Depending on the manner in which applications for voting operations staff positions are sought, offers of employment could be made either as an introductory inquiry to establish interest and availability, or as a firm offer after suitable applicants have been selected.
Whichever manner is used, there is a staged process that would preferably be followed in order to maintain effective control over staff recruitment:
• seeking applications from potential staff, or confirming interest and availability of previously experienced voting operations staff or nominated persons;
• assessment and selection of staff from those who respond;
• notices to unsuccessful applicants;
• where availability has not previously been established, or applicants applied for positions in general, rather than a specific position, sending out of offers of employment requiring confirmation of availability for the specific position;
• formal written appointment of successful applicants to a specified position--preferable with a clearly stated stipulation that formal confirmation of the position is dependent on the applicant's successfully completing the required training.
Maintaining proper documentation of this process is necessary to combat any challenges to the integrity of employment decisions.
Once voting operations staff have been selected and have confirmed their willingness to be employed under the terms and codes of conduct applicable, a formal appointment or contract confirmation must be provided to each recruited staff member.
Without these, the recruitment process loses all accountability.
Staff Appointment Documentation
Contract and appointment documentation provided to staff should disclose sufficient information to establish staff rights, responsibilities, and entitlements. Relevant information that should be provided includes:
• the title of the position to which the person is to be appointed;
• general terms and conditions of employment;
• the duties and responsibilities of the position (this should be further explained in accompanying procedural documentation);
• the location, date(s), and time(s) at which the person is required to report for duty, and the duration of the employment;
• training requirements;
• code of conduct requirements, including any declarations of conduct to be signed by the employee;
• declaration of secrecy to be signed by all voting station staff
• remuneration rates and payment arrangements for both voting operations duties and training, including any tax liabilities or other contributions required;
• any additional entitlements--such as transport, accommodation, insurance, expenses--and arrangements for these;
• any specific arrangements the staff member needs to be aware of for effective conduct of duties;
• penalties for failure to comply with appointment conditions;
• contact information for inquiries;
• request for prompt confirmation of acceptance or notification of unavailability.
Other additional information may also usefully be provided with appointment documentation. For more senior staff this could include details of their appointed subordinates. For voting station managers this could include such information as delivery or collection times for equipment, voting station security arrangements, collection and return arrangements for voting station premises keys and preparation of reports.
Other Material
Delivery of staff appointment documentation, whether at meetings, through the mail, or by other delivery methods, is the most effective opportunity to provide each staff recruit with:
• a copy of their relevant procedures;
• any training prerequisites (workbooks or exercises to complete);
• specific information on any transport or accommodation arrangements made in connection with their duties.
Where, because of the location of their duties on voting day, staff will require an absentee vote, any application forms required for this should also be included with the appointment documentation.
