Accounting for All Ballots Received
In voting systems whose prime control on the integrity of ballots is control of issue of the ballots themselves to voters, all ballot stocks received at the voting station will need to be accounted for. Accounting for ballots at the close of voting is most effectively undertaken if it follows a series of simple steps. All steps in this process should be recorded on official ballot account forms which are endorsed by the voting station manager with any party/candidate representatives present also being invited to endorse the forms.
While this reconciliation is being done, the voting station should be thoroughly searched, particularly the areas around the voting compartments, checking at floor level under furniture, in any cracks between tables, and in any areas that could be used for storage, to ensure that all ballots at the voting station are included in the accounting.
This important reconciliation can be undertaken using the following steps:
Establish Number of Ballots Received
The first step is to establish the total number of ballots that should be on hand in the voting station, by taking the number of ballots received for the commencement of the voting (adjusted for any discrepancies found during check counting), adding to that any additional ballots supplied to the voting station during voting day, and subtracting any ballots officially removed from the voting station (in some systems this may occur if emergency re-supply for other neighbouring voting stations is necessary).
It is important that this figure is correctly calculated. At the conclusion of the count for the voting station, this figure for total ballots on hand should be equal to the sum of the number of votes counted during the count (including any spoilt or otherwise cancelled ballots) and the unused ballots.
Any discrepancy between the initial calculation of total ballots at the voting station and the figure calculated at the end of vote counting would suggest tampering or error in the election, and will require thorough recount of all ballots and investigation at the count.
Establish Number of Ballots Issued to Voters
The second step is to establish the number of ballots issued to voters. If there is more than one issuing table issuing ballots to voters in the voting station (e.g., if there are different issuing tables according to an alphabetical split of voters' names), this figure should be first established separately for every issuing table, and only when these figures are endorsed by the voting station manager, amalgamated to a total for the voting station.
Depending on the style of the ballot, and the control systems for ballot material in the voting station, the methods of doing this will vary. Where ballots have numbered stubs or counterfoils, and there is only one ballot issuing table, or a separate counterfoil number range has been given to each issuing table, ballot issues may be able to be established by subtracting the number on the stub of the first ballot issued, from that on the stub of the next remaining unused ballot at close of voting. This simple method should only be used if there is strict control over ballot issuing during voting to ensure ballots are issued in strict numerical order of the stubs.
Where counterfoiled ballots have been issued out of strict numerical order, which may particularly occur if there is more than one table for issuing ballots or if there has been a re-supply of ballots to the voting station during voting, the number of stubs/counterfoils from which ballots have been torn off should be counted at each issuing table.
Where ballots without counterfoils/stubs are used, staff at each issuing table should count the number of unused ballots left at the end of voting, and subtract that from the number of ballots provided to that issuing table during voting day. It is thus important that all supply of ballots to issuing tables (including any from voting station reserves during voting hours) are carefully recorded during the course of voting day.
Count Spoilt/Discarded/Rejected Ballots
The third step is to count the number of ballots that have been retained by voting station officials as:
- spoilt--that is, the voter surrendered the ballot before placing it in the ballot box and requested a fresh ballot to complete, or the ballot was damaged and could not be issued;
- discarded or rejected--that is, the ballot was issued to a voter but was then left by the voter somewhere in the voting station other than the ballot box, or rejected when issued.
Many systems may treat such ballots as a single category of cancelled ballots.
Calculate Number of Ballots Apparently in Ballot Box
The fourth step is to calculate the number of ballots that should be in the ballot box. This is calculated by subtracting the number of spoilt, discarded, and rejected ballots from the total number of ballots issued to voters.
Where absentee ballots from voters registered to vote at that voting station are merged on voting day with normal ballots cast at the voting station, these will also need to be included.
It is vital that this figure is correctly calculated, as it is the figure to which the initial count of ballots in the ballot box, on opening of the ballot box at the count, must reconcile. Any discrepancy would suggest tampering or error in the election, and will require thorough recount and investigation at the count.
Count Unused Ballots
The fifth step is to count the unused ballots. Again, the method of doing this, whether by simple subtraction of counterfoil numbers, counting of unused ballot counterfoils, or of the ballots themselves, will depend on the ballot style and control methods within the voting station. It is important that all unused ballots are accounted for, not just those remaining at the voting materials issuing tables, but any reserves held by the voting station manager.
Preliminary Reconciliation
The sixth step is a preliminary reconciliation of the figure for total ballots at the voting station to the sum of ballots issued to voters, plus spoilt/discarded/rejected ballots, plus unused ballots.
Any discrepancies between these two figures should be noted and investigated. (see Collection of Ballots).
Automated Voting
Where voting machines are used, reading the start and finish numbers on an automatic counter of voters using the machine is an integral part of reconciling the numbers of votes completed. Similarly, for computer voting, a log totalling the number of relevant voter transactions entered into the computer must be maintained.
Enveloped Ballots
In systems where the primary control on the issue of ballots to voters is an envelope in which voter must place their ballot, the focus of reconciliations following the close of voting is rather on envelopes received at the voting station and those remaining at the close of voting. Procedures for ensuring accuracy of accounting for use of these ballot envelopes must be implemented.
Similarly to procedures based on accountability of the ballot itself, these procedures would involve:
- accurate recording of the numbers of ballot envelopes received at the voting station, including adjustments for any authorised further stocks received or despatches to other voting locations during the hours of voting;
- establishing how many ballot envelopes have been issued to voters during the course of voting;
- establishing the number of ballot envelopes remaining unused at the close of voting.
If envelopes are stubbed or counterfoiled, this may be calculated by counting the torn off stubs or counterfoils. If not, it should be calculated by subtracting the ballot envelopes remaining unused at the close of voting from (adjusted) figures for ballot envelopes received at the voting station.
All steps in this process should be recorded on official ballot envelope account forms which are endorsed by the voting station manager and which party/candidate representatives present are invited to endorse. Where there are multiple tables issuing ballot envelopes to voters, these calculations should be done individually at each issuing table and verified before amalgamation. The figure derived for ballot envelopes issued should be the number of ballot envelopes found in the ballot box. It is vital that this figure is correctly calculated, as it is the figure to which initial counts of ballot box contents must be reconciled. Any discrepancy would suggest tampering or error in the election, and will require thorough recount and investigation at the count.
