Recruitment and Training of Poll Workers
Recruitment of all poll workers needed for election or referendum day (and for vote counting after, if necessary) should be done as soon as possible after the election is called. Teachers and senior students are often targeted as potential poll workers. Literacy and the ability to count should be the basic criteria for all vote counting officials. Training provided a few days prior to election day, with perhaps a short reminder on election day, has the advantage of keeping the procedures fresh in the minds of poll workers. Long training on election day is not likely to be effective, due to the pressure from candidates and others.
Forms and instructions should be simple, but not omit any important information. The use of illustrations, instead of long, written instructions, may help semi-literate poll workers. Forms, instructions, and training materials should be translated into local languages if the country operates with several languages. Wherever possible, vote counting simulations should be part of the training process, as well as a simulation of filling out the counting forms. Materials should include examples illustrating both acceptable and unacceptable ballots.
Equipment
Polling and counting stations should be appropriately equipped. Adequate lighting is important for counting at polling stations and at counting centres, and must be planned for according to the local environment. If electricity is not reliable, an alternate lighting system should be provided. In some cases, it may be preferable to centralize counting at a counting centre where electricity is available. A power generator can be made available in case of power failure. If the count at a counting centre will go on for several days, opening and closing hours can be planned to maximize the use of daylight.
It is wise to include a flashlight with batteries in each electoral kit. If candles are supplied, matches (preferably waterproof and windproof), and a candle holder should be included with a suitable cover to protect the light from the wind. Camping lights powered by gas or propane are another option, with instructions on how to handle and store the fuel.
In certain countries, security seals for use on the ballot boxes must be specially designed to resist heat, humidity, or rough handling. Ballot box stickers should be used and tested prior to the election in an environment similar to the one that will be encountered on election day.
Depending on local circumstances, it may be best to supply low-tech equipment that is not dependent on power sources, and can be repaired in the field. Reliance should not be placed on computer equipment, for example, if there is a risk that the equipment will fail and cannot be repaired or replaced.
In all cases, well-managed storage of electoral materials prior to election day, as well as well-communicated instructions on how to handle these materials on election day, are important to avoid accidents, mistakes in the counting process, or accidental destruction of the forms or ballots.
The training manual should be part of all electoral kits in each polling station in order to provide a reference tool in cases of doubt. The training manual should include several illustrations on how to perform prescribed activities, as well as how to solve frequently encountered problems related to the counting process (with samples of forms and how to complete them).
To reduce cost and to facilitate the counting process, the electoral management body can, and should, use locally available materials where appropriate.
The communication of results needs to be planned carefully, taking local conditions into careful consideration. If there is no reliable telephone and fax network, then a system of manual transmission of voting results needs to be planned in advance, with transparency and including election officials and national and international electoral observers in the transport of the voting results.
Role of International Observers
Delegations of national and international electoral observers are sometimes able to provide an alternative communications network to transmit electoral results. This can be a contingency network for use by local authorities if their own systems fail. However, the use of this alternative has to be carefully considered.
If national and international electoral observers are seen as being too closely associated with local authorities or certain political parties, then making use of their facilities may affect public confidence in the electoral process, and the credibility of the observers themselves. In this case, it might be appropriate to use national and international electoral observer communications systems only to report to higher authorities that the regular communications system has failed, or to report irregularities and other problems.
