Once the vote counting process is over, the counting officer prepares the statement of the vote for a voting station.

This form indicates the election results and should include standard information, such as the name of the electoral district, the name and/or number of the voting station, and election date.

Specific information on the count should include:

• number of ballots received at the opening of voting from the electoral management body,

• number of spoiled ballots,

• number of unused ballots,

• number of valid ballots for each candidate or political party,

• number of rejected ballots,

• total number of valid ballots, and the

• total number of voters who voted on election day.

The counting officer and the representatives of political parties and candidates sign the form. They should provide their printed names, addresses, and telephone numbers, if any, along with their signatures. If there is a problem, it will then be easier for the electoral management body to locate and contact them.

Some jurisdictions require all counting officers present at the voting station to sign the statement of votes.

Once the form is completed, the results should be given orally, or transmitted electronically, to the local office of the electoral management body to allow them to gather interim results as soon as possible. The counting officer is responsible for communicating the interim results.

The transmission can be done by telephone, cellular phone, modem, or fax, using a unique security code to ensure the proper identification of the person transmitting the results. However, the communications infrastructure in parts of some countries does not permit oral or electronic reporting of interim voting results. In such locations, the use of the counting officer or other officially designated person carrying the statement of the vote may be the only available alternative.

After the results have been reported orally or electronically, the original of the statement of the votes should be transmitted to the same office of the electoral management body by hand in a sealed envelope.

This measure is essential to prevent fraud and provide evidence of any tampering with results.

Representatives of a political party and candidates should be allowed to copy the results.

The counting officer should keep a copy of the statement of the votes and another is posted at the voting station. The original is placed in a sealed envelope and attached to the ballot box for use by the electoral management body. Observers and party and candidate representatives should have the right to transcribe the results from the official statement of the vote for the voting station or the counting centres.

As print or electronic media are considered a key element in a free democratic society, it is recommended that they be given access to the results, either at the voting stations or at the offices of the electoral management body where results are being reported, unless there are valid security considerations related to the release of partial and unofficial results. This is especially important if the freedom and fairness of the election process is in question.

The electoral management body is responsible for proper accreditation of personnel allowed at the voting station or results collection office during the counting phase. The media representatives on site should wear identification proving this accreditation.

Issue of Transparency

Transparency is very significant, particularly at the time of the release and transmission of interim results. Representatives of political parties and candidates should sign and have a copy of the statement of the vote and should be allowed to witness the transmission of the corresponding results to the electoral management body.

Such transparency of actions is essential in the acceptance of the general outcome of the election.

Importance of Contingency Plans

Communications technology plays an increasingly important role in the transmission of voting results. If the supporting systems used by the electoral management body fail, postponement of interim results can ensue, creating numerous administrative, technical, and logistical problems. In addition, such failures tend to be politically embarrassing to the electoral management body.

To avoid such failures, a contingency plan should be implemented, and fully tested prior to election day. Identification of a second telephone in close proximity to each voting station can be made prior to election day, and can represent an economical alternative in case of technology failure. Computerized call answering machines can be linked and duplicated in the event that one fails.

Radio hand sets can also be used. Finally, a manual alternative to electronic transmission of results, such as the use of couriers or hand delivery, can be used as a final back-up plan.

The selection of a contingency plan is driven by local context and circumstances in that particular jurisdiction. In some circumstances, prior agreement with security forces to use their communications equipment can be negotiated, or partnership or collaboration with private companies to use their facilities can be made as a backup plan.