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:
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.
