Summary of Process
Once
the counting process is over, the counting officer prepares the statement of
the vote for each voting station. Progress reports for each counting centre
will also be sent to the national office of the electoral management body using
a pre-determined communications format, often via internet, preferably using a
VPN (virtual private network, whereby the public internet is used as a conduit
for securely encrypted data between a counting centre and the EMBs national
headquarters).
The
electoral management body releases the results as they come in, after various
checks have been performed. A cumulative statement of the vote will also be
prepared for the counting centre and shared with party agents, observers and
accredited journalists.
Statement of the Vote for Each Election in Voting
Station
This
form indicates the results of election day and should include standard
information such as the name, and if applicable, the number of the electoral
district, the number of the voting station, ballot box and 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 and rejected ballots;
- number of unused ballots; and
- total number of voters who voted on election day.
This information should correspond to the ballot account form completed
at the voting station. Then, the number of valid ballots for each candidate and
political party and total number of valid ballots should be recorded.
The counting officer signs the form, as does the
representatives of political parties and candidates.
Along with their signatures, the following information
could be found: printed names, addresses, and telephone numbers. If there are
later investigations, it will be easier for the electoral management body to
locate and contact them. Some jurisdictions require all counting officers
present at the counting table to sign the statement of the vote.
A transcribed copy, carbon copy, or a photocopy of the
statement of the vote for the ballot box is given to the person in charge of
combining results for the counting centre. Representatives of political parties
and candidates are allowed official copies of the statements of the vote.
Any observers should also receive an official copy of
the results. The original is attached to the ballot box in a sealed tamper-evident
envelope.
Progress Reports
Once
all the ballot boxes for an electoral district are counted, these results
should be sent directly to the central office of the electoral management body.
In some places the EMB has predetermined intervals where counting centres are
supposed to report updated interim results. The purpose of these reports is to
allow the electoral management body to release results as they are counted and
checked and made ready for release as provisional official results. The same
information is needed for the cumulative statement of the vote for the counting
centre in questions.
Where
electronic voting systems are used and where these are connected to the EMB’s
HQ, such reporting can be automatic.
Cumulative Statement of the Vote for Counting
Centre
Once
the vote statement form for all ballot boxes making up a voting station has
been completed, a copy should be transmitted to the person in charge of
combining results and creating a cumulative statement of the vote for the
counting centre. If more than one ballot box has been used for the election in
question, the vote statement form can only be completed once all ballot boxes
have been counted.
The
person in charge of combining results will transmit the cumulative statement of
the vote for the counting centre to the national office of the electoral
management body as soon as it is completed to allow the national office to
gather the national results as soon as possible. International practise now
requires that the counting centre also reports the results by voting station
thereby adhering to the accepted level of transparency for a results management
system. The transmission can be done by telephone or cellular phone using a
unique security code to ensure the proper identification of the person
transmitting the results. However, in order to enhance accuracy and facilitate
processing of results data at the national results centre, counting centres are
nowadays predominantly sending electronic files via internet.
It is
recognised that in rural and remote parts of some countries the communications
infrastructure does not permit oral or electronic reporting of voting results.
In such locations, a pre-determined election officer should hand deliver both
the cumulative statement of the vote and statements by voting station to the
national office.
After
the results have been reported orally or electronically, the original of the
cumulative statement of the votes for the counting centre should be transmitted
to the national office of the electoral management body by hand or by courier
in a sealed tamper-evident envelope. Party and candidate representatives, as
well as observers, should be aware of this activity and be allowed to be
present during the transportation of the original statement of votes forms.
This measure is essential to prevent fraud and to provide evidence of any
tampering with results.
An
official copy of the statement of the vote for each voting station; the
cumulative statement for the counting centre; as well as periodic progress
reports; are given to the person in charge of combining results for the counting centre. Another official copy is
posted at the counting centre.
Any
observers and representatives of political parties and candidates are allowed
an official copy of the results forms.
As the
print and electronic media are considered a key element in a free and
democratic society, it is recommended that they be given access to the results
at both the counting centre and at the national offices of the electoral
management body where results are being reported.
Some
jurisdictions make special provision for the media at the counting centres,
facilitating live electronic broadcasts. This is especially important if the
freedom and fairness of the election process is in question and to ensure
transparency of the work of the electoral management body, during the counting
process.
To
control who is allowed at the counting centre or at the electoral management
body offices, proper accreditation must be given by the electoral management
body. The media representatives on site should wear accreditation
identification, as should party and candidate representatives and observers.
