Electronic Voting Machine ( EVM)purbamedinipur.org/election/traingmat/EVM-1stRandtoCtng.pdf ·...

Electronic Voting Machine( EVM)

-preparedness for elections

Contents

• First Randomization • Second Randomization• Commissioning of EVM by RO• Activity of Presiding Officer at DC, before Poll,

during Poll , after Poll & Sealing• Activity during Counting• Warehouse Protocol & storage• Role of CEO• Role of DEO • Annexures

First Randomization of EVMs

References :

•Chapter XII of R.O.’s hand book

• Memo No. 51/8/7/2012-EMS dt 19.1.2012


• The first randomization of EVMs will be done to randomlyassign BUs & CUs to Assembly Constituencies for conduct,training& awareness including reserve at DEO’s Level .

• The DEO will fix the date, hour and venue for the same.

• Should be completed before start of training of PollingPersonnel.

• The first randomization will be done through software tobe provided by the CEO ,West Bengal.


• The physical availability and the database of BU and CU contained in the Master Stock Register after first Level checking are to be thoroughly verified.

• All Recognized National and State level political parties are to be communicated in writing about the at least 7 days before the schedule with a request to remain present during 1st randomization .

• After randomization, the lists are to be provided to political parties under due receipt.


Poll day requirement of EVMs including reserve :

• After first randomization the AC-wise BUs and CUs will be segregated to match the poll day requirement including the reserve required for each constituency.

• Requirement of EVM

10% of (Main + Auxiliary P.S.) -> Reserve for Poll

10% of (Main + Auxiliary P.S.) -> for Training 5% of (Main + Auxiliary P.S.) -> for Voters’ Awareness


• Assignment of current ID numberAfter AC-wise grouping of BUs and CUs, the current ID number shall

be written in the relevant slot of green adhesive sticker.

• Current ID nos will be assigned as : If AC No.194 is allotted

210 CUs and BUs then the current ID for CUs and Bus would be from194/CU/001 to 194/CU/210 and 194/BU/001 to 194/BU/210respectively.

• Sticker in Green colour shall be affixed on the CUs and BUs. ‘Election’

will be written on the sticker.


Continue…

Training EVMs :

• The EVMs grouped and distributed AC-wise for thepurpose of training of the polling personnel as well as forgenerating the awareness of the voters will be identified with asticker of Yellow colour to be affixed at front side of CUs andBUs.

Name of the State/UT

20**TrainingBallot Unit No._______Signature of Authorised Officer of DEO

Name of the State/UT

20**TrainingControl Unit No._______Signature of Authorised Officer of DEO


Continue…

Deployment of Manpower :

• The DEO will nominate one senior officer not below therank of Deputy Magistrate to supervise the entireprocess.

• After software randomization the grouping of CUs andBUs is to done physically by the RO/ARO for which AC-wise tables are to be placed in the hall meant forphysical randomization.

• Adequate staff are to be deployed to facilitate the entireprocess.


Duties of RO/ARO :

• After Randomization , RO will take charge of EVMs from the DEO.

• After first randomization, the RO/AROs will arrange to collect theallocated BUs and CUs featuring in the separate lists generated forthat assembly constituency from the relevant trunks.

• The RO/AROs will note down the Current ID Nos assigned for theconcerned BUs and CUs against the relevant slot of greenadhesive sticker (Annexure I) and put their initials with date.

• Also a sticker containing current ID no. is to be affixed at theouter cover of the carrying case and to place in the trunks in thesequence of current ID Nos of BUs and CUs.


Continue…

Distribution of List and EVM to RO/ARO :

• Randomized list of CUs and BUs for use at poll shall be prepared andsigned by DEO's representatives and the RO/ARO .

• This list shall be given to representatives of recognized politicalparties and a receipt be obtained, even if a representative is notpresent at the time of randomization.

• The CUs/BUs meant for use at poll be separately taken to ROsstrong room under proper escort and will be sealed and guarded.

• At the time of sealing the strong room, the representatives ofpolitical parties may be permitted to affix their seals.


Distribution of List and EVM to RO/ARO :

• Proper logbook shall be maintained in the strong room.

• Training EVMs shall be distributed to the relevantofficers.


• Video graph the entire process .

• Entries to be made in the ETS.

Second Randomization of

EVMs

• Through 2nd randomization, Polling Station wise BU &CU will be allotted.

• That 2nd randomization will be made beforecommissioning.

• Reserves are also selected.

• To be done in presence of the representatives of thecandidates with due notice.

• Current ID wise EVMs numbers polling station wise, thusderived will have to be mentioned at the address tags.

• BUs and CUs not assigned with any Polling Station will be marked as Reserve.

• This list containing the polling station wise EVMnumbers ( including reserves) will have be sharedwith the representatives of the candidates & writtenacknowledgement taken.

• Polling Station wise allocation of EVMs will be entered into ETS & Reserves also.

Commissioning of EVM by

Returning Officers (RO)

Preparedness• Should start soon after last day of withdrawal.

• Normally it should take 3-5 days for an AC.

• Notice to candidates in writing with details of schedule, halland table arrangement

• Distribution of Identity Cards to all representatives

• Venue at the storage/dispersal centre

• Venue arrangement- Furniture, signage, fire fightingequipments, lighting ,generator arrangement

• Manpower deployment- AERO, Table staff, Supervisors,menials

• Ballot paper printing( to be signed or stamped by RO at theback)

• Strong Room arrangement – full proof

• Material procurement for preparation particularly sealingmaterials and address tags

• Training of manpower

• Security arrangement – DFMD/HHMD, frisking, entry withIdentity card only

• Electronic devices like mobiles ,camera spy pens – not allowed

No. of Seals and tags required for preparation

• For BU- 4 nos of address tags ( one behind ballot screen, twoon top and bottom end of BU and one at the Carrying case)

• For BU-Pink Paper Seal to be used

• For CU- 3 nos of address tags(one at the inner door ofcandidate section, outer door of battery section and one atthe Carrying case)

• Observers will inspect and verify PPS of CUs beforepreparation of EVMs and only those EVMs will be preparedand used which the Observer verifies as Ok. EVMs not verifiedas OK will not be used.

EVM - Ballot Paper Details

Candidate’s Serial No.

Election Symbol

Candidate’s Name

EVM - Fixing of Ballot paper

Fix ballot paper ( signature of RO on the back)and ensure alignment of Ballot paper (align the partition line of ballot

paper with the grooves on the cover)

Align the Ballot Paper properlyBraille signage for visually

challenged voters

EVM - Closing & Sealing Ballot paper Screen

Close the Ballot Paper Screen

Affix Address tag and seal Ballot Paper Screen

EVM – Balloting Units - Setting the Slide Switch

Push to set positionSet slide switch to:

Position “2” in Balloting Unit 2 for candidates between 17

and 32

Position “1” in Balloting Unit 1 if the candidates are

16 or less


and 48


and 64

EVM – Balloting Unit

Masking/Unmasking of Candidate’s button

Mask Unused Candidates buttons

Close the Balloting Unit Cover

Seal with tags at the top and bottom latch covers

Candidates button

Masked button

Seal with Tags

Masking tabs

• Slide Switch to be fixed with adhesive tape.

• Pink Paper seal to be affixed on the BU (should be fixed at thelower most portion of BU so that no candidate’sbutton/name/symbol is hidden by the seal.)

• Candidates can put signatures on the PPS.

• ECIL engineers to put signature on PPS.

• Attendance of candidates to be taken in Annexure 2.

EVM - Preparation of Control Unit

Open bottom compartment and CONNECT Balloting Unit cable connector by pressing the hood of the connector

Open Candidate Set section outer door pressing the latch and lifting the cover

Fix Power pack Control Unit by plugging in

Press

EVM – Candidates Setting

Open the Candidate Set door

Switch ON the Power using the toggle switch

Press Button on Control Unit and observe the display flashing with Beep

Cand. Set

SET CANDIDATE -- --


Press the last unmasked Blue Candidate Button on Balloting Unit to set candidates. For e.g., if number of candidates is 2, then

is displayed on Control Unit CANDIDATES 2

Now press the last candidate’s button on the Balloting Unit


Press the button and wait till is displayedClose POLL CLOSED

Thereafter, press button and wait till is displayedResult END

When button is pressed, if the digit display panel shows the words, It signifies that sequence is not followedINVALID

Cand. Set

Then press button and flashes with BeepCand. set SET CANDIDATE

Thereafter, press button and wait till is displayedClear END

C-R-C

Switch OFF & SEAL

Close

Result

Cand. set

EVM – Candidates Setting - Sequence

Clear

EVM – Candidates Setting – Error message

LINK ERROR -1

Then …………….

When button is pressed, if the display panel shows ,

Cand.set

LINK ERROR - 1

You would have pressed Button with Slide Switch not in “1” position

Cand.set

Sealing procedure at RO level for CU

EVM – Control Unit

Switch OFF the Power and disconnect the

Interconnecting Cable

Seal the inner door of the Candidate Set

Section

Seal the Outer door of the

Candidate Set Section with an

Address Tag

Mock Poll

• Mock Poll with 1000 votes for 5% of EVMs to be done.

• In rest of the machines ,number of votes polled during mockpoll should be to the satisfaction of the representatives of thecandidates.

• Presence of representatives of candidates

• Records to be maintained

• Print outs in sequential manner to be taken & shown to therepresentatives of the candidates.

• Signatures of representatives to be taken in Annexure 4 aspresence at Mock Poll and in Annexure 5 as confirming printouts.

Identification Slip containing the EVM no & Polling StationNo will be pasted on the carrying case of the EVMs.

Plastic jackets may be arranged for the EVMs to save fromrain and water.

Electronic Voting Machine Identification SlipName of Parliamentary Constituency-Name of Assembly Segment-No. & Name of Polling Station-Serial Number of Control Unit-Serial Number of Ballot Unit-(Signature & Stamp)(Returning Officer/ Assistant Returning Officer

Preparation of Registers

• Annexure 2- Register for preparation of EVMs

• Annexure 3- Certification of EVMs by ECIL

• Annexure 4- Mock Poll Certification during prepartion ofEVMs

• Annexure 5- Mock Poll Certification during preparation ofEVMs (on print outs)

• Annexure 6- Register of sealing of BU with PPS

• Proceeding to be prepared .

EVM – Control/Balloting Unit

Packing after preparation

Pack the prepared Control and the Balloting Unit in

their Carrying cases

Tie the address tags on the carrying cases with

threads

Activity of Presiding Officer

at the Dispersal Centre

( DC), before Poll, during Poll , after Poll & Sealing

Verify after receiving EVM from DC

• That the CU & the BU of the voting machine given are thesame which are meant for use at polling station. This shall bechecked with reference to the address tags attached to the BU

& CU.

Election to the ………...from.............constituency Control Unit No….….........

Sl. No. and Name of Polling Station.................................................................

Date of Poll……………..


• Each BU & CU will have green stickers at the back withfollowing details

Name of the State/UT:

Name of the Election:

District Name:

Control Unit No. District Running Serial

Current ID

First Level Check CU Randomization 1

Date Rep. ECIL Rep. DEO Date Rep. RO

Rand. 2 Deployment Status

Polling Station No. R.O./ A.R.O.


• That the ‘Cand Set Section’ of control unit is duly sealed andthe address tag is firmly attached thereto.

• That the battery installed in the ‘Cand Set Section’ of thecontrol unit is fully operational. This may be checked byputting the Power Switch provided in the rear compartmentto `ON' position. Display will show ‘BATTERY HIGH’. After thesaid checking, the power switch must be put to `OFF'position.


• That the candidates' blue buttons which have been unmaskedand are visible on the ballot units are equal to the number ofcontesting candidates, and that the remaining buttons, if any,have been masked.

• That each of the ballot units is duly sealed and secured at twoplaces, i.e. at right top and right bottom portions, with theseals of the Returning Officer, and that the address tags arefirmly attached thereto.

Preparation of EVM by

Presiding Officers before Poll

EVM – On the day of Polling

Remove the Balloting Unit and Control Unit from their carrying cases

Connect Balloting Unit to the Control Unit

Open Bottom compartment of Control Unit and Switch ON Power

Open “Result Section” outer door and then the inner door


1 2

3 4

Press Button to show to the Polling agents present that there are no votes polled.

Clear



Conduct MOCK POLL for the benefit of Polling Agents

Press BALLOT button on Control Unit and register one vote for any candidate in Balloting Unit

Ask Polling Agents to cast one/ equal no. of votes for any of the candidates and request to remember whom they voted

1. Pl ensure that the Polling Agents are voter of the same Polling Station2. It should be conducted 60 minutes prior to scheduled time of poll

EVM – On the day of Poll – Mock Poll

Ensure that result shows according to the number of votes cast in favor of the concerned candidates

Close the MOCK POLL by pressing button in Control Unit

Press BALLOT button in Control Unit to show NO vote can be recorded further after the ………........ button is pressed. ………… message is displayed

Close

Close

INVALID

Press and show the MOCK Poll resultResult

EVM – On the day of Poll – Mock Poll

BALLOT

EVM –Mock Poll - Sequence

Switch OFF & SEAL

Close

Result

Clear

Clear

Ensure that equal number of votes are polled for all candidates

Press button to show that there is no vote in favor of any candidate

Clear

Fix Green paper seal in the frame on inner side of the door of inner compartment of RESULT Section

Close the door of inner compartment ensuring that the two open ends of paper seal protrude outwards as shown

EVM – Sealing for Actual Poll

Open back cover and the powerSwitch OFF

EVM – Sealing for Actual Poll

Seal the Inner compartment and seal along with the SPECIAL TAG

Close the Outer door of Result Section & allow Green Paper Seal to protrude out as shown. Seal the outer door with an ADDRESS TAG.

Fix the OUTER PAPER STRIP SEAL.

Important Seals /tags to be used by Presiding

Officer to ready the CU for Poll

• Green Paper Seal (on the door of the innercompartment)

• Special Address Tag (over the Close button aperture)

• Outer Strip Seal ( outside the CU)

• Address Tag ( on the door of the Result Section)

EVM - Setting up in the Polling Station

Place the Balloting Unit in the Voting compartment and the Control Unit on the table of the Presiding/Polling Officer

Connect Balloting Unit to Control Unit. Take care to place the Cable in such a way that voters are not required to cross over it.

Open the bottom compartment and Switch ON power.

Close the bottom compartment of the Control Unit.

Conditions of Mock Poll

• Ensure that Polling agents are strictly voter of that Polling station.• Mock poll should be conducted one hour before the

commencement of poll. If all polling agents do not reach, PROmay wait for 15minutes and start mock poll.

• Atleast two polling agents should remain present.• Atleast 50 votes to be taken for Mock Poll ,3 votes for each

button.• The PrO should mention names of the agents, names of the

candidates & take their signatures.• The PrO should conduct Mock Poll & sign the Mock Poll

certificate in the prescribed format.• Should be videographed where ever vidography arrangement has

been made at the polling station.• Sector Officer will collect such certificate by first hour.• Non confirmation of mock poll could be indicative of non

commencement of poll.

During Poll

• In case of any malfunctioning, ECIL experts will check andrecommend replacement in writing.

• BU and CU are to be replaced in pairs.

• Mock Poll has to be conducted for any replacement of EVM indue manner . At least 1 vote for each candidate must begiven.

• The no. of EVM replaced must be reported to the SectorOfficer, RO and Observer.

• Mock Poll certificate to be prepared in due manner.

• No of replaced EVMs to be mentioned in the ETS.

Additional Instruction

• Zonal/Sector Officers to comply with theinstruction regarding 4 categories of EVMs:

– Category A - Polled EVMs

– Category B - Defective Polled EVMs

– Category C - Defective unpolled EVMs

– Category D - Unused EVM (Separate Strong Room forcategory C & D)

Additional Instruction

• Sample BU ( card board) to be displayed at the polling station

• PRO & other polling officers not to frequent votingcompartment that may give scope of complaints

• Time to time inspection of the BU in presence of pollingagents( with no voter)

• Time for opening and closing of Strong room to be intimatedto the candidates.

Procedure at Close of Poll

After the Close of POLL, remove the cap on Close button in the Control Unit and press the button as shown. Poll is closed. The Control unit displays total no. of votes recorded. Fix the cap back in its place.

Close

EVM – Closing of Poll

Open the bottom compartment of the Control Unit and Power and disconnect the interconnecting cable

Seal the carrying cases and fix address tags.

Pack the Control unit (with the Strip seal) and Balloting Unit in their carrying cases

EVM – Closing of Poll

Switch OFF

EVM – Closing of Poll – Important Tips

The Problem The Remedy

After Ballot button is activated in Control Unit, the last voter may refuse to vote

After the poll was over, inadvertently Ballot button may have been pressed

To stop the red Busy lamp in Control Unit, switch OFF the power. Busy lamp will stop glowing. Then switch ON power and close the poll.

EVM – Display Samples

Indicates that the EVM is set for 16 candidatesCANDIDATES 16

FULL……….

INVALID ……….….

- - - - - - -

……….

Indicates a button on the Control unit is pressed out of sequence

Indicates that the maximum number of votes (2000) for which the EVM is designed, has been polled

Indicates that the Power Pack is weak

BATTERY HIGH

BATTERY MEDIUM

BATTERY LOW

Indicates that the capacity of the Battery is High

Indicates that the capacity of the Battery is Medium

Indicates that the capacity of the Battery is Low

EVM – Display Samples

Indicates the internal Serial number of the PCBSL NO – E00001 16

PST 09-50-20 PET 15-32-10

COMPUTING RESULT

RESULT PDT 16-01-06

Indicates that the RESULT is getting computed

Indicates the Poll Starting Time and Poll End Time

Indicates the Result and Date of the Poll

CANDIDATE 06 236

PRINTING…..

CLOCK ERROR ….

Indicates that the Candidate No.6 has polled 236 votes

Indicates the Print operation is under progress

Indicates that the RTC time and date is not OK

EVM – Display Messages

Link ErrorThe interconnecting cable is not connected to ControlUnit properly OR Slide switch position in theBalloting Unit is not set at correct number ORBalloting units have not been inter-linked in correctsequence

Pressed ErrorOne of the candidates button in the Balloting Unit is either kept pressed or jammed

ErrorThe Control Unit cannot be used further

LINK ERROR - 1

PRESSED ERROR

ERROR

Do’s and Don’ts

DOs

Read the EVM Manual carefully before operating the EVM

Press the latches gently and only in the manner specified

Protect the EVM from dust, heat, rain, fire and other such hazardous environments

Ensure that the covers of the compartments / Sections in the

Balloting Unit and the Control Unit rest properly on the plain

surface when opened

Ensure that the Connector by matching the Interconnecting Cable properly with the connector on the Control Unit before pressing in. This will match in one direction only

Exert undue pressure on latches, hinges etc.

Keep EVM near heater or other hot objects

Allow molten lac/sealing wax to fall on the EVM while sealing

Force open the covers or doors of various sections

Remove the Strip Seal until the Control Unit is on counting table

DON’Ts

DO NOT

DO NOT

DO NOT

DO NOT

DO NOT

DO NOT

Remove power pack from the Control Unit used for poll

Force the connector fixed at the end of the Interconnecting cable

into the connector of Control Unit in the reverse direction

Pull the Interconnecting cable while disconnecting it from the

Control Unit without pressing the spring type clips on the hood of

the connector

DON’Ts

DO NOT

DO NOT

DO NOT

DO NOT

EVM – Sealing/Sealing Tags

EVM – Seals/Tags usedElection To: (Lok Sabha or Legislative Assembly)

From: (No. and Name of)Constituency

Control Unit/ Balloting Unit No.: (ID number)

Serial No. & Name ofPolling Station Where Used ……..…….… …

Date of Poll:………………………………………

Front Rear

Special tag for sealing Result section inner compartment

Green Paper seal for sealing Result and Print windows

Address tag with sealing thread

Outer Paper Strip Seal(23.5” X 1”)

A B DUpper Side

CLower Side

Pre-gummed portion with wax paper

Front

Rear0

98

54

EVM – Sealing – Presiding Officer

Insert the Green Paper seal in the frames provided for both Result

Close the Result Section inner compartment door with the Green paper seal protruding outside

Seal the Result Section inner compartment

Fix the Special tag such that the button is visible and seal the tag

Close


Close the Result Section door such that the Green paper seal protrudes outside and Seal the door along with the Address tag



Keep the Strip Seal with pre-gummed portion ‘A’ near the base of the Green Paper Seal protruding from the lower end of the door.

. Remove the wax paper covering ‘A’ and paste the lower layer of Green Paper Seal

A B D

Fixing the Outer Paper Strip Seal


Remove wax paper covering ‘B’ and paste it above the upper layer of the Green Paper Seal.

After pasting ‘B’, the pre-gummed portion ‘C’ will be on top. Remove wax paper over ‘C’


Press both the layers of Green Paper Seal protruding from the top and paste the upper layer by pressing it on ‘C’


Bring the other end of the Strip Seal from right side to the top. Now the pre-gummed portion ‘D’ will be on top.Remove the wax paper over ‘D’ and paste it on top of Green Paper Seal.

Wrap the Strip Seal round the Control Unit from left side just (anti-clockwise) below the CLOSE button window


Now the Strip Seal is finally fixed. Note that the Strip seal does not cover CLOSE button Flap. Control Unit is now ready to take real poll.

EVM – Sealing – Presiding OfficerSealing after the CLOSE of Poll

After CLOSING the Poll, place the Control Unit and Balloting Unit in their carrying cases, close and seal with the Address tag

Receiving Centre

• The machines shall be escorted back after the poll isover to the reception centers under proper escort.

• After all formalities are completed, the EVMs shall bekept in strong room and the room sealed in thepresence of the candidates/their agents andObserver. They may affix their seals on the lock ofstorage room

• In case of re-poll, the EVM required for re-poll shallbe drawn from the reserve list and the CU/BUnumber shall be informed to the candidates/agentsin writing and also to be entered in the EVM TrackingSoftware.

Re poll

• After re-poll the strong room shall be re-opened inthe presence of the candidates/ their agents andObserver for the storage of the re-polled EVM.

• This re-polled EVM should be placed together withthe old EVM which was used earlier in the originalpoll.

• A tag ‘Not to be counted’ shall be put prominentlyon the old EVM and another tag ‘Re-polled EVM – tobe counted’ shall be put on the new re-polled EVM.RO shall put signature on both the tags.

Security measures for polled EVMs

• Security of Strong rooms1. One door entry , no other openings, all other openings to be

sealed with brick masonry.2. Double lock system-one with an DEO and other with RO.3. Fire and flood safety proof.4. Under 24x7 CAPF guard5. Under24x7 CCTV coverage.6. Round the clock control room under a gazetted officer and a

police officer7. Uninterrupted power supply

• Transportation of EVMs 1. To be brought from polling stations under CAPF guard.2. Candidates may follow EVM vehicles.3. Strong rooms to be sealed in presence of candidates who may

put seals on locks.

4. Entire process to be videographed.

5. CAPF to guard all strong rooms-transit and permanent.

• Guarding of Strong Room-1. First tier –innermost-CAPF-one section

2. Second tier-State Armed Police

3. Third tier-District Executive Force

• Deployment of CAPF

• Facilities to candidates to keep a watch on strong room

1. All candidates to be informed in writing about the provision.

2. To stay outside the outermost perimeter

3. CCTV may be arranged for direct view.

4. May be taken to inner perimeter in batches.

5. Facilities like shade, drinking water, toilet to be provided.

6. Contact nos of RO etc to be given,

• Protocol to be followed to enter inner perimeter

1. Log book to be maintained for recording all details of movement.

2. Video camera to record all visits.

3. No vehicles within secured campus.

Supervision by Returning Officers & DEOs1. RO to visit twice in a day and check log books,

videography and send report to DEO.

2. DEO to visit alteast once in ¾ days.

3. DCs and SPs are personally responsible for security of strong room within the district.

Status report on Strong Room security by DEO and Observer

• On the next day of poll ,a report in prescribed format duly signed by DEO and Observer is to be sent to Commission.

Activity During Counting

Counting of Votes by EVMs• To be done by CS and CA under the supervision of Hall in Charge. ACS will

do it randomly as told by Observers.

• Counting of votes at polling stations will start at the tables as per predetermined list.

• Counting personnel at the table will check the seals of the CUs and allowthe agents to check & verify with their record . Then by removing the Stripseal & opening the outer cover of the Result Section, the Result buttonwill be pressed which will show candidate wise number of votes securedby each candidate.

• The result will be recorded in the Part II of the Form 17 C and signature ofthe agents be taken at the Form 17 C & at the proceeding.

• Result button may be pressed more than once as it will show the sameresult .

• Also to remember that under no circumstance inner cover of the ResultSection will be opened.

Special Instruction

• At the time of Counting of votes PPS of CUswill be verified by the Observer and if it isverified as OK , the CU will be taken up forcounting of votes , otherwise the CU will notbe taken up for counting and matter shall bereported to the Commission for necessarydirections.

Replacement of battery at the time of

counting

ECI No 51/8/7/2014-EMS dt 7.5.2014

•In case CU does not display result at the

time of counting, battery can be replaced

with new one.

•New batteries to be available in counting

centres.

Counting of Votes• Before starting the counting in the EVM the

unique ID number of the CU, the Unique IDnumber of the Pink Paper Seal and theunique ID number of Green paper sealshould be verified from the record andshown to the polling agents.

• Poll start date and time and poll end dateand time displayed on the CU should beverified from the record and shown to thepolling agents.

• In case of any discrepancy in the date and time ofstart and end of poll displayed in the Control Unitwith Indian Standard Time of start and end of poll,the difference will be compared with the date andtime noted by Presiding Officer in the mock pollcertificate.

• If the date and time difference at the time of mockpoll does not match with the date and timedifference of start and end of poll, the EVM will bekept aside and the matter will be referred to theCommission for its decision.

• On other hand, the difference of the discrepancy willbe explained to the candidates/ representatives andthe votes will be counted as usual.

• In case any CU does not display result due to not-pressing of “Close” button by the PO in the pollingstation at the close of poll, it should be kept backinside its carrying case and then be kept in theReturning Officer’s custody in the counting hall.

• Counting of votes in other machines should continueas usual.

• When counting of votes in other machines iscompleted, the Returning Officer and Observer shouldsee whether the margin of votes between the firstcandidate and the runner up is more or less than thevotes polled in such machine (s)

• In both the cases where the margin of votes is moreor less than the total votes polled in that machine (s),the RO/Counting Supervisor shall press the “Total”button of the CU to see the total votes polled in thatmachine (s).

• In case, total votes polled in the machine (s) tallieswith the total votes polled mentioned in the Form-17C, the RO/Counting Supervisor shall press the “Close”button of the CU (s) so that “Result” button can bepressed for getting result data explaining the entireissue to the candidates/ their authorised agents andrecording a proceeding in this behalf with theirsignatures.

• In such a case, the RO and Observer should send adetailed report to the Commission in the formatmentioned at Annexure-9.

• In case, total votes polled in the machine(s) does nottally with the total votes polled mentioned in theForm-17 C, the matter should be referred by the ROto the Commission for its decision.

• In such a case, the RO and Observer should also senda detailed report to the Commission in the formatmentioned at Annexure-10, where the winningmargin is more than the votes polled in the CU inquestion, and in Annexure-11, where such margin isless.

• In case any Control Unit does not display result, itshould be kept back inside its carrying case and thenbe kept in the Returning Officer’s custody in thecounting hall.

• Counting of votes in other machines shouldcontinue as usual.

• When counting of votes in other machines iscompleted, the Returning Officer and Observershould see whether the margin of votes betweenthe first candidate and the runner up is more or lessthan the votes polled in the malfunctioned machine(s).

• In both the cases where the margin of votes is moreor less than the total votes polled in themalfunctioning machine (s), the RO should try toretrieve the result from this machine, with the helpof engineers of BEL/ECIL, using Auxiliary Display Unit(ADU) in the presence of candidates or their electionagents.

• If the result can be retrieved by using an ADU, theresult of the election can be declared accordingly. Insuch a case, the Returning Officer and Observershould send a detailed report to the Commission inthe format mentioned at Annexure-12.

• In case it is not possible to retrieve the result fromthe malfunctioning machine even by using ADU,then the Returning Officer shout try to retrieve theresult from the machine by taking a print out of theresult with the help of engineers of BEL/ECIL.

• If the result from the malfunctioned machine cannot be retrieved even by using printer, the mattershould be referred by the RO to the Commission forits decision.

• In such a case, the RO and Observer should also send adetailed report to the Commission in the formatmentioned at Annexure-13, where the winning marginof vote is more than the votes polled in themalfunctioned EVM, and in Annexure-14, where suchmargin is less.

• In no case the machine should be opened, or its outeror inner seals disturbed in any manner. There shouldbe no attempt to repair the machine as it is strictlyforbidden.

• After completion of counting, all the Control Unitswhether result has been retrieved from it or notshould be kept back inside their respective carryingcases. The carrying cases should then be sealed onceagain.

• The Returning Officer and Observer should put theirsignatures on the seal.

• All candidates and their election agents should alsobe allowed to put their signature on the seal.

• The Control Unit should be then kept in the strongroom (s).

Remember

• In no case of malfunction of CU , the machineshould be opened or its outer or inner sealsdisturbed in any manner.

• No repairing and replacement of parts of theEVM in the field should be undertaken.

Sealing and storage after

counting

• Powerpack to be removed from Candidate Set Section.

• Doors of the ‘Candidate Set Section’ and ‘Result Section’ to besealed with Address tags.

• Carrying Case to be sealed with new Address Tag.

• Secret Seal of the Commission and RO’s seal to be put on allseals.

• All CUs will be kept in the carrying case.

• RO, Observer, candidates to put signatures on the seals.

• All CUs should be kept back in the Strong Room under the safecustody of the DEO.

Ware House and Strong

Room

Ware House • Every Ware house has an unique number.

• Should have single entry point and all doors and windows should besealed.

• Full proof security to be ensured even in non election period.

• Round the clock security guard to be deployed

• Fire fighting arrangement in place.

• Should be free from water , damp , seepage, termite etc attack.

• Exhaust fan may be installed, if required after duly maintaining securityprotocol at the top end near the ceiling preferably at the front side withfull view of security guard.

• Double lock system to be maintained . Keys with DEO nominated person,one officer not below the rank of SDM.

• For every entry in to the warehouse representatives of political parties tobe informed and present and log book to be maintained.

• Periodical inspection will be made by Ware house in Charge.

• Bar code Reader to be available.

Strong Room Before Poll

• Storage prior to FLC- at earmarked Warehouse

• After FLC- at earmarked Warehouse

• After 1st Randomization- Strong Room of RO

• After preparation of EVMs- Strong Room of RO

Strong Room Security after Poll

1. Double lock system – one copy with DEO and one with RO.

2. Three cordoned security arrangements should be made round the clock-CPF at the innermost perimeter , State Armed Police at the outer perimeterand District police at the outer most perimeter.

3. Candidates to be intimated in writing to depute representative to keepclose watch on security arrangement of strong room.

4. They may stay outside the inner perimeter having a view of entry point ofStrong Room.

5. CCTV may be arranged in case of non availability of direct view withperiodical escort to view the Strong Room.

6. Control Room to function round the clock.

7. Police and a Gazetted officer will be in charge of the security arrangement.

8. Arrangements for fire fighting to be made.

• Log Book to be maintained by CPF,video recording to bemade in case of visits of the any person to the StrongRoom.

• Uninterrupted power supply to be ensured, back upgenerator ( provided with electrical cut out)

• All entry points of strong room should be under constantvideography /webcam

• Ro to visit Strong Room every day in the morning andevening and check the log book.

• Report to the DEO.

• No vehicles to be allowed inside the secured campus.

• DCs and SPs shall be personally responsible for security ofthe Strong Room.

Role of CEO on EVM matters

for elections

• Procurement of EVMs and power packs as perrequirement Allocation of EVMs- constituency wise forpoll / training / awareness & reserve.

• Take up the work of preparation of initial schedule ofFLC in consultation with ECIL for deployment ofengineers.

• Procurement and distribution of PPS, Green Paper Seal,Special Address tags, Outer Strip Seal

• Monitoring and supervising the work of FLC, Ist & 2nd

Randomization, preparation of EVMs done at the levelof DEOs/ROs.

Role of DEO on EVM matters for

elections • Procurement of EVMs and power packs as per requirement

• Allocation of EVMs- constituency wise for poll / training /awareness & reserve

• Liaison with ECIL for deployment of engineers for FLC,Preparation of EVM, conduct and counting.

• Procurement and distribution of PPS, Green Paper Seal,Special Address tags, Outer Strip Seal

• Procurement & distribution of materials

• Training of manpower engaged for EVM work

• Provide logistics like CCTV, Web Cam etc.

• Security matter- take up with CPF and Police.

• Monitoring and supervising the work of FLC, 1st & 2nd

Randomization, preparation of EVMs done at the level ofDEOs/ROs.

Sl. No.

Process Tags/Stickers Seal Register

1. FLC Green Sticker on both BU & CU Pink Paper Seal on CU

Annexure A, B ,C, D, E

2. First Randomization

Green Sticker for Election and Yellow Sticker for Training / Awareness

3. SecondRandomization

‘Election’ and ‘Reserve’

4. Preparation of EVMs by RO

Address Tag on BU (4) & CU (3) with PS NO and’ R’ for reserve .Identification Slip on BU & CU

Pink Paper Seal on BU

Annexure 2,3, 4, 5 and 6

5. Preparation of EVMs by PRO 1. Before start of Poll on Poll Day2. After close of Poll

1. Address Tag on CU (1),Special Tag

2. Address Tags on CU (2) & BU (2)

Green Paper Seal,Outer Strip Seal

Annexure 7 and 8

6. Counting Address tags on CU Annexure 9, 10, 11, 12, 13 and 14

Use of Tags/Stickers/Seal/Register for EVMs

Annexure-2

(Register for Preparation of EVMs)

Name of State/UT:Name of District:Name of Assembly/Parliamentary Constituency:Address of Preparation of EVM hall:Date:

Note: If a candidate or his representative is absent the proof of due service of notice to the candidate should be pasted in the register.

(Name and signature of engineers of BEL/ECIL with ID No.)

(Name, designation, signature of officers nominated by District Election Officer)

S.No. Name of

candidate

Name of

representative of

candidates with

party affiliation, if any

Identity

document No.

with date

Signature of

candidates/

His

representative

Remarks, if

any.

Annexure-3

(Certification of EVMs by BEL/ECIL)

Name of State/UT:Name of District:Name of Assembly/Parliamentary Constituency:Address of hall:Date:

It is certified that tests prescribed by BEL/ECIL to ascertain that all components are originalwere carried out on the Ballot Unit listed below on…….. (date). On the basis of these tests it iscertified that all components of the Ballot Unit listed below are original.

BU Identification No.

(Name & signature of BEL/ECIL engineers with ID No.)

Annexure-4

(Mock Poll certification during Preparation of EVMs)

Date:……………..Name of State/UT:Name of District:Name of Assembly/Parliamentary Constituency:Address of hall:

It is certified that I have done mock poll on………….. EVMs and I am fully satisfied with the functioning of EVMs.

S.No. Name of

candidate

Name of

representative of

candidates with

party affiliation, if

any

Identity

document

No.

with date

Signature of

candidate/his

representative

Remarks, if

any.

Thank You

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