Summary of Process
Once the counting process is over, the counting official prepares the statement of the vote for each ballot box. Progress reports for each counting centre will also be sent to the national office of the Electoral Management Body allowing the release results as they come in. A cumulative statement of the vote will also be prepared for the counting centre.
Statement of the Vote for Each Ballot Box
This form indicates the results of election day and should include standard information such as the name of the electoral district, the number of the ballot box and 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;
- and total number of voters who voted on election day.
This information should correspond to the ballot account form completed at the voting station. Then, the number of valid ballots for each candidate, political party or option, number of rejected ballots and total number of valid ballots should be recorded. The counting official signs the form, as well as the representatives of political parties/candidates/options. Along with their signatures, the following information could be found: printed names, addresses, and telephone numbers. In case of any problem, it will then be easier for the Electoral Management Body to locate and contact them. Some jurisdictions require all counting workers present at the counting table to sign the statement of the vote.
A transcribed copy, carbon copy, or a photocopy of the statement of the vote for the ballot box is given to the person in charge of combining results for the counting centre. Representatives of each political party/candidate/option are allowed to make their own copies of the statements of the vote by transcribing the contents. Any national/international electoral observers should also have access to make a copy of the results or transcribe them. The original is attached to the ballot box in a sealed envelope.
Progress Reports
Once all the ballot boxes for an electoral district are counted, these results should sent directly to the central office of the Electoral Management Body. The purpose of these reports is to allow the Electoral Management Body to release results as they are ready. The same information is needed for the cumulative statement of the vote for a counting centre is used.
Cumulative Statement of the Vote for Counting Centre
Once the vote statement form for a ballot box has been completed, a copy should be transmitted to the person in charge of combining results and creating a cumulative statement of the vote for the counting centre. The same information is needed from each ballot box that is added into the cumulative statement.
The person in charge of combining results will transmit the cumulative statement of the vote for the counting centre to the national office of the Electoral Management Body as soon as it is completed to allow the national office to gather the national results as soon as possible. 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. It is recognised that in parts of some countries the communications infrastructure does not permit oral or electronic reporting of voting results. In such locations, an election official hand carries the cumulative statement of the vote to the national office. This may be the only available alternative.
After the results have been reported orally or electronically, the original of the cumulative statement of the votes for the counting centre should be transmitted to the national office of the Electoral Management Body by hand or by courier in a sealed envelope. This measure is essential to prevent fraud and to provide evidence of any tampering with results.
A carbon copy or a photocopy of the statement of the vote for each ballot box; the cumulative statement for the counting centre; as well as periodic progress reports; are given to the person in charge of combining results for the counting centre. Another copy is posted at the counting centre. Any national/international electoral observers and representatives of political party/candidate/option, are allowed to make their own copy of the results by transcribing the information.
As print or electronic media are considered a key element in a free and democratic society, it is recommended that they be given access to the results at either the counting centre or at the national offices of the Electoral Management Body where results are being reported. This is especially important if the freedom and fairness of the election process is in question. To keep control of who is allowed at the counting centre or at the Electoral Management Body, proper accreditation must be given by the Electoral Management Body. The media representatives on site should wear identification proving this accreditation.
