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Topic IndexSpecific Administrative Issues

This section looks at the common functions that need to be addressed in all voter registration systems, whether using a periodic list, a continuous register or a civil registry. It highlights the importance of advance planning to deal with challenges that arise in developing registration systems and notes some of the difficulties inherent in responding to those challenges. Among the issues addressed in the section are the following:

Planning - The planning framework must be suited to local conditions and circumstances. A periodic list requires a major effort within a short time before an electoral event but its administrative structure may be modest between elections. A continuous list must be planned to allow re-use of data collected in the initial registration. A civil registry authority may gather information directly or oversee data collection by other bodies.
Legal and administrative framework - The legal framework sets guidelines for voter eligibility and how the registration process should be conducted. Both the central election management authority and local election offices play a role in the administration, which deals with personnel management, office infrastructure and materials.
Logistics - Voter registration requires large volumes of data to be gathered, verified, recorded and stored, often within tight time constraints. With a periodic list, a large number of people need to be hired for a short time. With a continuous register, efforts are ongoing to keep voter information up to date. Data may be collected directly for a civil registry or transferred from other bodies that gather information on citizens.
Data collection f - or registration - The election management authority should determine what information is needed and prepare an action plan for gathering it. For a periodic list, data will be collected during the election campaign or shortly before. For a continuous register, voter information changes are incorporated regularly to update the list. A rule of thumb is to keep procedures simple and take reasonable security precautions to protect the information.
Procurement - - Given the large amount of materials used in voter registration, procurement policies and practices should take advantage of the discounts available for purchases in bulk. Significant savings may result from some centralisation of the voter registration function to allow for bulk purchases. Equipment needed for short periods can be rented.
Operational infrastructure - The type of voter registration system determines the operational infrastructure. In a periodic list system, registration offices need to be established for a short time. In a continuous list system, the main challenge is to link data from many different data sets.
Voter education - All systems of voter registration require some degree of voter education. In some cases the election management authority simply makes it known that eligible persons need to register in order to be able to vote. They may use all forms of media, advertising, bill boards, pamphlets etc to notify the public. In other countries, particularly where voter registration has been low, the election management authority and/or the media and civil society groups try to convince the public that it is important to register and vote.
Staff selection and training - Voter registration tends to be a labour-intensive process. A periodic list involves very sharp spikes in activity and employment. Other methods spread registration activity over a longer time and need more long-term staff. In either case, the election management authority must hire and train a large number of employees.
Implementation - The voter registration process leaves little room for administrative error. The election management authority should plan how it will deal with problems. It should also have back-up solutions to handle contingencies.
Compiling registration data - To collect voter registration data, the election management authority. may conduct door-to-door registration, set up registration centres (either stationary or mobile), allow registration by mail or even on-line, or establish data-sharing arrangements with other government bodies. The election management authority must collect information needed to positively identify voters and verify the voters list.
Storing registration data - There are both computerized and non-computerized systems for securely filing and storing voter registration information. A non-computerized system must be capable of handling the large volume of paper records. A computerized system offers certain advantages but the original documentation still often needs to be stored, either in paper-based form or as electronically scanned files.
Production of preliminary voters’ list - After collecting registration data, the election management authority produces a preliminary voters list. This is often given to political parties and candidates for use in contacting voters. For their part, voters can check the accuracy of their registration information as it appears in the list.
Method of production - Producing the voters list is a multi-stage process, and problems at any stage can lessen overall success. The list may be produced locally or centrally. In either case there must be facilities to securely transmit data between local and central election offices.
Voters list maintenance - A continuous list of voters must be regularly maintained after its initial creation. Given the high mobility rates in many societies, the election management authority may find it challenging to keep abreast of changes of address. If voters are not required by law to notify the election management authority when they move, the voters list may quickly lose currency.Promotional strategies - The election management authority adopts appropriate communications strategies to publicize the preliminary voters list once it is ready for review by interested parties. Promotional strategies include paid advertising, public service announcements, cards mailed to registered voters or notices posted in a public place. The strategies should not allow misuse of the list.
Gathering changes to preliminary list - Once the preliminary voters list has been compiled and made widely available, a period is allowed for revision. Eligible voters may not be listed or listed with incorrect information; some names may need to be removed. The election management authority must have procedures for dealing with claims and objections.
Production of final voters list - After the necessary revisions have been made, the final voters list is produced. This is the list used on election day. It may be produced centrally or locally, depending partly on time constraints.
Distribution of final voters list - Each voting station must have a copy of the final voters list by election day. For the election management authority, the voters list provides definitive statements of voting eligibility for each person listed. Political parties may use the list to check whether changes they requested to the preliminary list have been made.
Audit trail maintenance - The overall integrity of a voters list may be challenged, and electoral administrators should be prepared to defend decisions on the eligibility of any person or group of persons. They must keep documentation relating to decisions on eligibility, track changes to voter information and establish appeals mechanisms.
Closing date for registration - The goal of a voter registration initiative is to develop a comprehensive voters list that will be as current and accurate as possible on election day. The closing date for registration should be chosen to allow time for the election activities that must follow, including list review, revision, hearing of challenges and production of the final list.
List revisions for early voters - In many jurisdictions, eligible voters who cannot go to the polls on election day may vote at an early voting station. Provisions may be required to register such persons if their names do not appear on the voters list. Names of those who voted early are struck off the voters list to ensure that they cannot vote again on election day.
Objection hearings - Where a claim has been presented that the voters list is in need of revision and the claimant is not satisfied with the decision of the election management authority, there should be a set procedure for filing an objection. Attending a hearing should not be onerous for claimants.
Election day registration additions and revisions - Some jurisdictions allow voter registration on election day. If so, there must be clear parameters to guide the election management authority. For example, it may be required to keep a list of people who register on election day, for later review by political parties. Safeguards should be adopted against voter fraud.

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