Opening the Ballot Boxes
Several tasks need to be carried out at the opening of the polls to facilitate the vote counting at the closing of the polls. The first is to count the total number of ballots originally received (provided by the electoral management body). In countries using one ballot per political party and where envelopes are used, it is important to verify if all parties' ballots are available to voters.
This represents an important aspect of the audit trail, as this figure will be needed to reconcile the number of ballots used/unused after the voting takes place. All ballots (and envelopes where applicable) should be counted, and serial numbers on the counterfoils or ballot book numbers (where applicable) should be verified as well, via inspections of the ballot booklets to ensure completeness. The officer who delivered them, especially if ballots are delivered by hand, should witness the counting of the ballot quantities. He can then sign a receipt, with a copy then attached to the voting record book. In all cases, the information should be written on the ballot accounting form. Depending on the country, and the type of information needed by the electoral management body, in order to reduce duplication of effort, the same information may not need to be recorded in more than one place unless required.
Once the ballots are counted, and proper observations or indications on the appropriate forms are made (if needed), then the poll workers should show everyone present at the polling station that the ballot box is empty, before placing security seals on the ballot box. The serial number(s) of the seal(s) should be written in the voting record book and in any other appropriate form. These procedures are very important, as they constitute the start of an important audit trail. Many mistakes can be prevented by following these procedures. If discrepancies occur, steps can be retraced to the beginning of ballot marking. At no time should any voter remove ballots from the polling station.
Closing the Ballot Boxes
At closing time, the person in charge of the polling station should announce the official closing of the poll. The supervisor should ensure that only authorized persons allowed to process or witness the count remain inside the polling station. Poll workers, national and international electoral observers, representatives of political parties, and candidate agents, should be permitted to stay for the counting process. If no one except the poll workers are present, the last voters may be asked to stay and witness the counting. All other persons should wait outside the polling station for the interim results. However, some countries have different procedures.
To facilitate the counting process, the polling station may need to be physically reorganized. Tables are generally placed together for a larger working surface, and chairs, pencils, and a board to post results are put in place.
Summary of Process
At the closing of the polls, authorized persons and poll workers stay in the polling station and start the counting process. An average of two hours is needed to complete the count of approximately four hundred to five hundred ballots, if no serious objections are encountered. The time taken to count ballots will depend on the number of staff and the complexity of the voting system.
While the ballot box is still sealed, a reconciliation is done by checking the number of counterfoils (if applicable) indicating ballots given to voters, unused ballots, and spoiled ballots against the total number of ballots issued. The number of voters who voted on election day is also counted in order to verify against the number of ballots used (used counterfoils). All discrepancies must be resolved or reported to the electoral management body. The figures are written on a ballot paper account.
Once the first steps are complete, the person in charge of counting can open the ballot box and empty its contents in the centre of the table. It is important that the table be large enough so that no ballots will fall on the floor when the ballot box is emptied of its contents.
Seals are verified before ballot boxes are opened in the presence of poll workers, representatives of political parties, candidates, national and international electoral observers. If no persons are present other than the poll workers, then the last voters may be asked to stay in order to act as witnesses. Another reconciliation is done once the ballot box is emptied, and again after all ballots are counted by candidate/party/option. In all cases, the number of ballots in the box is compared with the number of voters who have voted. No ballots should be missing, nor should the number of ballots in the box exceed the number of voters. All discrepancies should be reported and proper modifications or changes made to the forms. As far as possible, everybody involved in the counting process should sign the forms, in order to confirm that the accounting for the ballots was satisfactory, or that they are aware of the source of discrepancy, and that they agree with the decision taken by the person in charge.
The usual forms required for the count are a count sheet, a voting record book, a statement of the vote, and the ballot account form. Envelopes, or bags for ballots, and seals to close the ballot box, or to put on the envelopes are also required.
For more details on opening procedures as well as closing procedures, please refer to Voting Procedures and Close of Voting.
