Announcement of Nominations Period
The responsibility would better lie with the electoral administration, rather than executive government, to provide public information on the commencement and closing times and dates of the period for nominations for an election. To enable clear understanding, this publicity is better framed in plain language, rather than merely repeating the legal jargon of the relevant legislation or regulations. (For an example of a formal announcement of the opening of nominations, see Proclamation regarding candidates - Namibia.) Additional publicity should also refer to the qualifications for nomination and the list of issues that will be checked by the electoral management body when determining whether to accept a nomination (see Responsibilities for Verification of Nomination Data).
Publicising Nominations Period and Requirements
While minimum requirements for advertising on the nominations period for an election may often be defined in legislation or regulations, the most effective means of getting this information to potential political participants should be researched at local levels by election administrators. This is particularly important in transitional elections or where there are provisions for independent candidates, or groups, other than nationally registered major parties to nominate for an election. Cost-effective means of doing this will vary in different environments.
The potential to publicise the nominations period in available news media, and the use of public meetings, should be considered. Using letters or other forms of direct communication to known potential candidates, parties, or groups is generally not advisable, as it runs a high risk of allegations of bias or preferential treatment for specific political participants.
A most important message to emphasise in publicity on nominations, in addition to candidate qualifications, is to clearly specify:
- the authority and address to which and manner in which nomination papers must be submitted (e.g., in person, by mail, acceptability of facsimile or e-mail nominations);
- the exact time and date by which the nominations must be in the hands of the specified authority.
It is prudent to schedule public information programs on the nominations period so that reminder information on the closing date and time is again widely publicised in the days before the actual closing date.
Receipt of Documents for Nomination/Registration
Election nomination/registration documents received from candidates, groups, and parties must be treated as highly accountable documents and subject to strict controls. Losing or incompletely validating these documents may create major difficulties later in the election process.
The time of receipt by the specified authority of a nomination/registration is often critical to its acceptance, particularly where parties and candidates leave this action until the last possible moment.
Application of the following basic administrative controls will help minimise the possibilities of dispute over receipt of nomination or registration papers:
- offically noting the time and date of receipt of the nomination/registration papers, as soon as they are received;
- providing an acknowledgment of receipt of nomination (for an example, see Receipt for Nomination Petition, Virgin Islands);
- officially recording the receipt of the papers, with time and date, in a register of nominations/registration applications received (maintained manually or by secure electronic means);
- opening, for each nomination/registration application received, a verification processing checklist (see Responsibilities for Verification of Nomination Data);
- at regular intervals, publicly displaying updated lists of nominations received (where allowed by the legal framework);
- if it is permissible for nomination/registration papers to be received by mail, fax, or electronically, making arrangements for electoral administration staff to ensure that any relevant mail boxes, fax machines, or e-mail addresses are cleared at the deadline hour for receipt of nomination forms.
Public Scrutiny
The question of whether the actual nomination papers should also be fully available for public inspection may raise some concerns. In the interests of transparency of the process, the answer is undoubtedly affirmative. However, where there are concerns about intimidation of candidate or party supporters, some consideration may need to be given as to how and to whom to make available any required lists of names and addresses of nominators attached to the nomination papers.
Immediate Check for Errors
If nomination/registration papers are received by personal delivery, particularly if close to the deadline, it can be an effective service to check, in the presence of the person delivering the papers, that all required information is present, for example:
- conditions for any minimum number of nominators are met;
- any required fee is present in acceptable tender;
- all candidate and party details required have been provided in the correct format.
Immediate identification of any omissions may enable speedier rectification, but these should be noted in the verification processing records (see Responsibilities for Verification of Nomination Data).
Staffing Resources Required
Where large numbers of candidates or parties are expected to run in an election, it is prudent for the electoral management body to carefully review the staff and premises resources that may be required for the last day of nominations/registration, to ensure that all relevant tasks can be completed effectively. Wherever possible, it is helpful for election administrators to communicate with parties and candidates to determine a schedule of their arrival for nomination at election administration offices. This will both assist in the management of the nomination workflow and minimise the potential for clashes between supporters of various candidates disrupting nominations proceedings.
Maintenance of Nomination Records
Following receipt, nomination/registration papers should be stored securely and accessibly to enable verification and later cross-checking against ballot layout samples and/or proofs. All nomination papers, and any attached documentation supporting the nominations, must be stored securely at least until the period for challenging the election results has expired.
