Once the vote counting process is over, the poll clerk and/or poll official prepares the statement of the vote for a polling station, see Statements of the vote (interim results) - Canada.
This form indicates the election results and should include standard information, such as the name of the electoral district, the name and/or number of the polling station, and election date.
Specific information on the count should include:
- number of ballots received at the opening of the polls from the electoral management body,
- number of spoiled ballots,
- number of unused ballots,
- number of valid ballots for each candidate, political party or option,
- number of rejected ballots,
- total number of valid ballots, and the
- total number of voters who voted on election day.
The poll official, as well as the representatives of political parties/ candidates/options sign the form. They should provide their printed names, addresses, and telephone numbers, if any, along with their signatures. If there is a problem, it will then be easier for the electoral management body to locate and contact them. Some jurisdictions require all poll workers present at the polling station to sign the statement of votes.
Once the form is completed, the results should be given orally, or transmitted electronically, to the local office of the electoral management body to allow them to gather interim results as soon as possible. The poll official is responsible for communicating the interim results. The transmission can be done by telephone, cellular phone, modem, or fax, using a unique security code to ensure the proper identification of the person transmitting the results. However, the communications infrastructure of parts of some countries does not permit oral or electronic reporting of interim voting results. In such locations, the use of a messenger carrying the statement of the vote may be the only available alternative.
After the results have been reported orally or electronically, the original of the statement of the votes should be transmitted to the same office of the electoral management body by hand in a sealed envelope. This measure is essential to prevent fraud and provide evidence of any tampering with results. Representatives of a political party/candidate/option should be allowed to copy the results. The poll official should keep a copy and another is posted at the polling station. The original is placed in a sealed envelope and attached to the ballot box for use by the electoral management body. Also, any national and international electoral observers should have the right to transcribe the results from the official statement of the vote for the polling station.
As print or electronic media are considered a key element in a free democratic society, it is recommended that they be given access to the results, either at the polling stations or at the offices of the electoral management body where results are being reported, unless there are valid security considerations related to the release of partial and unofficial results. This is especially important if the freedom and fairness of the election process is in question. The electoral management body is responsible for proper accreditation of personnel allowed at the polling station or results collection office during the counting phase. The media representatives on site should wear identification proving this accreditation.
Issue of Transparency
The issue of transparency is very significant at the time of the release and transmission of interim results. Representatives of political parties/candidates/options should sign and have a copy of the statement of the vote and should be allowed to witness the transmission of the corresponding results to the electoral management body. Indeed, such transparency of actions is essential in the acceptance of the general outcome of the election. This seemingly small step can directly impact the confidence all participants have in the results gathering process.
Importance of Contingency Plans
Communications technology plays an increasingly important role in the transmission of voting results. If the supporting systems used by the electoral management body fail, postponement of interim results can ensue, creating numerous administrative, technical, and logistical problems. In addition, such failures tend to be politically embarrassing to the electoral management body.
To avoid such failures, a contingency plan should be implemented, and fully tested prior to election day. Identification of a second telephone close to each polling station can be done prior to election day, and can represent an economical alternative in case of technology failure. Computerized call answering machines can be linked and duplicated in the event that one fails. Radio can also be used. Finally, a manual alternative to electronic transmission of results, such as the use of couriers or hand delivery, can become the contingency.
Obviously, the selection of a contingency plan is driven by local context and circumstances in the jurisdiction. In some circumstances, prior agreement with security forces to use their communications equipment can be negotiated, or partnership or collaboration with private companies to use their facilities can be made as a backup plan.
