Plan for Success
A successful voter registration process is contingent on successful planning and the ability to
implement the plan effectively. Elements of a successful voter registration plan include the
following:
One person, or one position, must be assigned the overall responsibility for the detailed
planning and implementation of the local voter registration exercise. This is normally the
registration officer or registration official. Some countries also use independent commissions at
the regional or local level, reflecting the structure at the national or central level. In this case, it
is necessary to have clearly defined responsibilities and a reporting protocol in place.
The registration officer, working within both the legal and administrative frameworks of the
country, or the subnational unit (see Legal and Administrative Framework), must develop clear expectations of the tasks to
be accomplished on each day of the voter registration exercise. Typically, the voter registration
logistical plan will include a realistic assessment of the amount of information that must be
collected, an estimate of the number of electors who will be registered, the number of residences
that must be visited and the staffing requirements to complete these visits. It may also include
estimates of the time required for processing the information for each elector, and the time,
where appropriate, for entering the data in some type of recording format, whether it is
electronically entered on a computer or manually in printed or typewritten form. In some
instances, the data will then be forwarded to the central election administration. In other cases,
the data and records are retained at the local level for the production of the voters list. In the
latter case, the central election authority will have no involvement in the preparation of the lists.
The registration officer may also require sufficient resources during the registration period for
unforeseen emergency measures to complete the voter registration exercise on time.
Enumeration normally requires a detailed breakdown of the homes visited each day by each
enumerator or pair of enumerators. Where registration centres are used, the logistical plan
includes an identification of the location of each registration centre, as well as any mobile
registration centers and their location throughout the registration period. The goal is to ensure
that the registration centres are fully equipped when registration begins. In practice, this may
not always be possible. The longer the delay, however, the less efficient the process may
become.
The logistical plan also includes recruitment methods for all groups of workers, as well as
the training procedures for each group. All training materials are usually prepared in advance of
the start date for registration. A contingency plan may be required for training workers who
were not able to attend the scheduled training sessions, as well as for finding and training
replacements.
All aspects of the logistical plan are usually premised on factors of population density,
literacy rates, ethnicity, language, local customs, and percentage of population in urban and rural
areas. Appropriate adjustments are be made to accommodate these variable factors.
It is essential that the implementation plan for the voter registration exercise be broken
down into manageable geographic units. The norm for an enumeration, for example, is that an
administrative unit of approximately 250 to 500 voters is formulated in advance. These units are
then analysed on the basis of how much area needs to be covered, the location of boundaries, the
number of households in the area, and similar issues. If enough time is allocated to the process,
the administrative units could be larger. When this work is attempted without a geographic
framework, significant administrative inefficiency results. An example of this occurred in the
1995 local government elections in South Africa.
The methodology for collecting voter information is normally specified well in advance of
the registration process. This planning will include procedures for responding to electors who
are not at home, in the case of enumerations, or other contingencies that may arise.
Logistical planning will include the definition of clear lines of authority and the steps
involved in delegating authority. It also will include step-by-step procedures to be followed
for each major component of the registration exercise.
Logistical planning also will include a communications policy for all members of the
election administration organization, both long-term and short-term employees. Typically,
communications policy will specify the manner in which the registration officer maintains
contact with the central election administration during the period of voter registration, the
contact person for all media inquiries, a procedure for regular updates on the registration
exercise, and the recipient of that regular progress report.
The plan will include scheduled hours of work, rates of pay for various job classifications,
and the manner of payment for all workers. This should be communicated to all officials in
advance of their work so they are aware of the compensation package from the outset.
Where enumeration is used, the plan will specify what needs to be completed for the
dismissal of the enumerators at the completion of the project. Where a registration centre is
used, the logistical plan will include the dismantling of this location.
