Several
tasks need to be carried out at the opening of the voting to facilitate the
vote counting at the closing of voting. The first is to count the total number
of ballots originally received (provided by the electoral management body). In
countries using one ballot per political party and where envelopes are used, it
is important to verify if all parties' ballots are available to voters.
This
represents an important aspect of the audit trail, as this figure will be
needed to reconcile the number of ballots used/unused after the voting takes
place. When the ballots are delivered, prior to the commencement of voting, all
ballots (and envelopes where applicable) should be counted, and serial numbers
on the counterfoils or ballot book numbers (where applicable) should be
verified as well, via inspection of the ballot booklets to ensure completeness.
The officer who delivered them should witness the counting of the ballot
quantities. He/she should sign a receipt, and a copy should be attached to the
voting record book.
In all
cases, the information should be written on the ballot accounting form.
Depending on the country, and the type of information needed by the electoral
management body, in order to reduce duplication of effort, the same information
may not need to be recorded in more than one place unless required.
Once
the ballots are counted, and proper observations or indications on the
appropriate forms are made (if needed), the electoral manager at the voting
station should show everyone present that the ballot box is empty, before
placing security seals on the ballot box.
The
serial number(s) of the seal(s) should be written in the voting record book and
in any other appropriate form. The party and candidate representatives present
should be given an opportunity to affix their seals or signatures on or next to
the security seals of the ballot box. These procedures are very important, as
they constitute the start of an important audit trail.
Following
these procedures can prevent many mistakes. If discrepancies occur, steps can
be retraced to the beginning of ballot marking. At no time should any voter
remove ballots from the voting station.
Closing the Ballot Boxes
At
closing time, the electoral manager in charge of the voting station should
announce the official closing of the vote. The electoral manager in charge of
the voting station should ensure that only authorized persons allowed to
process or witness the count remain inside the voting station. Voting station
and/or counting officers, observers, party and candidate representatives should
be permitted to stay for the counting process.
If no
one, except the counting officers, is present, the last voters may be asked to
stay and witness the counting. All other persons should wait outside the voting
station for the interim results.
To
facilitate the counting process, the voting station may need to be physically
reorganized. Tables are generally placed together for a larger working surface,
and chairs, pencils, and a board to post results are put in place. Is important
to have enough space to make different piles of ballots and to make it easier
for observers and party representatives to observe the counting process.
Summary of Process
At the
close of voting, authorized persons and counting officers stay in the voting
station and start the counting process. Generally, an average of two hours is
needed to complete a count of approximately four hundred to five hundred
ballots, if no serious objections are encountered. The time taken to count
ballots will depend on the number of staff and the complexity of the voting
system and counting procedures.
While
the ballot box is still sealed, reconciliation is done by checking the number
of counterfoils (if applicable) indicating ballots given to voters, unused
ballots, and spoiled ballots against the total number of ballots issued. The
number of voters who voted on election day/s is also counted in order to verify
against the number of ballots used (used counterfoils). All discrepancies must be resolved or reported to the electoral management
body. The figures are written on a ballot paper account.
Once
the first steps are complete, the person in charge of counting can open the
ballot box and empty its contents in the centre of the table. The table may
have been used during voting, or if no table was used during voting, the
electoral management body should ensure that one is present for counting. It is
important that the table is large enough so that no ballots will fall on the
floor when the ballot box is emptied of its contents.
Seals
are verified before ballot boxes are opened in the presence of counting
officers, representatives of political parties and candidates, and observers.
If only the counting officers are present then the last voters may be asked to
stay in order to act as witnesses. Another reconciliation is done once the
ballot box is emptied.
A
further reconciliation may take place if requested by the representatives of
parties and candidates. In all cases, the number of ballots in the box is
compared with the number of voters who have voted. No ballots should be
missing, nor should the number of ballots in the box exceed the number of
voters.
All
discrepancies should be reported to the electoral management body and proper
modifications or changes made to the forms. Modifications should only be made
by authorized EMB officials. In some instances, a dedicated correction form is
used and attached to the statement of the vote form. As far as possible,
everybody involved in the counting process should sign the forms, in order to
confirm that the accounting for the ballots was satisfactory, or that they are
aware of the source of discrepancy, and that they agree with the decision taken
by the counting officer in charge of the count. According to best international
praxis, observers and party agents should receive official copies of statement
of the votes forms and correction forms used.
The usual
forms required for the count are a count sheet, a voting record book, a
statement of the vote, and the ballot account form. Envelopes, or bags for
ballots, and seals to close the ballot box, or to put on the envelopes are also
required.
