In every jurisdiction there are basic criteria and procedures for vote counting that the electoral management body needs to adopt and implement, to ensure that vote counting is accurate and a true reflection of the votes cast by the voters.
Simplicity of the counting system
Counting rules should be clear, known in advance, and understood by everyone involved in the election, including election officials, the general public, political parties, candidates, non- governmental organizations, and national and international electoral observers.
In addition to this, some jurisdictions have legislated processes that need to be adhered to in the vote counting process. Also, it is desirable that information and training programmes on the count itself be provided to all participants in the electoral process, these include vote counting officers, electoral officials, political parties, candidates, international and national observers and the media.
Counting rules, including criteria for rejecting ballots, should be clear, agreed upon and known in advance, and understood by everyone involved in the election, including election officials, the general public, political parties, candidates, non-governmental organizations, and national and international electoral observers.
Checks and balances in the vote counting process
Clear responsibility and accountability for each stage of the counting process are important. At the national level, the electoral management body should be accountable. At the electoral district level, it may be a senior election officer or commission official.
At voting stations, specified voting station officers may be responsible for voting and counting. Clearly defined complaints and appeals processes are also important. There should be structures in place with the authority and competency to address complaints and appeals. These may include political party liaison committees, conflict management and resolution bodies and legal structures.
Observers, both national and international, and the media, can play an important role in the oversight of the counting process and provide an essential perception that the counting takes place in an open and transparent manner. Clear audit trails are essential in ensuring accountability.
Competent and well trained staff
The success of vote counting rests on the competency, professionalism and non-partisan conduct of the counting officers. Best practice requires that counting staff undergo vigorous recruitment and training.
Men and women should be recruited on an equal basis, according to their ability to carry out the duties required in an unbiased and professional manner. Other criteria may include speaking at least one of the local languages and previous electoral experience.
In a jurisdiction that is emerging from conflict, these requirements may not be appropriate and it may be expedient to have people from outside the area working as voting station and counting staff. Some jurisdictions require that voting station staff be qualified voters and/or live within the same electoral district where they will be working on Election Day. These criteria should be publicized and known to all candidates and political parties to ensure the transparency of the process.
The electoral laws may restrict who can be recruited as counting staff. In some jurisdictions, counting staff is nominated by political parties in proportion to the number of votes or seats won at the previous election.
The parties draw up lists and refer the names of acceptable personnel to the responsible local election official. Workers who are nominated by a political party, but appointed by the local electoral management body, must agree to carry out all their duties in a neutral and non- partisan manner.
The level of training provided to voting station and/or counting staff will vary according to local conditions and the seniority of their position. Local election officials, electoral managers in charge of counting and counting centres, usually receive more detailed training than more junior counting officers.
Senior officials should be trained well before voting day. Ideally, junior officials should be trained before voting day, with a briefing session on voting day, before voting starts.
Where voting station officials conduct counting, training for the count will take place in conjunction with training for voting. A typical training programme for senior officials will include face-to-face training conducted by a qualified instructor, audio/visual training aides (if available), training manuals, and simulation exercises.
In some cases, voting station staff will receive training manuals to read and sample exercises to complete at home before attending training. More junior officials can be trained in a similar manner, or trained by their supervisors after the supervisors have been appropriately trained.
Conducting a counting simulation is a very effective learning tool, which helps to visualize the counting process, and pre-empt problems that may arise, by including examples of ballots that may be open to objection, and by practicing filling in forms.
It is desirable to make attendance at training a mandatory condition of employment of counting staff. In order to encourage people to attend training, it is usual to pay them an appropriate allowance or fee.
In some countries, professional trainers will be used instead of the local election officials to conduct voting station and counting staff training sessions. Sometimes a small group of professional trainers will train other trainers, who will then go into the field to conduct the training directly to the voting station and counting staff on behalf of the electoral management body.
Processes for appeal and review
In addition to being able to object to a decision of the counting officer during verification and reconciliation, sorting and counting, it is important that political parties and candidates are given an opportunity to appeal to higher authorities.
The legislation may provide for appeal and review mechanisms to the most senior structure within the electoral management body, to be decided within a defined time period, and the decision to be conveyed to the person bringing the appeal or review.
A further appeal to the decision of the electoral management body may go to the ordinary court structure or to a specially convened electoral tribunal or court, such as an electoral court, staffed with qualified, non-partisan judges.
After the appeal is introduced, the legislation should stipulate a time period wherein a decision should be made or those who appeal shall receive a response on the status of their appeal. If legislation allows for an indefinite period, the uncertainty of electoral result may result in conflict and violence.
