Reference Materials Required by Observers
Quality reference materials are the observers' essential basic tools in accomplishing their objectives. These should be provided to observers in sufficient time to enable them to familiarise themselves with the locations, activities, and environments relevant to their tasks, preferably as soon as they are recruited and certainly well in advance of training sessions. The basic list of required materials for each observer includes:
- assignment description;
- accreditation documents;
- observer manual;
- checklists and reporting forms to be completed;
- individual deployment, transport, accommodation, communications, security and emergency arrangements;
- local contact names and details.
Assignment Description
The assignment description documents the objectives of the observation, and the individual observer's tasks in achieving these--that is, the specific activities and locations which he is responsible for monitoring, and the scheduled output (e.g., reports) required of observers. It is the basic management control document for field activities.
Accreditation Document
Observers should each be provided with an official identity card (preferably with photograph) issued by their observer organisation. If observers are required to enter areas that may be restricted to the general public, such as voting stations or election officials meetings, arrangements will need to be made for issue to observers of accreditation documentation or identity cards by the election management body. Such accreditation should be sought for open access, and not be limited, for example, to a single voting station, to allow flexibility in observation. Accreditation documents must be kept under strict security by observer personnel.
For further information on inviting and accrediting observers, see Inviting and Accrediting Observers.
Observer Manual
For a full description of subjects that could be usefully included in an observer manual for voting operations, see Observer Manuals. Briefly, the manual should effectively present:
- the observation aims and scope;
- product required from observers;
- the social, political and historical environment of the election;
- the relevant legislation, regulations and codes;
- the electoral system and its administration;
- voting operations procedures;
- observer rights, responsibilities, conditions of service, and standards of conduct;
- information gathering and dissemination strategies;.
- general administration for the observer group
For examples of handbooks, guides and manuals for observers, see Handbook for Election Observers - Council Of Europe and International Observer Manual, IFES, Albania 1996.
Checklists and Reporting Forms
Field records using standardised checklist or reporting form formats ensure a more consistent coverage by observers and aid objectivity in reporting. They make an easy-reference aide-memoire for observers. Developing comprehensive checklists, and controlling their proper completion, ensures that all aspects of the activity being monitored are covered. However, as with any form, emphasis must be on keeping each reporting form and checklist simple and clearly designed.
Providing the basic evidence of election occurrences in such standard formats simplifies the tasks of assessing overall election performance, and compiling summary reports. (For examples of observer checklists for monitoring election activities, see Observer Worksheet - IFES, Russia, 1996 and Pollworker Forms.)
Administrative Procedures
In the effort to ensure that observer operational plans are documented, development of comprehensive instructions on the administrative framework for the observation exercise should not be neglected. In developing an observer team, it is vital that team members perceive that they are being treated equitably within a consistent administrative framework.
Clear and concise explanations of the observer group's administrative procedures must be provided to all observers. These may be included in the observer manual or issued as separate instructions. The general issues that need to be covered include:
- transport arrangements;
- accommodation arrangements;
- entitlements and arrangements for payment of expenses and any fees;
- communications procedures;
- reporting arrangements;
- emergency contact numbers at observer management centre;
- illness or absence reporting;
- personal and goods insurance;
- personal security information, including mine and ammunition awareness where relevant;
- contingency or emergency evacuation arrangements.
Observers may be assigned to a part of a country with which they are not familiar. International observers may be in a country with whose language and basic infrastructure and services they are not familiar. They need to be supported with all relevant information on the environment. If not fully included in the observer manual, this may need to include information on:
- meeting and greeting of recruited staff;
- locations and contacts for police and security forces;
- local transport systems and infrastructure;
- regional maps annotated with significant sites;
- local medical services;
- vehicle repair facilities;
- local telecommunication systems;
- currency exchange;
- interpreter services.
Contact Lists
Provision to observers of lists of important contact names and details facilitates more speedy information gathering. Full details for internal observer mission contacts are essential for effective observer administration. The range of external contact information provided will depend on the nature of the observer's tasks and the environment. Relevant contact information may include:
- executive government and departmental officials;
- electoral administration officials at national, regional, local or voting station levels;
- political parties;
- media;
- other observer missions;
- organisations or community groups with an interest in governance issues;
- bodies involved in civic/voter education;
- police and security forces.
