Defining Staff Positions
There are different basic methods of defining staff positions for voting station duties, such as:
- engaging staff in a single general category, with all staff being trained to the same level, thus allowing considerable flexibility in the functions officials can perform--normally assigned by supervisors at the voting station;
- categorising staff into various functional roles and training and appointing them to specific functional positions.
While less flexible, this second method can have benefits in being able to target training more effectively, particularly where large numbers of inexperienced polling officials need to be trained.
Where staff are categorised in this latter manner, it may also be useful that staff expected to undertake supervisory responsibilities be selected on the basis of higher skill criteria than those required for the bulk of polling officials. (For further discussion of recruitment standards, see Recruitment Standards).
Staffing Structure Models
Different jurisdictions use a variety of structural models for voting station staffing, which will often depend on any structural outlines contained in the legal framework for the election. In broad terms, these models could be classified in the following three ways:
Hierarchical model, where each voting station has an appointed manager with direct responsibility for the operations of the voting station, and general supervisory powers over all other staff of the voting station. This model has advantages of defining a clear decision-making and accountability structure, but will require strong leadership and supervisory ability on the part of staff appointed to voting station management positions. In general, this model is likely to result in more effective voting station operations. Where separate ballot counting centres are used, this would also generally be the most appropriate model to use.
A voting station commission approach, where staff appointed to voting stations are members of a voting commission for that voting station. This would generally incorporate elements of the hierarchical model, in that a chair of the commission with overall responsibility for the voting station would be appointed, but decision-making within the voting station would more likely involve all members of the commission. This model may be appropriate in situations where there are large numbers of relatively skilled or experienced polling staff available. It has distinct advantages in environments emerging from conflict where there may be some reservations in the ability to appoint truly independent managers for voting stations.
A non-hierarchical model, where all polling officials are equal in status, and decisions within the voting station are made by some form of consensus. This model may be appropriate where voting station staffing levels are small, and polling official recruitment is on a checks-and-balances model involving equal numbers of politically-sponsored appointments. (For further discussion of this recruitment model, see Recruitment Action Plan).This model is not generally suitable for most environments).
The details of the duties to be undertaken by staff within voting stations will be governed by the voting systems and procedures adopted. Structural models for staffing may vary, but there are a number of broad functions that will need to be undertaken in any election system or structural model. The terms used below are used in a generic sense for ease of reference; different jurisdictions will use widely differing terms for staff undertaking the same functions.
Basic Staff Functions
The basic functions that need to be assigned to staff in voting stations include ensuring that:
- the voting station is set up and ready for operations prior to the opening of the polls (for required actions, see Distribution and Receipt of Voting Materials);
- entrance to the voting station is controlled so that only authorised persons enter (for further discussion of this issue, see Voter Service);
- queues of voters move smoothly and there is effective control of crowds and direction of voters within the voting station (see Crowd and Queue Control);
- the eligibility of all voters to vote at the voting station is checked to ensure that only eligible voters receive the materials that will enable them to vote (for detailed procedures, see Determination of Eligibility to Vote);
- ballots or ballot envelopes are issued correctly to eligible voters (see Issue and Casting of Ballots);
- voters are directed to voting compartments to vote, voters are able to vote in secret, and the voting compartment area is kept free of obstruction (see Issue and Casting of Ballots);
- staff are available to provide information to voters and deal with voter queries (see Providing Information to Voters);
- staff are available to provide assistance in voting to those eligible for assisted votes (see Assistance to Voters);
- ballot boxes, voting machines or voting computers are guarded to ensure that no unauthorised votes are cast or that authorised votes are not tampered with (see Issue and Casting of Ballots);
- exit of the voting station is controlled, so that no unauthorised persons enter the voting station through the exit, and that voters leave the voting station immediately after voting;
- any special voting facilities that are defined in the legal framework for voting operations--such as absentee voting or voting day registration--are provided;
- voting materials are correctly sorted and packaged, and effective preparations for the count are made following the close of voting.
The distribution of these duties among voting station officials will vary widely according to the specific voting procedures, the security-risk environment of the election, and the layout of the voting station. Some relevant issues in breaking up duties and assigning them to specific categories of staff are further discussed in relation to:
