Delimitation of Wards, Reservation
of Seats and Conduct of Election) Rules, 1994,1 hereby give notice that the following person
has been sponsored by……………………….Party as its candidate at the ensuing General/By-
Election of Councillor to……………………………Municipal Council.

Sl. Name of the Name of the approved Father’s/Husband’s name of Postal address of
No. Municipality candidate approved candidates approved candidate

1 2 3 4 5

Place…………………

Date………………….

Yours faithfully

(Name and Signature of the President

or Secretary of the State Level
Organisation of the Political Party or
of the Office Bearer authorized in
Form IX by the Political party

(Seal of the Party)

N.B. (1) This must be communicated to the Election Officer at least one day before the
date , fixed for scrutiny of nomination paper.
(2) Form must be signed in ink by the office bearer(s) mentioned above. No facsimile
signature or signature by means of rubber stamp, etc. shall be accepted.
(3) No form transmitted by Fax shall be accepted.

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-15A
FORM XI
[ See Rule 24 (9) (ii) Note I ]
Notice as to names of candidates sponsored by the political party
To

The Election Officer .................................................. .............. Municipal Corporation

SUBJECT— General Election of Corporator to...............................................Corporation

Sir,

In pursuance of Rule 24 (8) of the Odisha Municipal Corporation (Division of City into
Wards, Reservation of Seats and Conduct of Election) Rules, 2003, 1 hereby give notice that
the following person has been sponsored by……………………….Party as its candidate at the
ensuing General/By-Election of Corporator to……………………………Municipal Corporation.

Sl. Name of the Name of the approved Father’s/Husband’s Postal address

No. Corporation candidate name of approved of approved
candidates candidate

1 2 3 4 5

Place…………………

Date………………….

Yours faithfully

(Name and Signature of the President

or Secretary of the State Level
Organisation of the Political Party or
of the Office Bearer authorized in
Form XII by the Political party
(Seal of the Party)

N.B.
• This must be communicated to the Election Officer at least one day before the date
, fixed for scrutiny of nomination paper.
• Form must be signed in ink.
• No facsimile signature or signature by means of rubber stamp, etc. shall be accepted.
• No form transmitted by Fax shall be accepted.
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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-16
FORM XI
(See Rule 28)
List of nominations received on …………………(date) for Ward No. ………………

Sl. Name of the Father’s or Community Occupation Name of Name of

No. candidate Husband and address proposer seconder
Name
1 2 3 4 5 6 7

NOTE- The nomination paper will be taken up for scrutiny at ………….a.m/p.m

on the …………………….. day of ……………………………………… at
(Place) …………………………

Signature of the Election Officer

or Authorized person

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-16A
FORM XIII
(See Rule 27)

List of nominations received on …………………(date) for Ward No. ………………

Sl. Name of the Father’s or Community Occupation Name of Name of

No. candidate Husband and address proposer seconder
Name
1 2 3 4 5 6 7

NOTE- The nomination paper will be taken up for scrutiny at ………….a.m/p.m

on the …………………….. day of ……………………………………… at
(Place) …………………………

Signature of the Election Officer

or Authorized person

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-17
FORM OF LETTER FOR ISSUE BY ELECTION OFFICE FOR MAINTAINACE OF
ACCOUNTS OF ELECTION EXPENSES AND LODGING THEREOF BY
CANDIDATE

To

(Name & Address of the Candidate)

Madam/Sir,

SUBJECT : Maintenance of account of election expenses and lodging thereof.

Your attention is invited to Section 17A of the Odisha Municipal Act, 4950
which stipulates that every candidate at an election shall, either by himself or by his
election agent, keep a separate and correct account of all expenditure in connection
with the election incurred or authorised by him or by his election agent between the
date on which he has been nominated and the date of declaration of the result thereof,
both dates inclusive.

2. Your attention is also invited to sub-section 5 of the said Section which

further stipulates that every contesting candidate at an election shall, within one month
from the date of declaration of results of election, lodge with the Election Commission
an account of election expenses maintained by him. The Commission has directed
that such account fell be lodged with the Election Officer.

3. A contesting candidate who fails to comply with the requirements of law

regarding lodging of account of election expenses shall be deemed to have committed
corrupt practice within the meaning of Section 28 of the O. M. Act, 1950.

4. The account of election expenses to be kept by a candidate or his election

agent under Section 17A of the Odisha Municipal Act, 1950 shall be in the format and
contain the particulars of expenditure as prescribed by the Election Commission. .

5. A copy of each of the Notification No. 2275, dated the 2nd June 2008 on the
maintenance of accounts of election expenses and lodging of complete accounts are
enclosed for your information and strict compliance.

6. A sample copy of the format prescribed in the Commission’s Order cited

above is also being furnished to you herewith. You are required to maintain your day
to day account election expenses under the Heads prescribed in the said format in a
bound register of see 36 cm X 30 cm and in no other manner. All supporting vouchers,
bills, etc., should also be kept and arranged in proper chronological order at all times.
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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

7. You should make the above register and the supporting documents available
for inspection if demanded at any time during the process of election by the Election
Officer, and Election Observer appointed by the Election Commission or any other
authority authorized by the Commission in this behalf. Failure to produce this register
when demanded will be considered as a major default on your part in maintaining
your day to day account mi you may render yourself liable to penal action under
Section 171-1 of the India Penal Code.

8. Ceiling limit on election expenditure prescribed by the Commission is also

enclosed for information and guidance.

9. If you contest election from more than one Ward you are required to
maintain and lodge separate accounts of your election expenditure in respect of
each such Ward.

10. Kindly acknowledge receipt of this letter alongwith its enclosures immediately
in the enclosed Acknowledgement Form.

Yours faithfully,

Election Officer
……….....…..Municipal Corporation
Municipality/ N.A.C

ACKNOWLEDGEMENT FORM

To

The Election Officer for

….........................……………………….Municipality

Sir,

I acknowledge receipt of your letter No............... Dtd...........................along

with its enclosures. I have noted requirements of law for maintenance of
account of election expenses and lodging of the copy of that account with the
Election Officer.

Yours faithfully,

Signature of the candidates

214
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE - 17A
FORM OF LETTR FOR ISSUE BY ELECTION OFFICER FOR FILING OF
RETURN OF ELECTION EXPENSES BY CANDIDATE

To

(Name and Address of the Candidate)

SUBJECT : Filing of return of election expenses.

Madam/Sir,

Your attention is invited to Section 8(1) of the Odisha Municipal Corporation

Act, 2003 which stipulates that every candidate either personally or through his election
agent shall file with the Election Commission return of election expenses containing
such particulars as may be prescribed so as to satisfy the Election Commission that
the limitation prescribed by him for such expenses shall be strictly adhered to. Further
the said return is required to be filed within one month after the declaration of result
of election.

2. In term of sub-section (2) of the aforesaid Section such return shall contain
a statement of all payments made by the candidate or his election agent or any
person authorized by the candidate in this behalf on account of or in respect of the
conduct and management of the election and a further statement of all unpaid claims
in respect of such expenses for which the candidate or his election agent or the
person authorized by the candidate is aware of.

3. Your attention is also drawn to Section 83 which further stipulates that every
candidate or his election agent shall keep regular books of account in which the
particulars of all expenditure of nature referred to in Section 82 shall be entered.

4. The accounts of election expenses shall be maintained in the form and

contain the particulars of all expenses as prescribed by the Commission vide order
No.2271dated the 2nd June 2008 copy of which is enclosed for your information and
strict compliance.

5. You are required to keep regular books of accounts under the heads
prescribed in the said Form in a bound register of size 36 cm. X 30 cm. and in no
other manner. All supporting voucher bills etc. should also be kept and arranged in
proper chronological order at all times.
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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

6. You should make the above register and the supporting documents available
for inspection if demanded at any time during the process of election by the Election
Officer appointed by the Election Commission or any other authority authorized by
the Commission in this behalf. Failure to produce this register when demanded will
considered as a major default on your part in keeping books of account and may
render yourself liable to penal action under Section 171-1 of Indian Penal Code.

7. Ceiling limit on election expenditure prescribed by the Commission is also

enclosed for information and guidance.

If you contest election from more than one ward you are required to maintain
and file separate return of your election expenses in respect of each such ward.

8. Kindly acknowledge receipt of this letter along with its enclosure immediately
in the enclosed acknowledgement form.

Yours faithfully

……………….. Election Officer

Municipal Corporation

ACKNOWLEDGEMENT FORM

To

The Election Officer for

………...................……………. Municipal Corporation.

Sir,

I acknowledge receipt of your letter No. …………… dated……………….

along with its enclosure.

I have noted the requirements of law for keeping regular books of accounts
of election expenses and filing of the return of such expenses with the Election Officer.

Yours faithfully,

Signature of the candidate

with date

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HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-18
STATE ELECTION COMMISSION, ORISSA, TOSHALI BHAWAN ,
BLOCK-B-2 1ST FLOOR, SATYANAGAR, BHUBANESWAR
NOTIFICATION
The 2nd June 2008
No. 2275-Ele.-ML-77-SEC - In exercise of powers conferred under sub-section (4)
of Section 17A of the Orissa Municipal Act, 1950, the State Election Commission
hereby specifies that the amount of all election expenditure incurred by a candidate
and/or any person authorized by him, as required to be maintained under Section
17-A shall be maintained in the form as given hereunder-
Accounts of Election Expenditure
Name of the candidate:
Name of the Political Party, if any:
Name of the Municipality and the number
of the ward from which contested:
Date of declaration of result:
PART - I

DAY TO DAY ACCOUNT

Day of Nature of Amount of Date of Name &

expenditure expenditure expenditure payment of address
Paid Outstanding outstanding of payee
amount, if any
1 2 3 4 5 6

Serial No. of Serial No. of Bill Name and Address of REMARKS

voucher in case of in case of an person to whom the
amount paid amount amount is paid or
outstanding payable

7 8 9 10

Certified that this is a true copy of the account kept by me/ my authorized
person under Section 17A of Orissa Municipal Act, 1950.

Full Signature of the Candidate

or Authorized Person

217
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

PART – II
ABSTRACT STATEMENT OF ELECTION EXPENSES
Head of expenditure Quantity/ Name of Amount of Date(s) of Model of Evidence or Remark
Number Person/ expenditure payment payment payment
Political enclosed
Party/body with the
Association account
incurring or
authorizing
the
expenditure

1 2 3 4 5 6 7 8

1. Expenditure on security
deposit.
2. Expenditure on purchase
of electoral rolls.
3. Expenditure on printing :
(a) manifestos
(b) posters
(c) handbills
(d) others
4. Expenditure on
advertisement
(a) Wall writing (in private
buildings).
(b) Distribution of handbills.
(c) Pasting of Posters
(d) Publications
(e) Video and audio
cassettes.
( f) Others
5. Expenditure on stationery.
6. Expenditure on postage
& telegram.
7. Expenditure on election
meeting.
(a) Hiring charges of places.
(b) Hiring charges of pendals.
(c) Loudspeakers
8. Hiring charges and fuel
charges of motor vehicles.
(a) the candidate
(b) election agents
(c) polling agent and others.
9. Refreshment given
(a) to election agent
(b) to polling agent
(c) to Counting Agents
(d) Others to be specified
10. Miscellaneous expenditure
not listed above (like VIP
visits, engagement of
photographers etc.

218
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

PART - III
DECLARATION

I, ……....................................…….................. Son / Daughter / Wife of

Shri ....................................................................................................………
hereby declare that I was a contesting candidate at the General Elections to
…………………… Municipality / N.A.C. from Ward No…………..the result of which
was declared on .......................................... ………

2. That I / my Agent kept a separate and correct account of all expenditure in

connection with the above election incurred or authorized by me between ........ (the
date on which I was nominated) and the date of declaration of the result thereof, both
days inclusive.

3. That the account of my election expenditure in Part I annexed hereto includes

all items of election expenditure incurred or authorized by me or by my Agent and
nothing has been concealed or withheld / suppressed therefrom.

4. That abstract of the election expenses in Part II of the said account

annexed hereto also includes all expenditure incurred or authorized by any Political
Party or any other association/ organization / body or other individual who
supported my candidature.

5. That declaration in the foregoing Paragraph (1) to (4) are true to the best of
my knowledge and belief and that nothing is false and nothing material has been
concealed.

Full Signature of the Candidate

By order and in the name of
State Election Commission, Orissa

F. C. SATAPATHY
Secretary

219
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in Election to Municipal Corporation

ANNEXURE-18A
STATE ELECTION COMMISSION, ORISSA, TOSHALI BHAWAN,
BLOCK-B-2 1ST FLOOR, SATYANAGAR, BHUBANESWAR
NOTIFICATION
The 2nd June 2008
No. 2271-Ele.-ML-77-SEC - In exercise of powers conferred under sub-section (4)
of Section 62 of the Orissa Municipal Corporation Act, 2003, the State Election
Commission hereby specifies that the amount of all election expenditure incurred by
a candidate and/or any person authorized by him, required to be filled under Section
82 (1) of the said Act shall contain such particulars as set out in Parts-I and II
accompanied by declaration by the candidate in Form prescribed by the Commission
and appended in Part-III of this Order.
Return of Election Expenses
Name of the candidate:
Name of the Political Party, if any:
Name of the Municipal Corporation and the number of the ward from
which contested:
Date of declaration of result:
Part I

DAY TO DAY ACCOUNT

Day of Nature of Amount of Date of Name &
expenditure expenditure expenditure payment of address
Paid Outstanding outstanding of payee
amount, if any
1 2 3 4 5 6

Serial No. of Serial No. of Bill Name and Address of REMARKS

voucher in case of in case of an person to whom the
amount paid amount amount is paid or
outstanding payable
7 8 9 10

Certified that this is a true copy of the account kept by me/ my authorized
person under Section 82(1) of Orissa Municipal Corporation Act, 2003.

Full Signature of the Candidate

or Authorized Person
220
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

PART – II
ABSTRACT STATEMENT OF ELECTION EXPENSES
Head of expenditure Quantity/ Name of Amount of Date(s) of Model of Evidence or Remark
Number Person/ expenditure payment payment payment
Political enclosed
Party/body with the
Association account
incurring or
authorizing
the
expenditure

1 2 3 4 5 6 7 8

1. Expenditure on security
deposit.
2. Expenditure on purchase
of electoral rolls.
3. Expenditure on printing :
(a) manifestos
(b) posters
(c) handbills
(d) others
4. Expenditure on
advertisement
(a) Wall writing (in private
buildings).
(b) Distribution of handbills.
(c) Pasting of Posters
(d) Publications
(e) Video and audio
cassettes.
( f) Others
5. Expenditure on stationery.
6. Expenditure on postage
& telegram.
7. Expenditure on election
meeting.
(a) Hiring charges of places.
(b) Hiring charges of pendals.
(c) Loudspeakers
8. Hiring charges and fuel
charges of motor vehicles.
(a) the candidate
(b) election agents
(c) polling agent and others.
9. Refreshment given
(a) to election agent
(b) to polling agent
(c) to Counting Agents
(d) Others to be specified
10. Miscellaneous expenditure
not listed above (like VIP
visits, engagement of
photographers etc.

221
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

PART III

DECLARATION

I, ................................................Son / Daughter / Wife of Shri......................

hereby declare that I was a contesting candidate at the General Elections to

Municipal Corporation from Ward No…………..............the result of which was

declared on …………………...........................

2. That I / my Agent kept a separate and correct account of all expenditure in

connection with the above election incurred or authorized by me between
(the date on which I was nominated) and the date of declaration of the result thereof,
both days inclusive.

3. That the account of my election expenditure in Part I annexed hereto includes

all items of election expenditure incurred or authorized by me or by my Agent and
nothing has been concealed or withheld / suppressed therefrom.

4. That abstract of the election expenses in Part II of the said account

annexed hereto also includes all expenditure incurred or authorized by any Political
Party or any other association/ organization / body or other individual who
supported my candidature.

5. That declaration in the foregoing Paragraph (1) to (4) are true to the
best of my knowledge and belief and that nothing is false and nothing material has
been concealed.

Full Signature of the Candidate

By order and in the name of
State Election Commission, Orissa

F. C. SATAPATHY
Secretary

222
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-19
Verification of Accounts of Election Expenditure by the District
Magistrate…………for election to Urban Local Bodies, 2013

PROFORMA

1. Name of the Municipality :

2. Name of the Ward :

3. Name of the contesting candidate with :

party affiliation, if any and address.

4. Whether the candidate was elected :

or defeated. :

5. Last date for lodging election account :

6. Whether the accounts has been :

lodged.

7. Date of lodging of accounts :

8. Whether lodged in time :

9. Whether lodged in the manner and :

form: required by the Commission.

10. A brief statement of the defects noticed :

11. Total expenditure incurred as per :

the accounts lodged.

12. REMARKS :

Signature
of the District Magistrate

Signature of the Verifying Officer

N.B. - The Proforma shall be submitted Municipalitywise and candidatewise

223
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in Election to Municipal Corporation

ANNEXURE-19A
Verification of Accounts of Election
Expenditure by the District Magistrate
……….......…for election to Municipal Corporation

PRO FORMA

1. Name of the Municipal Corporation :

2. Name of the Ward :

3. Name of the contesting candidate with :

party affiliation, if any and address.

4. Whether the candidate was elected or :

defeated.

5. Last date for lodging election account :

6. Whether the accounts has been lodged :

7. Date of lodging of accounts :

8. Whether lodged in time :

9. Whether lodged in the manner and :

form : required by the Commission.

10. A brief statement of the defects noticed :

11. Total expenditure incurred as per the :

accounts lodged.

12. REMARKS :

Signature
of the District Magistrate

Signature of the Verifying Officer

N.B. - The Proforma shall be submitted candidate wise

224
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-20
GOVERNMENT OF ODISHA
S.T. & S.C. DEVELOPMENT DEPARTMENT
No. 6203-PCR-C-31/2014 Pt.., Dated the 29th March 2016
From
Shri Ramesh Chandra Sai,
Director, Scheduled Caste Welfare.
To
Special Secretay,
State Election Commission, Odisha,
Toshali Bhawan, B-2, 1st Floot,
Satyanagar, Bhubaneswar – 751007..
SUBJECT : Submission of updated list of S.T., S.C. list of this Department.
Sir,
In inviting a reference to your letter No.1443 dated the 26th March 2016 on the
subject noted above, I am directed to send herewith the copy of updated list of S.T.,
S.C. list of this Department for your kind information and necessary action.

Yours faithfully,

Director
Schedule Castes Welfare

LIST OF SCHEDULED CASTES

List of Scheduled Castes notified (after addition/deletion) as per the Constitution
(Scheduled Castes) Order, 1950 as amended vide Modification Order, 1956,
Amendment Act, 1976 and the Constitution (Scheduled Castes) Order (Amendment)
Act, 2002 No. 25, dated 27.05.2002 of Ministry of Law & Justice and Company
Affairs, read with The Constitution (SCs) Order (Second Amendment) Act, 2002, No. 61
of 2002 dated the 18.12.2002 of Ministry of Law & Justice republished vide Notification
No. 7797-I.-Legis-5/2002-L., dated the 07.06 2003 of Law Department, Government
of Orissa and vide Gazette of India No. 381, dated 30.08.2007 Gazette of India No. 40.
dated 18.12.2014 and Gazette of India No.7 dated 23.03.2015.
Sl.No Scheduled Castes
1. Adi-Andhra
2. Amant, Amat, Dandachhatra Majhi, Amata, Amath
3. Audhelia
4. Badaik
5. Bagheti, Baghuti
6. Bajikar

225
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No Scheduled Castes

7. Bari
8. Bariki
9. Basor, Burud
10. Bauri, Buna Bauri, Dasia Bauri
11. Bauti
12. Bavuri
13. Bedia,Bejia, Bajia
14. Beldar
15. Bhata
16. Bhoi
17. Chachati
18. Chakali
19. Chamar, Mochi, Muchi, Satnami, Chamara, Chamar-Ravidas, Chamara-Rohidas
20. Chandala
21. Chandhai Maru,
22. Deleted vide Constitution (SCs) Order (Amendment) Act, 2002, NO. 25 of 2002
23. Dandasi
24. Dewar, Dhibara, Keuta, Kaibarta
25. Dhanwar.
26. Dhoba, Dhobi, Rajak, Rajaka
27. Dom, Dombo, Duria Dom, Adhuria Dom, Adhuria Domb
28. Dosadha
29. Ganda
30. Ghantaragada, Ghantra
31. Ghasi.Ghasia
32. Ghogia
33. Ghusuria
34. Godagali
35. Godari
36. Godra
37. Gokha
38. Gorait, Korait
39. Haddi, Hadi, Hari
40. Irika
41. Jaggali, Jaggili, Jagli
42. Kandra, Kandara, Kadama, Kuduma, Kodma, Kodama
43. Karua
44. Katia,Khatia
45. Kela, Sapua Kela, Nalua Kela, Sabakhia Kela, Matia Kela,Gaudia Kela
46. Khadala, Khadal, Khodal
47. Kodalo, Khodalo
48. Kori
49. Kummari
50. Kurunga
226
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No Scheduled Castes

51. Laban
52. Laheri
53. Madari
54. Madiga
55. Mahuria
56. Mala, Jhala, Malo, Zala, Malha, Jhola
57. Mang
58. Mangan
59. Mehra, Mahar
60. Mehtar, Bhangi
61. Mewar
62. Mundapotta
63. Musahar
64. Nagarchi,
65. Namasudra
66. Paidi
67. Painda
68. Pamidi,
69. Pan, Pano, Buna Pana, Desua Pana, Buna Pano
70. Panchama
71. Panika
72. Panka
73. Pantanti
74. Pap
75. Pasi
76. Patial, Patikar, Patratanti, Patua
77. Rajna
78. Relli
79. Sabakhia
80. Samasi
81. Sanei
82. Sapari
83. Sauntia, Santia
84. Sidhria
85. Sinduria
86. Siyal, Khajuria
87. Tamadia
88. Tamudia
89. Tanla
90. Deleted vide Constitution (SCs) Order (Amendment) Act, 2002 No. 25 of 2002
91. Turi, Betra
92. Ujia
93. Valamiki, Valmiki
94. Mangali (in Koraput & Kalahandi dist.) inserted vide Constitution (SCs) Order
(Amendment) Act, 2002 No. 25 of 2002.
95. Mirgan(in Nawarangpur dist.) inserted vide Constitution (SCs) Order(Amendment)
Act, 2002 No.25 of 2002

227
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-21
LIST OF SCHEDULED TRIBES

List of Scheduled Tribes notified (after addition/deletion) as per the Scheduled

Castes and Scheduled Tribes Order, 1950 as amended by Modification Order, 1956,
Amendment Act.1976 and The Scheduled Castes and Scheduled Tribes Order
(Amendment) Act, 2002, No. 10, dated 08.01.2003 of Ministry of Law & Justice
republished by the Notification No 7799/L., dated 07.06.2003 of Law Department,
Government of Orissa.

Sl.No Scheduled Tribes

1. Bagata, Bhakta
2. Baiga
3. Banjara, Banjari
4. Bathudi, Bathuri
5. Bhottada, Dhotada, Bhotra, Bhatra, Bhattara, Bhotora, Bhatara
6. Bhuiya, Bhuyan
7. Bhumia
8. Bhumij,Teli Bhumij, Haladipokhria Bhumij, Haladi Pokharia Bhumija, Desi
Bhumij, Desia Bhumij,Tamaria Bhumij.
9. Bhunjia
10. Binjhal, Binjhwar
11. Bhinjhia, Binjhoa
12. Birhor
13. Bondo Poraja, Bonda Poroja, Banda Paroja
14. Chenchu .
15. Dal
16. Desua Bhumij
17. Dharua, Dhuruba, Dhurva
18. Didayi, Didai Paroja, Didai
19. Gadaba, Bodo Gadaba, Gutob Gadaba, Kapu Gadaba, Ollra Gadaba,
Parenga Gadaba, Sano Gadaba.
20. Gandia
21. Ghara
22. Gond, Gondo, Rajgond,.Maria Gond, Dhur Gond
23. Ho
24. Holva

228
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No Scheduled Tribes

25. Jatapu
26. Juang
27. Kandha Gauda
28. Kawar, Kanwar
29. Kharia, Kharian, Berga Kharia, Dhelki Kaharia, Dudh Kharia, Erenga Kharia,
Munda Kharia, Oraon Kharia, Khadia, Pahari Kharia
30. Kharwar
31. Khond, Kond, Kandha, Nanguli Kandha, Sitha Kandha, Kondh , Kui, Buda
Kondh, Bura Kandha, Desia Kandha, Dungaria Kondh, Kutia Kandha,
Kandha Gauda, Muli Kondh, Malua Kondh, Pengo Kandha, Raja Kondh,
Raj Khond.
32. Kissan, Nagesar, Nagesia
33. Kol
34. Kolah, Loharas, Kol Loharas
35. Kolha
36. Koli, Malhar
37. Kondadora
38. Kora, Khaira, Khayara
39. Korua
40. Kotia .
41. Koya, Gumba Koya, Koitur Koya, Kamar Koya, Musara Koya
42. Kulis
43. Lodha, Nodh, Nodha, Lodh
44. Madia
45. Mahali
46. Mankidi
47. Mankirdia, Mankria, Mankidi
48. Matya, Matia
49. Mirdhas, Kuda, Koda
50. Munda, Munda Lohara, Munda Mahalis, Nagabanshi Munda, Oriya Munda
51. Mundari
52. Omanatya, Omanatyo, Amanatya
53. Oraon, Dhangar, Uran

229
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No Scheduled Tribes

54. Parenga
55. Paroja, Parja, Bodo Paroja, Barong Jhodia Paroja, Chhelia Paroja, Jhodia
Paroja, Konda Paroja, Paraja, Ponga Paroja, Sodia Paroja, Sano Paroja ,
Solia Paroja.
56. Pentia
57. Rajuar
58. Santal
59. Saora, Savar, Saura, Sahara, Arsi Saora, Baset Saora, Bhima Saora,
Bhimma Saora, Chumura Saora, Jara Savar, Jadu Saora, Jati Saora, Juari
Saora, Kampu Saora, Kampa Soura, Kapo Saora, Kindal Saora, Kumbi
Kancher Saora, Kalapithia Saora, Kirat Saora, Lanjia Saora, Lamba Lanjia
Saora, Luara Saora, Luar Saora, Laria Savar, Malia Saora, Malla Saora,
Uriya Saora, Raika Saora, Sudda Saora, Sarda Saora, Tankala Saora,
Patro Saora, Vesu Saora.
60. Shabar, Lodha
61. Sounti
62. Tharua, Tharua Bindhani

230
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-22
GOVERNMENT OF ODISHA
S.T. & S.C. DEVELOPMENT DEPARTMENT

No. 4729-M & BCW Dated the 8th March 2016

From

Shri Biswanath Mallick, IAS,

Director, (OBC).

To

Special Secretay,
State Election Commission, Odisha,
Toshali Bhawan, B-2, 1st Floot,
Satyanagar, Bhubaneswar – 751007..

SUBJECT : Furnishing updated list of S.E.B.Cs list of the State

Sir,

I am directed to enclose a copy f the updated list of Socially &

Educationally Backward Classes of Odisha with reference to your letter No.1150
dated 27th February 2016.
Yours faithfully,

Director (OBC)

STATE LIST OF SOCIALLY AND EDUCATIONALLY BACKWARD

CLASSES OF ORISSA
Sl.No. Name of the Castes/Communities Resolution/Notification
No. and Date of TW/HW/
Welfare/M & BCW Deptt.
1 Agharia, Agaria, Aghria No. 25455,
dt.10.09.1993 (TW)
2 Aranedan. -Do-
3 Asur -Do-
4 Badhai, Barhai, Bindhania, Sutradhar, Badhir andBadhria -Do-
5 Badasuda -Do-
6 Baipari -Do-
7 Baira, Barai -Do-
8 Bairagi -Do-
9 Bariji or Barui, Tambuli, Tamali. -Do-

231
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
10 Barika, Bhandari, Napit and Nai -Do-
11 Bellara -Do-
12 Bentkar -Do-
13 Bhatua -Do-
14 Bania/Putulibandha Vaisya, No. 25455.,
dt.10.09.1993 (TW)
Sunari/ Sunaree/Viswa Brahaman/Putuli Bania/Vasysa No. 18222.,
Bania/Vashya/Vaishya Bania/Vashya Banik/Potali dt.29.07.1996(W)
Bania/Gandha Banik/Vaishya Putuli Bania
Paudar Bania / Podar Bania No. 26118.,
dt. 05.11.96(w)
Kamila/Astalohi/Astalohi Karmakar/Subarna Banik/ No. 8808.,
Sunari Bania/ Swarnakar/Subarna Bania/Sunari Banik dt.08.04.97(w)
Astalohi Bania/Swarnakar Bania/Baisya Astalohi Karmakar No 479.,
dt. 11.10.03 (M&BCW)
15 Bhogta No. 25455.,
dt.10.09.1993(TW)
16 Bhokta -Do-
17 Bhujan -Do-
18 Bhuliya -Do-
19 Birjhia -Do-
20 Bissoy-Barangi Jodia, Bennangi, Daduva, Frangi, No. 25455.,
Hollar, Jhoriya, Kollai, Konde, Paranga, Pengajodia, dt.10.09.1993(TW)
Sodojodia and Takoara.
21 Binedhanies No. 25455.,
dt.10.09.1993(TW)
22 Bogada -Do-
23 Bolodhia -Do-
24 Buruashankar/Barna Suankar -Do-
25 Byagari No. 25455.,
dt.10.09.1993(TW)
26 Chaupal -Do-
27 Chasa -Do-
Pradhan/Padhan/Oda Padhan/Oda Chasa No. 21863.,
dt25.08.95(W)

232
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
28 Chero No. 25455.,
dt 10.09.93/ TW)
29 Cheruman No. 25455.,
dt.10.09.1993(TW)
30 Chikbaraik -Do-

31 Chik -Do-
32 Chitra, Chitrakar, Chitrasilpi -Do-
33 Churia -Do-
34 Dahalia -Do-

35 Darji -Do-
36 Damal -Do-
37 Dangua -Do-
38 Dehuri -Do-
39 Dhakkada -Do-

40 Dhaner -Do-
41 Dumala,Dumal -Do-
42 Ghatwar -Do-
43 Girigiris -Do-
44 Godda. -Do-
45 Gola, Golla, Gope, Sadgope, Ahir, Gour, Gouda, Goudo, No. 25455.,
Mekala-Golla, Punnu Golla, Yadav, Mathurapuria Gouda, dt.10.09.1993(TW)
Gopapuria Gouda, Nanda Gouda, Jhadua Gouda, Dumala
Gouda, Naria Gouda, Bashya Gopa, Maha Bhoi, Gendu,
Nepalies, Gorkha,
Gopal, Sholakhandia, Magadha Gouda, No. 34905.,
dt 30.11.994/W)
Laxminarayan Gola,Goudia Gola, No. 32714.,
dt 16.12.1995/W)
Mahakul/ Mahakud No. 18222.,
dt 29.07.96
Gopal Baishnab/ Kalanjia Gouda/Karanjia Gouda/ No. 529.,
Kanoujia Gouda/ Kanja Gouda dt. 24.12.04 (M &BCW)

46 Gudia or Guria, Gurja, Gunju No. 25455.,

dt.10.09.1993(TW)

233
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.

47 Gosangi No. 25455.,

dt.10.09.1993(TW)
48 Gondu-Bato, Bhirthya, Dudho Kouriya, Hato, Jatako & Joria -Do-
49 Habra -Do-
50 Hansi, Dera, Dewanga, Kosta, Vina, Tula Bhina, -Do-
Tanti, Patsalia, Buna, Rangani, Bunakara, Salia, Sukuli,
Saraka/ Saraka Tanti No. 25958.,
dt. 09.10.95(W)
Bangali Tanti/ Bangiya Tanti/ Mativansa Tanti/ Asina No. 32714.,
Tanti/ Aswina Tanti/ Ashani Tanti/ Aswinna Tanti. Dt.16.12.1995(W)
Rangani Tanti/Rangani Tantee/Ranganee Tantee/ No. 18222.,
Rangini Tanti /Ranguni Tanti. dt.29.07.96(W)
Rangani Hansi/ Dewangulu/Amila Tanti No. 592.,
dt. 28.11.2003 (M & BCW)
Kusta/Kustha No. 529.,
dt. 24.12.2004 (M & BCW)
51 Holeya No. 25455.,
dt. 10.09.93(TW)
52 Irula -Do-
53 Jadapus -Do-
54 Jaintrapans -Do-
55 Jogi or Yogi -Do-
56 Jyotish, Jyotisha Abadhan, Jyotish Nayak -Do-
57 Kadan -Do-
58 Kalladi No. 25455.,
dt. 10.09.93(TW)
59 Kammara, Kamara, Kamar, Kammaro, Muli, Lohuru, Loharo, No. 25455.,
dt. 10.09.93(TW)
Astolohi Kamar No. 8808.,
dt. 08.04.97(W)
60 Kanakkan No. 25455.,
dt. 10.09.93(TW)
61 Kandarpa -Do-
62 Kanjar -Do-
63 Kapudia -Do-
64 Karhara/Kachara/Kachera -Do-
65 Karimpalan. -Do-
66 Karmali -Do-

234
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
67 Kattunayakan -Do-

68 Khaira Deleted by Notification No 238.,

dt. 23.04.05(M&BCW)

69 Thoria/Khuria No. 25455.,

dt 10.09.93(TW)

Thodia/Thudia/Thuria No. 8808.,

dt. 08.04.97(W)

70 Khandals, Khandal, Khandual No. 25455.,

dt 10.09.93(TW)

71 Khatti-Khatti -Do-

72 Khatua -Do-

73 Khodra/Khadura, No. 25455.,

dt. 10.09.93(TW)

Kharuda No. 32714.,

dt. 16.12.95 (W)

74 Khetauri No. 25455.,

dt. 10.09.93(TW)

75 Koda, Kuda Deleted by Notification No. 238.,

dt. 23.04.05 (M&BCW)

76 Koilar No. 25455., dt. 10.09.93(TW)

77 Kolam -Do-

78 Kond(Kul) -Do-

79 Konda Kapu/Gagula Kapu No. 25455., dt. 10.09.93(TW)

Kapu, Kumpo No. 32714., dt. 16.12.95(W)

80 Kondareddy, Reddy dhakas, Reddy No. 25455., dt 10.09.93(TW)

81 Koraga. -Do-

82 Kosalya, Goudus, Bosotheriya Goudus, Chiti Goudus, -Do-

Dangayath Goudus, Doddu Kamariya , Dudu Kamaro,
Ladiya Goudus and Pullo Soriya Goudus.

83 Kota -Do-

84 Kudiya -Do-

85 Kudubi -Do-

86 Kudumban -Do-

235
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.

87 Kumbhar, Kulal, Kumbar, Kumbharo No. 25455., dt. 10.09.93(TW)

Kumbhakar No. 592., dt 28.11,03(M&BCW)

88 Kundamatia No. 25455., dt 10.09.93(TW)

89 Kulta -Do-

90 Kurariar -Do-

91 Kuravan -Do-
92 Kurichchan No. 25455., dt 10.09.93(TW)
93 Kuruman(Kurumba) No. 25455., dt 10.09.93(TW)
94 Lakhra -Do-
95 Lambadi -Do-
96 Luhura -Do-
97 Machua -Do-
98 Maghi or Meghia -Do-
99 Magura No. 25455.,
dt 10.09.93(TW)
100 Mahunta -Do-
101 Magatha Goudus, Bermia Goudus, Boodo Magatha, -Do-
Dongayath Goudu, Ladya Goudu, Poona Magatha
and Sana Magatha.
102 Magadhi Goral -Do-
103 Maila -Do-
104 Maladasu -Do-
105 Malasar -Do-
106 Mali, Phulia,Sagbaria,Bhajemali -Do-
Muni No. 21863.,
dt. 25.08.1995 (W)
107 Malis-Korchia Malis, Paido Malis and Pedda Malis No. 25455.,
dt. 10.09.93(TW)
108 Mal Paharia -Do-
109 Manna Dhora -Do-
110 Maune -Do-
111 Marathi -Do-
112 Matangi -Do-
113 Mavilan -Do-

236
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
114 Minka -Do-
115 Moger -Do-
116 Mukhadora-Mokka Dhora -Do-
117 Muliya -Do-.
118 Mundala -Do-
119 Muria -Do-
120 Nahar -Do-
121 Nalakeyava -Do-
122 Nat -Do-
123 Nagavasam, Mahisya and Saunites No. 25455.,
dt. 10.09.93(TW)
Maheshya No. 32714.,
dt 16.12.1995 (W)
124 Nayadi. No. 25455.,
dt. 10.09.93(TW)
125 Nolia -Do-
126 Nuhura, Nuhuraj -Do-
127 Nuniya -Do-
128 Ojulu or Metta, Kamasalie -Do-
129 Omeyita -Do-
130 Padaria, Pamaria, Pandara -Do-
131 Pagadia -Do-
132 Paigarapu. -Do-
133 Paltan -Do-
134 Paky No. 25455.,
dt. 10.09.93(TW)
135 Pal -Do-
136 Palasi -Do-
137 Paliyan -Do-
138 Paiko, Alia, Khandayat, Chasa-Paiko, Paikali-Khandayat, No. 25455.,
Kalingi Sudra Khandayat, Mahanayak Sudra, Baisya Karan. dt. 10.09.93(TW)
Odia/Odia Khandayat/ Mahanayak/ Mahalayak/ No. 529.,
Chasa Mahanty/Mahanty. dt. 24.12.2004 (M&BCW)

237
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
139 Palli No. 25455.,
dt. 10.09.93(TW)
140 Pulayan -Do-
141 Pambada -Do-
142 Paniyan -Do-
143 Panjira -Do-
144 Panniandi -Do-
145 Paraiyan. -Do- -
146 Paravan -Do-
147 Parhaiya -Do-
148 Pathuria -Do-
149 Patara -Do-
Asini Patara/Aswini Patara/Ashini Patara. No. 34905.,
dt. 30.11 94(W)
Goudia Patara No. 18222.,
dt. 29.07.96(W)
150 Pengua No. 25455.,
dt. 10.09.93(TW)
151 Pita No. 25455.,
dt. 10.09.93(TW)
152 Raneyar -Do-
153 Ronas/Rana -Do-
154 Routia -Do-
155 Sagarpasha -Do-
156 Samban -Do-
157 Sankhari -Do-
158 Sanyasi,Moembram -Do-
159 Seerithi Goudu -Do-
160 Semman -Do-
161 Sholagar -Do-
162 Sauria Paharia -Do-
163 Sinke,Sinko -Do-
164 Suda -Do-
165 Sulia -Do-
166 Sunri/Sundi -Do-
Sundhi No. 26118.,
dt. 05.11.1996 (w)

238
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
167 Tana No. 25455.,
dt. 10.09.93(TW)
168 Teli,Telli,Kubera,Talakar, Sahu,Bahaldia, -Do-
Ekadas Teli, Tailik Baishya, No.18222.,
dt 29.07.96(W)
Baladia No. 529.,
dt. 24.12.04 (M &BCW)
169 Telaga.Pamula/Teloga No. 25455.,
dt. 10.09.93(TW)
Telugu,Telanga,Telenga and Telugu Kachara No.26118.,
dt. 05.11.96(w)
170 Thanu No. 25455.,
dt. 10.09.93(TW)
171 Thatari/Kansari -Do-
172 Thoti -Do-
173 Tiruvalluvar -Do-
174 Tivoro -Do-
175 Toda -Do-
176 Valluvan -Do-
177 Vannan -Do-
178 Vettuvan. No. 25455.,
dt. 10.09.93(TW)
179 Yandi -Do-
180 Yerna Golta -Do-
181 Yerukula -Do-
182 Kurmi, Kuruma Chasa, Kudumi, Kurma, Kurmi Mahto, No. 11177.,
Kurmi Khetriya, Kurumi, Kudumi Kshyatriya dt. 1.05.95(W)
Kurum, No. 26118.,
dt. 05.11.96(w)
Mahanta/ Mahat. No. 529.,
dt. 24.12.04 (M &BCW)
183 Bhanja Puran No. 11177.,
dt. 01.05.1995 (W)
184 Bhopa, Raula No. 15306.,
dt. 13.06.1995 (W)
185 Mahla/Mahlar -Do-
186 Kalanji, Khandayat Kalanji, Odra Khandayat Kalanji No. 32714.,
dt. 16.12.1995(W)
Kalingi, Kaliji and Kalinga No. 26118.,
dt.5.11.1996 (W)

239
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Sl.No. Name of the Castes/Communities Resolution/Notification

No. and Date of TW/HW/
Welfare/M & BCW Deptt.
187 Shudra No. 32714.,
dt 16.12.95(W)
188 Belama -Do-
Ellama No. 529.,
dt 24.12.04 (M &BCW)
189 Dalapati/Daiua No. 18222.,
dt 29.07.1996 (W)
190 Rajasri Balasi/Balasi -Do-
191 Raju -Do-
192 Segidi, Srisayan -Do-
193 Dambo-Christian, Pano-Christian, Ganda-Christian No. 20325.,
dt. 22.08.1996 (W)
194 Kandha-Kumbhar No. 26118.,
dt. 5.11.1996(W)
195 Dalakhandayat & Dalua Paik -Do-
196 Kapala Velama, Kapulu Elama, Koppala Velama, -Do-
Koppala Elama, Kappula Elama, Kupala Velama,
Kapala Elama & Kapala Elaga
197 Banka -Do-
198 Kshitibansa, Matibansa Ojha, Kshitibansa Naik, -Do-
Ojhakaran, Kshitibansa Nayak, Matibansa,
Matibansa Abadhan
199 Arua -Do-
200 Hatua No. 8808.,
Dt.08.04.97(W)
201 Kalar -Do-
202 Banayat Oriya, Benayat Oriya, Beneyit Odia, Banayat, -Do-
Banayat Odia, Odia & Udia
203 Kalandi Baishnaba No. 165.,
dt. 08.03.02(M&BCW)
204 Pallia/Agnikula Kshatriya No. 479.,
dt.11.10.03( M& BCW)
205 Tamuli,Tamali,Tamili,BangiyaTambuli, Tambuli, No.532.,
Tambili,BangiyaTamboli,Bangadeshiya, Tambili, dt. 24.12.04 (M&BCW)
Tamila BangiyaTamili,Tambila and Tambula
206 Chattada Srivaishnab No. 529.,
dt. 24.12.04 (M &BCW)
207 Sagua -Do-
208 Majjula -Do-
209 Goudia/Laxminarayan Goudia -Do-

240
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-23
FORM XII
[See Rule 30(1)(a)]

List of Valid Nomination

…………………..………. Municipality Ward No. …………………..……..

Reservation Status……………………

Sl. Name of the Communities Community Address (Symbol) Whether

No. candidate to which of the as assigned eligible for
candidates candidate to candidates reserved seat
belong
1 2 3 4 5 6 7

NOTE- The Poll will be taken on the……..................…………….

Day of……………......…20 ………… between………………...…
and ………………… …. at the Polling Station already notified.

Election Officer

241
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in Election to Municipal Corporation

ANNEXURE-23A
FORM XIV
[See Rule 29(1)(a)]
List of Valid Nomination

……………………...……. Municipal Corporation

Ward No. ………………………....

Reservation Status………………....……

Sl. Name of the Communities Community Address (Symbol) Whether

No. candidate to which of the as assigned eligible for
candidates candidate to candidates reserved seat
belong
1 2 3 4 5 6 7

NOTE - The Poll will be taken on the………..........…...............……….

Day of…………………20 ………...… between………...…………
and ……………………. at the Polling Station already notified.

Election Officer

242
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-24

LIST OF NATIONAL PARTIES/STATE PARTIES AND

SYMBOLS RESERVED FOR THEM

(Order No.56/2018/PPS-II,Dt.13-4-2018 OF Election Commission of India)

TABLE-I
NATIONAL PARTIES
Sl.No Name of the Party Symbol Reserved
1 2 3

1. All India Trinamool Congress Flower and Grass

2. Bahujana Samaj Party Elephant

3. Bharatiya Janata Party Lotus

4. Communist Party of India Ears of Corn and Sickle

5. Communist Party of India (Marxist) Hammer, Sickle and Star

6. Indian National Congress Hand

7. Nationalist Congress Party Clock

TABLE-II
NATIONAL PARTIES

Sl.No Name of the State Name of the Party Symbol Reserved

1 2 3 4

17. Odisha (1) Biju Janata Dal Conch

243
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-25

LIST OF SYMBOLS FOR INDEPENDENT CANDIDATES

1. Aeroplane 2. Boat 3. Bicycle

4. Boy and Girl 5. Cart 6. Coconut Tree bearing fruits

7. Drum 8. Electric Bulb 9. Hurricane Lamp

10. Inkpot and pen 11. Jug 12. Ladder

13. Lock and Key 14. Pot 15. Railway Engine

16. Radio 17. Ship 18. Sewing Machine

19. Table Lamp 20. Top 21. Umbrella

22. Violin 23. Wool

244
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in Election to Municipal Corporation

ANNEXURE-25-A
LIST OF SYMBOLS FOR INDEPENDENT CANDIDATES

1. Aeroplane 2. Boat 3. Bicycle

4. Boy and Girl 5. Cart 6. Coconut Tree bearing fruits

7. Drum 8. Electric Bulb 9. Flaming Torch

10. Hurricane Lamp 11. Inkpot and pen 12. Jug

13. Ladder 14. Lock and Key 15. Pot

16. Railway Engine 17. Radio 18. Ship

19. Sewing Machine 20. Table Lamp 21. Top

22. Umbrella 23. Violin 24. Wool

245
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-26
FORM XX

(See Rule 60)

Declaration of Result

I do hereby declare that Shri /Shrimati ……………………………………

has been duly elected for Ward No. …………… of …………………………………
N.A.C./ Municipality/Municipal Corporation.

Signature of Election Officer

For use in Election to Municipal Corporation

ANNEXURE-26-A

FORM XXVI

(See Rule 73)

Declaration of Result

I do hereby declare that Shri /Shrimati ………………………….……………

has been duly elected for Ward No. …………… of …………………………………
Municipal Corporation.

Signature of Returning Officer

246
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-27

FORM XII-A
[See Rule 30(1)(a)]

Final List of Contesting Candidates

…………………… Municipality Ward No. ………………….........

Reservation Status…..................

Sl. Name of the Communities Address (Symbol) Whether

No. Candidate to which of the as assigned eligible for
Candidates candidate to reserved seat
belong candidate(s)

1 2 3 4 5 6

NOTE-The Poll will be taken on the…………………. Day of…………………........20

between………………… and ……………………. .........at the Polling Station
already notified.

247
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For Use in election to Municipal Corporation

ANNEXURE-27A
FORM XIV-A
[See Rule 29(1)(b)]

Final List of Contesting Candidates

………………………Municipal Corporation Ward No. ………………………..

Reservation Status……………....

Sl. Name of the Communities Address (Symbol) Whether

No. Candidate to which of the as assigned eligible for
Candidates candidate to reserved seat
belong candidate(s)
1 2 3 4 5 6

NOTE-The Poll will be taken on the…………………. Day of…………………........20

between………………… and ……………………. .........at the Polling Station
already notified.

Election Officer

248
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-28

ORDER OF THE APPOINTMENT OF PRESIDING

OFFICERS & POLLING OFFICERS

(Prescribed by the Election Commission)

(General Election to ……………………………….
N.A.C./Municipality/Corporation

In pursuance of **Rule 35 of Orissa Municipal (DW,RS & CE)Rules, 1994 and

Rule 34 of Orissa Municipal Corporation (DCW,RS & CE)Rules,2003. I hereby appoint
the Officer specified in Columns (3) & (4) of the table below as Presiding Officer /
Polling Officer for the booth specified in Column (2).

In pursuance of the direction of the State Election Commission, the officer

mentioned in Column (3) of the table will be designated as Presiding Officer and
perform the duties as prescribed in the said Rules. The other Polling officers mentioned
in Column (4) of the table would perform their duties as assigned to them by the said
Rules, the State Election Commission, Election Officer and Presiding Officer.

Ward No. Polling booth No. & Name & Name & Remarks
name with complete designaion off the designationof the
particulars of the Presiding Officer other Polling
location Officer

1 2 3 4 5
1.
2.
3.

The training of Presiding Officer & 1st Polling Officer will be held at ……………
(hours) on …………(date) in……………………(Place) The poll will be taken on
…………….……(date) between……………hours and …………the Presiding officer
should arrange to collect the polling materials on ……….(date) from………………..

(Full address of the Place)

And after the poll, those should be returned to the collecting centre at ..............
( Full address of the place)

Place……………………
Date……………………. Signature of the Election Officer
……………….N.A.C/Municipality
Municipal Corporation
** Strike out which is not applicable
249
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-29

Application for Election Duty Certificate

To

The Election Officer

………………………………….
N.A.C,/Municipality/Municipal Corporation

Sir,

I intend to cast my vote in person in the ensuing Election from Ward

No……………of …………………..N.A.C,/Municipality/Municipal Corporation.

I have been employed on Election Duty at No. & Name of the Polling
Station………………………….of Ward No…………………………..but my name is
entered at Serial No…………………………………in Polling Station No./Name
………………………………………of the Electoral Rolls for Ward No..………… of
…………N.A.C, / Municipality/ Municipal Corporation.

Hence, I request that Election Duty Certificate in Form of authorization to vote

outside Polling Area may be issued to enable me to vote at the Polling Station where I
may be on duty on the Polling day. The ballot paper may be delivered to me through
the Presiding Officer of the Polling Station where I am deployed, or sent at the
following address.

………………………………………
………………………………………
………………………………………

Place:

Yours faithfully
Date:………… Name & Designation

250
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-30
FORM XVII

(See Rule 52)

Form of Authorisation to vote outside Polling Area

Certified that ………………………………………………….entitled to vote

at * ………………………………………. for Ward No. ……………………….........
has been employed in connection with the election for Ward No. ……………………
and is prevented from voting at the said station and that I have therefore authorized
him to vote at ** ………………………………..

Station………………………… Signature of Election Officer.

Date …………………………….

Explanation:

* Please insert “as an elector Sl. No…………….. in No.& Name of Polling

Station …………………………………………”

**Please insert the “No. Name of the Polling Station ……………………of Ward
No…………………………….”

251
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-30-A

FORM XX
(See Rule 51 (i))

Form of Authorisation to vote outside Polling Area

Certified that ………………………………………………….entitled to vote at *

………………………………………. for Ward No. ………………………….. has been

employed in connection with the election f or Ward No.

…………………………........and is prevented from voting at the said station and

that I hav e theref ore authorized hi m to v ote at

**……………………………………..

Station………………………… Signature of Election Officer.

Date …………………………….

Explanation:

* Please insert “as an elector Sl. No…………….. in No.& Name of Polling

Station …………………………………………”

**Please insert the “No. Name of the Polling Station ……………………of Ward
No…………………………….’’

252
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-31

CHECK MEMO

LIST OF MATERIALS TO BE SUPPLIED FOR EACH BOOTH FOR MUNICIPAL

ELECTION WHERE ELECTRONIC VOTING MACHINE IS USED

Sl. No. Item No./Quantity

Non-Consumables.

1. Control Unit 1
2. Ballot Unit(s) 1 or 2 (Depending upon the no.
of candidates
3. Metal trunk 1
4. Screen for voting compartment 1
5. Lantern 1
6. Kerosene Oil container 1
7. Metal rule 1
8. Indelible Ink 4 phials (5 ml)
9. Empty cigarette tin 1
10. Lock and key 1
11. Seals
(a) Distinguishing mark seal 1
(b) Metal Seal for Presiding Officer 1
(c) Rubber Seal for Presiding Officer 1
(d) Cross mark Rubber Seal 1

12. Consumables:
(i) Copying Pencil 2
(ii) Self inking pad 2
(iii) Ball pen refill 2
(iv) A 4 size paper 4
(v) Pin (Small packet) 1
(vi) Candle 2
(vii) Sealing Wax 5
(viii) Match Box 1
(ix) Blade 1
(x) Carbon paper 3
(xi) Rubber bands 20
(xii) Thin twine thread 2 metres
(xiii) Cloth for cleaning finger of voters ½ metre
(xiv) Gum paste 1 bottle(100 ml)
253
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

13 Forms etc.
(i) Final list of contesting candidates 1
(ii) Electoral Roll of concerned Booth 3 copies
(For use as Marked copy, display at Polling Booth and
reference of 1st Polling Officer)
(iii) Register of voters 1
(iv) Voters slip Equal to the no. of electors in the
booth
(v) Ballot Paper (For Tender Votes) 15
(vi) Account of votes recorded 10
(vii) Address tag for Control Unit 4
(viii) Address Tag for Ballot Unit 4
(ix) Special Tag 4
(x) Green Paper Seals for EVM 4
(xi) Strip Seal 4
(xii) Presiding Officer’s Diary 2
(xiii) Form for Attendance Sheet for Polling Agents 2
(xiv) Form for Declaration by Presiding Officer 2
(xv) Form for Declaration of Personation 5
(xvi) Form for list of challenged votes 5
(xvii) Receipt book for deposit of challenged fee 1 book
(xviii) List of Tender Votes 2
(xix) List of Blind and Infirm voters 2
(xx) Form for Declaration by the Companion of Blind and
Infirm Voters 10
14 Covers:
(i) Big Pink Cover for Statutory Papers Packet-I 1
(ii) Big Yellow Cover for Non-statutory Paper Packet-II 1
(iii) Big Blue Cover for Misc. Items Packet-III 1
(iv) Marked copy of Electoral Roll 1
(v) Other copies of Electoral Roll 1
(vi) Declaration by Presiding Officer 1
(vii) List of Challenged votes 1
(viii) Tender Votes 15
(ix) Big Cover to contain Tender Ballot Papers 1
(x) List of Tendered Voters 1
(xi) List of Blind and Infirm voters along with
Declaration(s) 1
(xii) Appointment letters of Polling Agents along with
Attendance Sheet 1
(xiii) Presiding Officers diary and any other report 1
(xiv) Small Cover to contain each EDC Votes
along with form of authorisation 15
254
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

(xv) Big Cover to contain small cover of EDC Votes 1

(xvi) Receipt book for challenged fee 1
(xvii) Account of Votes recorded 1
(xviii) Big cover for Register of voters 1
(xix) Unused Tender Ballot Papers 3
(xx) Unused and damaged Paper seal/Strip seal 1
(xxi) Used/unused Voter’s slip. 1
(xxii) Any other paper that SEC or Election Officer has
directed to keep in a sealed packet 1

15 Labels:
(a) [ÿçÌç•æoÁÿ 2
(b) {µÿæs’ÿæ[ÿ {ä†ÿ÷ 2
(c) ¨÷†ÿêäæ ×æ[ÿ (¨ëÀÿëÌ) 1
(d) ¨÷†ÿêäæ ×æ[ÿ (þÜÿçÁÿæ) 1
(e) ¨÷{¯ÿÉ 1
(f) ¨÷×æ[ÿ 1
(g) {µÿæs’ÿæ[ÿ Lÿä 1
(h) {¨æàÿçó F{f+ 1
(i) ¨÷fç æBxÿçó AüÿçÓÀÿ 1
(j) {¨æàÿçó AüÿçÓÀÿ-1 1
(k) {¨æàÿçó AüÿçÓÀÿ-2 1
(l) {¨æàÿçó AüÿçÓÀÿ-3 1

255
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-32

FORM OF APPOINTMENT OF POLLING AGENT/COUNTING AGENT

(Prescribed by State Election commission, Odisha)

Election to the Municipality/NAC…………………………………………………………

From Ward no……………………………………………………………….
To
The Election Officer ………………………………………… Municipality/NAC.
I ……………………………………………………(Name of the candidate) a
contesting candidate for Ward No. ……………………… do hereby give notice that I
have appointed ………………………………………… (Name of the Agent) as Polling
Agent/Counting Agent to attend the polling booth No…………………… of Ward
No………………………. located at ……………………………… during poll/counting.

Full Signature of candidate

Date:
I agree to act as such Polling Agent/Counting Agent.
Full signature of Polling Agent/Counting Agent.

Declaration of Polling Agent/Counting Agent to be Signed before the

Election Officer.

I hereby declare that I will not at this election/counting for Ward No……………..
do anything forbidden by Orissa Municipal Act, 1950 and Orissa Municipal (Delimitation
of Wards, Reservation of Seats and Conduct of Elections) Rules, 1994.

Full signature of Polling Agent/

Counting Agent
Signed before me
Approved.
Date :
Seal & signature of Election Officer
……………………….. Municipality

N.B.:(1) The form is to be submitted in duplicate to the Election Officer by 5 P.M. of

the date preceding the date of Poll/Counting.
(2) Strike out which ever is not applicable.
(3) The Polling Agent is required to be present at the polling station one
hour before the commencement of poll in order to attend the mock polling
through E.V.M.
256
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in Election to Municipal Corporation

ANNEXURE-32A
FORM OF APPOINTMENT OF POLLING AGENT/COUNTING AGENT
(Prescribed by State Election commission, Odisha)

Election to the Municipal

Corporation…………………………………………………………
From Ward no……………………………………………………………….
To
The Election Officer ………………………………………Municipal Corporation
I …………………………………………………………(Name of the candidate)
a contesting candidate for Ward No. ……………………do hereby give notice that I
have appointed ………………………………………… (Name of the Agent) as Polling
Agent/Counting Agent to attend the polling booth No…………………… of Ward
No………………………. located at …………………………………during poll/counting.

Full Signature of candidate

Date:
I agree to act as such Polling Agent/Counting Agent.
Full signature of Polling Agent/Counting Agent.

Declaration of Polling Agent/Counting Agent to be Signed before the

Election Officer.
I hereby declare that I will not at this election/counting for Ward No……………..
do anything forbidden by Orissa Municipal Corporation Act, 2003 and Orissa Municipal
(Division of City into Wards, Reservation of Seats and Conduct of Elections) Rules,
2003.
Full signature of Polling Agent/
Counting Agent
Signed before me
Approved.
Date:
Seal & signature of Election Officer
……………………….. Municipal Corporation

N.B.: (1) The form is to be submitted in duplicate to the Election Officer by 5 P.M.
of the date preceding the date of Poll/Counting.
(2) Strike out which ever is not applicable.
(3) The Polling Agent is required to be present at the Polling Station one
hour before the commencement of poll in order to attend the mock polling
through E.V.M.
257
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-33
Model Sitting Arrangement in Polling Station

Exit Entry
Presiding Officer

CU
Connecting Cable

Rope and Partition

Voting
Compartment

B
U

Polling Agents
or

Polling Officer-3 Polling Officer-2 Polling Officer-1

Polling Agents

N.B : Two places are shown in the Diagram for sitting of Polling Agents. Depending on
the space of the Room & convenience any one of the place may be decided by
Presiding Officer.

258
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ANNEXURE-34
ATTENDANCE SHEET FOR POLLING AGENTS

Election to the Municipal Corporation/Municipality/NAC …….…………………..........

from Ward No…….………. Booth No…………… and name of Polling Station
……………………………………………

Sl. No Name of the Name of the Full Signature of the

Candidate Polling Agent Polling Agent

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

Signature of Presiding Officer

259
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-35
DECLARATION BY THE PRESIDING OFFICER
(See Rule 57(C)(2) OM (DW, RS&CE) Rules, 1994 & Rule 59(2) of OMC (DCW,
RS&CE) Rules, 2003)

Declaration by the Presiding Officer before the commencement of the poll Election
from Ward No…….... of………………….. N.A.C/Municipal/ Corporation Serial No.
and name of Polling Station …………………………………………………..

Date of Poll … …………….....

I hereby declare :

(1) that I have demonstrated to the candidates / polling agents present –

(a) by holding a mock poll that the voting machine is in perfect working order
and that no vote is already recorded therein;

(b) that the marked copy of the electoral roll to be used during the poll does not
contain any marks other than election duty certificates; if any

(c) that the Register of Voters to be used during the poll does not contain any
entry in respect of any elector;

(2) that I have affixed my own signature on the Paper Seal(s) used for securing
the result section of Control Unit and obtained thereon the signatures of the
polling agents present.

(3) that I have written the serial number of the Control Unit on the Special Tag, and
I have affixed my signature on the back side of the Special Tag and also
obtained thereon the signatures of candidates/polling agents present.

(4) that I have affixed my signature on the Strip Seal and also obtained thereon the
signatures of polling agents present.

Signature Presiding Officer

Signature of polling agents :
1…………………………… ( of candidate……………………………….)
2. ………………………….. (of candidate………………………………..)
3. . ………………………… ( of candidate………………………………..)
4. . ………………………… ( of candidate………………………………..)
5. . ………………………… ( of candidate………………………………..)
6. . ………………………… ( of candidate………………………………..)
N.B. : You can write down the name of the Polling Agent(s) who decline to put their
signature on this declaration.
1………………………………………………
2………………………………………………
260
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-36

FORM XV
(See Rule 51(2))

DECLARATION OF PERSONATION

I, (Name) …………………………………………….. hereby declare and

undertake to prove that the person described below has, by applying for a ballot
paper at this Polling Station, committed the offence of personation.

Description of the person:

Name Address Signature or Thumb

impression

1 2 3

Witness:
1.

Signature of candidate or agent

(Name and address)

(Signed before me)

2.

Signature of Presiding Officer

(Name and address)

261
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For use in election to Municipal Corporation

ANNEXURE-36A

FORM XVIII
[See Rule-50 (2)]

DECLARATION OF PERSONATION

I, (Name) …………………………………………….. hereby declare and

undertake to prove that the person described below has, by applying for a ballot
paper at this Polling Station, committed the offence of personation.
Description of the person :

Name Address Signature or Thumb

impression

1 2 3

Witness :

1.

Signature of candidate or agent

(Name and address)

(Signed before me)

2.

Signature of Presiding Officer

(Name and address)

262
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-37
FORM XVI
[See Rule 51(3)]

List of Challenged Votes

Name of Polling Station ……………………………………

Signature Sheet No. …………………..……………………

Number of Name of the Signature of Elector if Signature and

Elector on elector literate or thumb address of
Electoral impression of elector identifier, if
Roll if illiterate any

Order of Presiding Officer (in each case)

Signature of the Presiding Officer

Station………………
Date………………….

263
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-37A
FORM XIX
[See Rule 50(3)]
List of Challenged Votes

Name of Polling Station ……………………………………

Signature Sheet No. …………………..……………………

Number of Name of the Signature of Elector if Signature and

Elector on elector literate or thumb address of
Electoral impression of elector identifier, if
Roll if illiterate any
1 2 3 4

Order of Presiding Officer (in each case)

Signature of the Presiding Officer

Station………………
Date………………….

264
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-38
DECLARATION BY THE COMPANION OF BLIND OR INFIRM ELECTOR
[See Rule 57E ]

……………………..……………………………………..Municipality/NAC

Ward No……………and Name of Polling Station……………………………………..

I,………………………………………………………………………………………....

Son of…………………………………………..aged……………………………………

resident of*……………………………………………………………………….

hereby declare that

(a) I have not acted as companion of any other elector at any Polling Station
today, the…………………………………….

(b) I will keep secret the vote recorded by me on behalf of ………………

…………………………………………

Signature of Companion
____________________________________________________________________
*Full address to be given

265
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-38A
DECLARATION BY THE COMPANION OF BLIND OR INFIRM ELECTOR
Rule 61(1)

……………………..…………………………………….. Municipal Corporation

Ward No…………and Name of Polling Station……………………………………….

I,………………………………………………………………………………………

Son of…………………………………………..aged………………………….

resident of*……………………………………………………………………….

hereby declare that

(a) I have not acted as companion of any other elector at any Polling Station
today, the…………………………………….

(b) I will keep secret the vote recorded by me on behalf of…………………

………………………………………

Signature of Companion
____________________________________________________________________
*Full address to be given

266
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-39
FORM XIV-A
[See Rule 57E]
LIST OF BLIND AND INFIRM VOTERS

Election to the Municipality/NAC ………………………………………………

from Ward No………… and name of the polling station…………….………

Sl. No. of Full Name of Full name of the Address of Signature of

the elector the elector companion companion companion.

Date:
Signature of Presiding Officer.

267
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-39A
FORM XVI
LIST OF BLIND AND INFIRM VOTERS
[See Rule-45(2) &61 ]

Election to the Municipal Corporation ……………………………………………

from Ward No…………………………….. and nam e of the polling station
…………………………………………………

Sl. No. of Full Name of Full name of the Address of Signature of

the elector the elector companion companion companion.

1 2 3 4 5

Date:

Signature of Presiding Officer.

268
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-40
FORM XVII –B
(See Rule 57-F)
LIST OF TENDERED VOTES

Election to the Municipality /NAC…………………………from Ward No. ………….

name of Polling Station ……………………

Sl. No. Name of the Sl. No. of Sl. No. in Register of Signature/thump
elector elector voters (Form XVIIA) impression of the
in of the person who has elector
Electoral already voted in place
Roll of elector

1.

2.

3.

4.

5.

6.

Signature of the Presiding Officer

Date………………………………..

269
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-40A
FORM XIII –B
[See Rule-62 (2)]

LIST OF TENDERED VOTES

Election to the Municipal Corporation …………………………from Ward No. ………….

name of Polling Station ……………………

Sl. Name of the Sl. No. of Sl. No. in Register of Signature

No. elector elector in voters (Form XVIIA) of thump
Electoral Roll the person who has impression of
already voted in place heelector
of elector

10

11

Signature of the Presiding Officer

Date
270
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-41
Diary of Presiding Officer
(Prescribed by State Election Commission, Odisha)

1. Name of the Municipality/Municipal :

Corporation/NAC.
(in block letters)
2. Date of poll :
3. Ward No. :
4. Number of the Polling Station whether located in :
(i) Government or Quasi Government Building :
(ii) Private building :
(iii) Temporary structure :
5. Number of Polling Officers in the Party :
6. Voting Machine- :
(i) Number of Control Units used :
(ii) Sl. No.(s) of Control Units used :
(iii) Number of Ballot Units used :
(iv) Sl. No. of Ballot Units used :
7. (i) Number of Paper Seals used :
(ii) Sl. No. of Papers Seals used :
7A. (i) Number of Special tags supplied :
(ii) Sl. No.(s) of Special tags supplied :
(iii) Number of Special tags used :
(iv) Sl. No.(s) of Special tags used :
(v) Sl. No.(s) of Special tags returned as unused :
7B. (i) Number of Strip Seals supplied :
(ii) Sl. No. (s) of Strip Seals supplied :
(iii) Number of Strip Seals used :
(iv) Sl. No. (s) of Strip Seals used :
(v) Sl. No.(s) of Strip Seals returned as unused :
8. Number of candidates :
9. Number of Polling Agents and the number who
arrived late :
271
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

10. (i) Total no. of Voters assigned to the Polling :

Station
(ii) Number of electors allowed to vote :
according to marked copy of the Electoral
Roll
iii) Number of electors who actually voted as :
per the Register of voters
iv) Number of votes recorded as per the voting :
machine

Signature of Presiding Officer Signature of Polling Officer

in-charge of
Register of Voters.
11. Number of electors who voted –
Men………………… :
Women……………………… :
Total…………………………... :
12. Challenged vote
Number allowed………………….
Number rejected …………………
Amount forfeited Rs………………
13. Number of persons who voted on
production of Election Duty certificate (EDC) :
14. Number of electors who voted with the help of
companions. :
15. Number of tendered votes :
16. Whether it was necessary to adjourn the poll and if
so, the reason for such adjournment :
17. No. of votes cast. :
From 8 A.M. to 10 A.M. :
From 10 AM to 12 noon :
From 12 noon to 2 P.m. :
From 2 P.M. to 5 P.M. :
18. Number of slips issued at the closing hour of the
poll. :
19. Electoral offence with details – :
Number of cases of -
(a) canvassing within one hundred meters of :
Polling Station ;
(b) impersonation of voters; :
(c) fraudulent defacing, destroying or removal of a :
list or notice or other document at a polling
station;
(d) bribing of voters ; :
(e) intimidation of voters and other persons :
(f) any other ground. :
272
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20. Was the poll interrupted or obstructed by –

(a) riot, :
(b) open violence, :
(c) natural calamity, :
(d) failure of voting Machine :
(e) any other cause :
21. Was the poll vitiated by any voting
Machine used at the Polling Station having been :
(a) unlawfully taken out of the custody of the :
Polling Officer,
(b) accidentally or intentionally lost or destroyed, :
(c) damaged or tampered with, :
(Please give details.)
22. Serious complaints, if any, made by the
candidate/agents :
23. Number of cases of breach of law and order. :
24. Report of mistakes and irregularities committed, if
any, at the Polling Station :
25. Any other event(s) of importance :

Place: Full Signature of Presiding Officer

Date:

(This diary should be forwarded to the Election Officer along with the Voting
Machine and other sealed papers/packets.}

273
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-42
FORM XVII-C

PART-I
ACCOUNT OF VOTES RECORDED
( Rule-58-B )

Election to the Municipality/NAC ……………………………………………….from Ward

No. ……………. and name of Polling Station……………………Identification No. of
Voting Control Unit …………….……………Machine used at the Polling Station Ballot
Unit………………….

1 Total No. of elector assigned to the Polling Station

2 Total No. of voters as entered in the Register for Voters
(Form XVIIA)
3 Total No. of voter recorded as per voting machine
4 Whether the total No. of votes as shown against item 3 tallies
with the total No. of votes as shown against item 2 or any
discrepancy noticed.
5 No. of voters to whom tendered ballot papers were issued
under rule 57F.
6 No. of ballot papers. Sl.No. To
(a) Received for use …………………………. From
(b) Issued to electors………………………….
(c) Not used and returned……………………..
7 Account of paper seals Signature of Polling Agent.
Sl. Nos. 1.
From To 2.
(1) Serial Numbers of paper seals supplied 3.
From……………….. To……………….. 4.
(2) Total numbers supplied. 5.
(3) Number of paper seals used. 6.
(4) Number of unused paper seals returned to Election Officer
(Deduct item 1 from item 2).
(5) Serial number of damaged paper Seal if any.

Date…………………...
Place…………………..
Signature of Presiding Officer
Polling Station No._________
274
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Part-II
RESULT OF COUNTING
(See Rule 58B)

No. of Votes recorded

Sl.No Name of the No. of Votes No. of Votes Total No.

Candidate per EVM as per EDC [Col.(3)+(4)]
1 2 3 4 5

Grand Total

Whether the total Nos. of Votes shown above in the column(3) of Part II tallies
with the total No. of Votes shown against item 3 of Part I or any discrepancy noticed
between the two totals.

Place:

Date: Signature of Counting Supervisor

Name of Candidates /Counting Agent

1.
2.
3.
4.

Place:
Date:
Signature of Election Officer
275
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-42A
FORM XXIV

PART-I
ACCOUNT OF VOTES RECORDED
(See Rule-64(1&2)OMC, RS&CE) Rules, 2003
Election to the Municipality/NAC ……………………………………………….from Ward
No. ……………. and name of Polling Station……………………................
Identification No. of Voting Control Unit …………….………Machine used at the Polling
Station Ballot Unit………………….

1 Total No. of elector assigned to the Polling Station

2 Total No. of voters as entered in the Register for Voters
(Form XVIIA)
3 Total No. of voter recorded as per voting machine
4 Whether the total No. of votes as shown against item 3 tallies
with the total No. of votes as shown against item 2 or any
discrepancy noticed.
5 No. of voters to whom tendered ballot papers were issued
under rule 57F.
6 No. of ballot papers. Sl.No.
(a) Received for use …………………………. From To
(b) Issued to electors………………………….
(c) Not used and returned……………………..
7 Account of paper seals Signature of
Polling Agent.
Sl. Nos. 1.
From To 2.
(1) Serial Numbers of paper seals supplied 3.
From……………….. To……………….. 4.
(2) Total numbers supplied. 5.
(3) Number of paper seals used. 6.
(4) Number of unused paper seals returned to Election Officer
(Deduct item 1 from item 2).
(5) Serial number of damaged paper Seal if any.

Date…………………...
Place…………………..
Signature of Presiding Officer
Polling Station No._________
276
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

Part-II
RESULT OF COUNTING
[ See Rule 70(2)(a) & (b) ]

No. of Votes recorded

Sl.No Name of the No. of Votes No. of Votes Total No.

Candidate per EVM as per EDC [Col.(3)+(4)]

1 2 3 4 5

Grand Total

Whether the total Nos. of Votes shown above in the column(3) of Part II tallies
with the total No. of Votes shown against item 3 of Part I or any discrepancy noticed
between the two totals.

Place:

Date: Signature of Counting Supervisor

Name of Candidates /Counting Agent

1.
2.
3.
4.

Place:
Date: Signature of Returing Officer
277
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-43
FORM XIX
[ See Rule 58(3)(c)]

Return showing the result of polling for seat for Ward No………………
Municipality……………………………………………………………….Polling Station
……………………. Date of Polling ………………………………………

Sl. Name of the Total of valid votes polled in all booths (Votes
No. candidate rendered as per EVM+EDC vote, if any)

1 2 3

Rejected votes, if any (In case of EDC).

Signature of the Election Officer

278
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For use in election to Municipal Corporation

ANNEXURE-43A
FORM XXV
[ See Rule 70(2)(c)]

Return showing the result of polling for seat for Ward No……………..…
Municipal Corporation……………………………………… …………… Date of Polling
………………………………………

Sl. Name of the Total of valid votes polled in all booths (Votes
No. candidate rendered as per EVM+EDC vote, if any)

1 2 3

Rejected votes, if any (In case of EDC).

Signature of the Returning Officer

279
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-44
Notice U/R 68 to Councillors
To attend meeting for election of Chairperson
(Prescribed by the State Election Commission)

Notice is hereby given U/R 68 of Odisha Municipal (Delimitation of Wards,

Reserv ation of Seat s and conduct of Elect ion) Rul es, 199 4 to all the
Councillors……………………… of N.A.C./Municipality that the first meeting shall be
held on dated……… at………………A.M at ……………………………………(Specify
the place) to elect the Chairperson in accordance with the provisions of Odisha
Municipal Act, 1950 and Orissa Municipal( Delimitation of Wards, Reservation of
Seats and Conduct of Election) Rules, 1994.

The office of the Chairperson has been reserved for the members of S.C/S.C
(W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is
given below:—
(1) Filling of Nominations by candidate for
The office of Chairperson U/R 70. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature, if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case
of 2 candidates
1-30 P.M till completion of the
process.(in case of more than
2 candidates )
(5) Counting of votes : After Voting is over
(6) Declaration of result(u/r 72) : After Counting is over

Date…………………..
Place …………………. Signature and seal of
Election Officer
…………………
N.A.C./Municipality
To:
Shri /Smt……………………………………………
Councillor,
Ward No……………………………….
280
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

For Use in Election to Municipal Corporation

ANNEXURE-44A
Notice U/R 81 to Corporators
To attend meeting for election of Mayor
(Prescribed by the State Election Commission)

Notice is hereby given u/R 81 of Odisha Municipal Corporatin (Division of City

into Wards, Reservation of Seats and conduct of Election) Rules, 2003 to all the
Corporators …………………………………….of Municipal Corporation that the first
meeting shall be held on dated…………………………. at………………… A.M at
……………………………………(Specify the place) to elect the Mayor in accordance
with the provisions of Orissa Municipal Corporation Act, 2003 and Odisha Municipal
Corporation ( Division of City into Wards, Reservation of Seats and Conduct of
Election) Rules, 2003.

The office of the Chairperson has been reserved for the members of S.C/S.C
(W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is given below.
(1) Filling of Nominations by candidate for
The office of Chairperson U/R 70. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature, if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M (In
case of 2 candidates
1-30 P.M till completion of the
process.(in case of more
than 2 candidates )
(5) Counting of votes : After Voting is Over
(6) Declaration of result(u/r 85) : After Counting is Over

Date…………………..
Place …………………. Signature and seal of Presiding Officer
…………………..... ..........Corporation
To:
Shri /Smt……………………………………………
Corporator,Ward No……………………………….
281
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-45
Notice U/R 69 to Councillors
To attend meeting for Election of Vice-Chairperson
(Prescribed by the State Election Commission)

Notice is hereby given u/R 69 of Odisha Municipal (Delimitation of Wards,

Reservation of Seats and conduct of Election) Rules, 1994 to all the Councillors
…………………………….of N.A.C./ Municipality that a meeting shall be held on
dated……………at……… A.M at …………………………(Specify the place) to elect
the Vice-Chairperson in accordance with the provisions of Odisha Municipal
Act, 1950 and Orissa Municipal( Delimitation of Wards, Reservation of Seats and
Conduct of Election) Rules, 1994.

The office of the Vice-Chairperson has been reserved for the members of S.C/
S.C (W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is
given below:-

(1) Filling of Nominations by candidate for

The office of Vice-Chairperson U/R 70. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature,if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case
of 2 candidates
1-30 P.M till completion of the
process.(in case of more than
2 candidates )
(5) Counting of votes : After Voting is Over
(6) Declaration of result(u/r 72) : After Counting is Over

Date…………………..
Place …………………. Signature and seal of Chairperson
…………………..N.A.C./Municipality
To:
Shri /Smt………………………………
Councillor, Ward No………………….
282
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For use in Election to Municipal Corporation

ANNEXURE-45A
Notice U/R 82 to Corprators
To attend meeting for Election of Deputy Mayor
(Prescribed by the State Election Commission)

Notice is hereby given u/R 82 of Odisha Municipal Corpration (Divisin of City

into Wards, Reservation of Seats and conduct of Election) Rules, 2003 to all the
Corporators ………………………of Municipal Corporation that a meeting shall be
held on dated……………at…………A.M at …………………(Specify the place) to
elect the Deputy Mayor in accordance with the provisions of Odisha Municipal
Corporation Act, 2003 and Orissa Municipal Corporation (Division of City into Wards,
Reservation of Seats and Conduct of Election) Rules, 2003..

The office of the Deputy Mayor has been reserved for the members of S.C/S.C
(W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)…………………………shall preside over the meeting.

You are requested to attend the said meeting. The election schedule is
given below:-
(1) Filling of Nominations by candidate for
The office of Deputy Mayor U/R 83. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature,if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case of
2 candidates
1-30 P.M till completion of the
process.(in case of more than 2
candidates )
(5) Counting of votes : After Voting is Over
(6) Declaration of result(u/r 85) : After Counting is Over

Date…………………..
Place …………………. Signature and seal of Mayor
……………………………………….........
Municipal Corporation
To:
Shri /Smt……………………………
Corporator,
Ward No………………………………
283
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ANNEXURE-46
Nomination Paper
For the office of
Chairperson/Mayor/Vice-Chairperson/ Deputy Mayor
of ……………… N.A.C/Municipal Council/Municipal Corporation

(Prescribed by State Election Commission, Odisha)

Reservation Status …………………………………..

1. Full name of the Candidate :

2. Male / Female :

3. Ward from which the Candidate has been elected :

4. Political Party to which he/ she belongs :

5. Caste :

6. Full name of the Proposer :

7. Ward from which the Proposer has been elected :

8. Full name of the Seconder :

9. Ward from which the Seconder has been elected :

10. Signature of the Proposer :

11. Signature of the Seconder :

CANDIDATE’S DECLARATION

I declare that I am willing to contest for the office of the Chairperson/ Mayor/
Vice-Chairperson/Deputy Mayor.

Signature of the Candidates

This nomination was presented to me by ………………………………………….

on…………………………………………

Signature of the Election Officer

(Strike out whichever is not applicable)

284
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-47
DECLARATION OF RESULTS OF ELECTION
OF
CHAIRPERSON/VICE-CHAIRPERSON

(Prescribed by State Election Commission, Odisha)

In pursuance of Rule 75 (b) of the Orissa Municipal (Delimitation of Wards,

Reserv at ion of seats and conduct of Elect ion) Rules, 1994,
Shri/ Smt ……………………………. has been duly elected as Chairperson/Vice-
Chairperson of ……………………………………..................Municipality/N.A.C in the
district of ……………………………………. In the meeti ng held
on………………………………..

Place:
Date:
Signature with seal of the Officer presiding over the
Meeting to elect Chairperson / Vice –Chairperson

Memo. No. ………………………..dated ………………….

Copy forwarded to the Secretary, State Election Commission, Orissa,

Bhubaneswar /District Magistrate/Executive Officer of ……………………….
Municipality/N.A.C. for information and necessary publication in their noticeboard.

Signature with seal of the Officer presiding over the

Meeting to elect Chairperson /Vice –Chairperson
For Use in Election to Municipal Corporation

285
HAND BOOK FOR ELECTION OFFICERS ANNEXURE

ANNEXURE-47A
DECLARATION OF RESULTS OF ELECTION
OF
Mayour/Deputy Mayor

(Prescribed by State Election Commission, Odisha)

In pursuance of Rule 88 (b) of the Orissa Municipal Corporation (Division of

City into Wards, Reservation of seats and conduct of Election) Rules, 2003,
Shri/ Smt ………………………. has been duly elected as Mayor/Deputy Mayour of
…………………………………….................. Municipal Corporation in the district of
……………………………………. in the meeting held on………………………………..

Place:
Date:
Signature with seal of the Officer presiding over the
Meeting to elect Mayour/Deputy Mayor

Memo. No. ………………………..dated …………….....…….

Copy forwarded to the Secretary, State Election Commission, Orissa,

Bhubaneswar /District Magistrate/Municipal Commissioner of ……………………….
Municipal Corporation for information and necessary publication in their noticeboard.

Signature with seal of the Officer presiding over the

Meeting to elect Mayor/Deputy Mayor

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Appendix-A
HAND BOOK FOR ELECTION OFFICERS MODEL CODE OF CONDUCT

APPENDIX-A
MODEL CODE OF CONDUCT
CHAPTER-I
General Conduct
(1) No political party or candidate shall use any words either spoken or written,
or commit any act or otherwise, which shall, on grounds of religion, sex, place of
birth, residence, language, caste or community, create any disharmony or feelings
of enmity or hatred or ill-will between different groups or communities.

(2) No political party or candidate shall use, or encourage use, overtly or

covertly, of criminal force or violence which is likely to cause fear or alarm or feeling
of insecurity amongst any group of voters or disturb public peace or tranquility.

(3) No place of worship, or building/offices/accommodation belonging to

Government or educational institutions shall be used for election meeting/propaganda/
workers’ meet, etc.

(4) No obstruction or intimidation shall be caused to a prospective candidate

which shall prevent him in filing his nomination.

(5) All political parties and candidates shall co-operate with officers on
election duty.

(6) All parties and candidates shall avoid scrupulously all activities which are
corrupt practices and offences under the election law.

(7) The word “Municipality” used includes Notified Area Council and Municipal
Corporation.

CHAPTER-II
Meeting, Procession: Canvassing & Propaganda

(1) No political party or candidate shall give any gratification to any voter or group
of voters which may prevent the voter(s) from exercising their electoral right freely.
(2) No election meeting shall be disturbed in any way by any rival political
party or its candidate(s) or sympathisers.

(3) Permission from competent authority shall be taken in advance to hold

public meetings in public places and for taking out processions on public roads.
Prohibitory orders in force in public places shall be respected. Permission to use
public places for holding election meetings and to take out procession on public
roads shall be given by the appropriate authority on first come first serve basis. Local
Police and Magistracy shall be kept informed of public meetings / processions and
their directions / instructions/ restrictions shall be obeyed.

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(4) Character assassination of candidates/leaders which creates ill-feelings

and tension, shall be avoided.

(5) Burning of effigies of leaders of political parties is prohibited. Criticism of

rival candidates on aspects of private life or of political parties on the basis of unverified
allegations shall be avoided. No demonstration or picketing in any form before the
residence of any individual or before Government offices shall be allowed.

(6) Permission from competent authority shall be obtained for use of loud
speakers and in any case, such loud speakers must not be used between 8 P.M. of the
evening to 7 A.M. next morning. Use of loud speakers shall be completely stopped 48
hours before closure of the poll.

(7) A candidate contesting for the office of the Councillor/Corporator shall use
maximum two vehicles (three wheelers & four wheelers taken together) for each
Ward for his electioneering and the Political party concerned can use one vehicle for
each Municipality/ N.A.C. and two vehicles (three wheelers & four wheelers taken
together) for Corporation as prescribed by the Commission. For use of vehicles by
the contesting candidates and Political Parties instructions in detail are available in
the appendix.

Similarly, Car/Vehicle being used for electioneering purposes shall under no

circumstances be allowed to move in convoys of more than three vehicles in case of
Municipalities/N.A.Cs. and four vehicles in case of Corporations from the date of
publication of the final list of contesting candidates till the completion of election
process in any Ward of the Municipality/Corporation. This shall however be subject
to any special security instructions issued in respect of any such individual. However,
it is clarified that the convoy shall not in any case exceed three or four vehicles, as
the case may be of any person plus the security vehicles allowed in view of the
security gradation of that particular person.

(8) Display of posters/pamphlets/hoardings/banners or writings on the walls of

Government buildings/Educational/Religious institutions/ Shrines/ Public roads are
prohibited. Such display and writings can however be made on private buildings or
lands or space with the written permission of the owners concerned.

If any political party or candidate indulges in defacement of public property

the Election Officer shall issue notice to the offender for removing the defacement
forthwith. If the political party/candidate does not respond promptly, the district
authorities may take action to remove the defacement and the expenses incurred in
the process shall be recovered from the political party/candidate. Further, the amount
also shall be added to the election expenditure of the candidate concerned and action
shall also be initiated to prosecute the offender.
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(9) All printed materials connected with electioneering shall bear the name of
the printer and publisher, so that responsibility can be fixed in case of publication of
any documents containing illegal, offending and objectionable materials.

(10 ) No party or candidate shall convene, hold or attend any public meeting in
any polling area during the period of forty-eight hours preceding the time fixed for the
commencement of the poll.

CHAPTER-III
Polling Area & Polling Day

(1) All political parties and candidates shall co-operate with the officers
on poll duty.
(2) No party or candidate shall, on the date on which a poel is taken, commit
any of the following acts within the Polling Stations or in any public or private place
within a radius of one hundred meters of the Polling Station, namely:—

(a) canvassing for votes;

(b) soliciting the vote of any elector;

(c) persuading any elector not to vote for any particular candidate;

(d) persuading any elector not to vote at the election;

(e) exhibiting any notice or sign (other than official notice) relating to election;

(3) No obstruction, annoyance or intimidation shall be caused to the voters

which will prevent them from exercising their free choice.

(4) No liquor or intoxicant shall be served by any political party or candidate

to their workers/supporters on the Polling Day and during the twenty four hours
preceding it.

(5) All political parties and candidates shall supply to their authorised workers
suitable badges or identity card.

(6) Identity slips supplied by the political parties and candidates to voters shall
be on plain white paper and shall not contain any symbol, name of the candidate or
name of the party.

(7) The camps set up by a candidate beyond 100 meters of the Polling Station
shall not display any poster, flag, symbol or any other propaganda material. No eatables
shall be served or crowds be allowed at or around the camps.
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(8) All political parties and candidates shall co-operate with the authorities in
complying with the restrictions to be imposed on the plying of vehicles on the Polling
Day and obtain permits for them which should be displayed prominently on those
vehicles. Conveyance of voters to and from a Polling Station by or on behalf of a
party or candidate is prohibited.

(9) Except the voters and authorised persons, no one else shall enter into any
polling booth without permission from the competent authority. Speaker, Deputy
Speaker, Ministers, Ministers of State & Dy. Ministers, Chief Whip, Dy. Chief Whip,
Leader of the Opposition, Members of Parliament (M.Ps.) & Members of Legislative
Assembly (M.L.As.), Presidents & Vice-Presidents of Zilla Parishads/Mayor/Deputy
Mayor/ Chairpersons/ Vice-Chairpersons of Urban Local Bodies shall not enter any
Polling Station or place of counting except in their capacity as a candidate or voter or
authorised agent.

(10) Any political party or candidate which/who faces any difficulty shall be
free to approach the State Election Commission, the Election Observers (if any) in
charge of the area or the Election Officer concerned for redressal of their grievances
within the parameters of the existing law.

CHAPTER-IV
Party/Parties in power and persons holding public offices

The Party/Parties in power whether in the Centre or in the State shall ensure
that no cause is given for any complaint that it/they has/have used its/their official
position for the purpose of its/their election campaign, and in particular;—

(1) Speaker, Deputy Speaker, Ministers, Ministers of State & Deputy Ministers,
Government Cheif Whip, Deputy ChiefWhip and Leader of the Opposition, M.Ps.
and M.L.As., President and Vice-President of Zilla Parishad, Chairperson/Mayor
and Vice-Chairperson/ Deputy Mayor & persons holding public offices who are
provided with official perquisites and transport, shall not combine their official visit
with electioneering work and shall not also make use of the official machinery or
personnel or transport or Circuit House, Dak Bunglows including the Guest Houses of
the Public Sector Enterprises either owned by the State Government or Central
Government for election campaigning directly or indirectly. Also the Political
functionaries appointed as Heads of different Public Sector Enterprises of State
Government and of the Co-operatives will not make use of the official machinery or
personnel or transport or Circuit House, Dak Bunglows including the Guest Houses of
the Public Sector Enterprises either owned by the State Government or Central
Government or owned by the Co-operative Society or any statutory body where
Government have share for election campaigning directly or indirectly.
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(2) Whenever the dignitaries specified in Para.(1) above decide to address

election meeting(s) in any area for political work connected with electioneering the
journey to such places shall not be performed in Government transport or vehicles
hired for official use or the vehicles of Public Sector Enterprises including Co-operative
Enterprises or any statutory bodies. The role of officials will be limited to maintenance
of law and order and affording normal security to them.
(3) Except for normal development works and programmes which have already
commenced, relief and restoration works as a sequel to natural calamities and emergent
nature of works, expenditure for which have been voted by the State Legislature, will
continue; no new schemes/programmes/works/projects of any kind shall be started
or announced nor any financial concession be promised by Government or any
official agency which would have the effect of influencing, directly or indirectly, the
voters in favour of the candidate(s) of the party in power.
No policy decision be taken or announced by the Government which will help
the party/ parties in power thereby to influence the voters.
Any project, either sanctioned in the budget of any department of Government
or in the Urban Local Body for which work orders have already been issued prior to
poll notification but work not started shall not be taken up during the period of
enforcement of Code of Conduct.
In case of doubt all concerned are advised to seek a clarification from the
Commission.
(4) No “Bhumi Puja”, laying of foundation stones or inaugural ceremonies in
respect of works/projects/programmes, funded partly or wholly by Government shall
be undertaken by Ministers or any public dignitary in any Municipality. Such functions
and ceremonies, even if organised outside the limits of the Municipality are prohibited
if such works/projects/ programmes are intended for the benefit of the urban areas
and to influence the urban voters. No assurance influencing voters nor any proposal
for sanction of project out of MP/MLA LAD fund shall be given during the operation of
model code of conduct.
(5) Government accommodation, viz. Rest Houses, Inspection Bunglows, Circuit
Houses or Guest Houses of Government Undertakings (Central or State) and the like,
in Urban areas, shall not be provided to any Minister of the Central and State
Government, Members of Parliament or Members of Legislative Assemblies or Leaders
of all Political Parties or their candidates after announcement of Municipal election till
its completion.
However, accommodation can be given to Political functionaries who are provided
security of the State in “Z” scale or above or equivalent by various State Government
under provisions of their laws, on equitable basis. This shall be subject to condition
that such accommodation is not already allotted or occupied by election related officials
or observers. Such Political functionaries shall not carryout any political activity while
staying in the Government Guest Houses/Rest Houses or Guest Houses of Public
Sector Undertakings as mentioned above.
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(6) Even if there is no restriction on providing Government accommodation viz.

Rest Houses, Inspection Bungalows, Circuit Houses or Guest Houses of Central or
State Government Undertakings, Zilla Parishad Guest Houses, etc. situated in rural
areas to different political functionaries of the State during the period when the Code
of Conduct is in force, such functionaries shall not carryout any Municipal
Electioneering work while staying in the aforesaid Government accommodation.

(7) No advertisement or publication at the cost of Central or State Government/

Public Undertakings/Corporations/Co-operatives etc. highlighting achievements, which
will have the effect of influencing the voters in elections shall be issued/published.

(8) Electronic and Print Media shall not be used by any Political Party to
malign the images of the other Political Parties or candidates to avoid ill feelings.

(9) Persons holding offices in various Panchayati Raj Institutions, Urban Local
Bodies, Corporations of State Government and Central Government, Co-operative
Societies shall not issue any advertisement requesting to vote for any candidate
either in print or electronic media using their official designation. However, they can
issue such advertisement on their personal capacity without using office logo or
designation.

(10) The directions and restrictions contained in this Chapter shall also
apply, mutatis mutandis, to Central and State Ministers so far as these relate to
them, to non-official Chairpersons and non-official Directors of Government
Companies and Corporations whether State or Central, Chairpersons and Vice-
Chairpersons/Presidents and Vice-Presidents of Panchayati Raj Institutions and
Municipalities, Mayors/Deputy Mayors of Corporations and Presidents of Co-
operative Societies including Apex Bodies and other Bodies and Authorities in
which public f unds are inv ested or to whom public f unds are granted,
notwithstanding the quantum of such funds.

CHAPTER V

Public Servants

(i) A public servant shall remain absolutely impartial during the election and he/
she shall not indulge in any campaigning activities for or against any contesting
candidate or political party.

(ii) No public servant shall subscribe in aid of, or assist in any way, any candidate;

(iii) The Government servant shall not himself speak at or take active and
prominent part in organizing or conducting the meeting. Further, frequent or regular
presence by a Government servant in meeting of any candidate is bound to create
impression that he is assisting a candidate.
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(iv) No public servant should accompany a Minister/such other political

functionaries for electioneering except on duties from security point of view.

(v) Police Officials engaged in law and order duties shall not be construed as
participating in the meeting of any candidate.

(vi) While dealing with different political parties in day-to-day official transaction
each public servant shall maintain absolute neutrality. While registering cases on
complaint filed by different political group or contesting candidates or their supporters
police will take prompt steps in most impartial manner.

(vii) Violation of Code of Conduct by any public servant will make himself/
herself liable for disciplinary proceeding under Rule 15 of the Odisha Civil Services
(Classification, Control and Appeal) Rules, 1962. There will be concurrent action
under relevant provisions of Criminal Laws.

The Model Code of Conduct shall become operational from the date of issue of
election notification by the State Election Commission, Odisha and shall remain in
force till completion of counting for election to the MUNICIPAL BODIES.

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Appendix-B
HAND BOOK FOR ELECTION OFFICERS CORRUPT PRACTICES & ELECTION OFFENCES

APPENDIX-B
Corrupt Practices & Election Offences
PART-I
Corrupt Practices
The following are the extracts from the Odisha Municipal Act, 1950 and
Odisha Municipal Corporation Act, 2003 on Corrupt Practices during election and
penalties thereof:—

THE ODISHA MUNICIPAL ACT, 1950

Section 28—A person shall be deemed to have committed a corrupt practice who
directly or indirectly by himself or by any other person,—

(a) induces, or attempts to induce by fraud, intentional misrepresentation,

coercion or threat or injury, any voter to give or to refrain from giving a vote in favour
of any candidate;

(b) with a view to inducing any voter to give or to refrain from giving a vote in
favour of any candidate or in consideration of any voter having voted or refrained
from voting for any candidate, offers or gives any money or valuable consideration or
any place or employment or holds out any promise of individual advantage or profit to
any person including a promise or spiritual salvation;

(c) Induces or attempts to induce candidates or voter to believe that he or any

person in whom he is interested will become or will be rendered an object or divine
displeasure or of spiritual censure with a view to influencing him in any way in
connection with the election;

(d) employs, instigates or threatens any form of social boycott of any voter or
candidate or of any one in whom such voter or candidate is interested;

(e) gives or procures the giving of a vote in the name of a voter who is not the
person giving such vote;

(f) makes or promises to make any payment to any person whomsoever on

account of the conveyance of any elector to or from any place for the purpose of
recording his vote or hires, employs, borrows or uses for the purpose of election any
boat, vehicle or animal usually kept for letting on hire or for convenience of the
passengers by hire except for carrying himself or his agents and messengers. Provided
that nothing contained in this clause shall prevent a conveyance being hired by a
voter or several voters at their joint cost for the purpose of conveying him or them to
or from the poll;
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(g) offers any money or valuable consideration to any person to induce him to
withdraw from being a candidate at an election or being a candidate accepts any
money or valuable consideration so offered;

(h) abets within the meaning of the Indian Penal Code XLV of 1860 the doing
of any of the acts specified in Clauses (a), (b), (c), (d), (e), (f) and (g).

(i) Explanation—(i) “A promise of individual advantage or profit to a person”

includes a promise for the benefit of the person himself or of any one in whom he is
interested, but does not include a promise to further purpose or to vote for or against
any particular Municipal measure or work;

(ii) No agent, clerk, messenger or other person, who may in accordance with
prescribed rules, be employed for remuneration by candidate at an election shall, by
reason of such employment alone, be deemed to come within the provisions of the
section;

(iii) A corrupt practice shall be deemed to have been committed by a candidate,

if it has been committed with his knowledge or consent or by a person who is acting
under the general or special authority of such candidate with reference to the election;

(iv) Every person, who is guilty of a corrupt practice at, or in connection with
an election held under the provisions of this Act, shall be punishable with imprisonment
which may extend to six months or with fine or with both.

THE ODISHA MUNICIPAL CORPORATION ACT, 2003

Section 87—The following shall be deemed to be corrupt practices for the

purpose of this Act:—

(a) bribery and under influence as defined in sub-sections (1) and (2)
respectively, of Section 123 of the Representation of the People Act, 1951;

(b) the systematic appeal by a candidate or his agent or by any other persons
to vote or refrain from voting on grounds of caste, race, community, religion, or the
use of or appeal to religious symbols, or use of appeal to National Symbols such as
National Flag, or the National Emblem, for the furtherance of the prospects of that
candidate’s election;

(c) the publication by a candidate or his agent or by any other person of any
statement of fact which is false and which he either believes to be false or does not
believe to be true in relation to the personal character or conduct of any candidate, or
in relation to the candidature or withdrawal from contest of any candidate being a
statement reasonably calculated to prejudice the prospects of that candidate’s election;
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(d) the hiring or procuring whether on payment or otherwise, of any vehicle or

vessel by a candidate or his agent or by any other person with the consent of a
candidate or his election agent or the use of any such vehicle or vessel for the
conveyance of any elector (other than the candidate himself, the members of his
family or his agent) to or from any Polling Station provided in accordance with the
rules made under this Act;

Provided that the hiring of a vehicle or a vessel by an elector or by several

electors at their joint cost for the purpose of conveying him or them to or from any
such Polling Station shall not be deemed tobea corrupt practice under this clause, if
the vehicle or the vessel so hired is a vehicle ;

Provided further that the use of any public transport vehicle or vessel or railway
carriage by an elector at his own cost for the purpose of going to or coming from any
such Polling Station shall not be deemed to be a corrupt practice under this clause.

Explanation—In this clause, the expression ‘vehicle’ means any vehicle used
or capable of being used for the purpose of road transport, whether propelled by
mechanical power or otherwise and whether used for drawing other vehicles or
otherwise,

(e) the holding of any meeting in which intoxicating liquors are served:

(f) the issuing of any circular, play card or poster having a reference to election
which does not bear the name and address of the printer and publisher thereof; and
any other practice which the Government may, by rules, specify to be a corrupt
practice.

PART-II
Election Offences

The following are the extract of the Odisha Municipal Act, 1950, Odisha
Municipal Corporation Act, 2003 and Indian Penal Code, 1860 on Election offences
and penalties thereof—

THE ODISHA MUNICIPAL ACT, 1950

Section 29 —Every person convicted of an offence punishable under this

Chapter or under Chapter IX-A of the Indian Penal Code XLV of 1860 shall be
disqualified from voting or from being elected in any election to which this Act applies
or from holding the office of the Councillor of a Municipality for a period of four years
from the date of his conviction or for such shorter period as the Court may, by order,
determine.
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Section 30— (1) Every person who by claiming a qualification which he knows
that he does not possess to vote at a Municipal election or by using false document or
by a false declaration or by any other deceitful means procures or attempts to procure
the improper entry of the name whether of himself or of any other person in the
electoral roll or the improper omission of any name there from shall be punishable
with imprisonment which may extend to three months or with fine or with both.

(2) Every Municipal Officer or Servant or Polling Officer, or any other Officer,
whether designated as Election Officer or otherwise engaged in or associated with
the work of preparation of electoral rolls pursuant to Section 13 of this Act who wilfully
makes or procures or attempts to make or procure any improper entry in the electoral
roll or any improper omission therefrom shall be punishable with imprisonment which
may extend to six months or with fine or with both.

Section 31—Every person, who in the course of electoral operations falsifies

or attempts to falsify the record of an election by removing, destroying, altering or
fabricating nomination papers or voting papers or by any other act or by an omission,
shall be punishable with imprisonment which may extend to one year or with fine or
with both.

Section 32 —(1) Every person, who applies fora ballot paper at an election,
having already voted, once at the same election and in any electoral ward on knowing
that his name is not included in the electoral roll shall be punishable with imprisonment
which may extend to six months or with fine or with both.

(2) Every person who applies for a ballot paper in the name of any other
person, living or dead, or of fictitious person shall be punishable with punishment
provided in sub-section (1).

Section 33 —Every Presiding Officer, Polling Officer, Clerk or other person,

in attendance at the Polling Station who, except for some purpose authorized by law,
communicates to any person information, showing directly for which candidates any
voter has voted, and every person who by improper means procure any such
information, shall be punishable with imprisonment of either description for a term
which may extend to six months or with fine or with both.

THE ODISHA MUNICIPAL CORPORATION ACT, 2003

Section 102 — (1) No person at an election shall—

(a) deface or destroy fraudulently and nomination paper; or
(b) deface, destroy or remove fraudulently any list, notice or other documents
affixed by or under the authority of a Returning Officer; or
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(c) deface or destroy fraudulently any ballot paper or the official mark on any
ballot paper; or

(d) without due authority, supply any ballot paper to any person or receive any
ballot paper from any person or be in possession of any ballot paper; or

(e) fraudulently put into any ballot box anything other than the ballot paper
which he is authorized by law to put in; or »

(f) without due authority destroy, take open or otherwise interfere with any
ballot paper other than in use for the purposes of the election; or

(g) fraudulently or without due authority, as the case may be, attempt to do any
of the foregoing acts or wilfully aid or abet the doing of any such acts.

(2) Any person who contravenes the provisions of sub-section (1) shall,—

(a) if he is a Returning Officer or an Assistant Returning Officer or a Presiding

Officer at a Polling Station or any other officer or clerk employed on official duty in
connection with the election be punished with imprisonment of either description of a
term which may extend to two years or with fine, or with both; or

(b) if he is any other person, be punished with imprisonment of either description

for a term which may extend to six months or with fine or with both.

xxx xxx xxx xxx

Section 104—Every person convicted of an offence punishable under Sections

94, 95, 96, 97, 98, 99, 100, 101 or 102 or under Chapter IX-A of the Indian Penal
Code, 1860 shall be disqualified from voting or from being elected in any election to
which this Act applies or from holding the office of Corporator for a period of five
years from the date of his conviction.

PART-III
EXTRACTS FROM THE INDIAN PENAL CODE, 1860
Chapter-IXA

153-A—Promoting enmity between different groups on grounds of religion,

race, place of birth, residence, language, etc., and doing acts prejudicial to
maintenance of harmony:

(1) Whoever—

(a) bywords, either spoken or written, or by signs or, by visible representations

or otherwise promotes or attempts to promote, on grounds of religion, race, place of
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birth, residence, language, caste or community or any other grounds whatsoever,

disharmony or feelings of enmity, hatred or ill-will between different religious, racial
language or regional groups or castes or communities, or

(b) commits any act which is prejudicial to the maintenance of harmony between
different religious, racial language or regional groups or castes or communities, and
which disturbs or is likely to disturb the public tranquility, or

(c) organizes any exercise, movement, drill or other similar activity intending
that the participants in such activity shall use or be trained to use criminal force or
violence or knowing it to be likely that the participants in such activity will use or be
trained to use criminal force or violence, participates in such activity intending to use
or be trained to use criminal force or violence or knowing it to be likely that the
participants in such activity will use or be trained to the use criminal force or violence,
against any religious, racial language or regional group or caste or community and
such activity for any reason whatsoever causes or is likely to cause fear or alarm or
a feeling of insecurity amongst members of such religious, racial language or regional
group or caste or community, shall be punished with imprisonment which may extend
to three years, or with fine or with both.

(2) Offence committed in place of worship, etc.—Whoever commits an offence

specified in sub-section (1) in any place of worship or in any assembly engaged in
the performance of religious worship or religious ceremonies, shall be punished with
imprisonment which may extend to five years and shall also be liable to fine.

153-B—Imputations, assertions prejudical to National Integration—

(1) Whoever, by words either spoken or written or by signs or by visible

representations or otherwise—

(a) makes or publishes any imputation that any class of persons can not, by
reason of their being members of any religious, racial language or regional group of
caste or community bear true faith and allegiance to the Constitution of India as by
law established or uphold the sovereignty and integrity of India, or

(b) asserts, counsels, advises, propagates or publishes that any class of persons
shall, by reason of their being members of any religious, racial language or regional
group or caste or community, be denied or deprived of their rights as citizens of
India, or
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(c) makes or publishes any assertion, counsel, plea or appeal concerning the
obligation of any class of persons by reasons of their being members of any religious,
racial language or regional group or caste or community, and such assertion, counsel,
plea or appeal causes or is likely to cause disharmony or feelings of enmity or hatred
or ill-will between such members and other persons, shall be punished with imprisonment
which may extend to three years, or with fine or with both.

(2) Whoever commits an offence specified in sub-section (1), in any place of

worship or in any assembly engaged in the performance of religious worship or
religious ceremonies, shall be punished with imprisonment which may extend to five
years and shall also be liable to fine.

xxx xxx xxx xxx

Offences Relating to Elections

171-A— “Candidate”, “Electoral right” defined—For the purposes of this

Chapter,—

[a] “Candidate” means a person who has been nominated as a candidate at

any election.

[b] “electoral right” means the right of a person to stand, or not to stand as, or
to withdraw from being a candidate or to vote or refrain from voting at an election.

171 -B—Bribery-( 1) Whoever—

(1) gives a gratification to any person for the object of inducing him or any
other person to exercise any electoral right or of rewarding any person for having
exercise any such right; or

(ii) accepts either for himself or for any other person any gratification as a
reward for exercising any such right or for inducing or attempting to induce any other
person to exercise any such right, commits the offence of bribery:

Provided that a declaration of public policy or a promise of public action shall

not be an offence under this section.

(2) A person who offers, or agrees to give, or offers or attempts to procure, a

gratification shall be deemed to give a gratification.

(3) A person, who obtains or agrees to accept or attempts to obtain a

gratification, shall be deemed to accept, a gratification, and a person who accepts
a gratification as a motive for doing what he does not intend to do, or as a reward
for doing what he has not done, shall be deemed to have accepted the gratification
as a reward.
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171-C—Undue influence at elections—(1) Whoever voluntarily interferes or

attempts to interfere with the free exercise of any electoral right commits the offence
of undue influence at an election.

(2) Without prejudice to the generality of the provisions of sub-section (1),

whoever—

(a) threatens any candidate or voter, or any person in whom a candidate or

voter is interested with injury of any kind, or

(b) induces or attempts to induce a candidate or voter to believe that he or

any person in whom he is interested will become or will be rendered an object of
divine displeasure or of spiritual pleasure, shall be deemed to interfere with the free
exercise of the electoral right of such candidate or voter, within the meaning of sub-
section(1)

(3) A declaration of public policy or a promise of publication or the mere

exercise of a legal right without intent of interfere with an electoral right, shall not be
deemed to be interference within the meaning of this section.

171-D—Personation at elections—Whoever at an election applies for a voting

paper or votes in the name of any other person, whether living or dead or in a
fictitious name, or who having voted once at such election applies at the same election
for a voting paper in his own name and whoever abets, procures or attempts to
procure the voting by any person in any such way, commits the offence of personation
at an election,

171-E—Punishment for bribery—Whoever commits the offence of bribery shall

be punished with imprisonment of either description for a term which may extend to
one year, or with fine, or with both:

Provided that bribery by treating shall be punished with fine only.

Explanation—”Treating” means that form of bribery where the gratification

consists in food, drink, entertainment, or provision.

171-F—Punishment for under influence or personation at an election—Whoever

commits the offence of undue influence or personation at an election shall be punished
with imprisonment of either description for a term which may extend to one year, or
with fine, or both.
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171-G—False statement in connection with an election—Whoever with intent

of affect the result of an election makes or publish any statement purporting to be a
statement of fact which is false and which he either knows or believes to be false or
does not believe to be true, in relation to the personal character or conduct of any
candidate shall be punished with fine.

171 -H—Illegal payment in connection with an election—Whoever without the

general or special authority in writing of a candidate incurs or authorities expenses
on account of the holding of any public meeting or upon any advertisement, circular
or publication, or in any other way whatsoever for the purpose of promoting or procuring
the election of such candidates shall be punished with fine which may extend to five
hundred rupees.
171-1—Failure to keep election accounts—Whoever being required by any
law for the time being in force or any rule having the force of law to keep accounts of
expenses incurred at or in connection with an election fails to keep such accounts
shall be punished with fine which may extend to five hundred rupees.

***

307
Extracts of the Representation of
the People Act, 1951

Appendix-C
HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE REPRESENTATION OF THE PEOPLE ACT, 1951

APPENDIX-C

Extracts of the Representation of the People Act, 1951

ELECTORAL OFFENCES
125. Promoting enmity between classes in connection with election—
Any person who in connection with an election under this Act promotes or attempts
to promote on grounds of religion, race, caste, community or language, feelings
of enmity or hatred, between different classes of the citizens of India shall be
punishable with imprisonment for a term which may extend to three years, or with
fine, or with both.

125A. Penalty for filing false affidavit, etc.—A candidate who himself or
through his proposer, with intent to be elected in an election,—

(i) fails to furnish information relating to sub-section (1) of section 33A; or

(ii) gives false information which he knows or has reason to believe to be false; or

(iii) conceals any information,

in his nomination paper delivered under sub-section (1) of section 33 or in his

affidavit which is required to be delivered under sub-section (2) of section 33A, as
the case may be, shall, notwithstanding anything contained in any other law for the
time being in force, be punishable with imprisonment for a term which may extend to
six months, or with fine, or with both.

126. Prohibition of public meetings during period of forty-eight hours

ending with hour fixed for conclusion of poll.—(1) No person shall—

(A) Convene, hold, attend, join or address any public meeting or procession in
connection with an election; or

(B) display to the public any election matter by means of cinematograph,

television or other similar apparatus; or

(C) propagate any election matter to the public by holding, or by arranging the
holding of, any musical concert or any theatrical performance or any other
entertainment or amusement with a view to attracting the members of the public
thereto, in any polling area during the period of forty-eight hours ending with the hour
fixed for the conclusion of the poll for any election in that polling area.

(2) Any person who contravenes the provisions of sub-section (1) shall be
punishable with imprisonment for a term which may extend to two years or with fine,
or with both.
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(3) In this section, the expression “election matter” means any matter intended
or calculated to influence or affect the result of an election.

127. Disturbances at election meetings.—(1) Any person who at a public

meeting to which this section applies acts, or incites others to act, in a disorderly
manner for the purpose of preventing the transaction of the business for which the
meeting was called together, shall be punishable with imprisonment for a term which
may extend to six months or with fine which may extend to two thousand rupees], or
with both.

(1A) An offence punishable under sub-section (1) shall be cognizable.

(2) This section applies to any public meeting of a political character held in
any constituency” between the date of the issue of a notification under this Act calling
upon the constituency to elect a member or members and the date on which such
election is held.

(3) If any police officer reasonably suspects any person of committing any
offence under sub-section (1), he may, if requested so to do by the chairman of the
meeting, require that person to declare to him immediately his name and address
and, if that person refuses or fails so to declare his name and address, or if the police
officer reasonably suspects him of giving a false name or address, the police officer
may arrest him without warrant.

127A. Restrictions on the printing of pamphlets, posters, etc.—(1) No

person shall print or publish, or cause to be printed or published, any election pamphlet
or poster which does not bear on its face the names and addresses of the printer and
the publisher thereof.

(2) No person shall print or cause to be printed any election pamphlet or

poster—

(A) unless a declaration as to the identity of the publisher thereof, signed by

him and attested by two persons to whom he is personally known, is delivered by him
to the printer in duplicate; and

(B) unless, within a reasonable time after the printing of the document, one
copy of the declaration is sent by the printer, together with one copy of the document,—

(i) where it is printed in the capital of the State, to the Chief Electoral
Officer; and

(ii) in any other case, to the district magistrate of the district in which it-
is printed.
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(3) For the purposes of this section,—

(a) any process for multiplying copies of a document, other than copying it
by hand, shall be deemed to be printing and the expression “printer” shall
be construed accordingly; and

(b) “election pamphlet or poster” means any printed pamphlet, hand-bill or

other document distributed for the purpose of promoting or prejudicing
the election of a candidate or group of candidates or any placard or
poster having reference to an election, but does not include any hand-bill,
placard or poster merely announcing the date, time, place and other
particulars of an election meeting or routine instructions to election agents
or workers.

(4) Any person who contravenes any of the provisions-of sub-section (1) or
sub-section (2) shall be punishable with imprisonment for a term which may extend to
six months, or with fine which may extend to two thousand rupees, or with both.

128. Maintenance of secrecy of voting.—(1) Every officer, clerk, agent or

other person who performs any duty in connection with the recording or counting of
votes at an election shall maintain, and aid in maintaining, the secrecy of the voting
and shall not (except for some purpose authorized by or under any law) communicate
to any person any information calculated to violate such secrecy.

Provided that the provisions of this sub-section shall not apply to such officer,
clerk, agent or other person who performs any such duty at an election to fill a seat or
seats in the Council of States.

(2) Any person who contravenes the provisions of sub-section (1) shall be
punishable with imprisonment for a term which may extend to three months or with
fine or with both.

129. Officers, etc., at elections not to act for candidates or to influence

voting.—(1) No person who is a district election officer or a returning officer, or an
assistant returning officer, or a presiding or polling officer at an election, or an officer
or clerk appointed by the returning officer for the Presiding Officer to perform any
duty in connection with an election shall in the conduct or the management of the
election do any act (other than the giving of vote) for the furtherance of the prospects
of the election of a candidate.

(2) No such person as aforesaid, and no member of a police force, shall

endeavour—

(a) to persuade any person to give his vote at an election, or

(b) to dissuade any person from giving his vote at an election, or

(c) to influence the voting of any person at an election in any manner.

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(3) Any person who contravenes the provisions of sub-section (1) or sub-section (2)
shall be punishable with imprisonment which may extend to six months or with fine or
with both.

(4) An offence punishable under sub-section (3) shall be cognizable.

130. Prohibition of canvassing in or near Polling Stations.—(1) No person

shall, on the date or dates on which a poll is taken at any Polling Station, commit any
of the following acts within the Polling Station or in any public or private place within a
distance of 4[one hundred metres of the Polling Station, namely:—

(a) canvassing for votes; or

(b) soliciting the vote of any elector; or

(c) persuading any elector not to vote for any particular candidate; or

(d) persuading any elector not to vote at the election; or

(e) exhibiting any notice or sign (other than an official notice) relating to the
election.

(2) Any person who contravenes the provisions of sub-section (1) shall be
punishable with fine which may extend to two hundred and fifty rupees.

(3) An offence punishable under this section shall be cognizable.

131. Penalty for disorderly conduct in or near Polling Stations.—(1) No

person shall, on the date or dates on which a poll is taken at any Polling Station,—

(a) use or operate within or at the entrance of the Polling Station, or in

any public or private place in the neighbourhood thereof, any apparatus
for amplifying or reproducing the human voice, such as a megaphone
or a loudspeaker, or

(b) shout, or otherwise act in a disorderly manner, within or at the entrance

of the Polling Station or in any public or priv ate place in the
neighbourhood thereof,

so as to cause annoyance to any person visiting the Polling Station for

the poll, or so as to interfere with the work of the officers and other
persons on duty at the Polling Station.

(2) Any person who contravenes, or wilfully aids or abets the contravention of,
the provisions of sub-section (1) shall be punishable with imprisonment which may
extend to three months or with fine or with both.
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(3) If the Presiding Officer of a Polling Station has reason to believe that any
person is committing or has committed an offence punishable under this section, he
may direct any police officer to arrest such person, and thereupon the police officer
shall arrest him.
(4) Any police officer may take such steps, and use such force, as may be
reasonably necessary for preventing any contrav ention of the provisions of
sub-section (1), and may seize any apparatus used for such contravention.

132. Penalty for misconduct at the Polling Station.—(1) Any person who
during the hours fixed for the poll at any Polling Station misconducts himself or fails to
obey the lawful directions of the Presiding Officer may be removed from the Polling
Station by the Presiding Officer or by any police officer on duty or by any person
authorized in this behalf by such Presiding Officer.

(2) The powers conferred by sub-section (1) shall not be exercised so as to

prevent any elector who is otherwise entitled to vote at a Polling Station from having
an opportunity of voting at that station.

(3) If any person who has been so removed from a Polling Station re-enters
the Polling Station without the permission of the Presiding Officer, he shall be punishable
with imprisonment for a term which may extend to three months, or with fine, or with
both.

(4) An offence punishable under sub-section (3) shall be cognizable.

132A. Penalty for failure to observe procedure for voting.—If any elector
to whom a ballot paper has been issued, refuses to observe the procedure prescribed
for voting the ballot paper issued to him shall be liable for cancellation.

133. Penalty for illegal hiring or procuring of conveyance at elections.—

If any person is guilty of any such corrupt practice as is specified in clause (5) of
section 123 at or in connection with an election, he shall be punishable with
imprisonment which may extend to three months and with fine.

134. Breaches of official duty in connection with elections.—(1) If any

person to whom this section applies is without reasonable cause guilty of any
act or omission in breach of his official duty, he shall be punishable with fine which
may extend to five hundred rupees.
(1A) An offence punishable under sub-section (1) shall be cognizable.

(2) No suit or other legal proceedings shall lie against any such person for
damages in respect of any such act or omission as aforesaid.
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE REPRESENTATION OF THE PEOPLE ACT, 1951

The persons to whom this section applies are the district election officers,
returning officers, assistant returning officers, Presiding Officers, polling officers
and any other person appointed to perform any duty in connection with the receipt of
nominations or withdrawal of candidatures, or the recording or counting of votes at
an election; and the expression “official duty” shall for the purposes of this section be
construed accordingly, but shall not include duties imposed otherwise than by or
under this Act.

134A. Penalty for Government servants for acting as election agent, polling
agent or Counting Agent.—If any person in the service of the Government acts as
an election agent or a polling agent or a Counting Agent of a candidate at an election,
he shall be punishable with imprisonment for a term which may extend to three months,
or with fine, or with both.

134B. Prohibition of going armed to or near a Polling Station.—(1) No

person, other than the returning officer, the Presiding Officer, any police officer
and any other person appointed to maintain peace and order at a Polling Station
who is on duty at the Polling Station, shall, on a polling day, go armed with arms, as
defined in the Arms Act, 1959 (54 of 1959), of any kind within the neighborhood of
a Polling Station.

(2) If any person contravenes the provisions of sub-section (1), he shall be

punishable with imprisonment for a term which may extend to two years, or with fine,
or with both.

(3) Notwithstanding anything contained in the Arms Act, 1959 (54 of 1959),
where a person is convicted of an offence under this section, the arms as defined in
the said Act found in his possession shall be liable to confiscation and the license
granted in relation to such arms shall be deemed to have been revoked under section
17 of that Act.

(4) An offence punishable under sub-section (2) shall be cognizable.]

135. Removal of ballot papers from Polling Station to be an offence.—

(1) Any person who at any election unauthorisedly takes, or attempts to take, a
ballot paper out of a Polling Station, or wilfully aids or abets the doing of any such act,
shall be punishable with imprisonment for a term which may extend to one year or
with fine which may extend to five hundred rupees or with both.

(2) If the Presiding Officer of a Polling Station has reason to believe that any
person is committing or has committed an offence punishable under sub-section
(1) such officer may, before such person leaves the Polling Station, arrest or direct a
police officer to arrest such person and may search such person or cause him to be
searched by a police officer:
Provided that when it is necessary to cause a woman to be searched, the
search shall be made by another woman with strict regard to decency.
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE REPRESENTATION OF THE PEOPLE ACT, 1951

(3) Any ballot paper found upon the person arrested on search shall be made
over for safe custody to a police officer by the Presiding Officer, or when the search
is made by a police officer, shall be kept by such officer in safe custody.

(4) An offence punishable under sub-section (1) shall be cognizable.

135A. Offence of booth capturing.— (1) Whoever commits an offence of

booth capturing shall be punishable with imprisonment for a term which shall not be
less than one year but which may extend to three years and with fine, and where
such offence is committed by a person in the service of the Government, he shall be
punishable with imprisonment for a term which shall not be less than three years but
which may extend to five years and with fine.

Explanation—For the purposes of this sub-section and section 20B, “booth

capturing” includes, among other things, all or any of the following activities, namely:—

(a) seizure of a Polling Station or a place fixed for the poll by any person or
persons making polling authorities surrender the ballot papers or voting machines
and doing of any other act which affects the orderly conduct of elections;

(b) taking possession of a Polling Station or a place fixed for the poll by any
person or persons and allowing only his or their own supporters to exercise their right
to vote and prevent others from free exercise of their right to vote];

(c) coercing or intimidating or threatening directly or indirectly any elector

and preventing him from going to the Polling Station or a place fixed for the poll to
cast his vote;

(d) seizure of a place for counting of votes by any person or persons, making
the counting authorities surrender the ballot papers or voting machines and the doing
of anything which affects the orderly counting of votes;

(e) doing by any person in the service of Government, of all or any of the
aforesaid activities or aiding or conniving at, any such activity in the furtherance of
the prospects of the election of a candidate.

(2) An offence punishable under sub-section (1) shall be cognizable.

135B. Grant of paid holiday to employees on the day of poll.—(1) Every person
employed in any business, trade, industrial undertaking or any other establishment
and entitled to vote at an election to the House of the People or the Legislative Assembly
of a State shall, on the day of poll, be granted a holiday.
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE REPRESENTATION OF THE PEOPLE ACT, 1951

(2) No deduction or abatement of the wages of any such person shall be made
on account of a holiday having been granted in accordance with sub-section (1) and
if such person is employed on the basis that he would not ordinarily receive wages
for such a day, he shall nonetheless be paid for such day the wages he would have
drawn had not a holiday been granted to him on that day.

(3) If an employer contrav enes the prov isions of sub-section (1) or

sub-section (2), then such employer shall be punishable with fine which may extend
to five hundred rupees.

(4) This section shall not apply to any elector whose absence may cause
danger or substantial loss in respect of the employment in which he is engaged.

135C. Liquor not to be sold, given or distributed on polling day.—(1) No

spirituous, fermented or intoxicating liquors or other substances of a like nature shall
be sold, given or distributed at a hotel, eating house, tavern, shop or any other place,
public or private, within a polling area during the period of forty- eight hours ending
with the hour fixed for the conclusion of the poll for any election in that polling area.

(2) Any person who contravenes the provisions of sub-section (1), shall be
punishable with imprisonment for a term which may extend to six months, or with fine
which may extend to two thousand rupees, or with both.

(3) Where a person is convicted of an offence under this section, the spirituous,
fermented or intoxicating liquors or other substances of a like nature found in his
possession shall be liable to confiscation and the same shall be disposed of in such
manner as may be prescribed.

136. Other offences and penalties therefore.—(1) A person shall be guilty

of an electoral offence if at any election he—

(a) fraudulently defaces or fraudulently destroys any nomination paper; or

(b) fraudulently defaces, destroys or removes any list, notice or other document
affixed by or under the authority of a returning officer; or

(c) fraudulently defaces or fraudulently destroys any ballot paper or the official
mark on any ballot paper or any declaration of identity or official envelop used in
connection with voting by postal ballot; or

(d) without due authority supplies any ballot paper to any person or receives
any ballot paper from any person or is in possession of any ballot paper; or

(e) fraudulently puts into any ballot box anything other than the ballot paper
which he is authorised by law to put in; or
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE REPRESENTATION OF THE PEOPLE ACT, 1951

(f) without due authority destroys, takes, opens or otherwise interferes with
any ballot box or ballot papers than in use for the purposes of the election; or

(g) fraudulently or without due authority, as the case may be, attempts to do
any of the foregoing acts or wilfully aids or abets the doing of any such acts.

(2) Any person guilty of an electoral offence under this section shall,—

(a) if he is a returning officer or an assistant returning officer or a Presiding

Officer at a Polling Station or any other officer or clerk employed on official duty in
connection with the election, be punishable with imprisonment for a term which may
extend to two years or with fine or with both;

(b) if he is any other person, be punishable with imprisonment for a term which
may extend to six months or with fine or with both.

(3) For the purposes of this section, a person shall be deemed to be on official
duty if his duty is to take part in the conduct of an election or part of an election
including the counting of votes or to be responsible after an election for the used
ballot papers and other documents in connection with such election, but the expression
“official duty” shall not include any duty imposed otherwise than by or under this Act
(4) An offence punishable under sub-section (2) shall be cognizable.

137. Prosecution regarding certain offences.—[Rep. by the Representation of

People (Amendment) Act, 1966 (47 of 1966), sec. 61 (w.e.f. 14-12-1966))

138. Amendment of Act 5 of 1898.—[Rep. by the Repealing and Amending Act,

1957 (36 of 1957), sec. 2 and the First Schedule (w.e.f. 17-9-1957))

***

319
Extracts of the Constitution of India

Appendix-D
HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE CONSTITUTION OF INDIA

APPENDIX-D
Extracts of the Constitution of India
PART-IX-A
THE MUNICIPALITIES

243P.-Defination.- In this Part, unless the context otherwise requires,—

(a) “Committee” means a Committee constituted under article 243S;

(b) “district” means a district in a State;

(c) “Metropolitan area” means an area having a population of ten lakhs or more,
comprised in one or more districts and consisting of two or more Municipalities
or Panchayats or other contiguous areas, specified by the Governor by public
notification to be a Metropolitan area for the purposes of this Part;

(d) “Municipal area” means the territorial area of a Municipality as is notified by

the Governor;

(e) “Municipality” means an institution of self government constituted under article

243Q;

(f) “Panchayat” means a Panchayat constituted under article 243B;

(g) “population” means the population as ascertained at the last preceding census
of which the relevant figures have been published.

243Q.-Constitution of Municipalities.-

(1) There shall be constituted in every State,—

(a) a Nagar Panchayat (by whatever name called) for a transitional area, that is
to say, an area in transition from a rural area to an urban area;

(b) a Municipal Council for a smaller urban area; and

(c) a Municipal Corporation for a larger urban area,

in accordance with the provisions of this Part:

Provided that a Municipality under this clause may not be constituted in such
urban area or part thereof as the Governor may, having regard to the size of
the area and the municipal services being provided or proposed to be provided
by an industrial establishment in that area and such other factors as he may
deem fit, by public notification, specify to be an industrial township.
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(2) In this article, “a transitional area”, “a smaller urban area” or “a larger

urban area” means such area as the Governor may, having regard to the population
of the area, the density of the population therein, the revenue generated for local
administration, the percentage of employment in non-agricultural activities, the
economic importance or such other factors as he may deem fit, specify by public
notification for the purposes of this Part.
243R.-Composition of Municipalities.(1) Save as provided in clause (2), all the seats
in a Municipality shall be filled by persons chosen by direct election from the territorial
constituencies in the Municipal area and for this purpose each Municipal area shall be
divided into territorial constituencies to be known as wards.
(2) The Legislature of a State may, by law, provide—
(a) for the representation in a Municipality of—
(i) persons having special knowledge or experience in Municipal administration;
(ii) the members of the House of the People and the members of the Legislative
Assembly of the State representing constituencies which comprise wholly
or partly the Municipal area;
(iii) the members of the Council of States and the members of the Legislative
Council of the State registered as electors within the Municipal area;
(iv) the Chairpersons of the Committees constituted under clause (5) of
article 243S:
Provided that the persons referred to in paragraph (i) shall not have the
right to vote in the meetings of the Municipality;
(b) the manner of election of the Chairperson of a Municipality.
243S.-Constitution and compostion of Wards Committees, etc.-
(1) There shall be constituted Wards Committees, consisting of one or more wards,
within the territorial area of a Municipality having a population of three lakhs or
more.

(2) The Legislature of a State may, by law, make provision with respect to—

(a) the composition and the territorial area of a Wards Committee;

(b) the manner in which the seats in a Wards Committee shall be filled.

(3) A member of a Municipality representing a ward within the territorial area of

the Wards Committee shall be a member of that Committee.

(4) Where a Wards Committee consists of—

(a) one ward, the member representing that ward in the Municipality; or

(b) two or more wards, one of the members representing such wards in the
Municipality elected by the members of the Wards Committee, shall be the
Chairperson of that Committee.
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(5) Nothing in this article shall be deemed to prevent the Legislature of a State
from making any provision for the constitution of Committees in addition to the Wards
Committees.

243T.-Reservation of Seats.-

(6) Nothing in this Part shall prevent the Legislature of a State from making any provision
for reservation of seats in any Municipality or offices of Chairpersons in the Municipalities
in favour of backward class of citizens.

243U.-Duration of Municipalities.-

(1) Every Municipality, unless sooner dissolved under any law for the time being in
force, shall continue for five years from the date appointed for its first meeting and no
longer: Provided that a Municipality shall be given a reasonable opportunity of being
heard before its dissolution.

(2) No amendment of any law for the time being in force shall have the effect of
causing dissolution of a Municipality at any level, which is functioning immediately
before such amendment, till the expiration of its duration specified in clause (1).

(3) An election to constitute a Municipality shall be completed,—

(a) before the expiry of its duration specified in clause (1);

(b) before the expiration of a period of six months from the date of its dissolution:
Provided that where the remainder of the period for which the dissolved Municipality
would have continued is less than six months, it shall not be necessary to hold any
election under this clause for constituting the Municipality for such period.

(4) A Municipality constituted upon the dissolution of a Municipality before the

expiration of its duration shall continue only for the remainder of the period for which
the dissolved Municipality would have continued under clause (1) had it not been so
dissolved.

243V. Disqualifications for membership.-

(1) A person shall be disqualified for being chosen as, and for being, a member of
a Municipality—
(a) if he is so disqualified by or under any law for the time being in force for the
purposes of elections to the Legislature of the State concerned: Provided that
no person shall be disqualified on the ground that he is less than twenty-five
years of age, if he has attained the age of twenty-one years;
(b) if he is so disqualified by or under any law made by the Legislature of the
State.
325
HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE CONSTITUTION OF INDIA

(2) If any question arises as to whether a member of a Municipality has become

subject to any of the disqualifications mentioned in clause (1), the question shall be
referred for the decision of such authority and in such manner as the Legislature of a
State may, by law, provide.

243-W. Powers, authority and responsibility of Municipalities, etc.-

Subject to the provisions of this Constitution, the Legislature of a State may,
by law, endow—
(a) the Municipalities with such powers and authority as may be necessary to
enable them to function as institutions of self-government and such law may contain
provisions for the devolution of powers and responsibilities upon Municipalities, subject to
such conditions as may be specified therein, with respect to—
(i) the preparation of plans for economic development and social justice;
(ii) the performance of functions and the implementation of schemes as may be
entrusted to them including those in relation to the matters listed in the Twelfth
Schedule;
(b) the Committees with such powers and authority as may be necessary to enable
them to carry out the responsibilities conferred upon them including those in
relation to the matters listed in the Twelfth Schedule.

243X. Power to impose taxes by, and Funds of, the Municipalities- The Legislature
of a State may, by law,—
(a) authorise a Municipality to levy, collect and appropriate such taxes, duties, tolls
and fees in accordance with such procedure and subject to such limits;
(b) assign to a Municipality such taxes, duties, tolls and fees levied and collected
by the State Government for such purposes and subject to such conditions and
limits;
(c) provide for making such grants-in-aid to the Municipalities from the Consolidated
Fund of the State; and
(d) provide for constitution of such Funds for crediting all moneys received, respectively,
by or on behalf of the Municipalities and also for the withdrawal of such moneys
therefrom, as may be specified in the law.

243Y.-Finance Commission.- (1) The Finance Commission constituted under article

243-I shall also review the financial position of the Municipalities and make
recommendations to the Governor as to—
(a) the principles which should govern—
(i) the distribution between the State and the Municipalities of the net proceeds of
the taxes, duties, tolls and fees leviable by the State, which may be divided
between them under this Part and the allocation between the Municipalities at all
levels of their respective shares of such proceeds;
326
HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE CONSTITUTION OF INDIA

(ii) the determination of the taxes, duties, tolls and fees which may be assigned
to, or appropriated by, the Municipalities;
(iii) the grants-in-aid to the Municipalities from the Consolidated Fund of the
State;
(b) the measures needed to improve the financial position of the Municipalities;
(c) any other matter referred to the Finance Commission by the Governor in the
interests of sound finance of the Municipalities.
(2) The Governor shall cause every recommendation made by the Commission under
this article together with an explanatory memorandum as to the action taken thereon
to be laid before the Legislature of the State.
243Z. Audit of accounts of Municipalities.-
(1) The superintendence, direction and control of the preparation of electoral rolls for,
and the conduct of, all elections to the Municipalities shall be vested in the State
Election Commission referred to in article 243K.
(2) Subject to the provisions of this Constitution, the Legislature of a State may, by
law, make provision with respect to all matters relating to, or in connection with,
elections to the Municipalities.

243ZB.–Application to Union Territories.-The provisions of this Part shall apply to

the Union territories and shall, in their application to a Union territory, have effect as
if the references to the Governor of a State were references to the Administrator of
the Union territory appointed under article 239 and references to the Legislature or
the Legislative Assembly ;
Provided that the President may, by public notification, direct that the provisions
of this Part shall apply to any Union territory or part thereof subject to such exceptions
and modifications as he may specify in the notification.
243ZC.-Part not to apply to certain areas.-
(1) Nothing in this Part shall apply to the Scheduled Areas referred to in clause
(1), and the tribal areas referred to in clause (2), of article 244.
(2) Nothing in this Part shall be construed to affect the functions and powers of the
Darjeeling Gorkha Hill Council constituted under any law for the time being in
force for the hill areas of the district of Darjeeling in the State of West Bengal.
(3) Notwithstanding anything in this Constitution, Parliament may, by law, extend
the provisions of this Part to the Scheduled Areas and the tribal areas referred
to in clause (1) subject to such exceptions and modifications as may be specified
in such law, and no such law shall be deemed to be an amendment of this
Constitution for the purposes of article 368.
243ZD.-Committee for district planning.-(1) There shall be constituted in every
State at the district level a District Planning Committee to consolidate the plans prepared
by the Panchayats and the Municipalities in the district and to prepare a draft
development plan for the district as a whole.
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE CONSTITUTION OF INDIA

(2) The Legislature of a State may, by law, make provision with respect to—

(a) the composition of the District Planning Committees;

(b) the manner in which the seats in such Committees shall be filled:

Provided that not less than four-fifths of the total number of members of such
Committee shall be elected by, and from amongst, the elected members of the
Panchayat at the district level and of the Municipalities in the district in proportion to
the ratio between the population of the rural areas and of the urban areas in the
district;

(c) the functions relating to district planning which may be assigned to such
Committees; (d) the manner in which the Chairpersons of such Committees
shall be chosen.

(3) Every District Planning Committee shall, in preparing the draft development
plan,—
(a) have regard to—
(i) matters of common interest between the Panchayats and the Municipalities
including spatial planning, sharing of water and other physical and natural
resources, the integrated development of infrastructure and environmental
conservation;

(ii) the extent and type of available resources whether financial or otherwise;

(b) consult such institutions and organisations as the Governor may, by order,
specify.

(4) The Chairperson of every District Planning Committee shall forward the
development plan, as recommended by such Committee, to the Government of
the State.
243ZE. Committee for Metropolitan planning.- (1) There shall be constituted in every
Metropolitan area a Metropolitan Planning Committee to prepare a draft development plan
for the Metropolitan area as a whole.

(2) The Legislature of a State may, by law, make provision with respect to—

(a) the composition of the Metropolitan Planning Committees;

(b) the manner in which the seats in such Committees shall be filled:

Provided that not less than two-thirds of the members of such Committee shall
be elected by, and from amongst, the elected members of the Municipalities and
Chairpersons of the Panchayats in the Metropolitan area in proportion to the ratio
between the population of the Municipalities and of the Panchayats in that area;
(c) the representation in such Committees of the Government of India and the
Government of the State and of such organisations and Institutions as may be
deemed necessary for carrying out the functions assigned to such Committees;
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HAND BOOK FOR ELECTION OFFICERS EXTRACTS OF THE CONSTITUTION OF INDIA

(d) the functions relating to planning and coordination for the Metropolitan area
which may be assigned to such Committees;

(e) the manner in which the Chairpersons of such Committees shall be chosen.
(3) Every Metropolitan Planning Committee shall, in preparing the draft development
plan,—
(a) have regard to—
(i) the plans prepared by the Municipalities and the Panchayats in the Metropolitan
area;
(ii) matters of common interest between the Municipalities and the Panchayats,
including co-ordinated spatial planning of the area, sharing of water and other
physical and natural resources, the integrated development of infrastructure
and environmental conservation;
(iii) the overall objectives and priorities set by the Government of India and the
Government of the State;
(iv) the extent and nature of investments likely to be made in the Metropolitan area
by agencies of the Government of India and of the Government of the State
and other available resources whether financial or otherwise;
(b) consult such institutions and organisations as the Governor may, by order,
specify.
(4) The Chairperson of every Metropolitan Planning Committee shall forward the
development plan, as recommended by such Committee, to the Government of the
State.
243ZF.-Continuance of existing laws and Municipalities.-

Notwithstanding anything in this Part, any provision of any law relating to

Municipalities in force in a State immediately before the commencement of the
Constitution (Seventy-fourth Amendment) Act, 1992, which is inconsistent with the
provisions of this Part, shall continue to be in force until amended or repealed by a
competent Legislature or other competent authority or until the expiration of one year
from such commencement, whichever is earlier:

Provided that all the Municipalities existing immediately before such

commencement shall continue till the expiration of their duration, unless sooner dissolved
by a resolution passed to that effect by the Legislative Assembly of that State or, in
the case of a State having a Legislative Council, by each House of the Legislature of
that State.
243ZG.- Bar to interference by Courts in electoral matters.-
Notwithstanding anything in this Constitution,—
(a) the validity of any law relating to the delimitation of constituencies or the allotment
of seats to such constituencies, made or purporting to be made under article
243ZA shall not be called in question in any court;
(b) no election to any Municipality shall be called in question except by an election
petition presented to such authority and in such manner as is provided for by
or under any law made by the Legislature of a State.]
329
Important Orders, Directions and
Instructions

Appendix-E
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

APPENDIX-E

Important Orders, Directions and Instructions

INDEX
Sl.No. Particulars of orders/instructions. Order/Letter No./Date. Page
A. Polling Station & Polling Materials.
1. Check Memo for supply of election materials to No.1522 Dated:26.03.2018 336
the Presiding Officer.
2. Revised Check Memo No.1482 Dated:22.03.2018 340
3. Procurement of Election materials. No.3135 Dated:25.05.2013 344
4. Procedure for finalisation of No.2104 Dated:17.4.2013. 345
Polling Station/Booth.
B. Appointment of Election Officer, Polling Personnel & Polling Agents.
1. Appointment of Presiding Officer & . No.1714 Dated:07.04.2018 348
Polling Officers
2. Appointment of Election Officers. No.1638 Dated:04.04.2018 351
3. Identity Proof/Photographs of Polling Agents. No.1149 Dated:27.02.2018 357
4. Appointment of Polling Agent. No.2195 Dated:30.05.2008 358
5. Appointment of Polling Agent. No.2197 Dated:30.05.2008 359
C. Nomination and Scrutiny
1. Filing of Affidavit by Candidate. No.3175 Dated:28.05.2013. 360
2. Scrutiny of Nomination - Rserved seats for No.3165 Dated:28.05.2013. 365
SC/ST/BCC
3. Filing of Caste Certificate with Nomination Form. No.1136 Dated:23.02.2013 366
4. Scrutiny of Nomination – Govt. dues of No.2290 Dated:2.6.2008 368
contesting candidates
D. Conduct of Poll
1. Conduct of Mock Poll Inst.No.14/2018 370
Date:5.4.2018
2. Attendance sheet for Polling Agents. Inst.No.13/2018 373
Date:5.4.2018
3. Declaration by companion of Blind or Infirm Voters. No.1517 375
Dated:26.03.2018
4. Return of sealed packets after poll. Inst.5/2018 378
Date:21.3.2018
5. Voting by a voter through Election Duty Inst.4/2018 381
Certificate (EDC) Date:21.3.2018
6. Use of Voter’s Slip. Inst.2/2018 384
Date:21.2.2018
7. Alternative documents in support of Identity. Inst.1/2018 386
Date:21.2.2018

8. Issue of form of Authorisation for EDC No.2279 Dated:2.6.2008 388

9. Use of EVMs in Municipal Election. No.4779 Dated:27.6.2007 390

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

E. Remuneration and Hire Charges Etc.

1. Remuneration to Polling & Counting Personnel. No.836 392
Dated:22.2.2018
2. Remuneration to Police Personnel. No.832 395
Dated:22.2.2018
3. Requisition charges to Private Vehicle. No.3550 398
Dated:21.6.2013
4. Allotment of Funds. No.3172 400
Dated:28.5.2008
5. Regarding Receipt Head. F.D.No.32022/7.8.97 401

F. Reports on Election.
1. Transmission of Results. Inst.11/2018 402
Date:3.4.2018
2. Report on Election. No.3159 403
Dated:28.5.2013
3. Message to Election Commission. No.3158 406
Dated:28.5.2013.

G. Election to Chairperson/ Vice Chairperson & Mayor/Deputy Mayor.

1. Issue of Notice to attend meeting for election of No.2201 407
Chairperson/Vice Chairperson. Date:30.05.2008
2. Issue of Notice to attend meeting for election of No.2199 410
Mayor/Deputy Mayor. Date:30.05.2008
3. Form of Nomination for election of Chairperson/ No.2205 . 413
Vice Chairperson & Mayor/Deputy Mayor. Date:30.05.2008
4. Form of Declaration of result of election of No.2203 415
Chairperson/ Vice-Chairperson. Date:30.05.2008
5. Form of Declaration of result of election of No.2207 417
Mayor/Deputy Mayor. Date:30.05.2008

H. Maintenance of Election Expenditure by candidates.

1. Lodging of Accounts of Election Expenditure by No.2267 419
candidates for Councillor. Date:02.06.2008
2. Lodging of Accounts of Election Expenditure by No.2263 422
candidates for Corporator. Date:02.06.2008
3. Maintenance of Accounts of Election Expenditure No.2275 425
by candidates for Councillor. Date:02.06.2008
4. Maintenance of Accounts of Election Expenditure No.2271 428
by candidates for Corporator. Date:02.06.2008

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

I. Miscellaneous.
1. Printing of Electoral Roll Inst.No.10/2018 431
Date:2.4.2018
2. Election to Chairperson/Vice Chairperson of Inst.No.9/2018 443
Attabira/Hindol NAC. Date:29.3.2018
3. Secretarial Assistance to Election Officers. No.3136 446
Dated:25.5.2013.
4. Applicability of 74th Amendment to the No.2899 447
Schedule Areas. Dated:3.7.2008.
5. Applicability of Municipal Act to . H&UD Notification 449
Scheduled Areas No.932 Dated:14.8.95
6. Manner of writing the names of the candidates in No.2209 451
the Voting Paper for election of Chairperson and Dated:30.5.2008
Vice-Chairperson.
7. Status of Councillor H&UD Notification 452
No.15201
Dated:30.5.2008
8. Issue of certified copy of the documents. No.2213 453
Dated:30.5.2008

9. Restrictions on presence of Political No.2756 454

functionaries in the Constitution after the Date:21.05.2015
campaign period is over.

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION No. 8/2018

ELECTION URGENT
BY FAX/E-MAIL
STATE ELECTION COMMISSION,ODISHA,
TOSHALI BHAWAN, B-2, 1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-Mail ID - [email protected]
***

No. Ele(ML)-16/2018-1522/SEC., Date: 26.08.2018

From

Shri R.N. Sahu, OAS(SAG)

Secretary.
To

All District Magistrates.

Sub:- Revised Check Memo showing supply of election materials to the Presiding
Officers.

Ref:- Commission’s Letter No.1482/SEC., Dated 22.03.2018

Madam/Sir,

In inviting a reference to the Commission’s letter referred to above, I am

directed to say that the Check Memo has been slightly further revised with insertion
of Serial Number 29 and modification under Serial Number 30(i) under the section
‘covers’.
A sample Check Memo as modified is enclosed for your reference and the
same may be handed over to the Presiding Officers during training and in the trunk
carrying election materials.
Yours faithfully,
Sd/-
Secretary

Memo No.1523/SEC.,Date:26.03.2018

Copy forwarded to all Municipal Commissioners/Executive Officers/Election

Officer, Attabira/ Hindol NAC for information and necessary action.
Sd/-
Secretary

Memo No.1524/SEC.,Date:26.03.2018

Copy forwarded to OSD to Commissioner for kind information of the

Commissioner/All Offices for information and necessary action.
Sd/-
Secretary
336
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

CHECK MEMO
LIST OF MATERIALS TO BE SUPPLIED FOR EACH BOOTH FOR MUNICIPAL
ELECTION WHERE ELECTRONIC VOTING MACHINE IS USED

Sl.No. Item No./Quantity

Non-Consumables.
1. Control Unit 1
2. Ballot Unit(s) 1 or 2 (Depending upon
the noof candidates
3. Metal trunk 1
4. Screen for voting compartment 1
5. Lantern 1
6. Kerosene Oil container 1
7. Metal rule 1
8. Indelible Ink 4 phials (5 ml)
9. Empty cigarette tin 1
10. Lock and key 1
11. Seals
(a) Distinguishing mark seal 1
(b) Metal Seal for Presiding Officer 1
(c) Rubber Seal for Presiding Officer 1
(d) Cross mark Rubber Seal 1
12. Consumables:
(i) Copying Pencil 2
(ii) Self inking pad 2
(iii) Ball pen refill 2
(iv) A 4 size paper 4
(v) Pin (Small packet) 1
(vi) Candle 2
(vii) Sealing Wax 5
(viii) Match Box 1
(ix) Blade 1
(x) Carbon paper 3
(xi) Rubber bands 20
(xii) Thin twine thread 2 metres
(xiii) Cloth for cleaning finger of voters ½ metre
(xiv) Gum paste 1 bottle(100 ml)
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

13 Forms etc.
(i) Final list of contesting candidates 1
(ii) Electoral Roll of concerned Booth 3 copies
(For use as Marked copy, display at Polling
Booth and
reference of 1st Polling Officer)
(iii) Register of voters 1
(iv) Voters slip Equal to the no. of
electors in the booth
(v) Ballot Paper (For Tender Votes) 15
(vi) Account of votes recorded 10
(vii) Address tag for Control Unit 4
(viii) Address Tag for Ballot Unit 4
(ix) Special Tag 4
(x) Green Paper Seals for EVM 4
(xi) Strip Seal 4
(xii) Presiding Officer’s Diary 2
(xiii) Form for Attendance Sheet for Polling Agents 2
(xiv) Form for Declaration by Presiding Officer 2
(xv) Form for Declaration of Personation 5
(xvi) Form for list of challenged votes 2
(xvii) Receipt book for deposit of challenged fee 1 book
(xviii) List of Tender Votes 2
(xix) List of Blind and Infirm voters 2
(xx) Form for Declaration by the Companion of
Blind & Infirm Voters 10
14 Covers:
(i) Big Pink Cover for Statutory Papers Packet-I 1
(ii) Big Yellow Cover for Non-statutory Packet-II 1
(iii) Big Blue Cover for Misc. Items Packet-III 1
(iv) Marked copy of Electoral Roll 1
(v) Other copies of Electoral Roll 1
(vi) Declaration by Presiding Officer 1
(vii) List of Challenged votes 1
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

(viii) Tender Votes 15

(ix) Big Cover to contain Tender Ballot Papers 1
(x) List of Tendered Voters 1
(xi) List of Blind and Infirm voters along with
Declaration(s) 1
(xii) Appointment letters of Polling Agents along with 1
Attendance Sheet
(xiii) Presiding Officers diary and any other report 1
(xiv) Small Cover to contain each EDC Votes along with 15
form of authorisation
(xv) Big Cover to contain small cover of EDC Votes 1
(xvi) Receipt book for challenged fee 1
(xvii) Account of Votes recorded 1
(xviii) Big cover for Register of voters 1
(xix) Unused Tender Ballot Papers 3
(xx) Unused and damaged Paper seal/Strip seal 1
(xxi) Used/unused Voter’s slip. 1
(xxii) Any other paper that SEC or Election Officer has 1
directed to keep in a sealed packet
15 Labels:
(a) [ÿçÌ•ç æoÁÿ 2
(b) {µÿæs’ÿæ[ÿ {ä†ÿ÷ 2
(c) ¨÷†ÿêäæ ×æ[ÿ (¨ëÀÿëÌ) 1
(d) ¨÷†ÿêäæ ×æ[ÿ (þÜÿçÁÿæ) 1
(e) ¨÷{¯ÿÉ 1
(f) ¨÷×æ[ÿ 1
(g) {µÿæs’ÿæ[ÿ Lÿä 1
(h) {¨æàÿçó F{f+ 1
(i) ¨÷fç æBxÿçó AüÿçÓÀÿ 1
(j) {¨æàÿçó AüÿçÓÀÿ-1 1
(k) {¨æàÿçó AüÿçÓÀÿ-2 1
(l) {¨æàÿçó AüÿçÓÀÿ-3 1

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ELECTION URGENT
INSTRUCTION No. 6/2018 BY FAX/E-MAIL

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No. Ele (ML)16/2018/1482/SEC. Date: 22.3.18

From
Shri R.N. Sahu, OAS (SAG)
Secretary.
To
All District Magistrates.

Sub: Revised Check Memo showing supply of election materials to the

Presiding Officers.

Madam/Sir,
In inviting a reference to the aforesaid subject, I am directed to say that the
State Election Commission has revised the Check Memo basing on the introduction
of some new covers which is enclosed for your reference. Accordingly the Presiding
Officer will put the papers in the specified Covers. The Election Officer shall arrange
to supply the consumable, non-consumable election materials to the Presiding Officers
on the date of dispatch of the Polling Parties to their respective Polling Stations as per
the above Check Memo.

The Presiding Officer before proceeding to the Polling Station shall check
the election materials supplied to him as per Check Memo.

A copy of the instruction shall be handed over to the Presiding Officers

during training and in the trunk carrying election materials.
Yours faithfully,
Sd/-
Secretary
Memo No. 1483/SEC., Date: 22.3.2018
Copy forwarded to all Municipal Commissioners / Executive Officers/
Election Officer, Attabira/ Hindol NAC for information and necessary action.

Sd/-
Secretary
Memo No. 1484/SEC., Date: 22.3.2018
Copy forwarded to O.S.D. to Commissioner for kind information of the
Commissioner/All Officers for information and necessary action.
Sd/-
Secretary
340
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

CHECK MEMO
LIST OF MATERIALS TO BE SUPPLIED FOR EACH BOOTH FOR MUNICIPAL
ELECTION WHERE ELECTRONIC VOTING MACHINE IS USED

Sl.No. Item No./Quantity

Non-Consumables.
1. Control Unit 1
2. Ballot Unit(s) 1 (Depending upon
the no of candidates
3. Metal trunk 1
4. Screen for voting compartment 1
5. Lantern 1
6. Kerosene Oil container 1
7. Metal rule 1
8. Indelible Ink 4 phials (5 ml)
9. Empty cigarette tin 1
10. Lock and key 1
11. Seals
(a) Distinguishing mark seal 1
(b) Metal Seal for Presiding Officer 1
(c) Rubber Seal for Presiding Officer 1
(d) Cross mark Rubber Seal 1
12. Consumables:
(i) Copying Pencil 2
(ii) Self inking pad 2
(iii) Ball pen refill 2
(iv) A 4 size paper 4 pieces
(v) Pin (Small packet) 1
(vi) Thin twine thread 2
(vii) Candle 2 pieces
(viii) Sealing Wax 10 pieces
(ix) Gum paste 1 bottle
(x) Match Box 1
(xi) Blade 1
(xii) Cloth for cleaning finger of voters ½ metre

(xiii) Carbon paper 4 sheets

(xiv) Rubber bands 20 pieces
341
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Forms etc.
13. Final list of contesting candidates 1
14. Electoral Roll of concerned Booth 3 copies
(For use as Marked copy, display at Polling
Booth and
reference of 1st Polling Officer)
15. Register of voters 1
16. Voters slip Depending upon the no.
of electors
17. Ballot Paper (For Tender Votes) 15
18. Account of votes recorded 10
19. Address tag for Control Unit 4
20. Address Tag for Ballot Unit 4
21. Special Tag 4
22. Green Paper Seals for EVM 4
23. Strip Seal 4
24. Presiding Officer’s Diary 2
25. Form for list of challenged votes 2
26. Receipt book for deposit of challenged fee 1 book
27. List of Tender Votes 2
28. List of Blind and Infirm voters 2
29. Covers:
(a) Big Pink Cover for Statutory Papers Packet-I 1
(b) Big Yellow Cover for Non-statutory Packet-II 1
(c) Big Blue Cover for Misc. Items Packet-III 1
(d) Marked copy of Electoral Roll 1
(e) Other copies of Electoral Roll 1
(f) List of Challenged votes 1
(g) Tender Votes 15
(h) List of Tendered Voters 1
(i) List of Blind and Infirm voters 1
(j) Appointment letters of Polling Agents 1
(k) Presiding Officers diary and any other report 1
(l) Small Cover to contain each EDC Ballot Paper 15
342
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

(m) Big Cover to contain small cover of EDC Votes 1

(n) Receipt book for challenged fee 1
(o) Account of Votes recorded 1
(p) Big cover for Register of voters 1
(q) Unused Tender Ballot Papers 3
(r) Unused and damaged Paper seal/Strip seal 1
(s) Used/unused Voter’s slip. 1
(t) Any other paper that SEC or Election Officer has 1
directed to keep in a sealed packet
30 Labels:
(a) [ÿçÌ•ç æoÁÿ 2
(b) {µÿæs’ÿæ[ÿ {ä†ÿ÷ 2
(c) ¨÷†ÿêäæ ×æ[ÿ (¨ëÀÿëÌ) 1
(d) ¨÷†ÿêäæ ×æ[ÿ (þÜÿçÁÿæ) 1
(e) ¨÷{¯ÿÉ 1
(f) ¨÷×æ[ÿ 1
(g) {µÿæs’ÿæ[ÿ Lÿä 1
(h) {¨æàÿçó F{f+ 1
(i) ¨÷fç æBxÿçó AüÿçÓÀÿ 1
(j) {¨æàÿçó AüÿçÓÀÿ-1 1
(k) {¨æàÿçó AüÿçÓÀÿ-2 1
(l) {¨æàÿçó AüÿçÓÀÿ-3 1

343
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No.Ele(ML)32/2013/3135/SEC ., Date 25th May,2013

From
Shri R.N. Sahu,
Special Secretary.

To
All District Magistrates.

Sub : Procurement of Election materials for use in the ensuing General Elections
to ULBs - 2013.

Madam/Sir,

I am directed to say that each polling party will have to be supplied with a
number of election materials for use during the ensuing General Election to
ULBs.-2013. The forms, envelopes, labels, indilible ink and different types of seals
will be supplied from the Commission’s end. The non-consumable items i.e. metal
trunk, screen for voting compartment, lantern, Kerosene Oil container, Empty cigarette
tin and lock and key etc. already available with the District Panchayat Officers will
have to be utilized for the General Election to ULBs-2013. Some consumable materials
may have to be purchased at your level for which Commission will place funds in due
course. Arrangement may be made to* collect the above non-consumable materials
in time available with the District Panchayat Officer.

2. It may be possible that some materials which were purchased during the
last Municipal Election are still available with you. Those materials may be used.

3. Strict economy should be observed in procuring the election materials.

Financial Rules and Regulations should be scrupulously followed for the purpose.

4. Procurement of election materials by any Officer other than District

Magistrate is not permitted.

Yours faithfully
R.N. Sahu
Secretary

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STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No, Ele. (ML) 57/2013/2104/SEC., dated the 17th April 2013

From

D. Satpathy, I.A.S.,
Secretary,
To
All District Magistrates.
Sub : Procedure for finalisation of Polling Station/Booth for
General Elections to Urban Local Bodies.

Madam/Sir,

I am directed to say that Rule 36 of the Odisha Municipal (Delimitation of

Wards, Reservation of Seats and Conduct of Election) Rules, 1994 & Rules 35 of
Odisha Municipal Corporation (Division of City into Wards, Reservation of Seats and
Conduct of Election Rules, 2003) provides that the Election Officer of every Municipality
shall, with the previous approval of the Election Commission, provide sufficient number
of Polling Stations for each Ward and shall publish in such manner as the Election
Commission may direct, a list showing the Polling Stations so provided and the polling
areas for which they have been provided. After the final publication of the Electoral
Roll the Electors will be split up Polling Station/booth-wise. The State Election
Commission directs that the following procedure shall be adopted in finalisation of the
Polling Station/booth.

1. One Polling booth shall be provided for a well defined polling area covering
on an average of 1,000 electors, as far as practicable. In case the number of voters
in a proposed booth exceeds 1,200 there should be one more booth equally distributing
the voters as far as possible.

2. The Polling Station should be carefully selected in advance and to the extent
possible, they may be located more or less in permanent public buildings.

3.The polling booths should not be located in the premises of police stations,
hospitals and religious institutions.

4. There can be more than one booth in one Polling Station. But, there must be
separate waiting area, entrance and exit for each such booth.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

5. The Polling Stations should ordinarily be located in Government or Government

aided schools and other Government or semi-Government institutions as the furniture
and equipments required for the poll would be available there and be made use of
without any extra expenditure. Private club shall not be taken for location of booths
even though the club buildings are used for public purposes.

6. The location of polling booths in community centers shall be avoided

7. The location of Polling Stations in private buildings or premises should be

avoided

8. Where no suitable public building is available, Polling Stations may be located

in temporary structures. But this should be avoided as it is not safe in rain, fire, etc.
only in exceptional cases when there is no other alternative such a recourse may be
taken to.

9. The location of the polling booth thus worked out, the polling area it covers
and the serial number of the voters of a Ward who are allotted to such booth for voting
should be published in draft in the form prescribed by the Commission (copy enclosed.)
by affixing the same at a conspicuous place of the Ward, the noticeboard of the
NAC/ Municipality/Corporation concerned and in the noticeboard of the Election
Officer.

10. Three days’notice shall be given to the public for filing of objections, if any,
and to offer their suggestions on the location of the Polling Station(s)/booth(s).

11. The draft list of Polling Stations shall also be discussed with the
representatives of the recognized political parties.

12. After taking into consideration the objections and suggestions received
from the public and the political parties, the Election Officer shall draw the list of
Polling Stations and booths and submit the same to the State Election Commission for
approval.

13. The Polling Stations and booths approved by the Commission shall be final
for the Urban Local Body and can not be altered without approval of the Commission.
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14. The approved list of Polling Stations/booths shall then be cyclostyled in the
form prescribed at Para. 9 above and copies be given to the local representatives of
the each recognized political parties free of cost. A copy of the list of Polling Stations
shall be forwarded by the Election Officer to the State Election Commission for record.

15. After the Polling Station/polling booth are finalized, the Electroal Roll of
each NAC/ Municipality/Corporation be printed boothwise.

Yours faithfully
D. SATPATHY
Secretary

Memo. No. 2105/SEC., dated the 17th April 2013

Copy forwarded to the Principal Secretary to Government, Housing & Urban

Development Department for information and necessary action.

Sd/-

Special Secretary

Memo. No. 2106/SEC., dated the 17th April 2013

Copy forwarded to all Election Officers for information and necessary

action
Sd/-
Special Secretary

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ELECTION URGENT
INSTRCUTION No. 15/2018
BY FAX/E-MAIL

STATE ELECTION COMMISSION,ODISHA,

TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANEWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No.1714 /SEC., Date: 07.04.2018

Ele (Ml)16/2018
From
Shri R.N. Sahu, OAS (SAG)
Secretary.

To

All District magistrates.

Sub: General Election to ULBs, 2018 –

Appointment of Presiding Officer and Polling Officers.

Madam/Sir,

In inviting a reference to the subject cited above, I am directed to say that

as per Rule 35 of the Odisha Municipal (Delimitation of Wards, Reservation of Seats
and Conduct of Election) Rules, 1994 and Rule 34 of the Odisha Municipal Corporation
(Division of City into Wards, Reservation of Seats and Conduct of Election) Rules,
2003, the Election Officer shall appoint one Presiding Officer and one or more Polling
Offices for each Polling Station. The Commission has decided that a polling party will
consist of one Presiding Officer and three Polling Officers including one Group – D
employee apart from the police personnel to be attached to the polling party. However,
the Commission lays down the following guidelines for selection of the polling personnel:

(a) Presiding Officer and Polling Officers are to be classified on the basis of
scale of pay and their post and rank. As far as practicable, Gazette Officers
will be deployed as Presiding Officers and failing that Officials who are working
in supervisory capacity only should be deployed as Presiding Officer. The
Presiding Officer should be of higher scale/grade in comparison to the other
Polling Officers of that polling party.
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(b) A person having residence in a particular ward shall not be assigned polling
duties in any of the Polling Station of that Ward.
(c) A polling party should not have more than one personnel from the same
office.
(d) A polling party should not have more than one personnel having residence in
the same Ward.
(e) No employee of the Municipality shall be appointed as a Presiding Officer or
Polling Officer. No judicial or Police Officer shall be appointed as Presiding
Officer or Polling Officer.
(f) No casual (NMR, DLR type) employee can be assigned polling duties.

The Commission further directs that the Election Officer shall take steps to
constitute the polling team so that the formation of polling team will be ready at least
thirty days before the date of actual poll. The Election Officer shall requisition the
employees of different offices in the following format before formation of polling team.

Name of the Office with location ___________________

Sl. Name of Designation Scale of Pay Residential REMARKS

No. Employee Address with
Ward No.

1 2 3 4 5 6

In order to ensure uniformity the Commission has prescribed a form for

such purpose (copy enclosed). The Election Officer should ensure that the appointment
order must be served to the officers appointed for the purpose in a proper manner.
He shall obtain signature of the persons drafted for the polling duty in the duplicate
form.
This instruction supersedes Commission’s letter No.3161 dtd.28.05.2013.

Yours faithfully
Sd/-
Secretary
Memo No1715/SEC., Dated 07.04.2018
Copy forwarded to All Municipal Commissioners/All Executive Officers for
information and necessary action.
Sd/-
Secretary
Memo No1716/SEC., Dated 07.04.2018
Copy forwarded to OSD to State Election Commissioner for kind
information of Commissioner/All Officers for information and necessary action.
Sd/-
Secretary

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ORDER OF THE APPOINTMENT OF PRESIDING OFFICERS &

POLLING OFFICERS
(Prescribed by the Election Commission)
(General Election to ______________
NAC/Municipality/Corporation)

In pursuance of **Rule 35 of Odisha Municipal (Delimitation of Wards,

Reservation of Seats and Conduct of Election) rules, 1994 and Rule 34 of Odisha
Municipal Corporation (Division of City into Wards, Reservation of Seats and Conduct
of Election) Rules, 2003, I hereby appoint the officers specified in Column (3) & (4)
of the table below as Presiding Officer/Polling Officer for the booth specified in Column
(2).
In pursuance of the direction of the State Election Commission, the officer
mentioned in Column (3) of the table will be designated as Presiding Officer and
perform the duties as prescribed in the said Rules. The other Polling Officers mentioned
in Column (4) of the table would perform their duties as are assigned to them by the
said Rules, the State Election Commission, Election Officer and Presiding Officer.

Ward No. Polling Station Name & Name & Remarks

No. & Name with Designation of Designation of the
complete Presiding Officer other Polling
particulars of its Officers
location
1 2 3 4 5
1.
2.
3.

The training of Presiding Officer and 1st Polling Officer will be held at ____ (hours)
on __________ (date) in ___________(place).
The poll will be taken on _____ (date) between _____hours and _______hours.
The Presiding Off icer should arrange to collect the polling materials on
___________(date) from ___________.
(Full address of the place)
and after the poll, those should be returned to the collecting centre at
________________________________________ .
(Full address of the place)
Place __________
Date ____________ Signature of the Election Officer of
NAC/Municipality/Municipal Corporation
** Strike out which is not applicable.
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ELECTION URGENT
BY FAX/E-MAIL
INSTRUCTION No. 12/18

STATE ELECTION COMMISSION,ODISHA,

TOSHALI BHAWAN, 1ST FLOOR,BLOCK-B2,SATYANAGAR
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No. 1638__________________/SEC., Date: 04.04.2018

Ele. (ML) 38/18
From

Shri R.N. Sahu, OAS (SAG),

Secretary.

To
All District Magistrates.

Sub: General Elections to Urban Local Bodies, 2018 —

Appointment of Election Officers.

Madam/Sir,

I am directed to invite a reference to the provisions of Rule 2 (e) of the Odisha

Municipal (Delimitation of Wards, Reservation of Seats and Conduct of Elections)
Rules, 1994 and Rule 2 (h) of Odisha Municipal Corporation (Division of City into
Wards, Reservation of Seats and Conduct of Election) Rules, 2003 and to state that
in pursuance of the said Rules the State Election Commission has been pleased
to appoint the District Magistrate of the District as Election Officer and has
directed that she/he shall remain in overall charge of the supervision of
preparation of Electoral Roll and conduct of elections to the Corporations/
Municipalities/NACs in the district in accordance with the provisions of Odisha
Municipal/Corporation Act and Rules framed there under and the directions issued
by the State Election Commission in this behalf.

2. It may be necessary to use the services of other Officers to assist the

District Magistrate in the conduct of Municipal Elections. These Officers too will
need to be appointed by the Commission as Election Officers to perform the
duties of Election Officers for the purpose of preparation and printing of Electoral
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Roll, selection of Polling Stations, receipt of nominations and scrutiny thereof,

appointment of Polling and Counting Personnel, conduct of elections, counting of
votes and declaration of results in respect of each Corporation/ Municipality/NAC in
the concerned district under leadership and supervision of District Magistrate.

The said Officer should preferably be location-specific having her/his

headquarters in the said Municipal area or in the immediate vicinity.

The State Election Commission has, therefore, been pleased to direct that
names of responsible and experienced OAS Officers as follows preferably having
past experience in conducting elections to Local Bodies may be furnished to
the Commission for their appointment as Election Officer.

Sl. No. Particulars Category of officers Remarks

1. NAC Tahasildar/Additional
Tahasildar/ Deputy
Collector
2. Municipality Sub-Collector or other For bigger Municipality
similar rank Officer like Puri, Balasore the
name of ADM may be
recommended
3. Corporation Additional District
Magistrate or other
similar rank Officer

You are requested to carefully assess the quality of all the Officers at your
disposal, taking into account the size and importance of the Municipality and the
co-terminability of the headquarters of the Officer proposed and the Municipality
while furnishing your recommendation for appointment as Election Officers. Their
conduct in the previous General Elections to the Legislative Assembly and
Parliament as well as PRI bodies may be taken into consideration before
recommendation.
In Corporations and big Municipalities there may be necessity of appointment
of more than one Election Officer only for limited purposes of hearing of objections,
causing enquiry to the claims and objections, receipt of nominations, and scrutiny of
nominations etc. In that case names of more than one Election Officer may be
recommended for appointment of Election Officer to the Commission.

A list of Corporations/Municipalities/NACs due to go to polls on completion of

their present term in during 2018-19 is enclosed for ready reference.

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

3. The Commission contemplates to very shortly undertake preparation

of Ward wise Electoral Rolls for the above purposes. You are, therefore, requested
to furnish the names of Officers along with their designation, contact number and
e-mail ID to be appointed as Election Officers for Corporation/ Municipality/
N.A.C.-wise by 20th April 2018 positively.

Yours faithfully
Sd/-
Secretary
Memo. No.1639/SEC, dated 04.04.2018

Copy forwarded to Commissioner-cum-Secretary to Government, Housing

and Urban Development Department for information.

Sd/-
Secretary

Memo. No.1639/SEC, dated 04.04.2018

Copy forwarded to OSD to State Election Commissioner for kind information of

the Commissioner/All Officers for information and necessary action.

Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ANNEXURE

Sl.No. Name of the District Sl.No. Name of the Urban Local Bodies
1 Angul 1 Angul Municipality
2 Athamalick N.A.C.
3 Talcher Municipality
2 Bolangir 4 Patnagarh N.A.C.
5 Kantabanjhi N A C.
3 Balasore 6 Balasore Municipality
7 Jaleswar Municipality
8 Soro Municipality
9 Nilagiri N A C
4 Bargarh 10 Bargarh Municipality
11 Barpali N.A.C.
12 Padmapur N.A.C.
5 Bhadrak 13 Basudevpur Municipality
14 Bhadrak Municipality
6 Boudh 15 Boudhgarh N.A.C
7 Cuttack 16 Athagarh N.A.C
17 Banki NAC
18 Choudwar Municipality
8 Deogarh 19 Deogarh Municipality
9 Dhenkanal 20 Dhenkanal Municipality
21 Bhuban N.A.C
22 Kamakhyanagar NAC
10 Gajapati 23 Kasinagar N A C
24 Paralakhemundi Municipality
11 Ganjam 25 Chikiti N A C
26 Digapahandi N.A.C.
27 Gopalpur NAC
28 Aska N.A.C.
29 Belguntha N.A.C
30 Bhanjanagar N A C
31 Buguda N.A.C.
32 Soroda N.A.C
33 Chhatrapur N.A.C.
34 Ganjam N.A.C.
35 Hinjicut NAC
36 Kabisuryanagar NAC
37 Khalikot N.A.C.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

38 Kodala N.A.C
39 Polsara N.A.C.
40 Purusottampur NAC
41 Rambha N.A.C.
12 Jagatsinghpur 42 Jagatsinghpur Municipality
13 Jajpur 43 Vyasanagar Municipality
44 Jajpur Municipality
14 Jharsuguda 45 Brajarajnagar Municipality
46 Jharsuguda Municipality
15 Kalahandi 47 Bhawanipatna Municipality
48 Kesinga N.A.C.
49 Junagarh N.A.C.
16 Kandhamal 50 G.Udayagiri N.A.C.
51 Phulbani Municipality
17 Kendrapada 52 Pattamundai Municipality
18 Keonjhar 53 Anandapur Municipality
54 Barbil Municipality
55 Joda Municipality
56 Keonjhargarh Municipality
19 Khurda 57 Jatni Municipality
58 Balugaon N.A.C
59 Banapur N A C
60 Khurda Municipality
20 Koraput 61 Kotpad N A C.
62 Jeypur Municipality
63 Koraput Municipality
21 Malkangiri 64 Malkangiri Municipality
22 Mayurbhanj 65 Rairangpur Municipality
66 Baripada Municipality
67 Udala N A C.
68 Karanjia N A C
23 Nawarangpur 69 Nawarangpur Municipality
70 Umarkot Municipality
24 Nayagarh 71 Khandapada N.A.C
72 Nayagarh N.A.C
25 Nuapada 73 Khariar Road N A C
74 Khariar N.A.C.
26 Puri 75 Konark N.A.C.
76 Nimapada N.A.C.

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

77 Pipili N A C.
78 Puri Municipality
27 Rayagada 79 Gudari N.A.C
80 Gunupur NAC
81 Rayagada Municipality
28 Sambalpur 82 Kuchinda N A C
29 Subarnapur 83 Binka NAC
84 Sonepur Municipality.
85 Tarbha N.A.C.
30 Sundargarh 86 Biramitrapur Municipality
87 Rajgangapur Municipality
88 Sundergarh Municipality

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION No. 3/2018

ELECTION URGENT
BY FAX E-MAIL

STATE ELECTION COMMISSION,ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-Mail ID - [email protected]
***
No. Ele(ML)- 01/2018- 1149 /SEC., Date: 27.02.18
From
Shri R.N. Sahu, OAS(SAG)
Secretary.
To
All District Magistrates.
Sub:- Appointment of Polling Agent during poll and counting in the ensuing Municipal
Elections – Submission of Identity Proof/Photographs.
Ref:- Commission’s letter No.2195 dated 30.05.2008.
Madam/Sir,
I am directed to say that the Commission vide the letter referred to above
have issued guidelines to be followed for appointment of Polling Agents/Counting
Agents on the day of poll / counting. The said letter is silent regarding the identification
of the Polling/Counting Agent. In this regard, the Commission directs as follows:

Polling Agent:
Apart from other conditions laid down in the letter referred to above, the
Polling Agents must have Electoral Photo Identity Card (EPIC) or any other alternate
documents prescribed by the Commission vide Order No. 817 dated 21.02.2018.
Counting Agent:

Counting Agents are required to submit Passport size photograph in duplicate

before the Election Officer before 5.00 PM of the date immediately preceding a date
fixed for entry into counting hall.

All other terms and conditions in the Commission’s letter referred to above
remain unchanged.
Yours faithfully,

Sd/-
Secretary
Memo No.1150 /SEC., Date: 27.02.18
Copy forwarded to all Election Officers/All Executive Officers of ULBs/All
Political Parties for information and necessary action.
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR
No. Ele-MI-2195, dated the 30th May 2008
From
Shri F. C. Satapathy,
Secretary.
To
All District Magistrates.

Sub: Appointment of Polling Agent during poll and counting in the ensuing Municipal
Elections.

Madam/Sir,

I am directed to say that as per the definition contained in Rule 2(h) of Orissa
Municipal (Delimitation of Wards, Reservation of seats and Conduct of Elections)
Rules, 1994, Polling Agent means a person duly authorized by a contesting candidate
for whom votes are polled during the election in respect of one or more Polling
Stations or places specified for counting of votes. A candidate can appoint the polling
agent with the prior approval of the Election Officer. Similarly, a candidate can also
appoint one representative to be present at the time of counting of votes under Rule
58 of the said Rules. With the prior approval of Election Officer, No form of appointment
of Polling Agent/Counting Agent has, however, been prescribed in the Rules for the
purpose.
In order to ensure uniformity, the State Election Commission has prescribed a
form for the purpose, a copy of which is enclosed. The said form shall be submitted
in duplicate duly filled in by the candidate to the Election Officer concerned before 5
P.M. of the date immediately preceding the date fixed for poll or counting, as the case
may be. One copy of the form will be retained in the Election Officer’s office and the
second copy shall be given to the candidate or his Polling Agent or Counting Agent.
The Election Officer must ensure that the candidate/Polling Agent/ Counting Agent
should sign in full on the form prescribed by the Commission. The appointment order
shall be presented by the polling agent to the Presiding Officer concerned at the
booth/counting hall.

Yours faithfully
Secretary

Memo No. 2196-SEC., dated the 30th May 2008

Copy with enclosure forwarded to all Election Officers/AII Executive Officers

of ULBs./ All Political Parties for information and necessary action.
Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR

No. Ele-MI-2197, dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary.
To
The District Magistrate
Khurda/Cuttack/Ganjam.

Sub : Appointment of Polling Agent during poll and counting in the ensuing Municipal
Corporation Elections.

Madam/Sir,

I am directed to say that as per the definition contained in Rule 2(i) of Orissa
Municipal Corporation (Division of City into Wards, Reservation of seats and Conduct
of Elections) Rules, 2003, Polling Agent means a person duly authorized by a contesting
candidate for whom votes are polled during the election in respect of one or more
Polling Stations or places specified for counting of votes. A candidate can appoint the
polling agent with the prior approval of the Election Officer. Similarly, a candidate can
also appoint one representative to be present at the time of counting of votes under
Rule 68 of the said Rules. With the prior approval of Election Officer, No form of
appointment of Polling Agent/Counting Agent has, however, been prescribed in the
Rules for the purpose.

In order to ensure uniformity, the State Election Commission has prescribed a

form for the purpose, a copy of which is enclosed. The said form shall be submitted
in duplicate duly filled in by the candidate to the Election Officer concerned before 5
P.M. of the date immediately preceding the date fixed for poll or counting, as the case
may be. One copy of the form will be retained in the Election Officer’s office and the
second copy shall be given to the candidate or his Polling Agent or Counting Agent.
The Election Officer must ensure that the candidate/Polling Agent/ Counting Agent
should sign in full on the form prescribed by the Commission. The appointment order
shall be presented by the polling agent to the Presiding Officer concerned at the
booth/counting hall.

Yours faithfully

Secretary

Memo No. 2198-SEC., dated the 30th May 2008

Copy with enclosure f orwarded to Election Of f icers/Municipal
Commissioner, Bhubaneswar/Cuttack/Berhampur/ All Political Parties for information
and necessary action.
Sd/-
Secretary
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APPENDIX

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No. Eie. (ML) 32/2013-SEC.-3175, dated the 28th May. 2013

From
D. Satpathy, IAS
Secretary.
To
All District Magistrates.

Sub :Submission of affidavit by the candidate on disclosure of information pertaining

to criminal antecedent, assets and liabilities and educational qualification as an
accompaniment to the nomination during General Election to ULBs, 2013.

Madam/Sir,

I am directed to invite a reference to Commission’s order No. 1, dated 1st

January 2004 on furnishing of affidavit along with nomination papers by the Candidates
contesting for the office of Counciilor/Corporator. Since, non-furnishing of affidavit
shall render the nomination of the candidate liable for rejection, the Election Officer
should be careful to issue the format prescribed by the Commission at the time of
issuing the nomination paper in the General Election to ULBs. The candidate shall be
told to furnish the affidavit duly sworn in before a Magistrate of first class or a Notary
Public or a Commissioner of oath appointed by the Hon’ble High Court along with the
nomination paper to avoid rejection at the time of scrutiny. Further according to the
clarification issued by the Commission in their Letter No. 4401/SEC, dated the 20th
August, 2008, candidates can as well swear in affidavit before the Executive Magistrate
and produce the same as an accompaniment to the nomination before the Election
Officer.

Further, the candidate shall be asked to furnish a copy of the affidavit either
Xeroxed/ typed or handwritten and signed by him which must be compared by the
Election Officer with the original affidavit and after authentication by the Election
Officer the same shall be displayed in the Notice Board for wide dissemination. In
case of any shortcomings noticed in the affidavit, the Election Officer shall allow the
candidates to take back the same for rectification and re-submission within the period
prescribed for filing of nomination;

It is therefore, requested that the above instruction may kindly be brought to

the notice of all Election Officers appointed to receive the nomination and scrutiny
thereof for the forthcoming Genera! Election to ULBs.
Yours faithfully
Secretary
Memo No. 3176-SEC., dated the 28th May, 2013
Copy forwarded to Principal Secretary to Government, Housing & Urban
Development Department for information and necessary action.

Sd/-

Special Secretary
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STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

ORDER

No. 1 -SEC., Bhubaneswar, dated the 1 st January 2004

Whereas, the Hon’ble Supreme Court of India have, in two landmark judgements,
dated the 1st May 2002 (Civil Appeal No. 7178 of 2001-Union or India vrs. Association for
Democratic Reforms and another) and the 13th March 2003 (Writ Petition Numbers 490,
509 and 515 of 2002 Union of India vrs. PUCL/Lok Satta/Association for Democratic
Reforms), unambiguously laid down the principle that in our Democratic Polity, every
voter is entitled to receive full information about a candidate, especially pertaining to his
criminal antecedents, assets and liabilities and educational qualification; so as to be able
to make ‘informed judgement’ in the choice of the person to represent him;

And, Whereas, the Hon’ble Court have further held that the jurisdiction of the
Election Commission of India under Article 324 of the Constitution is wide enough to
include powers to call for such information from any candidate in the absence Of
necessary provisions in the existing Laws to take care of this requirement;

And, Whereas, the E.C.I. have, in pursuance of the said Judgements of the
Hon’ble Court, issued an Order vide No. 3/ER/2003-JS-II, dated the 27th March 2003
requiring every candidate seeking election to the Parliament or a State Legislature to
furnish such information to the Returning Officer in the form of an affidavit in the
format appended as Annexure-I to the said Order at the time of filing his nomination
paper, and further ordered that non-furnishing of the affidavit shall render the nomination
of the candidate liable for rejection by the Returning Officer and also mandated the
Returning Officer to display a copy of the affidavit on his Notice Board and to make
available copies thereof freely and liberally to all other candidates and the print and
electronic media for wide dissemination in order to ensure purity and transparency
of the election process;

And, Whereas, Grama Sabha to Lok Sabha signifies a continuum in the electoral
democracy of our country and thus the principle of ‘disclosure of information’ pertaining
to criminal antecedents, assets and liabilities and educational qualifications enunciated
by the Hon’ble Supreme Court is as much relevant in respect of candidates seeking
election to Panchayats and Municipalities as to the Parliament and State Legislature;

And, whereas, the Constitution of India has cast exactly the same responsibilities
upon the State Election Commission in respect of Panchayat and Municipal Elections
under Article 243-K and Article 243-ZA respectively as upon the ECI under Article
324 in respect of elections to Parliament and State Legislature;
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And, Whereas, in the absence of provisions relating to ‘disclosure of information’

in the Laws governing election to the Panchayats and Municipalities, the State Election
Commission is duty bound to issue appropriate directions in the interest of purity and
transparency of election to such Bodies in the State;

Now, therefore, in exercise of the powers conferred on it under Article 243-K

and Article 243-ZA of the Constitution and Section 9 of Orissa Gram Panchayat
Act, 1964, Section 16-B of Orissa Panchayat Samiti Act, 1959, Section 6-Aof Orissa
Ziila Parishad Act, 1991, Section 11-A of Orissa. Municipal Act 1950 and Section 62
of Orissa Municipal Corporation Act, 2003 and of all other powers hereunto enabling
it in this behalf, the State Election Commission hereby directs as follows :

(1) Every candidate seeking election to the office of Sarpanch, Member of

Panchayat Samiti or Member of Ziila Parishad, Corporator of Municipal Corporation
or Councillor of Municipa!ity/NAC in the State shall furnish information relating to his
criminal antecedents, assets and liabilities and. educational qualifications in the form
of an affidavit in the format prescribed by the Commission and appended as
Annexure-I to this Order, to the concerned Election Officer/Returning Officer at the
time of filing of nomination paper.

(2) The affidavit shall be duly sworn in before a Magistrate of First Class or a
Notary Public or a Commissioner of Oath appointed by the-Hon’ble High Court.

(3) Non-furnishing of affidavit by the candidate shall be considered to be a

violation of this Order and the nomination paper of the candidate concerned shall be
liable to rejection at the time of scrutiny by the Election Officer/Returning Officer.

(4) The information furnished by a candidate in the aforementioned, affidavit

shall be disseminated by the Election Officer/Returning Officer by displaying a copy
of the affidavit on the Notice Board of his office and also by making copies thereof
available freely and liberally to all other candidates and the representatives of the
print and electronic media.

(5) If any rival candidate furnishes information to the contrary by means of a

duly sworn affidavit, then such affidavit of the rival candidate shall also be disseminated
along with the affidavit of the candidate concerned in the manner directed above.

(6) The Election Officer/Returning Officer shall neither undertake verification

of the correctness or otherwise of the information furnished in the above mentioned
affidavit nor reject the nomination paper on the ground of furnishing wrong information
or suppressing material information in the affidavit.
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(7) The Election Officer/Returning Officer shall ensure that the format of affidavit
prescribed by the Commission is supplied to the candidate alongwith the form of
nomination to enable him to file the nomination paper and the affidavit together. At the
time of receiving nomination paper, he shall check the accompanying affidavit to
verify that all the columns therein have been filled in, that the affidavit has been duly
signed by the candidate and that it has been duly authenticated and sealed by the
Competent Authority. In case of noticing any shortcoming as above in the affidavit,
the Election Officer/Returning Officer shall allow the candidate to take back the same
for rectification and resubmission within the period prescribed for filing of nomination.

This order shall come into force in respect of all elections including
by-elections to Panchayats and Municipal Bodies that take place on or after
the 1st January 2004.

The Commission may, hereafter, issue a separate Order regarding application

of the ‘disclosure norm’ in respect of a candidate seeking election as Ward Member
of a Gram Panchayat.
By order
S d/-
(A. RATH)
State Election Commissioner,
Orissa
Memo No. 2-SEC., dated the 1st January 2004

Copy forwarded to ComrrTissioner-cum-Secretary to His Excellency, Governor

of Orissa for favour of information of the Governor.

Sd/-

Secretary

Memo No. 3-SEC., dated the 1st January 2004

Copy forwarded to Commissioner-o/m-Secretary to Hon’ble Chief Minister,

Orissa for favour of information of the Chief Minister.

Sd/-

Secretary

Memo No. 4-SEC., dated the 1st January 2004

Copy forwarded to Private Secretary to Hon’ble Minister to Panchayati Raj/

Minister, Urban Development for favour of information of the Minister.
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No. 5-SEC., dated the 1st January 2004

Copy forwarded to Chief Secretary, Orissa/D.G., Police, Orissa, Cuttack for

information and necessary action.
Sd/-
Secretary
Memo No. 6-SEC., dated the 1st January 2004

Copy forwarded to Principal Secretary to Government, Housing and Urban

Development Department/Secretary, Panchayati Raj Department for information and
necessary action.
Sd/-
Secretary
Memo No. 7-SEC., dated the 1 st January 2004

Copy forwarded to Secretary, Information & Public Relations Department for

wide publication.
Sd/-
Secretary
Memo No. 8-SEC., dated the 1st January 2004

Copy forwarded to all Revenue Divisional Commissioners/Collectors/Sub-

Coilectors/ B.D.Os./D.P.Os./Executive Officers of U.L.Bs. for information and
necessary action.
Sd/-
Secretary
Memo No. 9-SEC., dated the 1st January 2004

Copy forwarded to Municipal Commissioner, Cuttack/Bhubaneswar Municipal

Corpora-tion for information and necessary action.
Sd/-
Secretary
Memo No. 10-SEC., dated the 1 st January 2004

Copy to all recognized and registered Political Parties.

Sd/-
Secretary

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STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No. Eie. (ML) 32/13/3165-SEC. dated the 28th May. 2013

From
D. Satpathy, IAS
Secretary.
To
All District Magistrates.

Sub : Scrutiny of nomination for seats reserved forS.C./S.T. and Backward Class
of citizens.

Madam/Sir,

I am directed to say that seats/offices have been reserved for Scheduled

Castes/ Scheduled Tribes and Backward Class of citizens under Municipal Laws in
the State pursuant to the stipulation in Article 243-D of the Constitution of India. The
list of Scheduled Castes, Scheduled Tribes of Odisha supplied by S.T. & S.C.
Development Department, Government of Odisha is enclosed herewith as
Annexure I & II.
v
The Commission has already clarified that the list of Socially & Educationally
Backward Classes notified by the Government of Odisha from time to time shall be
adopted for the purpose of filling up seats/offices reserved for Backward Classes of
citizens.
The State list of Socially and Educationally Backward Classes furnished by
the S.T. & S.C. Development Department, Government of Odisha is given in Annexure
III.
This may kindly be brought to the notice of all the officers authorized by you
as Election Officers for guidance and necessary action on their part.

Yours faithfully
Sd/-
Secretary
Memo No. 3166 – SEC., Dated the 28th May 2013

Copy forward to all Revenue Divisional Commissioners for information and

necessary action.

Sd/-
Secretary
Memo No. 3167 – SEC., Dated the 28th May 2013

Copy forwarded to all Election officers / Executive Officers for information and
necessary action.

Sd/-
Secretary
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STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No.1136/SEC Date 23.02.2013

ORDER

Whereas, Rule 27 of the Odisha Municipal (Delimitation of Wards, Reservation

of Seats and Conduct of Election) Rules, 1994 provides that anybody wishing to
stand for election to a Municipal. Council shall deposit or cause to be deposited with
the Election . Officer in cash a sum of Rs.50/- in case of a Member of the Scheduled
Tribe and Scheduled Caste if he proves himself to be the member of such Tribe/
Caste by producing a certificate to that effect from the competent authority before
the Election Officer;

Whereas, the Rule is silent about production of Caste Certificate for the
candidates contesting to the office of Backward Class of Citizen (BCC);

Whereas, the Odisha Municipal Corporation (Division of City into Wards,

Reservation of Seats and Conduct of Election) Rules, 2003 is silent regarding
submission of Caste Certificate by the candidates contesting to the reserved seats;

Whereas, it is necessary for the candidates contesting to the Wards reserved

for SC/SCW/ST/STW/BCC/BCCW to produce the caste certificate issued from
competent authority in support of his/her claim that he/she belongs to reserved
category;

Now, therefore, the Commission in exercise of its power under Article 243-ZA
of the Constitution of India, Section 11-A of the Odisha Municipal Act, 1950 and
Section 62(1) of the Odisha Municipal Corporation Act, 2003 directs that all those
contesting to the seats reserved for SC/SCW/ST/STW/BCC/BCCW shall have to
submit the caste certificate of that category issued by the competent authority along
with nomination form in the manner prescribed below:

a) Xerox copy of caste certificate shall be enclosed with nomination form and
the candidate or his/her representative shall be asked to submit the original certificate
for verification during the time of scrutiny.

b) Non submission of caste certificate by a candidate shall lead to rejection of

candidature.

c) Caste certificate issued from the competent authority anywhere in the state
of Odisha is acceptable but caste certificate issued from outside the state is not
acceptable.

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d) On verification, the Election Officer is to satisfy himself that the candidate

contesting for reserved seat belong to SC/SCW/ST/ STW/ BCC/ BCCW as the case
may be.
e) Where the certificate produced by the candidate is challenged that the
certificate produced is forged or is not issued by the competent authority , the Election
Officer should get the position cross checked with the authority which purportedly
issued the SC/ ST/ BCC candidate in question, before deciding the validity of the
nomination paper of the candidate concerned. II on such cross checking /verification
the Election Officer is satisfied that the certificate in question is not genuine, he shall
not only reject the nomination of the candidate concerned but also initiate criminal
proceeding against the candidate for adducing forged documentary evidence
before him.
By and in the name of
State Election Commissioner,
Odisha
Sd/-
(R.N. Sahu )
Special Secretary
Memo No.1137/SEC.. Date 23.02.2013

Copy forwarded to the Director, Printing, Stationery and Publication, Odisha,

Cuttack with request to publish the order in the next extraordinary issue of Odisha
Gazettee and send 200 copies to the Commission.
Sd/-

Special Secretary
Memo No.1138/SEC.. Date 23.02.2013
Copy forwarded to Chief Secretary, Odisha / Principal Secretary, H & U.D Deptt, / All
R.D.Cs for information and necessary action.

Sd/-
Special Secretary

Memo No.1139/SEC.. Date 23.02.2013

Copy forwarded to all District Magistrates / Commissioner, all Municipal Corporations

/ Election Officer / Executive Officers of all Municipalities and NACs’for information
and necessary action.

Copy forwarded to all Political Parties for information and necessary action.

Sd/-
Special Secretary

Memo No.1140/SEC.. Date 23.02.2013

Copy forwarded to all Political Parties for information and necessary action.

Sd/-
Special Secretary
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STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No. 2290-Ele, (Ml) 2008- S.E.C., Dated the 2nd June 2008

From
Shri F. C. Satapathy
Secretary.
To
All District Magistrates.

Sub :Scrutiny of nomination - Supply of information by the Urban Local Bodies Jo

the Election Officer regarding arrear dues, interest in subsisting contracts, etc.
of the contesting candidates.

Madam/Sir,

I am directed to say that Section 16 of the Orissa Municipal Act, 1950 and
Section 70 of Orissa Municipal Corporation Act, 2003 lay down the procedure for
disqualification of being a candidate for election. Among other things, the above
quoted Sections contain the following provisions which mostly relate to various affairs
of Municipality or Corporation in one way or other.

As per Section 16 of the Orissa Municipal Act, 1950-

“No person shall be qualified for election as a Councillor of a Municipality if

such person -

(vi) is in arrear or any dues payable to the Municipality without sufficient

cause shown to the satisfaction of the Election Officer, for a period of one year
immediately preceding the year in which the election is held; or

(viii) is interested in a subsisting contract, either directly or indirectly made

with or any work being done for the Municipality, except as a shareholder in a registered
joint stock company or Co-operative Society, constituted under the law for the time
being in force :

Provided that a person shall not be deemed to have any interest in such
contract or work by reason only of his having a share or interest in; -

(a) any lease, sale or purchase of immovable property or any agreement for
the same; or
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

(b) any agreement for the loan of money or any security of the payment of
money
(c) any newspaper in which any advertisement relating to the affairs of the
Municipality is or may be inserted; or

(d) the sale to the Municipality of any articles in which he regularly trades or
the purchase from the Municipality of any article to a value in either case, not exceeding
fifteen hundred rupees in the aggregate, in any year during the period of the contractor
work; or

(ix) is employed as a paid legal practitioner on behalf of the Municipality or as

legal practitioner against the Municipality; or

(x) is an officer or servant holding office under the Municipality or a Honorary

Magistrate with jurisdiction over any part of the area of the Municipality”.

Similar provisions also exist in clauses (k), (f), (g) and (j) of Section 70 of the
Orissa Municipal Corporation Act, 2003.

In all such cases the information is supposed to be available with the Municipal
Commissioner/Execuiive Officer of the concerned Corporation/ Municipality. The
Election Officer being an officer not directly connected with the Corporation/
Municipality affairs and with its records will find it difficult at the time of scrutiny of
nomination papers to know if a candidate is liable to be disqualified in connection with
the Corporation/Municipality affairs as per the aforesaid provisions. In order to obviate
difficulties at the time of scrutiny of nominations the Municipal Commissioner/Executive
Officers of concerned U.L.Bs. are to supply a list of al! those persons who come
under the purview of the aforesaid provisions. Non-compliance of the above order will
amount to violation of order of a statutory authority.

Hence, you are requested to instruct the Municipal Commissioner/ the

Executive Officers under, your jurisdiction to submit a detail list of persons with regard
to the above points to the Election Officer appointed for the concerned U.L.Bs. before
the date fixed for the filing of nominations.
Yours
faithfully,
Sd/-
Secretary
Memo. No. 2291/SEC., Dated the 2nd June 2008
Copy to all Election Off icers/Municipal Commissioner, Cuttack &
Bhubaneswar and all Executive Officers for information and necessary action.
Sd/-

Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ELECTION URGENT
BY FAX/E-MAIL
INSTRUCTION No. 14/2018

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN,B-2,1ST FLOOR,SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494
No. 1655/SEC., Date: 05.04.2018
Ele(ML) 16/2018
ORDER

Whereas Rule 57-A of the Odisha Municipal (Delimitation of Wards,

Reservation of Seats and Conduct of Election) Rules, 1994 and Rule 57 of Odisha
Municipal Corporation (Division of City into Wards, Reservation of Seats and Conduct
of Election) Rules, 2003 provides for voting by Electronic Voting Machines in the
election to the Urban Local Bodies;

Whereas Rule 57-C(2) of the Odisha Municipal (Delimitation of Wards,

Reservation of Seats and Conduct of Election) Rules, 1994 and Rule 59 (2) of Odisha
Municipal Corporation (Division of City into Wards, Reservation of Seats and Conduct
of Election) Rules, 2003 provides that immediately before the commencement of the
poll, the Presiding Officer shall demonstrate to the Polling Agents and other persons
present that no vote has been already recorded in the voting machine;

Whereas in order to comply with the above provision, it is necessary to hold

a Mock Poll in presence of the candidates or Polling Agents present;

Now therefore in exercise of powers conferred under Article 243ZA of the

Constitution of India read with relevant provisions of Odisha Municipal Act and Rules,
the State Election Commission, Odisha hereby directs that

i) The Presiding Officer is to conduct Mock Poll at least 30 minutes

before the time fixed for actual poll.

ii) After completion of the Mock Poll, the Presiding Officer has to submit
a declaration in the form prescribed by the Commission.

By order of the
State Election Commission, Odisha
Sd/-
(R.N. Sahu)
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No.1656/SEC., Date: 07.04.2018

Copy forwarded to Director, Printing, Stationery and Publication, Odisha,

Cuttack for immediate publication of this statutory notification in an extraordinary
issue of Odisha Gazette and supply 10 (Ten) copies to the Commission.

Sd/-
Secretary
Memo No.1657/SEC., Date: 07.04.2018

Copy forwarded to Commission-cum-Secretary to Govt., Housing and Urban

Development Department / Director, Municipal Administration, Housing and Urban
Development Department for information and necessary action.

Sd/-
Secretary
Memo No.1658/SEC., Date: 07.04.2018
Copy forwarded to All District Magistrates/All Municipal Commissioners/All
Executive Officers for information and necessary action.

Sd/-
Secretary

Memo No.1659/SEC., Date: 07.04.2018

Copy forwarded to OSD to State Election Commissioner for kind information of

Commissioner/All Officers for information and necessary action.

Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

FORM OF DECLARATION BY THE PRESIDING OFFICER

(See Rule 57(C)(2) OM (DW, RS&CE) Rules, 1994 & Rule 59(2) of OMC (DCW,
RS&CE) Rules, 2003)

Declaration by the Presiding Officer before the commencement of the poll Election
from Ward No…….... of…………………..N.A.C/Municipal/ Corporation Serial No.
and name of Polling Station …………………………………………………..
Date of Poll … …………….
I hereby declare:
(1) that I have demonstrated to the candidates / polling agents present –
(a) by holding a mock poll that the voting machine is in perfect working order
and that no vote is already recorded therein;
(b) that the marked copy of the electoral roll to be used during the poll does not
contain any marks other than election duty certificates; if any
(c) that the Register of Voters to be used during the poll does not contain any
entry in respect of any elector;
(2) that I have affixed my own signature on the Paper Seal(s) used for securing
the result section of Control Unit and obtained thereon the signatures of the polling
agents present.
(3) that I have written the serial number of the Control Unit on the Special Tag,
and I have affixed my signature on the back side of the Special Tag and also obtained
thereon the signatures of candidates/polling agents present.
(4) that I have affixed my signature on the Strip Seal and also obtained thereon
the signatures of polling agents present.
Signature Presiding Officer
Signature of polling agents :
1……………………………… ( of candidate……………………………...)
2. ……………………………… (of candidate……………………………....)
3. . …………………………… ( of candidate…………………………......)
4. . …………………………… ( of candidate…………………………......)
5. . ………………………… ( of candidate……………………….........)
6. . ………………………………… ( of candidate…………………………......)
7. . ………………………………… ( of candidate……………………………..)
N.B. : You can write down the name of the Polling Agent(s) who decline to put
their signature on this declaration.
1……………………………………………….2………………………………………………………...
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ELECTION URGENT
BY FAX/E-MAIL
INSTRUCTION No. 13/2018

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN,B-2,1ST FLOOR,SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No. 1652 /SEC., Date:05.04.2018

Ele(ML) 16/2018
From
Shri R.N. Sahu, OAS (SAG),
Secretary.

To
All District Magistrates.

Sub: General Elections to Urban Local Bodies, 2018 —

Attendance sheet for Polling Agent.

Madam/Sir,
In inviting a reference to the Commission’s letter No.2195 dated 30.05.2008
on the subject cited above, I am directed to say that Rule 35 (3) (a) of the Odisha
Municipal (Delimitation of Wards, Reservation of Seats and Conduct of Election)
Rules, 1994 provides that a candidate can appoint one Polling Agent with the prior
approval of the Election Officer in respect of one or more Polling Stations.
In the aforesaid letter detailed instruction has been given including the form
prescribed for appointment of Polling Agent. But no form has been prescribed for
taking attendance of the Polling Agent at the Polling Station.
The Commission prescribes a form for taking attendance of the Polling Agent at the
Polling Station, a copy enclosed.
You are requested to issue necessary instruction to the Election Officers to supply
the copy of the Attendance Sheet for Polling Agent to all the Presiding Officers at the
time of dispersal.
Yours faithfully

Sd/-
Secretary

Memo No 1653/SEC., Dated 05.04.2018

Copy forwarded to All Municipal Commissioners/All Executive Officers for
information and necessary action.
Sd/-
Secretary
Memo No 1654/SEC., Dated 05.04.2018
Copy forwarded to OSD to State Election Commissioner for kind information of
Commissioner/All Officers for information and necessary action.
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ATTENDANCE SHEET FOR POLLING AGENTS

Election to the Municipality /NAC …………………………………………............from

Ward No. ………… Booth No. …..................and name of Polling Station …………

Sl. No. Name of the Name of the Polling Full Signature of the
Candidate Agent Polling Agent

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

Signature of Presiding Officer

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION No. 07/2018

ELECTION URGENT
BY FAX/E-MAIL

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-Mail ID - [email protected]
***
No.Ele(ML)-16/18/1517 /SEC., Date: 26.3.2018

ORDER

Whereas Rule-57E of the Odisha Municipal (Delimitation of Wards, Reservation

of Seats and Conduct of Election) Rules, 1994 and Rule-61(1) of the Odisha Municipal
Corporation (Division of City into Wards, Reservation of Seats and Conduct of Election)
Rules, 2003 provide for recording of votes by blind or infirm electors. The Rules
further says that if the Presiding Officer is satisfied that owing to blindness or other
physical infirmities an elector is unable to recognize the symbol on the Ballot Unit of
the voting machine or unable to record his vote by pressing the appropriate button
without assistance, the Presiding Officer shall permit the elector to take with him a
companion of not less than18 years of age to the voting compartment for recording
the vote on his behalf which shall be in accordance with his wishes.

Whereas the aforesaid Rules further provide that before any person is
permitted to act as the companion of an elector on any day under these Rules, the
companion shall be required to declare that he will keep secret the vote recorded him
on behalf of the elector and that he has not already acted as the companion of any
other elector at any other Polling Station on that day.

Whereas no form has been prescribed under these Rules in the declaration
to be submitted by the person who acts as a companion to the elector.

Now, therefore, in exercise of the powers conferred under Article 243-ZA of

the Constitution of India read with relevant provisions of the Odisha Municipal
(Delimitation of Wards, Reservation of Seats and Conduct of Election) Rules, 1994
and Odisha Municipal Corporation (Division of City into Wards, Reservation of Seats
and Conduct of Election) Rules, 2003 with regard to the declaration to be submitted
by the companion, the State Election Commission prescribes a Form annexed to this
order be submitted by the companion before being allowed to vote on behalf of the
elector.

By Order and in the name of

State Election Commission,Odisha
Sd/-
( R. N. Sahu )
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No.1518/ Date : 26.3.2018

Copy forwarded to Director, Printing, Stationery and Publication, Odisha,

Cuttack with request to publish the order in the next extraordinary issue of Odisha
Gazette and supply ten(10) copies to the Commission.

Sd/-

Secretary

Memo No.1519/ Date : 26.3.2018

Copy forwarded to the Commissioner-cum-Secretary to Govt., Housing &

Urban Development Department for information and necessary action.

Sd/-

Secretary

Memo No.1520/ Date : 26.3.2018

Copy forwarded to all RDCs/District Magistrates/all Municipal Commissioners/

Executive Officers for information and necessary action.

Sd/-

Secretary

Memo No.1521/ Date : 26.3.2018

Copy forwarded to All Political Parties for information and necessary

action.

Sd/-

Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

FORM OF DECLARATION
[See RuleE OM(DW,RS&CE) Rules, 1994 & Rule 61(1)OMC(DCW,RS&CE) Rules, 2003]

DECLARATION BY THE COMPANION OF BLIND OR INFIRM ELECTOR

………………………………………………………………….Municipality /NAC Ward

No.…………………and Name of Polling Station …………………………………… I,
………………………………………………………………………………………………………….
Son of …………………………………………………… aged ………………………….
Resident of * ………………………………………………………………………………..
hereby declare that

(a) I have not acted as companion of any other elector at any Polling Station
today, the ………………………………………………………

(b) I will keep secret the vote recorded by me on behalf of …………………………

..................................................

Signature of Companion

*Full address to be given

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INSTRUCTION No. 5/2018

ELECTION URGENT
Y FAX/E-MAIL
STATE ELECTION COMMISSION, ODISHA,
TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494
No. Ele (ML)16/2018/1464/SEC. Date: 21.3.2018

From
Shri R.N. Sahu, OAS (SAG)
Secretary.
To
All District Magistrates.

Sub: Return of sealed packet and election materials by the Presiding Officer to the
Election Officer after closure of Poll.

Madam/Sir,

In inviting a reference to the aforesaid subject, I am directed to say that as per

Municipal Laws, the Presiding Officer after the close of the poll shall in the presence
of any candidate or Polling Agent who may be present make separate packets with
his own seal. The candidates or Agents may affix their seals, if they so desire on the
sealed packets.

1. Polled EVMs
The Presiding Officer shall prepare the following items and seal it.
(i) sealed carry case containing BU & CU
(ii) sealed cover containing Presiding Officers’ Diary;
(iii) sealed cover containing account of votes recorded in Form No-XVII-C;
(iv) sealed cover containing EDC Ballot paper.

At the receiving centre, first the Presiding Officer shall return the following
items in the specified counters.
2. Further, the Commission directs that 3 (three) types of packets having different
colours shall be prepared for keeping election related documents as follows:
A. Packet – I (Statutory Covers) Pink colour
Sealed Cover containing:
(i) Register of Voters
(ii) Marked copy of Electoral Roll
(iii) Tendered Ballot Paper
(iv) Tender Votes list
(v) Unused and used Voter’s Slips
(vi) Unused Tender Ballot Paper
(vii) Ballot Paper account (For Tender Ballot Paper)
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B. Packet – II (Non-Statutory Covers) Yellow colour

Cover containing:
i. Other copies of Electoral Roll (Other than Marked copy)
ii. Cash receipt Book/Counter foil/ Forfeited Cash
iii. List of challenged votes Form No XVI
List of blind and infirm voters Form No XIV-A
v. Appointment letter of Polling Agent
vi Unused/Damaged Paper seal/Strip seal

C.Packet – III (Miscellaneous) Blue colour

Cover containing:
i. Hand Book for Presiding Officer
ii. Metal Seal of Presiding Officer
iii. Rubber Seal of Presiding Officer
iv. Cross Mark Rubber Seal
v. Distinguishing Mark Rubber Seal
vi. Unused/used Indelible Ink
vii. Unused/Damaged special tags

7. Non Consumable
Further, Presiding Officers are also required to return the following non-consumable
items on proper receipt.

a. Trunk
b. Kerosene Oil container
c. Lantern
d. Empty Tin for Indelible Ink
e. Cloth for voting compartment
f. Stamp Pad
g. Metal Rule
h. Lock & Key
8. Paid Accquittance Roll

Lastly Presiding Officer shall return the paid Acquittance Roll and other petty
vouchers along with un-disbursed amount, if any, in the counter specified.

The above said 3 big covers need not be sealed but may be properly secured
by means of pins or thread so that the contents may be checked at the collection
centre. After verification of the required no. of sealed covers, the big covers Pink
and Yellow may be sealed and kept separately in two different trunks. After the
counting is over these trunks will be stored in temporary strong room along with polled
BUs & CUs.
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A copy of the instruction shall be handed over to the Presiding Officers during
training and in the trunk carrying election materials.
Yours faithfully,

Sd/-

Secretary
Memo No. 1465/SEC., Date: 21.3.18

Copy forwarded to all Municipal Commissioners / Executive Officers/

Election Officer, Attabira/ Hindol NAC for information and necessary action.

Sd/-
Secretary
Memo No. 1466/SEC., Date: 21.3.18

Copy forwarded to O.S.D. to Commissioner for kind information of the

Commissioner/All Officers for information and necessary action.

Sd/-
Secretary

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INSTRUCTION No. 4/2018

ELECTION URGENT
BY FAX/E-MAIL

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494
No. Ele (ML)16/2018/ 1453/SEC. Date: 21.03.2018

From
Shri R.N. Sahu, OAS (SAG)
Secretary.
To
All District Magistrates.

Sub: Voting by a voter on polling during Municipal Elections – Election Duty

Certificate thereof.

Ref:Commission’s Order No.2279 dtd.02.06.2008 and Letter No 3161 dtd.28.05.2013.

Madam/Sir,

In inviting a reference to the aforesaid subject, I am directed to say that the

Commission in aforesaid letter has instructed that no person will be assigned polling
duties in the Polling Station located in the locality where he ordinarily resides i.e. he
is not posted for election duty in the same Ward where he is an elector. If a voter on
election duty who is registered as an elector in any of the Ward of NAC/ Municipality
chooses to vote in person at the Polling Station of a different Ward where he is on
election duty on the day of polling, he may exercise his franchise in shape of Election
Duty Certificate (EDC). It includes Presiding Officer, Polling Officers, Polling Agents,
Police Personnel, Drivers etc.
The Commission lays down the following instructions for Voters on election
duty, Election Officer and Presiding Officer.

A. Voters on Election Duty

The concerned voter on election duty shall apply to the Election Officer in the
Form prescribed by the Commission along with Xerox copy of the appointment letter
at least 4 days before the date of dispersal.
B. Election Officer
1. The concerned Election Officer will verify the details of application along with
Electoral Roll i.e. Sl. No of Electoral Roll, Ward No etc.
2. After verification, the Election Officer shall issue Form of Authorisation to
vote outside the polling area i.e. Form No XVII.
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3. The Election Officer shall hand over the EDC Ballot paper in a closed cover
specifying the name of the person on Election Duty & his Ward No and Booth
No & Sl. No of the voter in the Electoral Roll to the Presiding Officer.

4. While issuing the EDC Ballot Paper, the corresponding serial number of the
voter on election duty in the Electoral Roll (Marked copy of Electoral Roll)
shall be marked and indicated EDC in red ink.

C. Presiding Officer

1. In the Polling Station the voter on polling duty shall deliver the Form of
Authorisation i.e. Form No XVII to the Presiding Officer who will issue the
EDC Ballot Paper and allow him to record his vote in accordance with the
certificate issued by the Election Officer.

2. After marking the Ballot Paper with cross mark Rubber Seal, the voter on
polling duty shall put the Ballot Paper inside the specified cover supplied to
the Presiding Officer and seal it. On the top of the cover EDC Ballot Paper
along with ULB name, Ward No., Booth No where the elector on election duty
is registered as a voter shall be written.

3. The Presiding Officer shall then collect all such EDC covers containing EDC
Ballot Papers and then staple the Form of Authorisation to the concerned
sealed envelope and put it in a bigger packet provided.

4. After poll, the Presiding Officer shall hand over the following items first to the
Election Officer in the specified counter to receive sealed EVMs.
(i) sealed carry case containing BU & CU;
(ii) sealed cover containing Presiding Officers’ Diary;
(iii) sealed cover containing account of votes recorded in Form No-XVII-C;
(iv) sealed cover containing EDC Ballot paper.

D. Election Officer
On the day of counting the Election Officer shall collect all the EDCs and
segregate the same Ward wise from the inscription on the face of the sealed covers.
When a particular Ward is taken up for counting for votes in EVM, the EDC relating
to that Ward only shall be opened for counting at the Election Officer’s table in
presence of candidate or Counting Agent and added to the total votes polled by the
candidate (s) in part II of Form No. XVII-C.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

The above instruction modifies the Commission’s order No. 2279

dtd.02.06.2008 to the above extent.

A copy of the instruction shall be handed over to the Presiding Officers

during training and also put in the trunk carrying election materials and papers.

Yours faithfully,
Sd/-

Secretary
Memo No. 1454/SEC., Date: 21.03.2018

Copy forwarded to all Municipal Commissioners / Executive Officers for

information and necessary action.
Sd/-

Secretary
Memo No. 1455/SEC., Date: 21.03.2018

Copy forwarded to O.S.D. to Commissioner for kind information of the

Commissioner/All Officers for information and necessary action.
Sd/-

Secretary

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INSTRUCTION No. 2/2018 ELECTION URGENT

BY FAX/E-MAIL
STATE ELECTION COMMISSION, ODISHA,
TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494
No. Ele (ML)16/2018/ 822/SEC., Date: 21.2.2018

From
Shri R.N.Sahu, OAS (SAG)
Secretary.

To
All District Magistrates.

Sub: Use of Voter’s Slip during Municipal Elections-2018.

Madam/Sir,

In inviting a reference to the aforesaid subject, I am directed to say that the

State Election Commission has decided to use Voter’s Slip during election to Urban
Local Bodies in the state. On the day of poll, first the voter shall proceed to the 1 st
Polling Officer who will properly verify the identity of voter. After identification by the
1st Polling Officer, she/he shall proceed to the 2nd Polling Officer . The 2nd Polling
Officer will maintain the Register of Voters. He will enter the particulars of voter in
the appropriate column of this Register which will show the order in which the voter
has been identified. Then he will put indelible ink on the left forefinger and the
voter will be asked to put her/his signature/ thumb impression on the Register.
If the voter denies to put her/his signature/ thumb impression on the Register, the 2nd
Polling Officer

I. will record this fact on this Register against the serial number of concerned
voter ;
II. will not issue the Voter’s Slip;
III. the voter will not be allowed to record his vote;
IV. Presiding Officer will put his signature under the remark.

If the voter puts her/his signature/ thumb impressions on the Register, the 2nd
Polling Officer will supply Voter’s Slip to the concerned voter and allow to record
her/his vote in the same sequence in which they have been entered in the Register
of Voters.

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Then the voter will go to the 3rd Polling Officer with this Voter’s Slip who will
keep the Slip with him for record and allow the voter to proceed to voting compartment..
This instruction shall be informed to all Election Officers and Presiding Officers
during training class of Presiding/Polling Officers.
The slip shall contain the following particular:-

VOTER’S SLIP
Serial number of the voter as per
Column-1 of the Register of Voters————

Serial number of the voter as entered

in the electoral roll —————————

Yours faithfully,
Sd/-
Secretary
Memo No. 823/SEC., Date: 21.02.2018

Copy forwarded to all Municipal Commissioners / Executive Officers for

information and necessary action.
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION -1
ELECTION URGENT
BY FAX/E MAIL

STATE ELECTION COMMISSION,ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No.El(ML)/ 16/2018- 817/SEC., Date: 21.02.2018

ORDER
Whereas the superintendence, direction and control of all election to Urban
Local Bodies in the State under Article 243-ZA of Constitution of India vest with the
State Election Commission;
And whereas, with a view to preventing impersonation at the election and in
the interest of sanctity of elections and conduct of such elections in a fair and efficient
manner, it is necessary to produce identity card by the voters for facilitating their
identification at the time of poll.
Now, therefore, in exercise of the powers conferred under Article 243-ZA of
the Constitution of India read with relevant provisions of the Odisha Municipal
(Delimitation of Wards, Reservation of Seats and Conduct of Election) Rules,1994
and Odisha Municipal Corporation (Division of City into Wards, Reservation of Seats
and Conduct of Election) Rules,2003 with regard to identification of the voters at the
Polling Stations, the State Election Commission directs that during the General election
or by-election to Urban Local Bodies at all levels, each voter at the time of the polling
is required to produce any one of the following document bearing his/ her photographt
in support of his/her identity.
1. Electoral Photo Identity Card issued by the Election Commission of India;
2. Aadhaar Card
3. Passport;
4. Driving License with photograph(Issued on or before the date of Election
notification);
5. Income Tax PAN card;
6. Service Identity Card issued to its employees by State/Central
Government, Public Sector Undertaking, Local Bodies or Public limited
companies;
7. Pass-Book with photograph issued by Bank, Post Office;
8. Smart Card issued by RGI under NPR;

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

9. MNREGA job card with photograph(Issued on or before the date of Election

notification);
10. Health Insurance Smart Card issued under the scheme of Ministry of
Labour with photograph(Issued on or before the date of Election
notification);
11. Pension document with photograph;
12. Certificate of Physical disabilities with photograph(Issued on or before
the date of Election notification).
It should be noted that possession of a photo Identity Card as specified above
will not confer the right to vote unless/ his/her name finds place in the electoral roll
supplied to the polling party.
This order supersedes all previous orders issued by the Commission in this
regard.
By Order and in the name of
State Election Commission, Odisha

Sd/-
(R.N. Sahu)
Secretary
Memo No. 818/SEC., Date: 21.02.2018

Copy forwarded to Director, Printing, Stationery and Publication, Odisha, Cuttack

with request to publish the order in the next extraordinary issue of Odisha Gazette
and supply ten (10) copies to the Commission.
Sd/-

Secretary
Memo No. 819/SEC., Date: 21.02.2018

Copy forwarded to Commissioner-Cum- Secretary to Government, Housing

and Urban Development Department for information and necessary action.
Sd/-
Secretary
Memo No. 820/SEC., Date: 21.02.2018

Copy with forwarded to all R.D.Cs/ District Magistrates/ all Municipal

Commissioners/ Executive Officers for information and necessary action.
Sd/-
Secretary
Memo No. 821/SEC., Date: 21.02.2018
Copy forwarded to All Political Parties for information and necessary action.

Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR

ORDER

Dated the 2nd June 2008

Sub: Voting by a voter on potting duty at another Polling Station.

No. 2279 / S.E.C.-Whereas in pursuance of Rule 57G of Orissa Municipal

(DW, RS & CE) Rules, 1994 and Rules 63 of Orissa Municipal Corporation (DCW,
RS & CE) Rules, 2003 if a voter on election duty who is registered as an elector in the
N.A.C./Municipality or Municipal Corporation chooses to vote in person at the Polling
Station where he is on duty on the day of polling he should send an application to the
Election Officer in the Form prescribed by the Commission;

And whereas the Election Officer on receipt of the application shall issue a
certificate in Form of Authorisation to vote at a polling booth other than the one where
he is enrolled as a voter to the person concerned entitling him to record his vote at the
Polling Station where he is employed as Presiding Officer or Polling Officer or Polling
Agent;

Now, therefore, the Commission in exercise of powers conferred under Article

243ZA of the Constitution direct that the voter on election duty which includes Polling
Agent duly appointed by the contesting candidate shall send an application in the
Form annexed prescribed by the Commission to the Election Officer so as to reach
the Election Officer at least four days before the date of poll.
By order and in the name of the
State Election Commission, Orissa
F. C. SATAPATHY
Secretary

Memo. No. 2280/S.E.C,, Dated the 2nd June 2008

Copy forwarded to Commissioner-cem-Secretary to Government, H. & U.D.

Department for information. Sd/-

Secretary
Memo. NO . 2281/S.E.C., Dated the 2nd June 2008
Copy forwarded to All District Magistrates / All Election Officers for
information and necessary action.
Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Application for Election Duty Certificate

To
The Election Officer,
N.A.C. /Municipality/Municipal Corporation.

Sir,
I intend to cast my vote in person in the ensuing Election from Ward No. of
.........................................................................................................................
N.A.C. / Municipality / Municipal Corporation.

I have been employed on Election Duty at........................................(No. &

Name of Polling Station) on Election Duty in connection with the Election for Ward
No but my name is entered at Serial No. ………......................................of the
Electoral Rolls for Ward No……………of…NAC / Municipality / Municipal Corporation.

I request that Election Duty Certificate in Form of authorization to vote outside

Polling Area may be issued to enable me to vote at the Polling Station where I may be
on duty on the polling day. It may be sent to me at the following address.

Place: Yours faithfully

Date : …………………………….
Name & Designation

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR

No. 4779-Ele.(ML)-22/2007-SEC., Date the 27th June, 2007

ORDER

In accordance with Rule 57Aof the Orissa Municipal (Delimitation of Wards,

Reservation of Seats and Conduct of Election) Rules 1994 and Rule 57 of the Orissa
Municipal Corporation (Division of City into Wards, Reservation of Seats and Conduct
of Election) Rules, 2003 the State Election Commission hereby notify that all elections
to the office of Councillors/Corporators shall be held by using Electronic Voting
Machines supplied by the State Election Commission henceforth.

This is for information of all concerned.

By order and in the
name of
State Eelction
Commission, Orissa
F. C. SATAPATHY
Secretary
Memo No. 4780-SEC., dated the 27th June 2007

Copy forwarded to Director, Printing, Stationery and Publication, Orissa,

Cuttack with a request to publish this order in an extraordinary issue of Orissa Gazette
on the 29th June 2007 and supply 50 copies to this Commission.

Sd/-
Secretary
Memo No. 4781-SEC., dated the 27th June 2007
Copy forwarded to the Chief Secretary to Government of Orissa for kind
information.
Sd/-
Secretary
Memo No. 4782-SEC., dated the 27th June 2007
Copy forwarded to the Principal Secretary to Government, H. & U.D. Department
for information and necessary action.
Sd/-
Secretary
Memo No. 4783-SEC., dated the 27th June 2007
Copy forwarded to the Director Municipal Administration and Ex-Officio
Additional Secretary to Government, H. & U.D. Department for information and
necessary action.

Sd/-

Secretary
Memo No.4784-SEC., dated the 27th June 2007
Copy forwarded to all District Magistrate for information and necessary action.
Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No.4785-SEC., dated the 27th June 2007

Copy forwarded to all Executive Officers for information and necessary action.
Sd/-
Secretary
Memo No. 4786-SEC., dated the 27th Junta 2007

Copy forwarded to all National Political Parties/State Parties for information.

Sd/-
Secretary
Memo No. 4787-SEC., dated the 27th June 2007

Copy forwarded to Private Secretary to S.E.C. for kind information of the

State Election Commissioner, Orissa.

Sd/-
Secretary
Memo No. 4788-SEC., dated the 27th June 2007

Copy forwarded to Gazette Notification Seat, S.E.C. for information and

necessary action

Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

BY FAX
BY E-MAIL
STATE ELECTION COMMISSION, ODISHA,
TOSHALI BHAWAN,BLOCK-B2, 1ST FLOOR,SATYANAGAR
BHUBANESWAR.-751007
Email ID - [email protected]
Fax No. 0674-2573494

No.836/SEC., Date: 22.02.2018

From
Sri R.N. Sahu, OAS(SAG)
Secretary.
To
All District Magistrates.

Sub: Remuneration to Polling & Counting Personnel, expenditure on booth

Arrangement - Instructions regarding.

Madam /Sir,

I am directed to say that after careful consideration the State Election

Commission has been pleased to revise the following remuneration to polling and
counting personnel and for booth arrangement as follows for the election to Urban
Local Bodies.

SI.No. Personnel Remuneration for the day Other day

of Poll and Counting
1 2 3 4

(i) Presiding Officer/ Rs.250/- Rs.200/-

Counting Supervisor

(ii) 1st /2nd Polling Officer/ Rs. 190/- Rs.175/-

Counting Assistant

(iii) Polling/Counting official of Rs. 150/- Rs.140/-

Group D category

2. These rates are applicable for attending training classes.

3. The Commission has further ordered that road mileage at the rate prescribed
in Odisha T.A. Rules shall also be paid in addition to the remuneration.

4. The reserved polling personnel meant to meet unforeseen contingencies shall

be relieved as soon as their services are not required or in the afternoon of the day of
poll, whichever is earlier.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

5. Polling and counting personnel shall be paid @ Rs.100/- towards refreshment

charges on the day of poll and counting. Only those Polling and Counting Personnel
who are actually deployed on poll/counting duty shall be paid refreshment charges.
Those on Reserve shall not be paid refreshment charges.
6. The Executive Magistrates/Sector Officers and other staff deployed for
maintenance of law and order and other supervisory arrangements , during the election
will be paid Rs.250/- per day.
7. The Drivers of Govt, vehicles requisitioned for election works will be paid
Rs.130/- per day.

8. (B) Booth Arrangement

(i) Erection of temporary structure for Rs.2,000/- ( Per

setting up polling booth. one temporary structure)

(ii) Erection of Waiting Shed Rs 200/ - per booth

(iii) Provision of drinking water in booth. Rs.60/-

(iv) Booth contingency for Presiding Officer

( per booth) Rs.60/-

2. In case of difficulty on part of the Presiding Officers to produce vouchers for

the petty items of expenditure, a certificate ( Certified that Rs has been spent to
meet the various contingencies for the smooth conduct of poll, dated, signature of the
Presiding officer with Corporation/Municipality/NAC and Ward / Polling Station number )
should be given.
3. The entitlement for attending training may be paid soon after the training is
over.

4. The amount due to the polling personnel in respect of each Polling Station
together with the Acquittance Roll prepared by the Election Officer will be made over
to the Presiding Officers concerned from the respective dispersal counters. After the
poll, the Election officer will receive back the Acquittance Rolls together with the un-
disbursed amount, if any, from the Presiding Officers concerned along with other
returnable polling materials.

5. The remuneration to the polling personnel will be disbursed by the Presiding

Officer concerned after the close of the poll. The remuneration to the Reserve Polling
Personnel who are not deployed for polling duty, will be disbursed to them at the
dispersal centre before they are relieved.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

6. The Acquittance Roll for the remuneration for counting duty will be prepared
by the Election Officer and the amount will be disbursed at the counting station at the
end of the counting.

7. The expenditure on this head will be charged to “Demand No. 13-2015

Elections-800- Other Expenditure- -0173-Conduct of Municipal Election-20002- Other
Charges-1 l-EOM(Voted). In no case the expenditure should exceed the allotment.

8. Unspent balance, if any, shall be refunded into Treasury immediately after

the elections under intimation to the Commission.

This rate will be given effect from the date of issue.

Yours faithfully,

Sd/-

Secretary

Memo No. 837/SEC., Date 22.02.18

Copy forwarded to Accountant General, Odisha, Bhubaneswar for inf. and

necessary action.

Sd/-

Secretary

Memo No. 838/SEC., Date 22.02.18

Copy forwarded to the Commissioner-cum-Secretary to Government, Housing

and Urban Development Department, Bhubaneswar for information and necessary
action.

Sd/-

Secretary

Memo No. 839/SEC., Date 22.02.18

Copy forwarded to all Election Officers / Executive Officers for inf. and
necessary action.

Sd/-

Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ELECTION URGENT
BY FAX/BY E-MAIL
STATE ELECTION COMMISSION, ODISHA,
TOSHALI BHAWAN,BLOCK-B2, 1ST FLOOR,SATYANAGAR
BHUBANESWAR. -751007
Email ID - [email protected]
Fax No. 0674-2573494

El. (GP) 31/18 No.832/SEC., Date: 22.02.2018

From
Sri R.N. Sahu, OAS(SAG)
Secretary.
To
The Director General and Inspector General of Police, Odisha, Cuttack/
Commandant General, Home Guard, Odisha, Cuttack.

Sub: Remuneration to the Police Personnel deployed in Municipal Election duty.

Sir,
I am directed to say that Commission has been pleased to approve the following
rate of remuneration of various categories of Police Personnel, Home Guards deployed
on poll duties during Municipal Election and the manner of disbursement of such
remuneration shall be as under:

(A) RATE OF REMUNERATION

SI.No. Category On the day of On the other day

poll/counting

1 2 3 4

1. A.S.I. and above Officer Rs.250/- Rs.200/-

2. Armed and Civil Police Rs. 190/- Rs.175/-

Constables

3. Forest Guards and Gram Rs. 150/- Rs.140/-

Rakhies
4. Home Guards Daily Call Daily Call Allowance
Allowance (DCA) as (DCA) as prescribed by
prescribed by the the Government
Government
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

The above rate of remuneration will be applicable to the officers and staff
attached to the Polling Party at Polling Station and will also be applicable to the
personnel deployed on mobile parties.
TA/DA for Constables/Home Guards etc. attached to each Polling Party would
be paid at the above rate by the Collector concerned for which the Commission will
place funds at their disposal.

In the sensitive, hypersensitive booths if more Constables/Police Personnel

are deployed for law and order duty (Other than the polling party) they would be paid
remuneration by the D.G. Police for which funds will be placed separately. It is clarified
that only one Police Personnel either ASI/ Constable /Gram Rakhi/Home Guard will
be paid by the Collector concerned for each booth.

B. Refreshment on polling/counting day.

Persons deployed on poll duty and counting duty shall be paid @ Rs.100/- per
day towards refreshment cost on the day of poll and counting by the Collector
concerned.

C. Mode of payment of Remuneration

The above rate of remuneration will be applicable to the Officers and Staff
deployed on election related duty at Polling Station and will also be applicable to the
police personnel deployed on Mobile Party. The payment of remuneration of persons
who are attached to Polling Parties shall be made by the Collector through the Election
Officer. Payment of remuneration of all other personnel who are on poll duty but are
not attached to any polling party shall be made by the Director General of Police,
Odisha through the District Superintendent of Police.
The number of persons belonging to each of the above categories who shall be
attached to polling parties and who shall be assigned other poll related duties shall be
worked out jointly by the Collector and the District Superintendent of Police.
The Superintendent of Police shall earmark an officer not below the rank of
Inspector of Police from the District Establishment to liaise with the concerned Election
Officer and furnish him name of persons belonging to each of the above mentioned
categories and details of the Polling Stations to which such persons are being attached
to enable the latter to make advance payment to such persons towards their
remuneration and refreshment cost before they proceed to their assigned Polling
Station.

This supersedes all other earlier circulars issued on the subject.

Yours faithfully,
Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No.833/SEC., Date: 22.02.18

Copy forwarded to Accountant General, Odisha, Bhubaneswar for information

and necessary action.
Sd/-
Secretary
Memo No.834/SEC., Date: 22.02.18

Copy forwarded to the Commissioner-cum- Secretary to Government,

Housing and Urban Development Department, Bhubaneswar for information and
necessary action.
Sd/-
Secretary
Memo No.835/SEC., Date: 22.02.18

Copy forwarded to all District Magistrates/Superintendent of Police/ all

Municipal Commissioners/Executive Officers for information and necessary action.

Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR
No. Ele-ML-56/2013-3550/SEC. Dated the 21-6-2013

ORDER

SUBJECT—Rate of payment of requisition charges to private vehicies.

In supersession of a!! previous orders on the subject, the State Election

Commission, Odisha has been pleased to fix the rates of compensation for different
types of privately owned vehicles taking into the rate fixed by the Home (Election)
Department for payment of the requisition for different types of private vehicles for
Elections/Bye-elections to Urban Local Bodies by District Magistrates within the State
as indicated in the schedule below.

SI. Types of vehicle Rate fixed Revised Rate

No. earlier by SEC
Amount per day
1. 10 Wheeler Truck Rs. 1,700.00 Rs. 2,100.00
(GVW 25,000 Kg.)
2. Standard Truck Rs. 1,200.00 Rs. 1,500.00
3. Mini Truck (Upto 7500 Kg.) Rs. 700.00 Rs. 900.00
4. TATA-ACE/Force/Mindra/. Rs. 400.00 Rs. 500.00
Mahindra (Upto 2000 Kg.)
5. Bus (above 36 seater) Rs. 1,800.00 Rs. 2,200.00
6. Bus (22 to 36 seaters) Rs. 1,150.00 Rs. 1,400.00
7. Bus (upto 21 seaters ) Rs. 750.00 Rs. 900.00
8. Jeep, Car, Station Wagon &
Trekker
(a) Non AC Rs. 600.00 Rs. . 700.00
(b) AC (Indica/Ambassador/
Bolero) Rs. 750.00 Rs. 900.00
(c) AC Quail s/(Toyota/
Qualis/limova/ Travera/Tata/
Safari/Scorpio). Rs. 900.00 Rs. 1,100.00
9. Auto Rickshaw Rs. 300.00 Rs. 400.00
10. Tractorwith Trailer Rs. 450.00 Rs. 600.00
11. Motor Cycle Rs. 150.00 Rs. 200.00
12. Launch (40 HP to 80 HP) Rs. 450.00 Rs. 450.00
13. Launch (Less than 40 HP/ Rs. 350.00 Rs. 350.00
Country Boat)
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

2. When a vehicle is detailed for more than 12 hours on any day this will be
treated as on duty for a full day and vehicles detained for less than 12 hours will be
treated as on duty for half a day, and compensation will be paid accordingly.

3. Before making the ful! payment, it should be certified that POL issued to
the vehicles has been fully utilized for Election duty. In case of unutilized POL in a
vehicle the value thereof should be deducted from the bill of the said vehicle. Separate
Log Book in duplicate should be maintained for each vehicle.

This order will come into effect from today.

By order and in the name of

State Election Commission,
Odisha

(D. SATPATHY)
Secretary
Memo No. 3551/SEC. Date 21-6-2013
Copy forwarded to all District Magistrates/Election Officers/Executive Officers
for information and necessary action.
Sd/-
Special Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR
No. Ele-MI-32/2013/3172/SEC., dated the 28th May 2008
From
D.Satpathy,IAS
Secretary.
To
All District Magistrates.

Sub : Allotment of funds for General Elections to ULBs.,2013.

Madam/Sir,

I am directed to say that funds are being allotted ULB-wise in favour of District
Magistrates for meeting the expenditure towards conduct of Municipal Elections. The
allotted amount may be drawn in full as per the orders of the Commission in the
Executive Officer concerned shall deposit the amount in RL.A. Account and thereafter
draw the, amount and meet the expenditure as the when required for the approved
puposes as per the scales and guidelines prescribed by the Commission under the
orders of the Election Officer concerned. Aseparate cash book should be maintained
for the purpose. While the expenditure will be incurred under the orders of the Election
Officer concerned, the separate cash book should be maintained by the Executive
Officer. The expenditure towards conduct of Municipal Election shall be audited soon
after the elections are over. A separate file may be opened in the Municipal Office for
taking apropriate orders of the Election Oficer in connection with meeting the election
expenditure.
However, it is further clarified that in case where the District Magistrate wishes
to operate the accounts thruogh the district Office under their direct control may do
so and maintain such accounts for the purpose of audit. They may also follow the
current practice where utilization of funds is made strictly under the orders/direction/
sanction of the Election Officers but not otherwise.

Yoursfaithfully
D. SATPATHY
Secretary
Memo No. 3173-SEC., dated the 28th May, 2013
Copy forwarded to the Principal Secretary, Housing & Urban Development
Department with a request to issue appropriate instruction to the Municipal
Commissioners/Executive Officers concerned.
Sd /-
Special Secretary
Memo No. 3174-SEC., dated the 28th May, 2013
Copy to all Election Officers/All Municipal Commissioners/Executive Officers
of ULBs. For information and necessary action
Sd/-
Special Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

GOVERNMENT OF ORISSA
FINANCE DEPARTMENT
No. 32022-Comp. 24/97-F.
From

Shri B. K. Tripathy,
Under-Secretary to Government.
To
The Secretary, State Election Commission, Orissa,
Samabaya Bhawan, Janapath, Unit IX, Bhubaneswar.

Sub: Clarification regarding receipt head of General Municipal Election.

Ref: Your Letter No. 5563, Dt. 14-07-1997 Bhubaneswar, the 2nd August 1997.

Sir,
In inviting a reference on the above noted subject, I am directed to state that as
per the accounting procedure the deposits made by the candidates contesting elections
shall be deposited under the Head 8443—Civil Deposit-121-Deposit in connection
with election-Deposit made by candidates for Councillors/Chairman to Urban Local
Bodies.

In case of refund of the security deposit made by the’ candidates, the required
amount shall be withdrawn from the above head of account. In case of forfeiture of
the amount deposited by the candidate the same shall also be withdrawn from civil
deposit and credited to receipt head 0070-Other Administrative Service-02-Elections-
104-Fees, Fines and forfeitures.

To sum up, for both of the purposes, the deposits made under Civil Deposit
shalfbe withdrawn. When the refund amount will be paid to the person concerned, the
forfeited amount shall be credited to the appropriate receipt head of account indicated
above.
Yours faithfully

B. K. TRIPATHY
Under-Secretary to
Government
Memo. No. Ele.-MI-11/97-7-8-1997
Copy forwarded to all Executive Officers of U.L.Bs./Election Officers for
information and necessary action
Sd/
Under-Secretary to Government

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION No. 11/18 ELECTION URGENT

BY FAX/E-MAIL
STATE ELECTION COMMISSION, ODISHA,
TOSHALI BHAWAN,B-2,1ST FLOOR, SATYANAGAR,
BHUBANEWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494
No.1633_________/SEC., Date : 03.04.2018
Ele (Ml) 01/2018
From
Shri R.N. Sahu, OAS(SAG)
Secretary.
To
The Sub-Collector, Baragarh-cum-
Election Officer, Attabira NAC
The Sub-Collector, Hindol-cum-
Election Officer, Hindol NAC

Sub: General Election to Attabira & Hindol NAC -2018 - Transmission of result
on 05.04.201
Sir,
I am directed to say that the counting of votes for Hindol NAC and Attabira NAC
will commence at 08.00 AM sharp on 05.04.2018 as per the schedule issued on
06.03.2018. All necessary preparatory arrangement shall be completed beforehand
so that the Ward-wise counting will start at 08.00 AM sharp.
On the day of counting the media people may gather at Commission’s office to
know the result of counting. The Commission has made arrangement for compilation
of counting result and a team of Officers has been constituted for this purpose.
The Commission directs that -
i. An Officer shall exclusively be earmarked at your level for transmitting the
result to the Commission.
ii. He shall be suitably instructed to transmit the Ward-wise result one after one
as soon as the same is completed on the following mode of communication.
1. Telephone number - 0674-2473495/2573426
2. Mobile number - 7205855639/9437580354
3. Fax number - 0674-2573494
4. E-mail ID - [email protected]
[email protected]
This is extremely important.
Yours faithfully

Sd/-
Secretary
Memo No. 1634/SEC., Date:03.04.2018
Copy forwarded to OSD to State Election Commissioner for kind information of
the Commissioner/All Officers for information and necessary action.

Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2 1ST FLOOR
SATYANAGAR, BHUBANESWAR-751007

No. Ele (ML) 32/2013/3159/SEC.,Dated the 28th May 2013

From
D.Satpathy,I.A.S.
Secretary
To
All District Magistrates.

Sub: Genera! Elections to Urban Local Bodies, 2013-Submission of information on

(i) Filing of nomination, (ii) Final contesting candidates and (iii) Votes polled by
the contesting candidates after declaration of results.

Madam/Sir,

I am directed to say that in exercise of the plenary powers conferred under

Article 243 ZA of the Constitution of India, the State Election Commission is pleased
to direct that the District Magistrate as the Election Officer in overall charge of conduct
and supervision of elections to Municipalities in his/her District, shall ensure submission
of information relating to filing of nomination, contesting candidates in respect of all
the U.L.Bs. going to polls in Pro formas I to IV appended to this letter immediately
after publication of the list of final contesting candidates of each of the U.L.Bs. by the
Election Officers concerned.
2. The Commission is pleased to further direct that the District Magistrate as Election
Officer in overall charge of conduct of elections to the Municipalities in his/her District,
shall ensure submission of information pertaining to votes polled by the contesting
candidates in elections to Municipal wards along with percentage of votes polled by
each Political Party in respect of all the U.L.Bs. going to the polls in Pro formas V & VI
(Appended) immediately following the declaration of results of elections of each of
the U.L.B.
Yours faithfully

Sd/-
Secretary
Memo. No. 3160/SEC., dated the 28th May 2013
Copy forwarded to all Election Officers of all N.A.Cs./Municipalities/ Municipal
Corporations for information and necessary action.
Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

PRO FORMA I
GENERAL ELECTIONSTO U.L.Bs., 2013

Name of the District:

Name of the U.L.B.:

Name of the Name of the Ward(s)where no Reservation Remarks

District U.L.B. nomination was status
filed All nomination
rejected

1 2 3 4 5

Election Officer
PRO FORMA II
GENERAL ELECTIONS TO U.L.Bs., 2013

Name of the Name of the No. of the wards Name of Reservation Party Remarks
District U.L.B. where Councillor status of the affiliation
Councillors have elected Ward of the
been declared uncontested Councillor,
elected if any
uncontested

1 2 3 4 5 6 7

Election Officer
PRO FORMA III
GENERAL ELECTIONS TO U.L.Bs., 2013

Name of the Name of the No. of Contesting Candidates Other State Ind. Total
District U.L.B. Parties/
Registered
unrecognized
parties
(Names of the
party
to be indicated)
BSP BJP CPI CPI(M) INC NCP BJD

1 2 3 4 5 6 7 8 9 10 11 12

Election Officer
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

PRO FORMA IV
GENERAL ELECTIONS TO U.L.Bs., 2013
Reservation Status of Contesting candidates

Name of the Name of the No. of Contesting Candidates Total

District U.L.B. SC SCW ST STW BCC BCCW UR URW

1 2 3 4 5 6 7 8 9 10 11

Election Officer
PRO FORMA V
GENERAL ELECTIONS TO U.L.Bs., 2013
To be submitted to the Commission immediately after declaration of result

Name Total Names of Party Caste of the No. of Total Total Total Name of
of the No. of contesting affilia candidate votes No. of No. of No. of the
U.L.B. Wards candidates -tion (SC/ST/ polled by EDC votes Electors candidate
which (wardwise) BCC/ UR) each votes (ward- in the declared
went to candidate (ward- wise) Wards elected
poll wise) (sum of with
Columns party
6&7) affiliation
1 2 3 4 5 6 7 8 9 10

Election Officer
PRO FORMA VI
GENERAL ELECTIONS TO U.L.Bs., 2013
No. of votes polled/seats won by Political Parties

Name of the Name of the No. of Contesting Candidates Other State Ind. Total
District U.L.B. Parties/
Registered
unrecognized
parties
(Names of the
party
to be indicated)
BSP BJP CPI CPI(M) INC NCP BJD

1 2 3 4 5 6 7 8 9 10 11 12

Election Officer
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2, 1ST FLOOR,
SATYANAGAR, BHUBANESWAR – 751 007

No. Ele. (ML)32/2013/3158/SEC., Dated the 28th May, 2013

From
D. Satpathy, IAS
Secretary.
To
All District Magistrates.
Sub : General Election to Municipalities, 2013. District Magistrate’s report to the
Commission at the end of the poll.
Madam/Sir,
The State Election Commission in exercise of plenary powers vested in it
under Article 243-ZA of the Constitution of India, is pleased to direct that the District
Magistrate as Election Officer in over all charge of conduct and supervision of election
to the Municipalities in the district shall send by Fax /e-mail a detailed message to the
Commission in the format prescribed below by 8 RM on the day of the poll.
Format of the message
(i) Name of the District
(ii) Weather condition during the poll hours
(iii) Average percentage of votes polled U.L.B-wise in the District.
(iv) Instances of impersonation & bogus voting.
(v) Instances of interruption or obstruction of polls due to riots, open violence,
natural calamity or any other cause.
(vi) Instances of interruption due to technical problems caused in EVM
(vii) Instances of vitiation of the poll by any of the EVMs having been
un-lawfully taken out of the custody of Presiding Officer or unintentionally/
accidentally lost or destroyed or damaged.
(viii) Instances of Booth capturing.
(ix) Mistakes and irregularities, if any, committed by the Polling personnel
which have a bearing on the election.
(x) Has the District Magistrate in his/her capacity as Election Officer already
recommended to the Commission for deferment or cancellation of poll for
any of the above ground. If the answer is ‘yes’ please give details.
(xi) Have the polling parties deposited the election documents and EVMs. after
completing the poll.
The fax message may be sent to the following No. (0674-2573494) and it
should be followed up by dispatch of post copy on the same day. The E-mail address
of the Commission is [email protected].

Yours faithfully
D. SATPATHY
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.2201/SEC. Dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary

To
All District Magistrates.

Sub: General Elections to Municipalities - Forms of Notice to Councillors to attend

the meeting for election of Chairperson/Vice-Chairperson of Municipalities.

Madam/Sir,

I am directed to say that the Commission has been pleased to prescribe the
enclosed forms for issue of notice under Rules 68 & 69 of the Orissa Municipal
(Delimitation of Wards, Reservation of Seats and Conduct of Election) Rules, 1994 to
the Councillors to attend the meeting for election of Chairperson/Vice-Chairperson.

Yours faithfully,
F.C.SATAPATHY
Secretary

Memo No.2202/SEC., Dated the 30th May 2008.

Copy with enclosure forwarded to all Election Officers/Executive Officers of

Urban Local Bodies for information and necessary action.

F.C.SATAPATHY

Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Notice U/R 68 to Councillors

To attend meeting for election of Chairperson
(Prescribed by the State Election Commission)

Notice is hereby given U/R 68 of Odisha Municipal (Delimitation of Wards,

Reserv ation of Seat s and conduct of Elect ion) Rul es, 199 4 to all the
Councillors……………………… of N.A.C./Municipality that the first meeting shall be
held on dated……… at………………A.M at ……………………………………(Specify
the place) to elect the Chairperson in accordance with the provisions of Odisha
Municipal Act, 1950 and Orissa Municipal( Delimitation of Wards, Reservation of
Seats and Conduct of Election) Rules, 1994.

The office of the Chairperson has been reserved for the members of S.C/S.C
(W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is
given below:—
(1) Filling of Nominations by candidate for
The office of Chairperson U/R 70. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature, if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case
of 2 candidates
1-30 P.M till completion of the
process.(in case of more than
2 candidates )
(5) Counting of votes : After Voting is over
(6) Declaration of result(u/r 72) : After Counting is over

Date…………………..
Place …………………. Signature and seal of
Election Officer
…………………
N.A.C./Municipality
To:
Shri /Smt……………………………………………
Councillor,
Ward No……………………………….

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Notice U/R 69 to Councillors

To attend meeting for Election of Vice-Chairperson
(Prescribed by the State Election Commission)

Notice is hereby given u/R 69 of Odisha Municipal (Delimitation of Wards,

Reservation of Seats and conduct of Election) Rules, 1994 to all the Councillors
…………………………….of N.A.C./ Municipality that a meeting shall be held on
dated……………at……… A.M at …………………………(Specify the place) to elect
the Vice-Chairperson in accordance with the provisions of Odisha Municipal
Act, 1950 and Orissa Municipal( Delimitation of Wards, Reservation of Seats and
Conduct of Election) Rules, 1994.

The office of the Vice-Chairperson has been reserved for the members of S.C/
S.C (W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is
given below:-

(1) Filling of Nominations by candidate for

The office of Vice-Chairperson U/R 70. :10 A.M to 11 A.M
(2) Scrutiny of nominations :11 A.M to 12 Noon
(3) Withdrawal of Candidature,if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case
of 2 candidates
1-30 P.M till completion of the
process.(in case of more than
2 candidates )
(5) Counting of votes : After Voting is Over
(6) Declaration of result(u/r 72) : After Counting is Over

Date…………………..
Place …………………. Signature and seal of Chairperson
…………………..N.A.C./Municipality
To:
Shri /Smt………………………………
Councillor, Ward No………………….

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.2199/SEC. Dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary

To
The District Magistrate,
Khurda and Cuttack.

Sub: General Elections to Municipalities - Forms of Notice to Corporators to attend

the meeting for election of Mayor/Deputy Mayor of Municipal Corporation.

Madam/Sir,

I am directed to say that the Commission has been pleased to prescribe the
enclosed forms for issue of notice under Rules 81 & 82 of the Orissa Municipal
Corporation (Division of City into Wards, Reservation of Seats and Conduct of Election)
Rules, 2003 to the Corporators to attend the meeting for election of Mayor/Deputy
Mayor respectively.

Yours faithfully,
F.C.SATAPATHY
Secretary

Memo No.2200/SEC., Dated the 30th May 2008.

Copy with enclosure forwarded to Election Officer, Bhubaneswar Municipal

Corporation/Cuttack Municipal Corporation for information and necessary action.

F.C.SATAPATHY
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Notice U/R 81 to Corprators

To attend meeting for election of Mayor
(Prescribed by the State Election Commission)

Notice is hereby given u/R 81 of Orissa Municipal Corporatin (Division of

City into Wards, Reservation of Seats and conduct of Election) Rules, 2003 to all the
Corporators …………………………………….of Municipal Corporation that the first
meeting shall be held on dated…………………………. at………………… A.M at
……………………………………(Specify the place) to elect the Mayor in accordance
with the provisions of Orissa Municipal Corporation Act, 2003 and Orissa Municipal
Corporation ( Division of City into Wards, Reservation of Seats and Conduct of
Election) Rules, 2003.

The office of the Chairperson has been reserved for the members of S.C/
S.C (W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is given
below:-
(1) Filling of Nominations by candidate for : 10 A.M to 11 A.M
The office of Chairperson U/R 70.
(2) Scrutiny of nominations : 11 A.M to 12 Noon
(3) Withdrawal of Candidature, if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In case
of 2 candidates

: 1-30 P.M till completion of the

process.(in case of more
than 2 candidates )
(5) Counting of votes : After Voting is over
(6) Declaration of result(u/r 85) : After Counting is over

Date.......................
Place...................... Signature and seal of Presiding Officer
.......................................................
Corporation
To :
Shri/Smt...........................................................
Corporator,
Ward No..............................................................

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Notice U/R 82 to Corprators

To attend meeting for Election of Deputy Mayor
(Prescribed by the State Election Commission)

Notice is hereby given u/R 82 of Orissa Municipal Corpration (Divisin of City

into Wards, Reservation of Seats and conduct of Election) Rules, 2003 to all the
Corporators …………………………………….of Municipal Corporation that a meeting
shall be held on dated…………… at………………… A.M at ……………………Specify
the place) to elect the Deputy Mayor in accordance with the provisions of Orissa
Municipal Corporation Act, 2003 and Orissa Municipal Corporation (Division of City
into Wards, Reservation of Seats and Conduct of Election) Rules, 2003..

The office of the Deputy Mayor has been reserved for the members of S.C/
S.C (W)/S.T./ S.T.(W)/B.C.C(W)/Women.

As authorized by the State Election Commission Shri/ Shrimati/ Kumari (Name

and designation of the Officer)………………………………shall preside over the
meeting.

You are requested to attend the said meeting. The election schedule is given
below:-
(1) Filling of Nominations by candidate for : 10 A.M to 11 A.M
The office of Deputy Mayor U/R 83.
(2) Scrutiny of nominations : 11 A.M to 12 Noon
(3) Withdrawal of Candidature,if any : Before1-00 P.M
(4) Voting : 1-30 P.M to 3-30 P.M(In
case of 2 candidates
1-30 P.M till completion of
the process.(in case of
more than 2 candidates )
(5) Counting of votes : After Voting is over
(6) Declaration of result(u/r 85) : After Counting is over

Date…………………..
Place …………………. Signature and seal of Mayor
………………………………………
Municipal Corporation

To:

Shri /Smt……………………………………………

Corporator,

Ward No……………………………….

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.2205/SEC. Dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary

To

All District Magistrates.

Subject- Form of Nomination by candidates for election of Chairperson/Vice-

Chairperson of Municipal Council/N.A.C. and Mayor/Deputy Mayor of
Municipal Corporation.

Madam/Sir,

I am directed to say that according to Rule 70 of Orissa Municipal Election

Rules, 1994 a candidate for the office of the Chairperson or Vice-Chairperson of a
Municipal Council/N.A.C. shall be proposed by one Councillor and seconded by
another and the names of the candidates proposed and seconded shall be read out
by the President of the meeting. Similarly, according to Rule 83 of Orissa Municipal
Corporation Election Rules, 2003 the Mayor or Deputy Mayor of a Municipal
Corporation shall be proposed by one Corporator and seconded by another and the
names of the candidates proposed and seconded shall be rad out by the President of
the meeting.

No form of nomination has been prescribed in the Rules. In order to ensure

uniformity, the Commission has prescribed a nomination form (copy enclosed) to be
used by a candidate who intends to contest for the office of Chairperson/Vice-
Chairperson/Mayor/Deputy Mayor

Yours faithfully,
F.C.SATAPATHY
Secretary

Memo No.2206/SEC., Dated the 30th May 2008.

Copy with enclosure forwarded to all Election Officers/Executive Officers of

Urban Local Bodies/Municipal Commissioner, Cuttack and Bhubaneswar for information
and necessary action.

F.C.SATAPATHY

Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Nomination Paper
For the office of
Chairperson/Mayor/Vice-Chairperson/ Deputy Mayor
of ……………… N.A.C/Municipal Council/Municipal Corporation
(Prescribed by State Election Commission, Odisha)

Reservation Status …………………………………..

1. Full name of the Candidate :

2. Male / Female :
3. Ward from which the Candidate has been elected :
4. Political Party to which he/ she belongs :
5. Caste :
6. Full name of the Proposer :
7. Ward from which the Proposer has been elected :
8. Full name of the Seconder :
9. Ward from which the Seconder has been elected :
10. Signature of the Proposer :
11. Signature of the Seconder :

CANDIDATE’S DECLARATION

I declare that I am willing to contest for the office of the Chairperson/ Mayor/
Vice-Chairperson/Deputy Mayor.

Signature of the Candidates

Thi s nom inati on was present ed to me by …… ……………………

on…………………………………………

Signature of the Election Officer

(Strike out whichever is not applicable)

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.2203/SEC. Dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary

To

All District Magistrates.

Subject- Form of declaration of result of election of Chairperson/Vice-Chairperson.

Madam/Sir,

I am directed to say that as per Rule 75 of the Orissa Municipal (Delimitation

of Wards, Reservation of Seats and Conduct of Election) Rules, 1994, the Officer
authorized to preside over the meeting of Councillors to elect Chairperson/Vice
Chairperson shall declare the result of such election in the form prescribed by the
Commission (copy enclosed).
Yours faithfully,
F.C.SATAPATHY
Secretary

Memo No.2204/SEC., Dated the 30th May 2008.

Copy with enclosure forwarded to all Election Officers/Executive Officers of

NACs and Municipalities for information and necessary action.

F.C.SATAPATHY
Secretary

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DECLARATION OF RESULTS OF ELECTION

OF
CHAIRPERSON/VICE-CHAIRPERSON
(Prescribed by State Election Commission, Odisha)

In pursuance of Rule 75 (b) of the Orissa Municipal (Delimitation of Wards,

Reserv ation of seats and conduct of Election) Rules, 1994, Shri/ Sm t
……………………………. has been duly elected as Chairperson/Vice-Chairperson
of ……………………………………..................Municipality/N.A.C in the district of
……………………………………. In the meeting held on………………………………..

Place:
Date:
Signature with seal of the Officer presiding over the
Meeting to elect Chairperson /Vice –Chairperson

Memo. No. ………………………..dated ………………….

Copy forwarded to the Secretary, State Election Commission, Orissa,
Bhubaneswar /District Magistrate/Executive Officer of ……………………….
Municipality/N.A.C. for information and necessary publication in their noticeboard.

Signature with seal of the Officer presiding over the

Meeting to elect Chairperson /Vice –Chairperson

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.2207/SEC. Dated the 30th May 2008

From
Shri F. C. Satapathy,
Secretary

To
The District Magistrate,
Khurda and Cuttack.

Subject- Form of declaration of result of election of Mayor/Deputy Mayor.

Madam/Sir,

I am directed to say that as per Rule 88 of the Orissa Municipal Corporation

(Division of City into Wards, Reservation of Seats and Conduct of Election) Rules,
2003, the Officer authorized to preside over the meeting of Corporators to elect
Mayor/Deputy Mayor shall declare the result of such election in the form prescribed
by the Commission (copy enclosed).

Yours faithfully,

F.C.SATAPATHY
Secretary

Memo No.2208/SEC., Dated the 30th May 2008.

Copy with enclosure forwarded to Director, Municipal Administration and ex

Officio Additional Secretary to Government, H&UD Department/Commissioner, B.M.C./
C.M.C./Election Officer, B.M.C./C.M.C. for information and necessary action.

F.C.SATAPATHY
Secretary

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DECLARATION OF RESULTS OF ELECTION

OF

Mayor/Deputy Mayor

(Prescribed by State Election Commission, Odisha)

In pursuance of Rule 88 (b) of the Orissa Municipal Corporation (Division of

City into Wards, Reservation of seats and conduct of Election) Rules, 2003, Shri/
Smt ………………………. has been duly elected as Mayor/Deputy Mayour of
…………………………………….................. Municipal Corporation in the district of
……………………………………. in the meeting held on………………………………..

Place:

Date:

Signature with seal of the Officer presiding over the

Meeting to elect Mayour/Deputy Mayor

Memo. No. ………………………..dated ………………….

Copy forwarded to the Secretary, State Election Commission, Orissa,

Bhubaneswar /District Magistrate/Municipal Commissioner of ……………………….
Municipal Corporation for information and necessary publication in their noticeboard.

Signature with seal of the Officer presiding over the

Meeting to elect Mayor/Deputy Mayor

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STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

ORDER

No.2267/SEC. Dated the 2nd June 2008

Subject- Lodging of accounts of election expenditure by a candidate for election as a

Councillor to a Municipality/N.A.C.

Whereas, in pursuance of Sub-Section (2) of Section 17A of the Orissa

Municipal Act, 1950, every candidate for election as a Councillor to a Municipality is
required to maintain or cause to be maintained, a true and separate account of all
expenditure incurred or authorized by him in connection with the said election between
the date on which he has been nominated as a candidate and the date of declaration
of result of the said election whereas under sub-section (4) of the said Section 17A,
the accounts are required to contain such particulars as may be prescribed by the
Commission; and

Whereas, the Commission, vide its Notification No.2275, dated the 2nd June
2008 has prescribed the format and the particular for maintenance of such accounts
by a candidate; and

Whereas, in pursuance of sub-section (5) of the said Section 17A, every

candidate is required to lodge with the Election Commission, the said accounts of
election within one month from the date of the declaration of result of election.

Now, therefore, the Commission has been pleased to order that such accounts
of election expenditure shall be lodged by a candidate or any person authorized by
him in the prescribed format before the District Magistrate for the Municipalities/
N.A.Cs in their district within one month from the declaration of result of the
election.

The District Magistrate will make necessary verification or cause the

verification done by an officer authorized and forward the same to the Commission
within 7 days from the date of receipt of accounts of election expenses from the
candidate or any person authorized by him alongwith relevant accounts of expenditure
and accompanying vouchers.

The verification report shall be sent to the Commission in the proforma enclosed
for the Municipality/N.A.C.wise in respect of the contesting candidates.

By order and in the name of

State Election Commission, Odisha.

Sd/-
Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo No.2268/SEC., Dated the 2nd June 2008

Copy forwarded to Commissioner-cum-Secretary, H&UD Department/All

District Magistrates for information and necessary action.

Sd/-
Secretary
Memo No.2269/SEC., Dated the 2nd June 2008

Copy forwarded to Director, Printing, Stationery & Publication, Odisha for

publication of this order in the Extraordinary Gazette and supply 100 copies to the
Commission.

Sd/-
Secretary
Memo No.2270/SEC., Dated the 2nd June 2008

Copy forwarded to all State Level Nationals/State Parties for information and
necessary action.

Sd/-
Secretary

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Verification of Accounts of Election Expenditure by the District

Magistrate…………for election to Urban Local Bodies, 2013

PROFORMA

1. Name of the Municipality :

2. Name of the Ward :

3. Name of the contesting

candidate with party affiliation,
if any and address. :

4. Whether the candidate was

elected or defeated. :

5. Last date for lodging election account :

6. Whether the accounts has been lodged :

7. Date of lodging of accounts :

8. Whether lodged in time :

9. Whether lodged in the manner and form :

required by the Commission. :

10. A brief statement of the defects noticed :

11. Total expenditure incurred as per the

accounts lodged. :

12. Remarks :

Signature
of the District Magistrate Signature of the Verifying Officer

N.B. - The Proforma shall be submitted Municipalitywise and candidatewise

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STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

ORDER
No. 2263/SEC. Dated the 2nd June 2008

Subject-Lodging of accounts of election expenditure by a candidate for election as a

Corporator to a Municipal Corporation.

Whereas, in pursuance of Section 82 of the Orissa Municipal Corporation

Act, 2003, every candidate for election as a Corporator to a Municipal Corporation is
required to maintain or cause to be maintained, a true and separate account of all
expenditure incurred or authorized by him in connection with the said election between
the date on which he has been nominated as a candidate and the date of declaration
of result of the said election whereas under Section 82, the accounts are required to
contain such particulars as may be prescribed by the Commission; and

Whereas, the Commission, vide its Notification No.2271, dated the 2nd June
2008 has prescribed the format and the particular for maintenance of such accounts
by a candidate; and

Whereas, in pursuance of the said Section 82, every candidate is required

to lodge with the Election Commission, the said accounts of election within one month
from the date of the declaration of result of election.

Now, therefore, the Commission has been pleased to order that such accounts
of election expenditure shall be lodged by a candidate or any person authorized by
him in the prescribed format before the District Magistrate for the Municipal Corporation
in their district within one month from the declaration of result of the election.

The District Magistrate will make necessary verification or cause the

verification done by an officer authorized and forward the same to the Commission
within 7 days from the date of receipt of accounts of election expenses from the
candidate or any person authorized by him alongwith relevant accounts of expenditure
and accompanying vouchers.

The verification report shall be sent to the Commission in the proforma enclosed
for the Corporation in respect of the contesting candidates.

By order and in the name of

State Election Commission, Odisha.
Sd/-
Secretary
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Memo No. 2264/SEC., Dated the 2nd June 2008

Copy forwarded to Commissioner-cum-Secretary, H&UD Department/All

District Magistrates for information and necessary action.
Sd/-
Secretary
Memo No.2265/SEC., Dated the 2nd June 2008

Copy forwarded to Director, Printing, Stationery & Publication, Odisha for

publication of this order in the Extraordinary Gazette and supply 100 copies to the
Commission.
Sd/-
Secretary
nd
Memo No.2266/SEC., Dated the 2 June 2008

Copy forwarded to all State Level Nationals/State Parties for information and
necessary action.
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Verification of Accounts of Election

Expenditure by the District Magistrate
…………for election to Municipal Corporation

PRO FORMA

1. Name of the Municipal Corporation :

2. Name of the Ward :
3. Name of the contesting candidate with party
affiliation, if any and address. :

4. Whether the candidate was elected or

defeated. :
5. Last date for lodging election account :
6. Whether the accounts has been lodged :
7. Date of lodging of accounts :
8. Whether lodged in time :

9. Whether lodged in the manner and form :

required by the Commission. :
10. A brief statement of the defects noticed :

11. Total expenditure incurred as per the

accounts lodged. :
12. Remarks :

Signature
of the District Magistrate

Signature of the Verifying Officer

N.B. - The Proforma shall be submitted candidate wise

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STATE ELECTION COMMISSION, ORISSA, TOSHALI BHAWAN

BLOCK-B-2 1ST FLOOR, SATYANAGAR, BHUBANESWAR
NOTIFICATION

The 2nd June 2008

No. 2275-Ele.-ML-77-SEC - In exercise of powers conferred under
sub-section (4) of Section 17A of the Orissa Municipal Act, 1950, the State Election
Commission hereby specifies that the amount of all election expenditure incurred by
a candidate and/or any person authorized by him, as required to be maintained
under Section 17-A shall be maintained in the form as given hereunder-

Accounts of Election Expenditure

Name of the candidate :
Name of the Political Party, if any :
Name of the Municipality and the number
of the ward from which contested :
Date of declaration of result :
Part I
DAY TO DAY ACCOUNT

Day of Nature of Amount of Expenditure Date of payment Name &

expenditure expenditure of outstanding address
amount, if any payee
Paid Outstanding

1 2 3 4 5 6

Serial No. of voucher Serial No. of Bill in Name and Address of REMARKS
in case of amount case of an amount person to whom the
paid outstanding amount is paid or payable

7 8 9 10

Certified that this is a true copy of the account kept by me/ my authorized
person under Section 17A of Orissa Municipal Act, 1950.

Full Signature of the Candidate

or Authorized Person

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS
PART – II
ABSTRACT STATEMENT OF ELECTION EXPENSES

Head of expenditure Quantity/ Name of Amount of Date(s) of Model of Evidence REMARKS

Num ber Person/ expenditure payment payment or
Political payment
Party/body enclosed
Association with the
incurring or account
authorizing
the
expenditure

1 2 3 4 5 6 7 8
1. Expenditure on security
deposit.
2. Expenditure on purchase
of electoral rolls.
3. Expenditure on printing :
(a) manifestos
(b) posters
(c) handbills
(d) others
4. Expenditure on
advertisement
(a) Wall writing
(in private buildings)
(b) Distribution of
handbills.
(c) Pasting of Posters
(d) Publications
(e) Video and audio
cassettes.
(f) Others
5. Expenditure on stationery.
6. Expenditure on postage &
telegram.
7. Expenditure on election
meeting.
(a) Hiring charges of
places.
(b) Hiring charges of
pendals.
(c) Loudspeakers
8. Hiring charges and fuel
charges
of motor vehicles.
(a) the candidate
(b) election agents
(c) polling agent and others.
9. Refreshment given
(a) to election agent
(b) to polling agent
(c) to Counting Agents
(d) Others to be specified
10. Miscellaneous expenditure
not listed above (like VIP
visits,engagement of
photographers etc.

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

PART III
DECLARATION

I, …… …………Son / Daughter / Wife of Shri …………………… hereby

declare that I was a contesting candidate at the General Elections to ……………………
Municipality / N.A.C. from Ward No…………..the result of which was declared on
………

2. That I / my Agent kept a separate and correct account of all expenditure in

connection with the above election incurred or authorized by me between (the date
on which I was nominated) and the date of declaration of the result thereof, both days
inclusive.

3. That the account of my election expenditure in Part I annexed hereto

includes all items of election expenditure incurred or authorized by me or by my
Agent and nothing has been concealed or withheld / suppressed therefrom.

4. That abstract of the election expenses in Part II of the said account annexed
hereto also includes all expenditure incurred or authorized by any Political Party or
any other association/ organization / body or other individual who supported my
candidature.

5. That declaration in the foregoing Paragraph (1) to (4) are true to the best
of my knowledge and belief and that nothing is false and nothing material has been
concealed.

Full Signature of the Candidate

By order and in the name of
State Election Commission, Orissa

F. C. SATAPATHY
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA, TOSHALI BHAWAN,

BLOCK-B-2 1ST FLOOR, SATYANAGAR, BHUBANESWAR

NOTIFICATION

The 2nd June 2008

No. 2271-Ele.-ML-77-SEC - In exercise of powers conferred under sub-section

(4) of Section 62 of the Orissa Municipal Corporation Act, 2003, the State Election
Commission hereby specifies that the amount of all election expenditure incurred by
a candidate and/or any person authorized by him, required to be filled under Section
82 (1) of the said Act shall contain such particulars as set out in Parts-I and II
accompanied by declaration by the candidate in Form prescribed by the Commission
and appended in Part-III of this Order.

Return of Election Expenses

Name of the candidate:

Name of the Political Party, if any:
Name of the Municipal Corporation and the number of the ward from which
contested:
Date of declaration of result:

Part I
DAY TO DAY ACCOUNT

Day of Nature of Amount of Expenditure Date of payment Name &

expenditure expenditure of outstanding address
amount, if any of payee
Paid Outstanding

1 2 3 4 5 6

Serial No. of voucher Serial No. of Bill Name and Address Remarks
in case of amount paid in case of an amount of person to whom
outstanding the amount is paid
or payable
7 8 9 10

Certified that this is a true copy of the account kept by me/ my authorized
person under Section 82 (1) of Orissa Municipal Corporation Act, 2003.

Full Signature of the Candidate

or Authorized Person

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

PART – II
ABSTRACT STATEMENT OF ELECTION EXPENSES
Head of expenditure Quantity/ Name of Amount of Date(s) of Model of Evidence or REMARKS
Num ber Person/ expenditure payment payment payment
Political enclosed
Party/ with the
body account
Association
incurring or
authorizing the
expenditure

1 2 3 4 5 6 7 8

1. Expenditure on
security deposit.
2. Expenditure on
purchase
of electoral rolls.
3. Expenditure on
printing :
(a) manifestos
(b) posters
(c) handbills
(d) others
4. Expenditure on
advertisement
(a) W all writing (in
private buildings)
(b) Distribution of
handbills.
(c) Pasting of Posters
(d) Publications
(e) Video and audio
cassettes.
(f) Others
5. Expenditure on
stationery.
6. Expenditure on
postage & telegram.
7. Expenditure on
election meeting.
(a) Hiring charges of
places.
(b) Hiring charges of
pendals.
(c) Loudspeakers
8. Hiring charges and fuel
charges of motor vehicles.
(a) the candidate
(b) election agents
(c) polling agent and others.
9. Refreshment given
(a) to election agent
(b) to polling agent
(c) to Counting Agents
(d) Others to be specified
10. Miscellaneous expenditure
not listed above (like
VIP visits, engagement
of photographers etc.

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PART III
DECLARATION

I, ................................................... Son / Daughter / Wife of Shri ...... …

.................................................hereby declare that I was a contesting candidate
at the General Elections to ……………Municipal Corporation from Ward
No…………..the result of which was declared on …………………

2. That I / my Agent kept a separate and correct account of all expenditure in

connection with the above election incurred or authorized by me between (the date
on which I was nominated) and the date of declaration of the result thereof, both days
inclusive.

3. That the account of my election expenditure in Part I annexed hereto

includes all items of election expenditure incurred or authorized by me or by my
Agent and nothing has been concealed or withheld / suppressed therefrom.

4. That abstract of the election expenses in Part II of the said account annexed
hereto also includes all expenditure incurred or authorized by any Political Party or
any other association/ organization / body or other individual who supported my
candidature.

5. That declaration in the foregoing Paragraph (1) to (4) are true to the best
of my knowledge and belief and that nothing is false and nothing material has been
concealed.

Full Signature of the Candidate

By order and in the name of
State Election Commission, Orissa

F. C. SATAPATHY
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

INSTRUCTION No. 10/2018 ELECTION URGENT

BY FAX/E-MAIL

STATE ELECTION COMMISSION, ODISHA,

TOSHALI BHAWAN, B-2,1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No. 1615/SEC., Date: 02.04.2018

Ele (ML)
From
Shri R.N. Sahu ,OAS (SAG)
Secretary.
To
All District Magistrates.

SUB: General Elections to Urban Local Bodies., 2018 - Printing of Electoral Roll.

Madam/Sir,
I am directed to say that Commission will soon initiate the task of preparation of
Ward wise Electo ral Roll for conduct of General Elections to Urban Local Bodies in
the States after completion of Delimitation of Wards and reservation of Seats. After
final publication of Ward wise Electoral Roll of the Corporations/ Municipalities/ NACs,
the same have to be printed at District level booth wise. The Commission directs that
the work of printing of required number of copies of the Electoral Roll for each
N.A.C./Municipality/Municipal Corporation shall be done at District level under direct
supervision of the District Magistrate as Election Officer.
2. Sufficient time may not be available after final publication of Electoral Roll for
inviting tenders/quotations and completing the prescribed formalities for awarding the
Printing and Xeroxing work. The Commission has, therefore, directed that as a measure
of abundant caution, the District Magistrate shall take advance action as follows to
obviate such contingencies.
(i) Quotations/Tenders as are necessary may be floated inviting offers from
local D.T.P. firms to prepare one master copy through laser printer and 30
(thirty) Xerox copies of Electoral Roll on A4 size paper. However, the approved
rate of State Election Commission (Annexure IV) or the rate fixed through
quotation which is lower will be accepted. One or more D.T.P. firm(s) as may
be expedient may be finally selected having regard to its/their reliability, and
past record/experience in successful execution of important printing works of
the Government. In case, the work is assigned to more than one press, effort
should be made to award the work at a uniform rate. The entire printing work
has to be done as per instruction/date line issued by the Commission.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

(ii) The Electoral Roll for each Ward/ULB shall be printed in Odia language with
84 entries on the 1st page with heading and 96 entries in subsequent pages
without heading. The sample of 1st page and 2nd page of Electoral Roll are
enclosed as Annexures I & II.

(iii) Before issue of the printing order, an agreement in the prescribed Form
(Annexure III) will have to be executed and security amount of 1% of the total
value in shape of cash shall be deposited by the selected Press (es)/D.T.P.
Firm(s).

(iv) The selected Firm(s) shall be responsible for cent per cent accuracy of the
Electoral Roll and asked to make its own arrangement for proof reading.
However, as a measure of abundant caution some responsible Officers/Staff
shall also be assigned to supervise the printing work and be asked to ensure
cent per cent check of proof corrections. After preparation of master copy,
other 30 copies will be made.

(v) The DTP. Firm(s) shall, without fail print the name(s) of their firm, qualifying
date of voter, date of publication of draft roll, signature and seal of Election
Officer and page at the bottom of each page of the Electoral Roll.

3. The rates of printing of Electoral Rolls, binding, cover page and index page
have been given in the enclosed statement (Annexure IV). The rate is applicable for
one soft copy, one master copy and 30 spare copies.

4. It is likely that the printing work of Electoral roll may have to be undertaken in
the1st week of June, 2018 and the printed rolls in requisite Nos. shall have to be
available by end of June, 2018. Therefore, floating of Quotations/ Tenders inviting
offers from press(es)/DTP firms shall be completed by 30.04.2018 for smooth
completion of printing of Electoral Roll under intimation to State Election Commission.

5. The Press (es)/DTP firms shall supply one soft copy, one master copy and
30 spare copies.

6. After printing and binding of the Electoral Roll, the total cost of printing in
respect of the Corporations/ Municipalities/ NACs is to be worked out taking into
account the cost of the printing charges of master copy, Xeroxing & binding charges
etc. and the total cost so arrived will be divided by the total number of copies printed/
Xeroxed to arrive at the cost price of one copy of the Electoral Roll.

7. While one set of the Electoral Roll has to be given free of cost to recognized
National Political Parties/State Party, other copies may be sold at the cost so fixed by
the District Magistrate and the realization from the sale of these Electoral Rolls will be
credited into account”0070—Other Administrative Service-02-Elections-101-Sale
Proceeds of Election Forms and documents”.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

8. As per the guideline of E.C.I, the following footnote shall be printed in the
final Electoral Roll.

FÜÿç {µÿæsÀÿ †ÿæàÿçLÿæ {¨òÀÿ [ÿç¯ÿöæ`ÿ[ÿ [ÿçþ{;ÿ D”çÎ æ ¯ÿç™æ[ÿ Óµÿæ H {àÿæLÿ Óµÿæ {µÿæsÀÿ †ÿæàÿçLÿæ
µÿçŸ A{s H †ÿæÜÿæ µÿæÀÿ†ÿÀÿ [ÿç¯ÿöæ`ÿ[ÿ LÿþçÉ[ÿZÿ ’ÿ´æÀÿæ ¨÷LÿæÉ[ÿ LÿÀÿæ¾æF æ ¨÷{†ÿ¿Lÿ ¯ÿç™æ[ÿ Óµÿæ H {àÿæLÿ
Óµÿæ [ÿç¯ÿöæ`ÿ[ÿ ¨í¯ÿöÀÿë {µÿæsÀÿ †ÿæàÿçLÿæ{Àÿ Aæ¨~Zÿ [ÿæþ Adç Lÿç [ÿæÜÿ] †ÿ[ÿQ# LÿÀÿ;ÿë æ

9. Besides, the following crtificate shall be given at the end of Electoral Roll of
each Ward.

“Certified that the Electoral Roll of Ward No...............of ..........................

Corporation/ Municipality / NAC has been duly published as per the provisions of
Odisha Municipal (DW, RS & CE) Rules, 1994/ Odisha Municipal Corporation (DCW,
RS & CE) Rules, 2003 on .................. “
Election Officer

You are, therefore, requested to complete the necessary formalities in

advance for selection of the Firm(s) to execute the work under intimation to State
Election Commission by 30.04.2018.

Yours faithfully,
Sd/-
Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Memo. No.1616 /SEC, dated 02.04.2018

Copy forwarded to OSD to Commission for kind inform ation of the
Commissioner/ All Officers for information and necessary action.

Sd/-
Secretary
Encl. :

1. 1st page of Electoral Roll (Annexure I)

2. 2nd Page of Electoral Roll (Annexure II)
3. Form of Agreement (Annexure III)
4. Rate prescribed for printing (Annexure IV)
5. Cover page (Annexure V)
6. Index page (Annexure VI)

434
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ANNEXURE-I
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99 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 149 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
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101 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 151 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
102 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 152 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
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104 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 154 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
105 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 155 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
106 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 156 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
107 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 157 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
108 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 158 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
109 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 159 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
110 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 160 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
111 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 161 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
112 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 162 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
113 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 163 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
114 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 164 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
115 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 165 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
116 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 166 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
117 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 167 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
118 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 168 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
119 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 169 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
120 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 170 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
121 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 171 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
122 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 172 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
123 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 173 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
124 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 174 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
125 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 175 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
126 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 176 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
127 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 177 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
128 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 178 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
129 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 179 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
1 30 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5 180 10 {Lÿɯÿ ¨Àÿçxÿæ, ¨ç. ÜÿõÌê{LÿÌ ¨Àÿçxÿæ 66 ¨ë 1/5
{¾æS¿†ÿæ †ÿæÀÿçQ - 01/01/2013 `ÿçvÿæ ¨÷LÿæÉ[ÿ †ÿæÀÿçQ -
Ó´æäÀÿ F¯ÿó {þæÜÿÀÿ
[ÿç¯ ÿöæ`ÿ[ÿ A™#LÿæÀÿê ¨õÏæ [ÿó. 1/12
436
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ANNEXURE - III
FORM OF AGREEMENT PRESCRIBED BY THE
STATE ELECTION COMMISSION, ODISHA

AN AGREEMENT made on this ay of .................................... ....two thousand

…………………and BETWEEN ………..of the ………………….. presses/
DTP repugnant to the context including his heirs, administrators, executors or assignees
of the one part AND district Magistrate (hereinafter referred to as the District
Magistrate) of the other part, whereby it is mutually agreed as follows, that is to say:-

1. The Presses/DTP firms Contractor shall print and supply the copies of Electoral
Roll at the rates and during the period specified in the agreement.
2. The number of pages stated in the agreement shall be deemed to represent
merely the approximate quantities estimated to be required by the District
Magistrate of the District and the District Magistrate shall not be liable to pay
any compensation to the Press Contractor unless the number of pages required
from him falls below the number stated in the said schedule by more than the
twenty percent. The Press / DTP firm Contractor shall, if required by the
District Magistrate of the District supply not more than twenty percent of the
number of pages stated in the agreement in excess of such number at the
rates fixed.

3. The Press/DTP firm Contractor shall do his own proof reading without any
additional remuneration and without reference to the District Magistrate of
District and shall be responsible for supplying correct master copy and other
copies in accordance with the manuscript copy supplied to him. If the master
copy and other copies are found to contain mistakes which did not occur in
the manuscript copy supplied to the Press, they may be rejected or reprinted
at the cost of Press(es)/DTP firms.

4. The District Magistrate at his discretion may authorize any officer or officers
to supervise the proof corrections and printing the master copy, in which
event the Contractor shall afford required facilities to such officers for
performing their duties.

5. The paper of the Electoral Roll shall be 60 GSM. If and whenever the Contractor
fails to deliver the printed master copy and other copies of Electoral Rolls
within the due time for delivery, the District Magistrate shall be liberty to deduct
at the rate of two per centum of the Contractor’s bill for each day delay
beyond the said time.

437
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

6. If the final copies be rejected under Clause 3 hereof the District Magistrate
may require the press contractor to reprint the master copy and other copies
of “Electoral Rolls” at his own cost or may arrange to have them reprinted/
DTP by another press at the cost of the press(es) / DTP firms and may cancel
the contract in respect of any work of which the manuscripts are not already
in the hands of the Press Contractor.

If in the printed master copy of the “Electoral Roll” any matter has been omitted
or incorrectly entered with reference to the press copjy supplied to the
Press(es)/DTP firms Contractor, the corrected copy shall be supplied by the
Press and entire cost of reprint shall be borne by the press

7. The Press/DTP firm contractor shall not transfer, assign or sublet this present
contract or any part thereof save with the consent of the District Magistrate.

8.. The Contractor shall admit the District Magistrate or any officer authorized by
him to the premises of his firm with a view to ascertain the progress of the
work.

9. The Press/DTP firm shall neither give any copy of the “Electoral Roll” or any
part thereof to any person other than the District Magistrate nor shall he print
any copy in excess of the number ordered by the District Magistrate or by any
Officer specially authorized for the purpose of this clause in writing in this
behalf by the District Magistrate. He shall not also permit any unauthorized
use to be made of any of the proof of the “Electoral Rolls” by any person
whatsoever.

10. The Press/DTP firm shall give delivery of all the copies of “Electoral Rolls”
along with manuscript copies duly arranged to the person authorized by the
District Magistrate in his Office.

11. It is hereby expressly agreed that in case of default on the part of the contractor
to deliver the “Electoral Rolls” along with manuscript copies duly arranged in
time and there is reasonable apprehension that he would not be able to so
deliver, the District Magistrate shall be at liberty to cancel the contract without
any notice whereupon the Contractor shall be bounded to return the manuscript
immediately and the District Magistrate shall be at liberty to get the work executed
elsewhere and recover the additional cost, if any, incurred thereby from the
firm contractor.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

12. The Press/DTP firms hereby agrees to make a deposit of 1% of the total
value as security, which shall be refunded to him after the delivery of the
printed rolls.

13. If in the matter of this agreement any dispute or difference arises the same
shall be referred to State Election Commission, Odisha whose decision shall
prevail and be final and binding on the parties.

IN WITNESS WHERE OF the parties hereto out their hands and seals the day
and year first above written.

Signature of the Press (es)/

DTP Firm Contractor
In the presence of
Seal Witness :
1.
2.

Signature of the District

Magistrate

Or any Officer authorized by

District Magistrate

In the presence of
Seal
Witness
1.

2.

439
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ANNEXURE IV

RATES PRESCRIBED FOR PRINTING OF ELECTORAL ROLL

1. Full page Rs. 50.00 including one master

copy and 30 other
Xerox copies
2. Half Page Rs. 32.00 Ditto
3. Index Page Rs. 32.00 Ditto
4. Cover Page Rs. 30.00 Ditto
5. Binding Charges Rs. 6.00 Per Copy

440
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ANNEXURE-V

HÝçÉæ {¨òÀÿ [ÿç¯ÿöæ`ÿ[ÿ

................................. A™#Ó`í ÿç†ÿ {ä†ÿ÷ ¨ÀÿçÌ’ÿ/{¨òÀÿ¨æÁÿçLÿæ/{¨òÀÿ [ÿçSþ
{µÿæsÀÿ †ÿæàÿçLÿæ 20.......

(1) {þæsú H´æxÿö ÓóQ¿æ ..

(2) {þæsú {µÿæs {Lÿ¢ÿ÷ ÓóQ¿æ ..

¨ëÀÿëÌ þÜÿçÁÿæ {þæsú

{þæsú {µÿæsÀÿ ÓóQ¿æ

[ÿç¯ÿöæ`ÿ[ÿ A™#LÿæÀÿê
A™#Óí`ÿç†ÿ {ä†ÿ÷ ¨ÀÿçÌ’ÿ/
{¨òÀÿ¨æÁÿçLÿæ/{¨òÀÿ[ÿçSþ

441
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ANNEXURE-VI

Óí`ÿꨆÿ÷
................................. A™#Ó`í ÿç†ÿ {ä†ÿ÷ ¨ÀÿçÌ’ÿ/{¨òÀÿ¨æÁÿçLÿæ/{¨òÀÿ [ÿçSþ

¨÷{’ÿÉ : HÝçÉæ

fçàÿâæ :

Ó¯ÿúxÿçµÿçf[ÿ :
H´æxÿöÀÿ {µÿæs {Lÿ¢ÿ÷Àÿ ¯ÿ‚ÿö[ÿæ/ H´æxÿö{Àÿ $#¯ÿæ ¨xÿæ ¯ÿæ {þæsú {µÿæsÀÿZÿ ÓóQ¿æ {þæsú ¨õÏæÀÿë
Lÿ÷þçLÿ [ÿó. A¯ÿ×ç†ÿç þÜÿàÿæÀÿ [ÿæþ WÀÿ ÓóQ¿æ ¨õÏæ
¨ëÀÿëÌ þÜÿçÁÿæ {þæsú
1 2 3 4 5 6 7 8

{þæsú

442
HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

ELECTION URGENT
BY FAX/E MAIL
INSTRUCTION No. 9/2018

STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK B-2, 1ST FLOOR, SATYANAGAR,
BHUBANESWAR-751007
E-mail ID – [email protected]
Fax No. 0674-2573494

No.Ele-Ml-01/18_1547/SEC., Date: 29.03.2018

From
Shri R.N. Sahu, OAS (SAG),
Secretary.
To
The District Magistrate,
Baragarh/ Dhenkanal.

Sub: Election to office of the Chairperson/Vice Chair person of Attabira and Hindol
NAC.
Ref: Commission’s Notification No. 1177 dtd.06.03.2018.
Sir,
In continuation to Commission’s aforesaid Notifications I am directed to say that
Election to the office of the Chairperson/Vice Chairpersons of Attabira NAC and
Hindol NAC shall be held as per the following Schedule.

Election Schedule for Chairperson

Sl. Particular Date Time
No.
1 Issue of notice by the Election 07.04.2018
Officer
2 Filing of nomination by the 12.04.2018 10A.M.to11A.M.
candidates
3 Scrutiny of nominations 12.04.2018 11A.M.to 12 Noon
4 Withdrawal of candidature 12.04.2018 Before 1.00 P.M.
5 Voting, if necessary 12.04.2018 1.30P.M. to 3.30
P.M. (in case of 2
candidates)
From 1.30 P.M. till
completion of the
process (in case of
more than 2
candidates)
6 Counting of votes 12.04.2018 After voting is over
7 Declaration of result 12.04.2018 After counting is over
8 Submission of result to SEC 12.04.2018
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

Election Schedule for Vice-Chairperson

Sl. Particular Date Time

No.
1 Issue of notice by the 24.04.2018
Chairperson
2 Filing of nomination by 30.04.2018 10A.M.to11A.M
the candidates .
3 Scrutiny of nomination 30.04.2018 11A.M.to 12 Noon
4 Withdrawal of candidature 30.04.2018 Before 1.00 P.M.
5 Voting, if necessary 30.04.2018 1.30P.M. to 3.30 P.M.
(in case of 2
candidates)From 1.30
P.M. till completion of
the process (in case of
more than 2 candidates)

6 Counting of votes 30.04.2018 After voting is over

7 Declaration of result 30.04.2018 After counting is over
8 Submission of result to SEC 30.04.2018

For the above purpose Officers have been appointed as Election Officer as
well as Presiding Officer to convene and preside over the meeting for election of
Chairperson and preside over the meeting for election of Vice Chairperson. The
following guidelines may be followed for smooth conduct of the election to the
Chairperson and Vice Chairperson.

(i) The procedure for conduct of the election to the office of Chairperson/ Vice-
Chairperson are prescribed under Rule 68 to Rule 76 of the Odisha Municipal
(Delimitation of Wards, Reservation of Seats and Conduct of Election) Rules,
1994.

(ii) A Copy of the Manual for Municipal Election in Odisha published in 2013 is
available with you. Format of notice to the Councillors to attend the meeting of
Chairperson/Vice Chairperson as prescribed by the Commission are available
in the Manual. The names of the contesting candidates shall be arranged in
Odia alphabetical order and below each name in Odia, the said name shall also
be written in English.

(iii) The nomination paper for the election as prescribed by the Commission may
be issued to the candidates who intend to contest the election.

(iv) For the purpose of voting, the cross mark seal shall be used.

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

(v) The Commission has prescribed the form of declaration of results of election
of Chairperson/Vice Chairperson which are available in the Manual. The
declaration of the result shall be done in the prescribed Format.

(vi) On completion of the election process, a copy of the proceedings of the meeting,
and a copy of the declaration are required to be furnished immediately to the
Commission for publication in the Odisha Gazette.

Yours faithfully,
Secretary
Memo No.1548/SEC., Date: 29.03.2018

Copy forwarded to Election Officer, Attabira NAC/Hindol NAC for information

and necessary action.
Secretary
Memo No.1549/SEC., Date: 29.03.2018

Copy forwarded to OSD to Commissioner for kind information of the

Commissioner/All Officers for information and necessary action.

Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR

No. Ele. (ML) 3136/2013-SEC., dated the 25th May 2013

From
Shri R.N. Sahu,
Special Secretary.
To
All District Magistrates.

Sub: Provision of secretarial assistance for the Election Officers for General Elections
to ULBs.,2013.

Madam/Sir,

I am directed to say that as per Commission’s Order No. 996, Dt. 18-02-2013
the District Magistrates have been appointed as Election Officers in respect of the
Municipality/NAC/ Corporation within their respective jurisdiction and shall remain in
overall charges of the supervision of preparation of Electoral Roll and Conduct of
Elections to the Urban Local Bodies in the district. Other Officers appointed as Election
Officer for each Urban Local Body should function within the premises of the respective
local bodies for which required accommodation with all logistic support and secretarial
assistance may be provided by the concerned Municipal Commissioners/ Executive
Officers.
AO concerned may please be instructed accordingly.

Yours faithfully
R. N. SAHU
Special Secretary
Memo. No. 3137/SEC., dated the 25th May 2013

Copy forwarded to the Principal Secretary to Government, Housing & Urban

Developing Department with a request to issue appropriate instruction to the Municipal
Commissioners/ Executive Officers concerned.
Special Secretary
Memo. No. 3138/SEC., dated the 25th May 2013

Copy to all Election Officers/Municipal Commissioner, Bhubaneswar Municipal

Corporation/Cuttack Municipal Corporation/Berhampur Municipal Corporation/
Executive Officers of U.L.Bs. for information and necessary action.

Special Secretary
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR
No. 2899-SEC., Date:03-07-2008

From
Shri F. C. Saiapathy,
Secretary.
To
The District Magistrates,
Mayurbhanj, Sundergarh, Koraput, Rayagada, Nabarangpur, Malkangiri,
Sambalpur, Keonjhar, Kandhamal, Gajapati, Kalahandi & Balasore.

Sub: Important judgment of the Hon’ble High Court of Orissa regarding applicability
of 74th Amendment of the Constitution of India to the Scheduled Areas.
Sir,
In inviting a reference to the subject cited above, I am directed to say that the
Hon’ble High Court of Orissa have delivered an important judgment on 14-08-2003 in
W.P.(C) No. 7646 of 2003 regarding applicability of the 74th Amendment of the
Constitution of India to the Scheduled Areas of the State. This judgment was delivered
on the petition filed by one Rashid Aslam, a resident of Rourkela Municipality.

Part IX-A was inserted in the Constitution of India by the Constitution (74th
Amendment) Act, 1992 which contain the provision relating to Municipality. Article
243ZC reads as “Nothing in this part shall apply to the Scheduled Areas referred to in
clause (1), and the tribal areas referred .to in clause (2), in Article 244”. In this
context your attention is drawn to para 5 of 5th Schedule of the Constitution of India.
Sub-Para 1 of Para 5 of the said schedule provides:

“(1) Notwithstanding anything in this Constitution, the Governor may by public

notification direct that any particular Act of Parliament or of the Legislature of the
State shall not apply to a Scheduled Area or any part thereof in the State or shall
apply to a scheduled area or any part thereof in the State subject to such exceptions
and modification as he may specify in the notification and any direction given under
this sub-paragraph may be given as to have retrospective effect.”

The contention of the petitioner was that since Article 243ZC provides that the
74th Amendment shall not apply to the Scheduled Areas, Rourkela Municipality being
within Sundergarh District which is a Scheduled Area, no election shall be held to the
said Municipality.
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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

The Hon’ble High Court in their judgment have observed that these two provisions
(Article 243ZC and Sub-Para 1 of Para 5 of the 5th Schedule of the Constitution) are
contradictory to each other. At the same time they have observed that all efforts must
be made to adopt an interpretation so that one part or the other do not become devoid
of any application or meaning.

The claim of the petitioner is that the provision of Article 243ZC being repugnant
or inconsistent with that of the provision of Paragraph 5 of the 5th Schedule, it will be
the Article 243ZC which would prevail over paragraph-5 of the 5th Schedule.

The Hon’ble High court in their judgment dated 14-8-2003 have observed that
in view of the provisions contained in sub-para 1 of Para-5 of the 5th Schedule of
Constitution of India, the State Legislature is not deprived of any such power to make
laws applicable to all Municipalities situated within the scheduled Areas/tribal Areas.
The State is not under obligation or compulsion’ to make any law in conformity with
Part-IXA of the Constitution so far as their applicability to scheduled Areas/tribal Area
is concerned.

It is pertinent to mention here that the Orissa Municipal (Amendment) Act,

1994 which received the assent of the Governor on 23rd May, 1994 wherein clause
2(c) of the said Amendment provided that “nothing in this Act shall apply to the
Scheduled Areas referred to in clause (1) of Article 244 of the Constitution.”
Subsequently, the Government in Housing & Urban Development Department with the
assent of the Governorfrom 31 st day of May 1994 published in Notification No. 743
dated 14-8-1995 provided that the provisions of the Orissa Municipal Act, 1950 shall
be deemed to have been applied to the Scheduled Areas of the State w.e.f. 31 st May,
1994 (copy enclosed).

Hence, in conformity of Notification dated 14th August, 1995 elections are

being held in the Municipal areas situated within the Scheduled Areas of the State.

Yours faithfully,

F.C. Satapathy

Secretary

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HAND BOOK FOR ELECTION OFFICERS IMPORTANT ORDERS, DIRECTIONS AND INSTRUCTIONS

The Orissa Gazette

EXTRAORDINARY
PUBLISHED BY AUTHORITY
No. 932 CUTTACK, MONDAY, AUGUST 14, 1995/SRAVAN 23, 1917
HOUSING & URBAN DEVELOPMENT DEPARTMENT

NOTIFICATION

The 14th August 1995

S. R. O. No. 743/1995—Whereas the Orissa Municipal Act, 1950 has been

amended by Orissa Municipal (Amendment) Act, 1994 for strengthening the
Municipalities arid for giving effective and adequate representation to the Scheduled
Castes, Scheduled Tribes, Backward Class of citizens and Women ;

And, whereas, the constitution of the Municipalities prior to the commencement

of the Orissa Municipal (Amendment) Act, 1994 has not been made in accordance
with the amended provisions with regard to the composition, reservation of seats and
reservation of offices of the Chairpersons and Vice-Chairpesons of Municipalities for
the Scheduled Castes, Scheduled Tribes, Backward Class of citizens and Women ;

And, whereas, for the purpose of strengthening the Municipalities and giving
effective and adequate representation to the Scheduled Castes, Scheduled Tribes,
Backward class of citizens and Women in the Scheduled Areas of the State, it is
considered expedient to apply the provisions of the Orissa Municipal Act, 1950 as
amended by the Orissa Municipal (Amendment) Act, 1994 to the Scheduled Areas of
the State of Orissa.

Now, therefore, in exercise of the powers conferred by sub-paragraph (1) of

Paragraph 5 of the Fifth Schedule to the Constitution of India and in supersession of
the notification of the Governor bearing No. 16222-Legis-H. U. D., dated the 28th May
1994 issued under the Housing & Urban Development Department of the Government
of Orissa and published as S. R. O. No. 521/1994, the Governor of Orissa hereby
directs that the provisions of the Orissa Municipal Act, 1950 (Orissa Act 23 of 1950)
shall be deemed to have been applied to the Scheduled Areas of the State with effect
from the 31 st day of May 1994 subject to the following exception and modification,
namely

(1) sub-section (6) of Section 1 of the Orissa Municipal Act, 1950 shall be
omitted ; and

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notwithstanding anything to the contrary in the Orissa Municipal Act, 1950, the term
of office of every Councillor, Vice-Chairperson and Chairperson of the Municipal
Councils and Notified Area Councils existing in the Scheduled Areas of the State
immediately before the commencement of the Constitution (Seventy-fourth Amendment)
Act, 1992 shall be deemed to have come to an end with effect from the 2nd day of
August 1995, and-

(a) during the period beginning with the 2nd day of August 1995 till the
reconstitution of said Councils, the powers and duties of every such Council and
Chairperson and Vice-Chairperson thereof shall be exercised and performed by
such authority and in such manner as the State Government may, by notification,
direct; and

(b) any action taken or thing done by the State Government under the Orissa
Municipal Act, 1950, so applied to the Scheduled Areas of the State, shall be deemed
to have been validly taken or done.

[No. 27397-Elec.-37/95-H. U. D.]

G. RAMANUJAM
Governor of Orissa.

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STATE ELECTION COMMISSION, ORISSA

TOSHALI PLAZA, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR

No. 2209/SEC., dated the 30th May 2008

From:
Shri F. C. Satapathy,
Secretary.
To
All District Magistrates.

Sub : Manner of Writing the names of candidates in the voting paper for election of
Chairperson/Mayor and Vice-Chairpeson/ Deputy Mayor.
Sir,
I am directed to say that Rule 72 (1) of Orissa Municipal Election Rules, 1994
and Rule 85 (1) of Orissa Municipal Corporation Election Rules stipulates that every
Councillor/Corporator wishing to cast his vote for the office of the Chairperson/Vice-
Chairperson and Mayor/ Deputy Mayor, as the case may be, shall be supplied with a
voting paper on which names of all candidates shall be mentioned both in English and
Oriya. A format has also been prescribed under the above rules for preparation of
‘voting paper’.

Further, the Commission in taking into consideration of Rule 43 of Orissa

Municipal Election Rules, 1994 (which governs the preparation of ballot papers for
the general election) and corresponding provision in Orissa Municipal Corporation
Election Rules, 2003 has ordered that names of the candidates shall be arranged in
alphabetical order in Oriya and below each name, the said name shall be written in
English. Sufficient space between one contestant and the other; and against each
name in Col. 2 for placing the cross mark, be provided. This may be brought to the
notice of all Election Officers immediately.

Yours faithfully
Sd/-
Secretary

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GOVERNMENT OF ORISSA
Housing & Urban Development Department
No. Ele. 55/08-15201/HUD, Bhubaneswar, Dated the 30th May 2008
From
Shri R. R. Mallick, i.a.s.
Director, Municipal Admn. &
Ex officio Addl. Secy, to Government.
To
The Secretary,
State Election Commission, Orissa
Toshali Bhawan, Satyanagar, Bhubaneswar.

Sub : Clarification on the status of Councillor nominated by the State Government

Sir,
I am directed to invite a reference to your letter No. 1913/SEC, dated 8th May
2008 on the above subject and to say that the matter has been examined in this
Department as per the provision of the Orissa Municipal Act, 1950 and rules thereunder.
Besides, the views of Law Department has also been obtained in the matter. The Law
Department in their views have observed that the Councillor nominated by the State
Government under Section 11(5) of the O.M. Act, 1950 cannot stand in the same
footing with that of an elected Councillor under Section 8(a) of the Act in the absence
of specific provision to that effect.

In view of the aforesaid observation of the Law Department, a Councillor so

nominated by the State Government is not eligible to participate in election to the
office of Chairperson.

Yours faithfully,
Sd/-
Director, Municipal Admn. &
Ex officio Addl. Secy, to
Government

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STATE ELECTION COMMISSION, ORISSA,

TOSHALI PLAZA, BLOCK-B-2. 1st FLOOR,
SATYANAGAR, BHUBANESWAR
No. 2213-SEC., dated the 30th May 08
From
Shri F. C. Satapathy,
Secretary.
To
All District Magistrates.
Sub: Issue of certified copies of documents relating to Municipal General Election.
Sir,
I am directed to say that certified copies of the Orders of the Election Officer
on matters relating to entries in the Electoral Roll, on rejection / acceptance of
nomination papers filed by the contesting candidates, result of counting and other
documents not having any bearing on the secrecy of voting, are to be supplied to the
interested applicants. The Commission orders that the following procedures shall be
followed in the matter of granting certified copies of election related documents:
(1) The Election Officers who have the facility of record room in their own office
will issue certified copy as per the procedure laid down in the Orissa Records Manual.

(2) The Election officers who do not have the facility of record room in their own
office will issue true and attested copies of the documents required by the concerned
party who has to make an application in accordance with the provisions of Chapter IX
of Orissa Records Manual. The fees required for the purpose shall be deposited by
the concerned party in cash for which a receipt will be granted. The fees thus received
will be credited in due course in the Head of Account, i.e., 02-Election-101-Sale
Proceeds of Election Forms and Documents-Receipt from Municipal General Election.

(The copies of the required documents may be prepared manually or making

Xerox copies of the same if such facilities are available. The documents should be
attested as true copy of the Original)

(3) Copies of the documents, which have bearing on the secrecy of voting, should
not be granted.
However, the Commission makes it very clear that after the process of election
is over, the Election Officer shall submit all the election related documents to the
District Magistrate concerned for preservation of those documents in the district
record room. The District Magistrate or any officer authorized by the District Magistrate
shall issue the certified copy to the applicant in accordance with the provisions laid
down in the Orissa Records Manual.

Yours faithfully
F. C. SATAPATHY
Secretary
Memo No. 2214-SEC., dated the 30th May 2008
Copy to all Election Officers for information and necessary action.
Sd/-
Secretary
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STATE ELECTION COMMISSION, ODISHA

TOSHALI BHAWAN, BLOCK-B2, 1ST FLOOR
SATYANAGAR, BHUBANESWAR.

No.Ele(ML)31/2015 – 2756/SEC., Date: 21.05.2015

From
Shri F. C. Satapathy,
Secretary

To

All District Magistrates/Superintendents of Police.

Sub: Election to Urban Local Bodies – Restrictions on presence of political

functionaries in the Constituency after the campaign period is over.

Madam/Sir,

I am directed invite your attention to Rule 41 of the Odisha Municipal (Delimitation

of Wards, Reservation of Seats and Conduct of Election) Rules, 1994 which stipulates
that no person shall convene, hold or attend any public meeting in any polling area
during the period of 48 hours preceding the hour fixed for closure of the poll for any
election in that polling area. As such, soon after the campaign period is over any
form of campaigning is prohibited.

During the course of campaign in elections to Urban Local Bodies, the Political
Parties mobilize their supporters including the supporters from outside the area going
for the poll in order to bolster that campaign. Since no campaign can take place after
closure of campaign period, presence of political functionaries/party workers/campaign
functionaries etc. who have been brought from outside the area going for the poll and
who are not voters of that polling area should not continue to remain present in the
polling area as their continued presence after the campaign ends may undermine the
atmosphere for free and fair poll.

Therefore, the Commission directs the District Administration including the

Police Administration to ensure that the aforesaid functionaries leave the area going
for poll soon after the campaigning period ends. This shall be brought to the notice of
all Political Parties, candidates and their agents for strict compliance. In order to
ensure free and fair poll the aforesaid instruction is issued by the Commission by
virtue of the power vested by the Constitution of India under Article 243-ZA.

All concerned should be informed accordingly for strict compliance.

Yours faithfully,

Secretary
454
 THE
ELECTION SYMBOLS
(RESERVATION AND ALLOTMENT)
ORDER, 1968
(As amended up to August 2016)

Appendix - F
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

THE ELECTION SYMBOLS

(RESERVATION AND ALLOTMENT) ORDER, 1968
AN ORDER to provide for specification, reservation, choice and allotment of
symbols at elections in Parliamentary and Assembly Constituencies, for the recognition
of political parties in relation thereto and for matters connected therewith.
S.O. 2959, dated the 31st August 1968 — WHEREAS, the superintendence,
direction and control of all elections to Parliament and to the Legislature of every State
are vested by the Constitution of India in the Election Commission of India;
AND WHEREAS, it is necessary and expedient to provide, in the interest of
purity of elections to the House of the People and the Legislative Assembly of every
State and in the interest of the conduct of such elections in a fair and efficient manner,
for the specification, reservation, choice and allotment of symbols, for the recognition
of political parties in relation thereto and for matters connected therewith;

NOW THEREFORE, in exercise of the powers conferred by Article 324 of the

Constitution 1 [read with Section 29A of the Representation of the People Act, 1951
(43 of 1951) ] and Rules 5 and 10 of the Conduct of Elections Rules, 1961 and all
other powers enabling it in this behalf, the Election Commission of India hereby makes
the following Order :—

1. SHORT TITLE, EXTENT, APPLICATION AND COMMENCEMENT :

(1) This Order may be called the Election Symbols (Reservation and Allotment)
Order, 1968.
(2) It extends to the whole of India and applies in relation to elections in all
Parliamentary and Assembly Constituencies other than Assembly
Constituencies in the State of Jammu & Kashmir.
(3) It shall come into force on the date of its publication in the Gazette of India
which date is hereinafter referred to as the commencement of this Order.
2. DEFINITIONS AND INTERPRETATION :

(1) In this Order, unless the context otherwise requires—

(a) “clause” means a clause of the paragraph or sub-paragraph in which
the word occurs;
(b) “Commission” means the Election Commission of India constituted
under Article 324 of the Constitution;
(c) “Constituency” means a parliamentary constituency or an assembly
constituency;
1
Substituted by Notification No. O.N. 56(E), dated 15.6.1989.

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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(d) “contested election” means an election in a parliamentary or an

assembly constituency where a poll is taken;
(e) “election” means an election to which this Order applies;
1
[(ee) “form” means a form appended to this Order;]
(f) “general election” means any general election held after the
commencement of this Order for the purposes of constituting the House
of the People or the Legislative Assembly of a State and includes a
general election whereby the House of the People or the Legislative
Assembly of a State in existence and f unctioning at such
commencement, has been constituted;
(g) “paragraph” means a paragraph of this Order;
2
[(h) “political party” means an association or body of individual citizens of
India registered with the Commission as a political party under Section
29A of the Representation of the People Act, 1951;]
3
[(i) “State” includes the National Capital Territory of Delhi and the Union
Territory of Pondicherry;]
(j) “Sub-paragraph” means a sub-paragraph of the paragraph in which
the word occurs;
4
[(jj) “Union Territory” means Union Territory other than the National Capital
Territory of Delhi and the Union Territory of Pondicherry; and]
(k) words and expressions used but not defined in this Order but defined
in the Representation of the People Act, 1950, or the rules made
thereunder or in the Representation of the People Act, 1951, or the
rules made thereunder shall have the meanings respectively assigned
to them in those Acts and Rules.
(2) The General Clauses Act, 1897 shall, as far as may be, apply in relation to
the interpretation of this Order as it applies in relation to the interpretation
of a Central Act.
5
[3. * * *]
4. ALLOTMENT OF SYMBOLS :
In every contested election a symbol shall be allotted to a contesting candidate
in accordance with the provisions of this Order and different symbols shall be
allotted to different contesting candidates at an election in the same constituency.
1
Inserted by Notification No. 56/97/Judl.lli dated 15.12.1997.
2
Substituted by Notification No. O.N.56[E), dated 15.06.1989.
3
Substituted by Notification No. O.N.56/99/Judl.lll, dated 08.06.1999.
4
Inserted by Notification No. 56/99/Judl.III, dated 08.06.1999.
5
Paragraph 3 omitted by Notification No. O.N. 21 [E), dated 23.03.1992 (w. e. f. 25.3.1992).
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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

5. CLASSIFICATION OF SYMBOLS :
(1) For the purpose of this Order symbols are either reserved or free
(2) Save as otherwise provided in this Order, a reserved symbol is a symbol
which is reserved for a recognised political party for exclusive allotment to
contesting candidates set up by that party.
(3) A free symbol is a symbol other than a reserved symbol.
1
[6. CLASSIFICATION OF POLITICAL PARTIES :
(1) For the purposes of this Order and for such other purposes as the
Commission may specify as and when necessity therefore arises,
political parties are either recognised political parties or unrecognised
political parties.
(2) A recognised political party shall either be a National party or a State party.
2
[6A. Conditions for recognition as a State Party— A political party shall be
eligible for recognition as a State party in a State, if, and only if, any of the
following conditions is fulfilled :
(i) At the last general election to the Legislative Assembly of the State, the
candidates set up by the party have secured not less than six percent of
the total valid votes polled in the State; and, in addition, the party has
returned at least two members to the Legislative Assembly of that State at
such general election; or
(ii) At the last general election to the House of the People from that State, the
candidates set up by the party have secured not less than six percent of
the total valid votes polled in the State; and, in addition, the party has
returned at least one member to the House of the People from that State at
such general election; or
(iii) At the last general election to the Legislative Assembly of the State, the
party has won at least three per cent of the total number of seats in the
Legislative Assembly, (any fraction exceeding half being counted as one),
or at least three seats in the Assembly, whichever is more; or
(iv) At the last general election to the House of the People from the State, the
party has returned at least one member to the House of the People for
every 25 members or any fraction thereof allotted to that State;] or
3
{(v) At the last general election to the House of the People from the State, or at
the last general election to the Legislative Assembly of the State, the
candidates set up by the Party have secured not less than eight per cent
of the total valid votes polled in the State.}
1
Substituted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.
2
Substituted by Notification No. 56/2005/Judl.iii, dated 14.05.2005.
3
Inserted by Notification No. 56/2011/PPS-ll, dated 16.09.2011.
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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

6B. Conditions for recognition as a National Party—A political party shall be

eligible to be recognized as National Party, if, and only if, any of the following
conditions is fulfilled :
(i) The candidates set up by the party, in any four or more States, at the last
general election to the House of the People, or to the Legislative Assembly
of the State concerned, have secured not less than six per cent of the total
valid votes polled in each of those States at that general election; and, in
addition, it has returned at least four members to the House of the People
at the aforesaid last general election from any State or States; or
(ii) At the last general election to the House of the People, the party has won at
least two per cent of the total number of seats in the House of the People,
any fraction exceeding half being counted as one; and the party’s candidates
have been elected to that House from not less than three States; or
(iii) The party is recognized as State party in at least four States.]
1
{6C. Conditions for continued recognition as a National or State party—
(1) Notwithstanding anything in Paragraph 6A and Paragraph 6B, if a political
party recognised as a State party or National Party fails to fulfil the
conditions of Paragraph 6A or, as the case may be, Paragraph 6B, at the
next general election to the House of the People or, as the case may be, to
the Legislative Assembly of the State, following the general election to the
House/Assembly concerned on the basis of which it got recognition
(hereinafter referred to as “the next election”), it shall continue to be treated
as recognized State Party or National Party, as the case may be.
(2) If a recognised political party continues to be treated as recognised National
Party or State Party after the next election to the House of the People or,
as the case may be, to the Legislative Assembly of the State under the
propvisions of sub-paragraph (1), the question whether it shall further
continue to be so recognised after any subsequent general election to the
House of the People or as the case may be, to the Legislative Assembly of
the State concerned, shall be subject to the fulfilment by the party of the
conditions specified in Paragraph-6A or 6B, as the case may be.}
2
[7. SAVINGS AND INTERPRETATION :
3
{(1) Notwithstanding anything contained in paragraph 6A, 6B or 6C, if any
poltical party got recognised, whether before or after the commencement
of the Election Symbols (Reservation and Allotment) (Amendment)
Order, 2005, either as a National Party or as a State Party, on satisfying
1
Substituted by Notification No. 56/Symbol/2016/PPS-II, dated 22.08.2016.
2
Substituted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.
3
Substituted by Notification No. 56/2005/Judl.iii, dated 14.05.2005.

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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

the conditions for such recognition as they existed prior to such

commencement, the said party shall continue to have and enjoy the status of
such National or State party for the purposes of the next general election to
the House of the People or, as the case may be, to the Legislative Assembly
of the State concerned, depending on the election(s) which formed the
basis for such recognition, and its continued recognition as such National
or State party shall thereafter be dependent upon the fulfilment by it of the
conditions now specified in paragraph 6A or 6B, as the case may be :
Provided that nothing herein shall preclude the Commission from
withdrawing the recognition of a party, either as a National Party or as a
State Party, if it failed to satisfy any of the conditions for such recognition
as they existed prior to, and also after, the commencement of the Election
Symbols (Reservation and Allotment) (amendment) Order, 2005.}
(2) For the removal of doubt, it is hereby clarified that the conditions in
paragraph 6A or paragraph 6B shall not be deemed to have been satisfied
by a political party,–
(i) if it is newly formed, whether as a result of split in a recognised
National or State party or otherwise, and registered with the Commission
under section 29A of the Representation of the People Act, 1951, after
the last general election to the House of the People or, as the case
may be, to the Legislative Assembly of the State concerned; or
(ii) on the joining or taking the membership of that party, by a member of
the House of the People, or the Legislative Assembly of a State, after
his election to that House or, as the case may be, that Assembly.]
8. CHOICE OF SYMBOLS BY CANDIDATES OF NATIONAL AND STATE
PARTIES AND ALLOTMENT THEREOF :
(1) A candidate set up by a National Party at any election in any constituency
in India shall choose, and shall be allotted, the symbol reserved for that
party and no other symbol.
(2) A candidate set up by a State Party at an election in any constituency in a
State in which such party is a State Party, shall choose, and shall be
allotted the symbol reserved for that Party in that State and no other symbol.
(3) A reserved symbol shall not be chosen by, or allotted to, any candidate in
any constituency other than a candidate set up by a National Party for
whom such symbol has been reserved or a candidate set up by a State
Party for whom such symbol has been reserved in the State in which it is a
State Party even if no candidate has been set up by such National or State
Party in that constituency.
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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968
1
[9. RESTRICTION ON THE ALLOTMENT OF SYMBOLS RESERVED FOR
STATE PARTIES IN STATES WHERE SUCH PARTIES ARE NOT
RECOGNISED :
A symbol reserved for a State Party in any State —
2
{(a) shall not be included in the list of free symbols for any other State or Union
Territory; and
(b) shall not be reserved for any other party which subsequently becomes
eligible, on fulfillment of the conditions specified in paragraph 6A, for
recognition as a State Party in any other State :
Provided that nothing contained in clause (b) shall apply in relation to a
political party for which the Commission has, immediately before the
commencement of the Election Symbols (Reservation and Allotment)
(Amendment) Order, 1997, already reserved the same symbol which it
has also reserved for some other State Party or Parties in any other State
or States.}]
2
[10. CONCESSION TO CANDIDATES SET UP BY A STATE PARTY AT
ELECTIONS IN OTHER STATES OR UNION TERRITORIES :
If a political party which is recognised as a State Party in some State or States,
sets up a candidate at an election in a constituency in any other State or Union
Territory in which it is not a recognised State party, then such candidate may,
to the exclusion of all other candidates in the constituency be allotted the
symbol reserved for that party in the State or States in which it is a recognised
State Party, notwithstanding that such symbol is not specified in the list of free
symbols for such other State or Union Territory, on the fulfillment of each of the
following conditions, namely :—
(a) that an application is made to the Commission by the said party for exclusive
allotment of that symbol to the candidate set up by it, not later than the third
day after the publication in the Official Gazette of the notification calling
the election;
(b) that the said candidate has made a declaration in his nomination paper
that he has been set up by that party at the election and that the party has
also fulfilled the requirements of clauses (b), (c), (d) and (e) of paragraph
13 read with paragraph 13A in resepct of such candidate; and
(c) that in the opinion of the Commission there is no reasonable ground for
refusing the application for such allotment :
Provided that nothing contained in this paragraph shall apply to a candidate
set up by a State Party at an election in any constituency in a State in
which that party is not a State Party and where the same symbol is already
reserved for some other State Party in that State.]
1
Substituted by Notification No. 56/97/Judl.iii, dated 15.12.1997.
2
Substituted by Notification No. 56/99/Judl. iii, dated 8.6.1999.

462
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968
1
[10A. CONCESSION TO CANDIDATES SET UP BY AN UNRECOGNISED PARTY
WHICH WAS EARLIER RECOGNISED AS A NATIONAL OR STATE PARTY—
If a political party, which is unrecognised at present but was a recognised
National or State party in any State or Union Territory not earlier than six years
from the date of notification of the election, sets up a candidate at an election
in a constituency in any State or Union Territory, whether such party was
earlier recognised in that State or Union Territory or not, then such candidate
may to the exclusion of all other candidates in the constituency, be allotted the
symbol reserved earlier for that party when it was a recognised National or
State party, notwithstanding that such symbol is not specified in the list of free
symbols for such State or Union Territory, on the fulfilment of each of the
following conditions, namely :—
(a) that an application is made to the Commission by the said party for the
exclusive allotment of that symbol to the candidate set up by it, not later
than the third day ofter the publication in the Official Gazette of the
notification calling the election;
(b) that the said candidate has made a declaration in his nomination paper
that he has been set up by that party at the election and that the party has
also fulfilled the requirements of clauses (b), (c). (d) and (e) of paragraph
13 read with paragraph 13A in respect of such candidate; and
(c) that in the opinion of the Commission there is no reasonable ground for
refusing the application for such allotment :
Provided that nothing contained in this paragraph shall apply to a candidate
set up by the said party at an election in any constituency in a State or
Union territory where the same symbol is already reserved for some other
National or State party in that State or Union Territory].
2
[10B- Concession to candidates set up by registered (unrecognized) parties
and to unrecognized parties which were earlier recognized parties more
than 6 years back—
“Subject to thee provisions of clause(b) of sub-paragraph (3) of paragraph 12,
the candidates set up by a registered unrecognized political party at the general
election to the Legislative Assembly of a State or to the House of the People, may
be allotted a common symbol, subject to fulfillment of the following conditions :
(A) At a general election to the Legislative Assembly
(i) The party sets up candidates at least in 5% ( five per cent) of the
assembly constituencies in the State, subject to a minimum of three
constituencies in States having forty or less seats;
1
Inserted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.
2
Substituted by Notification No. 56/2015/PPS-ii, dated 26.06.2015.

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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(ii) In the case of election on expiry of the normal term of the Legislative
Assembly, the intimation with regard to its intention to contest election
under sub-clause (i) is given by the party to the Commission at any
time during the period commencing from the date six months prior to
the date of expiry of the term of the Assembly and latest by five clear
days before the date on which the notification (or the first of the
notifications in the case of a phased election) of the election is
scheduled to be issued;
(iii) In the case of dissolution of the Legislative Assembly before the
expiration of its normal term, the intimation with regard to its intention
under sub-clause (i) is given by the party to the Commission at any
time from the date of dissolution of the Legislative Assembly and latest
by five clear days before the date on which the notification (or the first
of the notifications in the case of a phased election) of the election is
scheduled to be issued;
(iv) The party shall give the names of ten symbols, in order of preference,
from out of the list of free symbols notified by the Commission under
paragraph 17 of this Order :
Provided that a party may, if it so desires, also propose three new
symbols of their choice, with the names and clear design and drawings
of symbol, in the order of preference, for allotment to its candidates,
which the Commission may consider for allotment as its common
symbol if there is, in its opinion, no objection in allotting such symbol :
Provided further that the symbols proposed by the parties shall have
no resemblance to the existing reserved symbols or free symbols,
nor shall have any religious or communal connotation or depict any
bird or animal :
Provided also that no proposal for a new symbol shall be entertained
by the Commission unless it is made at least three months before the
date of expiry of term of the Assembly concerned, or within one month
of the premature dissolution of the Assembly, as the case may be;
(v) The party also gives an undertaking that if the party does not set up
candidates in the minimum number of the Constituencies as prescribed
in condition (i) above, its candidates shall not be entitled to allotment of
a common symbol on the date of allotment of symbols to them; and, in
addition, the party shall be liable for such punitive action as the
Commission may consider appropriate;
(vi) The list containing the serial numbers and names of the Constituencies
where the party is setting up candidates is submitted to the Commission
latest by 5 clear days before the date on which the notification (or first
of the notifications in the case of a phased election) of the election is
scheduled to be issued.
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HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(B) AT A GENERAL ELECTION TO THE HOUSE OF THE PEOPLE—

(i) The party sets up candidates at least in a minimum of two Parliamentary
Constituencies in the State, in which it seeks allotment of a common
symbol to its candidates;
(ii) In the case of States with single Parliamentary Constituency, a party
which applies for common symbol in terms of Clause (i) above in
another State, may also apply for allotment of the same symbol in such
States with single Parliamentary Constituency;
(iii) In the case of election on expiry of the normal term of the House of the
People, the intimation with regard to its intention to contest election
under sub-clauses(i) and (ii) is given by the party to the Commission
at any time during the period commencing from the date six months
prior to the date of expiry of the term of the House of the People and
latest by five clear days before the date on which the notification (or
the first of the notifications in the case of a phased election) of the
election is scheduled to be issued;
(iv) In the case of dissolution of the House of the People before the expiration
of its normal term, the intimation with regard to its intention under sub-
clauses(i) and (ii) is given by the party to the Commission at any time
from the date of dissolution of the House of the People and latest by
five clear days before the date on which the notification (or the first of
the notifications in the case of a phased election) of the election is
scheduled to be issued;
(v) The party shall give the names of ten symbols, in order of preference,
from out of the list of free symbols notified by the Commission under
paragraph 17 of the Order :
Provided that a party may, if it so desires, also propose three new
symbols of thir choice, with the names and clear design and drawings
of symbol, in the order of preference, for allotment to its candidates,
which the Commission may consider for allotment as its common
symbol if there is, in its opinion, no objection in allotting such symbol :
Provided further that the symbols proposed by the parties shall have
no resemblance to the existing reserved symbols or free symbols,
nor shall have any religious or communal connotation or depict any
bird or animal :
Provided also that no proposal for a new symbol shall be entertained
by the Commission unless it is made at least three months before the
date of expiry of term of the House of the People, or within one month
of the premature dissolution of the House, as the case may be;
465
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(vi) The party also gives an undertaking that if the party does not set up
candidates in the minimum number of the Constituencies as prescribed
in condition (i) above, its candidates shall not be entitled to allotment of
a common symbol on the date of allotment of symbols to them; and, in
addition, the party shall be liable for such punitive action as the
Commission may consider appropriate;

(vii) The list containing the serial numbers and names of the Constituencies
where the party is setting up candidates is submitted to the Commission
latest by 5 cleardays before the date on which the notification (or first
of the notifications in the case of a phased election) of the election is
scheduled to be issued.

Explanation—

For the removal of doubt, it is hereby clarified that—

(i) The concession of allotment of common symbol to the candidates of a

registered unrecognized party under this paragraph shall be available to a
party at any two general elections to the House of the People or any two
general elections to a State Legislative Assembly or at one general election
to the House of the People and the other at a general election to a State
Legislative Assembly, as the party may choose;

(ii) A party that has availed of this concession on two occasions shall, however,
be eligible for the concession in any subsequent general election subject
to the condition that on the previous occasion when the party availed of the
facility, the votes polled by all the contesting candidates set up by the party
at the General Election in the State concerned was not less than one per
cent of the total valid votes polled in that State;

(iii) The free symbol allotted as a common symbol to the candidates of a party
under this paragraph shall be available for allotment to candidates set up
by the other parties or independent candidates in those other Constituencies
in which that party has not set up its candidates;

(iv) allotment of common symbol under this paragraph shall be done on ‘first-
come-first-served’ basis :

Provided that if applications of two or more parties giving preference for

the same symbol are received in the Commission on the same date, then
the question of allotment of the symbol to one of such parties shall be
decided by draw of lots in such manner as may be directed by the
Commission :
466
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

Provided further that if out of the two or more such parties giving preference
for the same symbol whose applications are received on the same date,
one party is such that it had been allotted the said symbol at the previous
occasion in the State concerned and the other was not allotted that symbol
in the previous election, then the symbol shall be allotted to the former :
Provided also that if out of the two or more such parties giving preference
for the same symbol whose applications are received on the same date,
both or all such parties had been allotted the said symbol on the previous
occasion in the State concerned, and one among the parties is such that it
has Member(s) elected to the House of the People or the Legislative
Assembly of the State concerned on the symbol for which preference has
been given by the party, then the symbol shall be allotted to that party to
the exclusion of the other parties;

(v) If it is not possible for the Commission for any reason to allot a common
symbol to the candidates of a party from out of the list of symbols for
which it has given its preference under this paragraph, some other symbol
from the list of free symbols may be allotted to that party in consultation
with that party;
(vi) Notwithstanding anything contained in paragraph 10A, a political party
which was earlier a recognized political party and which lost its recognition
more than 6 years back will also be eligible under this paragraph to the
concession of allotment of the symbol which was earlier reserved for the
party, at a general election to the House of the People or to the Legislative
Assembly of a State, held after expiry of six years since the party lost its
recognition, subject to the fulfilment of each of the conditions specified
under Clause (A) or (B), as the case may be, except the condition in sub-
clause (iv) of Clause (A) and sub-clause (v) of Clause (B)]

11. RESTRICTIONS ON THE CHOICE AND ALLOTMENT OF SYMBOLS

ALLOTTED UNDER PARAGRAPH 101 [OR PARAGRAPH 10A]—

Notwithstanding anything contained in any of the foregoing provisions where

elections are held simultaneoulsy in a parliamentary constituency and in the
assembly constituencies comprised in such parliamentary constituency, then—

(a) if a symbol has been exclusively allotted under paragraph 101[or paragraph
10A] to a candidate set up by a political party at any election in the
parliamentary constituency that symbol shall not be allotted to any candidate
at any election in any of the said Assembly Constituencies unless such
candidate is a candidate set up by that political party; and
1
Inserted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.

467
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(b) if a symbol has been exclusively allotted under paragraph 101[or paragraph
10A] to a candidate set up by a political party at any election in any of the
said Assembly Constituencies that symbol shall not be allotted to any
candidate at the election in the said Parliamentary Constituency unless
such candidate is a candidate set up by that political party.
2
[12. CHOICE OF SYMBOLS BY OTHER CANDIDATES AND ALLOTMENT
THEREOF—
(1) Any candidate at an election in a constituency in any State or Union
Territory other than–
(a) a candidate set up by a National party, or
(b) a candidate set up by a political party which is a State party in
that State, or
3
{(c) a candidate referred to in paragraph-10 or paragraph-10A or
paragraph-10B,}
shall choose, and shall be allotted, in accordance with the provisions
hereafter set out in this paragraph, one of the symbols specified as
free symbols for that State or Union Territory by notification under
paragraph 17.
(2) Where any free symbol has been chosen by only one candidate at such
election, the returning officer shall allot that symbol to that candidate, and
to no one else.
(3) Where the same free symbol has been chosen by several candidates at
such election, then—
(a) if, of those several candidates, only one is a candidate set up by an
unrecognised political party and all the rest are independent candidates,
the returning officer shall allot that free symbol to the candidate set up
by the unrecognised political party, and to no one else; and, if, of
those several candidates, two or more are set up by different
unrecognised political parties and the rest are independent candidates,
the returning officer shall decide by lot to which of the two or more
candidates set up by the different unrecognised political parties that
free symbol shall be allotted, and allot that free symbol to the candidate
on whom the lot falls, and to no one else:
Provided that where of the two or more such candidates set up by
such different unrecognised political parties, only one is, or was,
immediately before such election, a sitting member of the House of
the People, or, as the case may be, of the Legislative Assembly
(irrespective of the fact as to whether he was allotted that free symbol
or any other symbol at the previous election when he was chosen as
such member), the returning officer shall allot that free symbol to that
candidate, and to no one else;
1
Substituted by Notification No. 56/2000/Judl. iii, dated 01.12.2000.
2
Substituted by Notification No. 56/2011/PPS-ii, dated 16.09.2011.

468
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

(b) if, of those several candidates, no one is set up by any unrecognised

political party and all are independent candidates, but one of the
independent candidates is, or was, immediately before such election
a sitting member of the House of the People, or, as the case may be,
of the Legislative Assembly, and was allotted that free symbol at the
previous election when he was chosen as such member, the Returning
Officer shall allot that free symbol to that candidate, and to no one
else; and
(c) if, of those several candidates, being all independent candidates, no
one is, or was, a sitting member as aforesaid, the returning officer
shall decide by lot to which of those independent candidates that free
symbol shall be allotted, and allot that free symbol to the candidates on
whom the lot falls, and to no one else.]
1
[13. WHEN A CANDIDATE SHALL BE DEEMED TO BE SET UP BY A POLITICAL
PARTY—
For the purposes of an election from any parliamentary or assembly
constituency to which this Order applies, a candidate shall be deemed to be
set up by a political party in any such parliamentary or assembly constituency,
if, and only if,—
(a) the candidate has made the prescribed declaration to this effect in his
nomination paper;
2
{(aa) the candidate is a member of that political party and his name is borne on
the rolls of members of the party;}
(b) a notice by the political party in writing, in Form B, to that effect has, not
later than 3 p.m. on the last date for making nominations, been delivered to
the Returning Officer of the constituency;
(c) the said notice in Form B is signed by the President, the Secretary or any
other office bearer of the party, and the President, Secretary or such
other office bearer sending the notice has been authorised by the party to
send such notice;
(d) the name and specimen signature of such authorised person are
communicated by the party, in Form A, to the Returning Officer of the
constituency and to the Chief Electoral Officer of the
1
{State or Union Territory concerned}, not later than 3 p.m. on the last date
for making nominations; and
(e) Forms A and B are signed, in ink only, by the said office bearer or person
authorised by the party:
Provided that no fascimile signature or signature by means of rubber stamp,
etc., of any such office bearer or authorised person shall be accepted
and no form transmitted by fax shall be accepted.]
1
Substituted by Notification No. 56/99/Judl.iii, dated 20.05.1999.
2
Inserted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.

469
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968
2
[13A. SUBSTITUTION OF A CANDIDATE BY A POLITICAL PARTY—
For the removal of any doubt, it is hereby clarified that a political party which
has given a notice in Form B under paragraph 13 in favour of a candidate may
rescind that notice and may give a revised notice in Form B in favour of
another candidate for the constituency:
Provided that the revised notice in Form B, clearly indicating therein that the
earlier notice in Form B has been rescinded, reaches the Returning Officer of
the constituency, not later than 3 p.m. on the last date for making nominations,
and the said revised notice in Form B is signed by the authorised person
referred to in Clause (d) of paragraph 13:
Provided further that in case more than one notice in Form B is received by
the Returning Officer in respect of two or more candidates, and the political
party fails to indicate in such notices in Form B that the earlier notice or
notices in Form B, has or have been rescinded, the Returning Officer shall
accept the notice in Form B in respect of the candidate whose nomination
paper was first delivered to him, and the remaining candidate or candidates in
respect of whom also notice or notices in Form B has or have been received
by him, shall not be treated as candidates set up by such political party.]
14. POWER OF COMMISSION T O ISSUE INSTRUCT IONS T O UN-
RECOGNISED POLITICAL PART IES FOR THEIR EXPEDITIOUS
RECOGNITION ON FULFILMENT OF CONDITIONS SPECIFIED IN
3
[PARAGRAPH 6A OR PARAGRAPH 6B]—
The Commission may issue for the benefit of unrecognised political parties
such instructions as it may think necessary for their expeditious recognition
when they have 2[fulfilled any of the conditions for such recognition specified
in paragraph 6A or paragraph 6B].
15. POWER OF COMMISSION IN RELATION TO SPLINTER GROUPS OR RIVAL
SECTIONS OF A RECOGNISED POLITICAL PARTY—
When the Commission is satisfied on information in its possession that there
are rival sections or groups of a recognised political party each of whom
claims to be that party, the Commission may, after taking into account all the
available facts and circumstances of the case and hearing such representatives
of the sections or groups and other persons as desire to be heard, decide that
one such rival section or group or none of such rival sections or groups is that
recognised political party and the decision of the Commission shall be binding
on all such rival sections or groups.
1
Substituted by Notification No. 56/99/Judl.iii, dated 08.06.1999.
2
Inserted by Notification No. 56/99/Judl.iii, dated 20.05.1999.
3
Substituted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.

470
HAND BOOK FOR ELECTION OFFICERS ELECTION SYMBOLS ORDER, 1968

16. POWER OF COMMISSION IN CASE OF AMALGAMATION OF TWO OR

MORE POLITICAL PARTIES—
(1) When two or more political parties, one or some or all of whom is a
recognised political party or are recognised political parties join together
to form a new political party, the Commission may, after taking into account
all the facts and circumstances of the case, hearing such representatives
of the newly formed party and other persons as desire to be heard and
having regard to the provisions of this Order, decide :—
(a) whether such newly formed party should be a National Party or a
State Party; and
(b) the symbol to be allotted to it.
(2) The decision of the Commission under sub-paragraph (1) shall be binding
on the newly formed political party and all the component units thereof.
1
[16A. POWER OF COMMISSION TO SUSPEND OR WITHDRAW RECOGNITION
OF A RECOGNISED POLITICAL PARTY FOR ITS FAILURE TO OBSERVE
MODEL CODE OF CONDUCT OR FOLLOW LAWFUL DIRECTIONS AND
INSTRUCTIONS OF THE COMMISSION—
Notwithstanding anything in this Order, if the Commission is satisfied on
information in its possession that a political party, recognised either as a National
Party or as a State Party under the provisions of this Order, has failed or has
refused or is refusing or has shown or is showing defiance by its conduct or
otherwise (a) to observe the provisions of the ‘Model Code of Conduct for
Guidance of Political Parties and Candidates’ as issued by the Commission in
January 1991 or as amended by it from time to time, or (b) to follow or carry
out the lawful directions and instructions of the Commission given from time to
time with a view to furthering the conduct of free, fair and peaceful elections or
safeguarding the interests of the general public and the electorate in particular,
the Commission may, after taking into account all the available facts and
circumstances of the case and after giving the party reasonable opportunity of
showing cause in relation to the action proposed to be taken against it, either
suspend, subject to such terms as the Commission may deem appropriate, or
withdraw the recognition of such party as the National Party or, as the case
may be, the State Party.]
17. NOTIFICATION CONTAINING LISTS OF POLITICAL PARTIES AND
SYMBOLS
(1) The Commission shall by one or more notifications in the Gazette of India
publish lists specifying :—

(a) the National Parties and the symbols respectively reserved for them;

1
Inserted by Election Commission’s Notification O. N. 42[E], dated 18.02.1994.

471
 (b) the State Parties, the State or States in which they are State Parties
and the symbols respectively reserved for them in such State or States;
1
[(bb) xxxxxxxxx]
2
[(c) the unrecognised political parties and the addresses of their
headquarters registered with the Commission;] and
3
[(d) the free symbols for each State and Union Territory.]

(2) Every such list shall, as far as possible, be kept up-to-date.

18. POWER OF COMMISSION TO ISSUE INSTRUCTIONS AND DIRECTIONS—

The Commission, may issue instructions and directions :—

(a) for the clarification of any of the provisions of this Order;

(b) for the removal of any difficulty which may arise in relation to the
implementation of any such provisions; and

(c) in relation to any matter with respect to the reservation and allotment of
symbols and recognition of political parties, for which this Order makes no
provision or makes insufficient provision, and provision is in the opinion of
the Commission necessary for the smooth and orderly conduct of elections.
4
[19. * * *]

1
Deleted by Notification No. 56/2000/Judl.iii dated 01.12.2000.
2
Substituted by Notification No. 56/2000/Judl.iii, dated 01.12.2000.
3
Substituted by Notification No. 56/99/Judl.lll, dated 08.06.1999.
4
Paragraph 19 omitted by Notification No. 56/99/Judl.iii, dated 08.06.1999.

OGP—MP—PTS U-4—(SEC) 11—600 Books—12-07-2018