Mobile Polling Place Manager - cdn.elections.wa.gov.au · which covers the work of polling officers...

Mobile Polling Place ManagerMANUAL

ELECTION

2021

Mobile Polling Place Manager

Our Purpose To provide Western Australians with an electoral experience that they understand, trust and can access easily and efficiently.

Our Values Impartial

Our electoral outcomes will not be influenced by others.

Professional

Our work will be at the highest standards for ethics, accuracy and efficiency.

Respectful

Our relationships will be courteous, honest and fair with all.

Innovative

Our systems and processes will adapt to customers’ needs.

Collaborative

As a team we will consult and test new ideas with customers.

IMPORTANT

COVID-19 Pandemic Implications

The 2021 State general election is likely to be like no other. Given the uncertainty over what the

precise community health circumstances will be in February/March 2021 and recognising the speed

with which things can change under a pandemic scenario, this manual has largely been written to

reflect a traditional in-person State election at which mobile polling remains an option for some

special institutions. Where and whether mobile polling proceeds or not will depend on the status of

the pandemic at the time and advice from public health authorities.

A final COVID Management Plan with Guidelines will be published closer to the election. Information

will also be included in online training and your Returning Officer will provide further direction. It is

possible that some procedures described in this manual may be subject to change. Nevertheless,

even if Western Australia is not experiencing any community transmission at the time of the

election, public health directions will apply at polling venues, which currently include maintaining a

minimum of 2 sqm per person and managing shared spaces to ensure physical distancing. Hand

sanitiser use, plastic inserts for voting screens, and single use pencils will be some of the other

changes at this election.

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Western Australian Electoral Commission 1 _____________________________________________________________________________________

CONTENTS

Message from the Commissioner 3

Your employment 4

Duties of the mobile polling team 5

Types of mobile voting 6

Remote area mobile polling 6

Materials and Administration

Materials 7

Cardboard equipment 7

Security of materials 8

Preparation for mobile polling

Mobile Polling Schedule 9

Meal breaks and travel breaks 9

Mobile Polling Staff 10

Mobile polling visits

Displaying posters 11

Sealing ballot boxes 11

Delay in opening 12

Assisting electors 12

Issuing votes

Compulsory questions 13

Other Situations & Information

Silent electors 14

Cancelling a postal vote 14

Spoilt ballot papers 14

Discarded ballot papers 15

Accidents or Incidents 15

Camera and filming in the Polling place 15

MPPM absence 15



End of mobile visit 16

Visit to subsequent locations 16

Final scheduled visit 17

Packing and return of materials – after final visit 17

Candidates, party workers and scrutineers 18

Counts 19

Packing and return of materials – after count 20

Checklists

1 – Materials 21

2 – Preparing for mobile visits 22

3 – Mobile team visit 23

4 – Count – First Preference – Legislative Assembly 24

5 – Count – Indicative Two Candidate Preferred – Legislative Assembly 25

6 – Count – Above the line First Preference – Legislative Council 26

7 – Packing and return of materials 27

Appendix 1 – Spelling of Aboriginal & Torres Strait Islander names 28-31

Appendix 2 – Guidelines for remote /regional Aboriginal communities 32-33

Appendix 3 – Managing polling during the COVID-19 Pandemic 34-35



MESSAGE FROM THE ELECTORAL COMMISSIONER

Congratulations on your appointment as a Mobile Polling Place Manager (MPPM). You will be the

front line in our democratic process, managing electoral procedures and supervising staff at polling

locations.

The Western Australian Electoral Commission is strongly committed to ensuring equality of access by

the community to all of our electoral services.

A key to the smooth running of the election is your ability to ensure that all members of the

community are treated with courtesy and in accordance with electoral procedures.

This manual provides the information to help you understand your functions and your specific

responsibilities and duties as a MPPM.

Even if you are an experienced MPPM, you should check the standard procedures at each election,

as they may have changed. Please complete the checklists in this manual as you undertake the

various tasks. If you have any queries, contact your Returning Officer.

In addition, you will need to read, and be fully conversant with Declaration Issuing Officers manual

which covers the work of polling officers in more detail.

Do not disclose any confidential elector information that you see or hear while working for the

Commission. Remember the need for impartiality and professionalism in your conduct is part of the

Commission’s commitment to providing a successful election outcome.

Thank you for your involvement in our democratic system and I hope you are proud of the

contribution you will make.

Robert Kennedy ELECTORAL COMMISSIONER 2021 State General Election



YOUR EMPLOYMENT

Mobile Polling Place Managers (MPPM) and Officers are paid on an hours worked basis

and are required to maintain a timesheet.

Depending on local arrangements mobile polling team members may all meet for face to face

training with their Returning Officer (RO) or alternatively just the MPPM may attend face to face

training, typically at the same time as static polling place PPMs in the district. All polling staff are

expected to read their respective manual carefully and complete mandatory online training.

Staff attending face to face training may seek reimbursement for the use of their private motor

vehicle for any distance travelled in excess of 30km. Staff using a private vehicle to undertake

multiple trips or travel to various locations in the course of their election related are able to apply

for travel reimbursement at the applicable PSA award rate.

As a MPPM, before attending face-to-face training:

o Complete online training

o Read Declaration Issuing Officer manual

o Read Mobile Polling Place Manager manual

Your RO will let you know when your face-to-face training session will be held.

At the training session, the following topics will be covered:

o Schedule of visits for each team

o Preparations for mobile polling for specific locations

o Supply and return of polling materials

o Effective management of the polling place and mobile voting

o Where applicable, use of the Elector Recording System (ERS)

o COVID-19 related restrictions and procedures

Additional points to note

o Mobile team members must have a current flu vaccination certificate if visiting hospitals

and aged care facilities

o Mobile phones are not to be used for personal use whilst on duty

o You must remain politically neutral, no comments to electors or on social media

o Personal property is always your responsibility to keep safe and secure

o Ensure you maintain a high standard of personal hygiene with regular use of hand sanitiser.



DUTIES OF THE MOBILE POLLING TEAM

Mobile Polling Officers issue both ordinary and declaration votes* and should be trained to carry

out the following tasks:

o Ask every elector the three compulsory questions

o Ascertain the elector’s district of enrolment

o Mark the elector’s name on the electoral roll (either printed or ERS computer)

o Prepare declaration forms if required

o Issue ballot papers to the elector

o Complete Elector Information Reports PP34 where required

o Assist electors to vote if asked for assistance

o Record the total number of ballot papers received and issued on the front page of the

electoral roll, on the Account of Ballot Papers – Ordinary Electors PP15 and the Mobile

Polling Team Return PP59

o Ensure that the mobile ballot box is safely secured and sealed when completing each

location before transit to the next location

o Sign the electoral roll at the end of polling

o Prepare the reconciliation return

o Prepare for the close of polling, e.g. pack up equipment

o Assist with packing up materials

o Return materials to your RO.

*At a mobile polling location, declaration votes include absent votes issued to electors from

outside the district (yellow PP90 if using ERS or green PP25 if issuing a manual absent vote) and

provisional votes (issued using the green PP25). All declaration votes are to be placed in an

envelope – either a PP90 or a PP25. If the elector is enrolled in the district in which the special

institution is located and can be found on the printed roll for that district, they are issued an

ordinary vote and the ballot papers are not placed in an envelope.



TYPES OF MOBILE VOTING

The Electoral Commissioner may declare certain special institutions for mobile polling. Only locations

advertised in the Government Gazette can be visited as mobile polling locations.

Your RO will advise of any special arrangements for each mobile team. Traditionally, the types of

mobiles are:

o Hospitals or special institutions prior to election day are called “non-static” if moving from bed to bed or room to room or setting up temporarily at a communal location

o Hospitals or special institutions on election day are called “static”, when a place in the building is set aside for polling

o Larger sites may operate a combination of static and non-static within the same facility

o Remote mobile prior to or on election day at set isolated country locations.

A team may visit a number of locations on the same day, with the duration of some visits being just

2 hours, before moving on to the next location. You must visit all venues scheduled by your RO and

you must not visit any ungazetted location, no matter how close it may be to an official location.

Remote area mobile polling only occurs in the four Mining and Pastoral Region districts:

o Kalgoorlie

o Kimberley

o North West Central

o Pilbara

WAEC staff will liaise closely with the four Mining and Pastoral Regional ROs in respect of visit

scheduling and advance promotion to indigenous communities and other remote sites.

Notes for ROs –

It is estimated that one polling team is required per 100 patients. In larger hospitals and special

institutions there may be several teams of two Mobile Polling Issuing Officers appointed with a

Mobile Polling Place Manager overseeing all the teams. Access to areas may require locking doors

securely upon arrival and departure. Owing to the COVID-19 pandemic, hospitals and aged care

facilities may insist on sighting a current flu vaccination certificate before allowing entry to the site.

It is recommended that female polling officers are employed at hospitals and institutions for women.

They will ideally be mature, experienced and have excellent communication skills and an

understanding of the requirements of people who work in declared institutions and hospitals.



MATERIALS AND ADMINISTRATION

Materials

o Pack 14 Mobile Polling Place Manager – 2 parts, Mobile visits and Counting & Packing Materials

o Pack 40 Polling Place IT Equipment

o Pack 41 ERS

o Portable vinyl mobile ballot box

o Mobile carry bag

o Portable voting screen

o Ballot papers

o Printed electoral roll(s) and ERS computer

o WAEC CLAX trollies

o Returning Officer instructions for your mobile team.

Cardboard Equipment

Cardboard screens and queuing equipment are not used at non-static mobile locations. If they are

required, they will be provided by your Returning Officer. Arrangements for the return of this

material should be discussed with your RO.

When you receive your materials, you must:

o Check that you have received the correct number of each item against the inventory of materials

o Use the Inventory of Ballot Papers for a District RO25. Immediately check, sign and date as confirmation of receipt

o Advise your RO immediately if ballot papers are missing or you have surplus supply. Ballot papers are not identified as ordinary or declaration but are for each district/region. Conjoined ballot papers are in bundles of 50.

o Each boxed Ballot Paper Declaration Set contains 10 conjoined ballot papers for each of the 59 Assembly districts along with 10 ‘blanks’ for each of the 6 Council regions. In total each boxed set contains 650 ballot papers.

o Record the total figures received on Mobile Polling Team Return PP59. The Account of Declaration Ballot Papers Received and Issued PP56 may be used as a record (please disregard instruction at end of the second page these are for ordinary polling places)

o Ballot papers, electoral rolls and ERS computers should be stored securely before, during and after mobile polling

o Never leave polling material in a vehicle overnight.



Forms used for Administration

The Mobile Polling Team Return PP59 is the document used by each mobile team when visiting

mobile polling venues. The Mobile Polling General Return PP58 is used to consolidate all the

PP59s for the District and is used when conducting the count of all mobile votes issued in the

district, after 6.00pm on election night. The district RO will determine who will manage the count

of all mobile votes issued within the district.

Take the time before the start of your mobile team visits to read and understand the PP59.

Where the validity of an election is challenged in a Court of Disputed Returns, the PP58 and PP59

may be used as evidence.

Security of materials

Instruct your Issuing Officer(s) to:

o Keep a record of all ballot papers received and issued in Mobile Polling Team Return

PP59

o Retain any spoilt ballot papers and record them as spoilt on a PP36 envelope

o Keep a record of the number of votes issued

o Be responsible for and maintain security of all declaration vote envelopes and ballot

papers (used and unused)

o Keep ballot papers in a safe and secure area. Do not leave on table if unattended

o Keep ballot boxes under supervision at all times

o Keep personal belongings safe and secure. The WAEC is unable to accept responsibility for

the loss of personal property

o Make sure you keep ballot papers and electoral rolls in the locked boot of your vehicle

when transporting them

o Be aware that only electoral officials can handle ballot papers (used or unused, discarded,

spoilt), rolls and ballot boxes

o Keep all materials packaged together, checking materials at the start and end of polling at

each location, to account for all items

o Ensure that ballot boxes are kept sealed and not opened until after 6pm on election night.

The cleft at the top must be sealed or covered at the end of each visit and while in

transit.



PREPARATION FOR MOBILE POLLING

Mobile Polling Schedule

The time and date for attending declared mobile polling places will be pre-arranged by your RO

and the Electoral Commissioner.

You must visit all venues scheduled by your RO. Do not visit any ungazetted (unlisted) location.

Your RO will provide you with the itinerary setting out:

o Locations of the mobile polling places

o Dates and times when polling will take place

o Whether all polling is mobile or if a static station will need to be set up

o Names and phone numbers of the contact people at each mobile polling place.

Each polling place will be provided with a notice giving the date and times when polling will take

place. This should be on display at the venue before mobile polling visits to raise awareness.

It is essential that you keep to the itinerary as far as possible and never leave the declared mobile

polling place before the time allocated (even if it appears everyone has voted). However, you may

extend the time to allow all electors who are present to vote so long as this doesn’t cause a late start

at the next venue in the schedule.

During mobile polling, the MPPM supervises and oversees polling operations to ensure correct

procedures are followed.

Make sure you:

o Know how to get to these locations well before the day

o Plan sufficient time for travel, including possible delays (traffic problems and other events) between visits

o Identify the last person in the queue at 6.00 pm if operating on election day. No one else can

vote after the close of polling if they were not present by 6.00 pm.

Meal Breaks and Travel Breaks

Schedule meal breaks before and after mobile polling and take this time into account when

travelling long distances.



Mobile Polling Staff

Ensure and confirm:

o Issuing Officers at declared institutions have read and understood their manual

o All staff have had a current flu vaccination and have their vaccination certificate

available – these will need to be sighted at many facilities before entry is allowed

o Staff to exercise utmost diplomacy and tact in all dealings with the institutions

o Staff to refer any difficulties they experience with the management of the institutions to you

in the first instance

o Staff are not to leave the institution or hospital before the scheduled closing time, even

if voting appears to be completed

o Strict security is to be maintained at all times over ballot papers and ballot boxes in use

o Staff know the three compulsory questions to ask, and must ask the three questions every time a vote is to be issued (two of the questions, name and enrolled address, are covered by the manual declaration form (PP25) if being used)

o That staff fully understand the provisions relating to providing assistance to voters

o That staff know the rules for ordinary and declaration voting:

• electors enrolled for the district in which the special institution or hospital is located cast an ordinary vote – use the printed electoral roll and don’t place the ballot papers in an envelope

• electors enrolled elsewhere in Western Australia cast an absent declaration vote – either by using the ERS computer or the manual declaration form PP25

• an elector who can’t be found on the roll but insists they are enrolled can be issued a provisional vote using the manual declaration form PP25

• there are residency requirements which can exclude people from voting

• completed postal votes can be handed to a mobile team – these must be recorded in the PP59 and put into the ballot box

• declaration forms must be signed by the elector and the issuing officer.



MOBILE POLLING VISITS

As a Mobile Polling Place Manager, you are:

o Appointed to manage teams of two or more and to visit mobile polling places as directed by

your RO

o Required to supervise and conduct ordinary and declaration voting operations during mobile

polling

o Responsible directly to your RO who is in turn responsible to the Electoral Commissioner.

Ask your RO for any instruction, information or supplies you need.

Your Returning Officer is responsible for:

o Appointing all Mobile Polling Place staff

o Supplying ballot boxes, ballot papers and copies of the roll and other materials for use by

each mobile polling team

o Advising all declared institutions or hospitals of the time and date of each mobile visit and

ensuring that each mobile polling place receives a Temporary Mobile / Remote Polling Place

RO11 sign

o Providing these locations with the name of the person conducting the mobile polling

o Advising the candidates at least 48 hours in advance of starting, the place, time and date of

each mobile visit, to enable them to appoint scrutineers.

Display Posters

Posters may be displayed at static polling locations or provided on request to electors at non-

static polling places for their convenience.

o How to mark your ballot paper PP42 (place on voting screens)

o Electoral Offences PP43

o Recognition of Traditional Owners PP77

Sealing ballot boxes

At the first polling place or wherever a new ballot box is brought into use, you must:

o Display the empty ballot box to any scrutineer or other persons present

o Seal the ballot box in the presence of a scrutineer, elector or another polling official who

can act as a witness (can be another Mobile Polling Official)



o Record the seal number in the Mobile Polling Team Return PP59 and have your entry witnessed by a scrutineer, or if none are present, by another polling official

o Note – most vinyl mobile ballot boxes are a two-tiered format –

• The bottom section is to remain secured until 6pm on election night.

• The top tier can be opened while on location revealing the cleft of the ballot box.

This is to be sealed at the end of each visit and before transit. An ERS machines or

printed electoral roll can be securely stored in the top section between visits.

During visit

o There are to be at least two officers present at all times

o Both ordinary and declaration votes may be issued

o Postal votes may be received and noted in the PP59 then placed into the ballot box

o Scrutineers may potentially be present.

Delay in opening a location

Should you experience delays in starting at a location, contact your RO and also the institution

with your estimated start time. Advise any scrutineers present of any adjustments to mobile

polling times. Record any variation to the start time on PP59, along with corrective action taken

(possibly staying open longer).

If the start is delayed for some reason, you should still operate for the full period advertised.

Never open polling earlier than scheduled. If you begin 15 minutes late, continue 15 minutes past

the advertised closing time.

On arrival check the condition and suitability of the polling place. If there are any problems or

inadequacies, you should take appropriate action.

Assisting electors

o Display Hard of Hearing card

o Be courteous, respectful and patient at all times

o Offer Multilingual Guide to electors unfamiliar with English or have them write their name

on a piece of paper

o Utilise the How to Complete Your Ballot Papers videos on the tablet – in English and

various other languages

o Use the desk-top voting screen for frail electors and those with mobility difficulties

o Staff with non-English language skills should wear ‘I speak [language]’ PP89 labels



ISSUING VOTES

Refer to DIO manual – pages 10-14

Identify the elector

Before issuing ballot papers, identify the elector by asking the following 3 compulsory questions:

‘Have you cast an early vote for this election or already voted today?’

If YES, then the elector is not entitled to vote again, if NO, ask the next two questions:

‘What is your full name?’

‘Where do you live?’

For Ordinary Voters – electors enrolled in the district in which the venue is located

Find the elector and correctly mark the printed district electoral roll. With a black pen ONLY, draw a

continuous straight line between the arrowheads to the left of the elector’s name. DO NOT draw

through the number or name. For further instructions refer to the ‘instruction sheet’ inside the

cover of the electoral roll. Completed ordinary ballot papers are placed directly into the ballot box

without an envelope.

For Absent or Provisional Voters - issuing a declaration vote

Electors enrolled in other districts may cast an absent vote.

If using an ERS computer, mark them off the roll electronically and have them fold their

completed ballot papers into a yellow PP90 envelope before placing the envelope in the ballot

box.

If an ERS computer is not available, have the elector complete a green PP25 declaration form into

which their completed ballot papers are inserted before being placed in the ballot box.

A provisional vote is also issued using the green manual declaration form PP25.

A provisional vote is issued where an elector believes they are enrolled but their name cannot be

found on either the printed or electronic roll, or their name has already been marked off and they

declare that they have not already voted.

Both the elector and the mobile polling officer must sign the PP25 declaration form.



Issuing Ballot Papers

Separate the Legislative Assembly and Legislative Council ballot papers along the perforation line

before handing both papers to the elector and issue a small pencil.

Instruct the elector as follows:

o ‘Read the instructions on the ballot paper and use numbers only’

o ‘Complete both ballot papers’

o ‘Fold them and place in the ballot box’ or return to be placed in appropriate envelope

o Electors can keep the pencil provided.

OTHER SITUATIONS & INFORMATION

Silent Electors

Certain electors, for security reasons, have only their names listed on the roll (silent electors). Their address is replaced on the roll by ‘Section 51B’. Ask the elector the first two compulsory questions only, mark against their name on the roll and then issue their ballot papers

Completed Postal Votes

An elector or a friend or relative, can hand in a completed postal vote return envelope instead of

posting it. A postal vote for any district may be accepted and should be placed in the ballot box.

Cancelling a Postal Vote

Should an elector with a postal voting pack wish to cancel their postal vote and vote in-person instead, endorse the voting pack ‘CANCELLED at (name of Polling Place)’, date and sign it and give it to the MPPM. Issue the elector with ballot papers in the normal manner.

Spoilt ballot papers An elector is entitled to ask for a fresh ballot paper if they have made an error on the original.



o Write the word ‘Spoilt’ on the back of the returned ballot paper

o Place it in a Spoilt or Discarded Ballot Paper(s) envelope (PP36)

o Complete the details on the front of the envelope

o Separate the two parts of the replacement conjoined ballot paper and give the elector only

the ballot paper required

o Place the other half of the ballot paper, which is not required, into the envelope along with

the spoilt ballot paper

o Retain the envelope until the close of polling, for reconciling.

The number of spoilt envelopes is to be recorded on the Account of Ordinary Ballot Papers (PP15).

Discarded ballot papers

Staff may find a ballot paper left in a voting screen or on the floor, DO NOT place in ballot box. Place

in a PP36 envelope, tick the discarded box and hand to the MPPM.

Accidents or Incidents

Where any person attending a polling place has an accident, details must be recorded in full, on a

Polling Place Accident Report PP81. Any other incidents that arise at the polling place can be

recorded on a Report on Incident and Miscellaneous Matters form PP82.

Return these forms with the PP59. In the case of serious accidents, contact appropriate services e.g.

Ambulance, for assistance, then contact your RO.

Cameras and filming in the polling place

You may receive requests from a candidate or the media in regard to filming. Filming may take place

when:

o Approved by your RO

o Pictures do not reveal how a person voted

o If electors are involved, that they are agreeable

o Electors and polling staff are not inconvenienced or unduly delayed.

Mobile Polling Place Manager absence

A substitute MPPM must be appointed if you leave the polling place at any time during the day.

Complete the Appointment of Substitute Polling Place Manager form - refer PP59 on page 11.



END OF MOBILE VISIT

Seal the ballot box and record the seal number in Mobile Polling Team Return PP59. For the vinyl

ballot boxes use the special seals for the top zip. For the small cardboard ballot boxes use a paper

seal to cover the cleft. Ensure that the sealing of the ballot box is witnessed by a scrutineer, or if

none are present, by another polling official.

Also:

o Dismantle voting screens (where applicable)

o Remove any signs/posters – inside and out

o Return furniture to original position.

o Make sure no election material has been left behind (inside and outside).

o Count all unused ballot papers.

o Complete Mobile Polling Team Return PP59.

o Complete and sign form Account of Ordinary Ballot Papers PP15 on the front of the

electoral roll.

VISITS TO SUBSEQUENT LOCATIONS

At the appointed time for polling to commence at subsequent declared mobile polling places, you

must:

o Display the sealed ballot box to any scrutineer present or other persons present

o Check all seal numbers on the ballot box against those recorded on Mobile Polling Team Return PP59

o For vinyl ballot boxes, break the seal and unzip the cleft on the lid of the ballot box so that the ballot papers can be deposited by voters. If using a cardboard ballot box, it is recommended that you use a trimmer or blade to expose the ballot paper cleft. Removing the paper seal entirely may damage the ballot box top.

o The bottom section of the ballot box containing the paper must remain secured at all times and not opened until after 6pm on election night

The mobile ballot box may be used continuously and taken from one mobile polling location to

another but must be sealed prior to leaving each polling place.

o Scrutineers may accompany a mobile team.

o Strict security must be placed on all materials and ballot boxes.



FINAL SCHEDULED MOBILE VISIT

Complete Mobile Polling Team Return PP59 and include any additional completed forms, refer to

page 17 of the return.

Complete Polling Staff Payment Sheets and Work Assessment Summary. If there are any staff

position changes, enter these details onto this sheet.

Payment to Polling Officers may be delayed if a staff member fails to sign the attendance sheet.

PACKING AND RETURN OF MATERIALS – AFTER FINAL VISIT

Once all mobile polling places have been visited, the sealed ballot boxes and materials are to be

delivered to your RO.

The RO will keep mobile ballot boxes and other material in safe custody until after 6pm on Polling

day. At this time, a MPPM appointed by the RO will count the ordinary votes taken at all mobile

polling places within the district.



CANDIDATES, PARTY WORKERS AND SCRUTINEERS

Candidates can only enter a polling place to record their own vote.

Party Workers distribute ‘how to vote’ material for candidates. They can ONLY enter the polling

place to record their own vote and MUST NOT wear any campaign advertising while in the polling

place.

Scrutineers represent the candidate in the polling place. They are free to observe all the operations

of the polling place and they play an important role in the electoral process.

o Scrutineers MUST wear a yellow scrutineer vest provided by the MPPM

o Any questions raised by the scrutineer should be referred to the MPPM

o Scrutineers MUST NOT handle ballot material under any circumstance or interfere with the

electoral process.

Special rules for mobile scrutineers & ‘How to Vote’ materials

If you are conducting mobile polling in an institution, the Electoral Act 1907 permits a scrutineer

accompanying mobile polling teams to distribute correctly authorised literature including ‘How to

Vote’ cards.

“A scrutineer accompanying a mobile portable ballot box under section 100A or 100B may

distribute to persons recording their votes at the mobile portable ballot box literature (which may

be, or include, “how to vote” cards) that suggests a manner in which ballot papers might be

marked.”

Under no circumstances are mobile polling officials to distribute political “how to vote” material

to electors.

Requests for 'How to Vote' material

Sometimes an elector asks a Polling Official’s advice on whom to vote for or for candidates’

details. A Polling Official cannot give advice on whom to vote for.

With the exception of remote mobile polling teams, electoral officials do not carry any ‘How to

Vote’ material, given the sheer volume of material involved and the potential for it to be

perceived having official status or being endorsed by the Commission.

Alternatively, in a hospital ward, patients may request ‘How to Vote’ material from any scrutineers

that may be accompanying the team.



COUNTS

The count of all ballot papers issued at mobile polling locations typically takes place at the RO’s

election night base and is managed by a designated MPPM.

Once the PP59 for each mobile team has been confirmed correct, transfer the totals from page 7

to the PP58 on page 4.

Consolidate each team/s Summary of declaration votes on page 9 of the PP59 to the PP58 on

page 4.

Complete the Reconciliation of ALL team/s ballot papers on page 4 of the PP58.

The ballot papers issued at the district’s mobile polling places are then amalgamated and the

counts can be undertaken.

There are 3 separate counts to be conducted:

1. Legislative Assembly - First Preference

2. Legislative Assembly - Indicative Two Candidate Preferred (2CP)

3. Legislative Council - Above the Line First preference

Refer to Checklists 4, 5 and 6 for instructions on conducting each count.

Refer to the Formality Guide for clarification in determining the formality of ballot papers.

Not balancing - If there is a difference greater than 5 in reconciliation of ballot papers:

o Recheck all figures

o Recheck calculations

o Recount ballot papers.

A small difference may be due to an elector not placing a ballot paper into the ballot box. Contact

your RO if you need further advice.

Once you have balanced and checked the First Preference - Legislative Assembly ballot papers,

record totals in the PP58 – refer to page 8.

Phone your RO immediately with the count totals.



Proceed to conduct the - Indicative Two Candidate Preferred (2CP) - Legislative Assembly ballot

papers count. Refer to Checklist 5.

Proceed to conduct the - Above the Line First preference - Legislative Council ballot papers. Refer to

Checklist 6.

Once all counts have been conducted, finalise the reconciliation of your PP58 – refer to page 5.

PACKING AND RETURN OF MATERIALS – AFTER COUNT

After counting is completed your main task will be the packing of parcels for return to your RO.

While packing materials will be one of the last tasks you will perform, it is just the start for hundreds

of other staff at the Processing Centre. It is therefore very important each parcel only contains the

materials listed on the relevant label.

Packing parcels

The packing of parcels is a very important task, allow yourself enough room to spread out the labels

and bags/boxes, sort and store the relevant items with each label.

Have an assistant check all contents. Once checked, complete the labels, record the seal numbers

and sign. Neatly pack the correct contents and attach the correct label.

Record seal numbers for each parcel in your PP58 – refer to page 3.

Completing the Polling Place Manager General Return

Complete all pages of your PP58, including administration pages and the completed forms checklist

on page 11.

Sign the declaration on page 3 and place your PP58 in the Priority parcel PP46 and then seal.



MATERIALS CHECKLIST 1

Count, check, record

Confirm the number of ordinary conjoined ballot papers received for your district –

assume all bundles are the quantity indicated. Check against the Ballot Paper

Inventory report RO25

Count declaration ballot papers – each boxed set contains 650 ballot papers

(10 for each of the 59 districts, plus 10 ‘blanks’ for each of the 6 regions)

NOTE – You may also receive additional ballot paper bundles for bordering districts,

which will be in addition to those in the declaration box set.

Check against the Ballot Paper Inventory report RO25

Advise RO of any discrepancies

Confirm you have received all your materials and equipment

Check against the Polling Place Resource report

Advise your RO of any significant discrepancies

Check ERS computers and tablets

Familiarise yourself and check all are working

Ensure all are fully charged one or two days prior to visits



PREPARING FOR MOBILE VISITS CHECKLIST 2

Your RO will provide you with a schedule of your mobile polling venues, dates and times.

Make sure you review the schedule carefully

Estimate travelling times between locations

Confirm venue contact person details

Check specific location for polling

Confirm correct dates for visits

Allow enough time for setting up and packing up at the venue and for breaks

Prepare for visits

Confirm you have all materials from your RO

District ballot papers and declaration boxed sets

Mobile ballot box

Mobile carry bag for other materials, utilise CLAX trolley if provided

Portable voting screen, cardboard screens if conducting a static location

Your Mobile Polling Team Return PP59

Remember your phone charger

Flu vaccination certificate

Name badge and blue vest



MOBILE TEAM VISIT CHECKLIST 3

If delayed in arriving

Call the venue contact person and advise estimated arrival time

Extend closing time if convenient for venue, advise your RO and any scrutineers

present

Record on page 15 of the PP59 – time, delay reason and action taken

On arrival

Meet the venue contact person, follow venue instructions

Check venues preferred location, if setting up a static location

If not a static location, ensure you keep all materials with you at all times

Brief any scrutineers present at the start of polling or as they arrive, ensure they

wear a vest and name badge and understand their obligations

First polling visit

Seal ballot box, have witnessed and record seal in PP59 on page 4

If moving from bed to bed, use portable voting screen and use PP92 card – ‘I have

voted’ to identify electors who have voted

End of every visit before transit

Record number of unused ballot papers in PP59 on page 7

Place seal on ballot box slot, have witnessed and record in PP59 on pages 4-6

End of all scheduled visits

Complete PP59

Complete attendance and travel forms

Return all materials to your RO



COUNT – FIRST PREFERENCE - LA CHECKLIST 4

Instructions

Set up LA - count cards PP73, one for each candidate and one for informal ballots

Check seal numbers in PP59 and open ballot box

Direct staff to sort ballot papers based on the first preference vote (the candidate

with number 1 next to their name)

Advise staff if there is any doubt about the formality of a ballot paper, place it in the

informal pile

Regularly check all ballot papers in the informal pile. Record your decision on the

back of the ballot paper with – ‘Admitted’ or ‘Rejected’ and initial. Place ‘admitted’

into the count. Place ‘rejected’ into the informal pile. Where the status of a ballot

paper is challenged by a scrutineer, use HO11 stickers to confirm your decision.

Once sorted - count ballot papers into bundles of 50, secure with rubber band. Place

any remaining loose ballot papers on top of the pile with the total on a post-it note.

Conduct ‘flick check’- check that the number 1 is next to the same candidate on

every ballot paper, to ensure they have been sorted to the correct candidate.

Write the ballot paper totals on each of the count cards

Record totals in the PP58 on page 8

Check against reconciliation of ballot papers – on page 5, if there is a difference

greater than 5 recheck all bundle numbers and flick check all ballot papers

Phone your RO immediately with the first preference total for each candidate plus

the total number of informal ballot papers



COUNT – INDICATIVE 2 CANDIDATE PREFERRED - LA CHECKLIST 5

Instructions

Separate the ballot papers of the 2 selected candidates (as advised by your RO) and put them aside – you will not be looking at them for this count

Repeat the following process for each of the non-selected candidates, one at a time.

You are looking for the ‘preferred’ candidate out of the 2 selected candidates. The preferred

candidate will be the candidate with the lowest numbered preference mark.

For example – a 2 next to a selected candidate’s name shows the voter prefers that candidate over a

4 marked against the other selected candidate.

Exhausted – a ballot paper is exhausted if it cannot be distributed to either of the preferred

candidates.

On PP58, write the selected candidate names in the boxes marked ‘Candidate 1’ and

‘Candidate 2’

Look at each of the ballot papers for the first non-selected candidate

Only look at the preferences for the 2 selected candidates on those ballot papers – which of

the selected candidates has the lowest numbered preference mark

Sort the ballot papers into 3 piles – Candidate 1, Candidate 2 and exhausted

Count the ballot papers in each pile and record the totals on page 8 of the PPM return

(PP58) in the appropriate row, under Candidate 1, Candidate 2 or exhausted

Once recorded, bundle those ballot papers together, place the count card on top, put them

aside and then take the ballot papers for the second non-selected candidate and repeat the

same procedure

Repeat this same process for every non-selected candidate

Once every non-selected candidate’s ballot papers have been sorted, counted and recorded,

total the columns on page 8 so that you have figures in boxes A, B, C, D and E. Boxes A and E

must be the same.

Phone your RO immediately with the count totals from boxes A to E



COUNT – ABOVE THE LINE FIRST PREFERENCE - LC CHECKLIST 6

Instructions

Direct staff to sort ballot papers into 3 piles – Above the line (ATL), Below the line

(BTL) and obvious informal

ATL votes – only requires the number 1 or a suitable mark placed in one box, to be formal.

BLT votes – requires all boxes must be numbered consecutively, to be formal.

Obvious Informal votes – includes blanks, repeated numbers and missing numbers.

All ballot papers will be re-checked at the Processing Centre over the following week, so

there is no need for polling place staff to check BTL ballot papers for completeness.

Set up LC- count cards - PP72, one for each ATL group; one for all BTL ballot papers

and one for all informal ballot papers

Direct staff - to sort ATL ballot papers based on the first preference vote

Regularly check all ballot papers in the informal pile

Once sorted - count ballot papers into bundles of 50, secure with rubber band

Conduct ‘flick check’

Write the ballot paper totals on each of the count cards

BTL ballot papers - do not need sorting. Count ballot papers into bundles of 50,

secure with fold back clips and place in the special boxes. NOTE - new process

Informal ballot papers – combine ATL and BTL together. Count ballot papers into

bundles of 50, secure with rubber band

Record totals in the PP58 – on page 9

Check against reconciliation of ballot papers – on page 5, if there is a difference

greater than 5 recheck all bundle numbers and flick check all ballot papers

Phone your RO immediately with the count totals



PACKING AND RETURN OF MATERIALS CHECKLIST 7

Instructions

Correctly pack all parcels – follow the instructions on each label. If you fail to

correctly pack your parcels your RO will make you repack them correctly

Record security seal numbers for each parcel in the PP58 - on page 3

Complete all elements of your PP58, including checklist – on page 11 and sign

Box all parcels ready for return to RO, as per instructions from your RO

Deliver materials to RO; you will need to wait until all materials have been checked-in

before leaving.



APPENDIX 1 - SPELLING OF ABORIGINAL & TORRES STRAIT ISLANDER NAMES

Procedure for Aboriginal and Torres Strait Islander Name Search

o Ask for the elector’s ‘surname’.

o If ‘surname’ is not recognised by the elector, search for the first name or the name the voter goes by.

o If this does not result in a match, take the given name and search for it as though it is a ‘surname’.

o If there is still a problem, ask for the elector’s ‘skin name’ – such names can be used in any circumstances and remain constant, despite possible changes in other names.

o If there is no result, ask the elector to spell out the letters or write down his or her name.

o Be alert to the many variations in spelling. Sometimes Aboriginal and Torres Strait Islander

electors’ enrolment forms may have been filled in for them by other people, including

polling officials, who may have produced their own variation because they wrote down what

they heard.

Variations in spelling:

AMAGULA AMAGUIA, AMANGIN

BANGYARRI BUNGYARRI, BUNGUYARRI, PUNGUAYJI

BARA BARA BARA, BARAWEI, BARAWIE, BAROWAI,

BUKLUMBARA, BULUMBARRA, BARARRA

BURARRWANGA BURARRWANA, BURAWANGA

CUMAIYI COMAYI

DHAMARRANYDJI DAMARRANDJI, DHAMARANDJI,

DHAMARRANDJI, DJAMARRANYDJI

DHAMARRANYDJI DHAMARRANDJI, DHAMANYDJI, DHAMANDJI,

DHAMARADJI

DJAGARRA DJAKARRA, DJAKARA, DJARRKARLA,

DJAKURRURR

DJAKUL JAKUL

DULLA DULLAI, DULAI, DOOLA, DOOLAK



DURILA FURILLA

GANAMBARR GANAPARRA, GARRINBA, GUNABARR

GANANGGU GANANGU, GANAGU, KANGU

GARRAWURRA GARRAWIRRA, GAWURA, GAYURA,

GURARRARR

GARRUWIWI GALIWIRRI, GARALWUY, GARRAWURRA

GURRUWIWI GURRUWIWU, GURRWIWI, GURRUWUL

JAKAMARRA JAGAMARRA, TJAKAMARRA, TJAGAMARRA,

TJAGAMARA, JAGARA, JAKARA, KEMARRE,

KARIMARRA

JAMPIJINPA JAMPIJIMPA, JAMBIJIMBA, JAMIJINBA,

TJAMPIJINPA, TJAMBIJIMBA, TJAMPITJIMPA,

TJAMBITJINBA, JTAMPATJIMPA, TJAMBATJIMBA,

JAMBINJIMBA

JANGALA UNGALA, TJANGALA, TJUNGALA, NGALE

JAPALJARRI JABALJARRI, TJAPALJARRI, TJABALJARRI,

TJAPALTJARRI, JABALYARI, JABALTJARRA

JAPANAGKA JABANANGKA, JAPANUNGKA, TJAPANANGKA,

TJABANUNGKA, PENANGKA, PENUNGKA,

JABANANGA, JABANUNGA

JAPANGARDI JABANGARDI, JAPANGARTI, JABANGARTI,

TJAPANGARDI, TJAPANGARTI, JABANARDI

JIMARR JAMARR, JIMMAR, JINMA, DJIMARR, DJOMA

JUNGARRAYI TJUNGARRAYI, JUNGURRAYI, TJUNGARAYI,

JUNGARI, JUNGARAI

JUPURRURLA JAPURRURLA, JUBURRURLA, JABURRURLA,

JUPURRULA, JUBURRULA, JAPURRULA,

JABURRULA

KERINAIUA KERINIAUA, KERINAUIA, KERINARUA

KUDURRNGU KUDORNGOR, KURNDOR, KUNDOR, KUNDU



LARAWEI LIRRIWI

MALINGA MALINGAR, MALINGGA, MANINGA

MAMINYAAMANJA MANINYAMANGA, MAMINYAMINJA

MANAGKU MANAKGU, MANAGU

MANGGURRA MANGURRA

MARDIGAN MARDINGA, NARDINGA

MEIYAWAIDBA MEIYARAMBA, MEIYINBARA, MAIRABIARWAY,

MAWUALILA, MARYLUMAR, MARWARMBAR,

MAWILBAR

MUNUNGGURR MUNUNGURR, MUNUGGURR, MUNUYNGU,

MUNUNGGIRRITJ, MUNUNGGURRITJ

MURRUNGUN MURUNGUN

NABARLAMBARL NABALAMBAL, NABARLLAMBARR,

NABORLNABORHL, NGABALAMBAL

NAKAMARRA NAGAMARRA, KEMARRE, KARIMARRA

NAMPIJINPA NAMBIJINPA, MANPIJIMBA, NAMPITJIMPA,

NAMPITJINPA, NAMPITTIMPA, NAMBAJIMBA

NAPALJARRI NAPALTJARRI, NABALTJARRI, NABALDARI

NAPANAGKA NABANANGKA, NAPANUNGKA, PENANGKA,

NABANANGA, NAPANUNGA

NAPANGARDI NABANGARDI, NAPANGARTI, NABANARTI,

PENGARTE, PENDARDE

NAPURRURLA NABURRURLA, NAPURRULA, NABURRULA,

NAPARULA, NABARULA, NAPARULLA, NAPURLA,

NAPURA, NABRULA

NGARAWIA NARAWIA, NARRAWA, GNARAWA

NGARINGARI

NARRYARRI, NAINGIARI, NARINDJAGARI,

NGARRI



NGURRUWUTTHUN NGURRUWUTHUN, GNURRUWUDTHUN,

NGURRUWUDNUN, NURRUWUDHUN,

NURRUWUTTHUN

NUNDHIRRIBALA NUNDIRRIBALA

NUNGALA NANGALA

NUNGARRAYI NUNGURRAYI, NUNGARAI

NUNGUMAJBARR NUNGGUMAJBAR, NUNGGUMADBAR,

NUNGUMADBARR, NGUMADBARR

TIPALOURA TIPILOURA

WANAMBI WANABI, WALAMBI, WANUMBI, WALUMBI

WUNDJAR WUNJAR

WUNUNGMURRA WUNUNGMURR, WUNUNMURRA,

WUNUNGMURRU, WUNUNMURRU

WUNUNGURRKU WURRNGUNGU

WURRAGWAGWA WURRUGWAGA, WURAGWAGWA

WURRUMARA WURRAMARA, WURRUMURRA,

WURRUMARRBA, WURRAMARRBA,

WURRUMARBA

YARROWIN YARROWON, YAUARIN

YIRRWALA YIRRAWALA



APPENDIX 2 – GUIDELINES FOR REMOTE /REGIONAL ABORIGINAL COMMUNITIES

General Guidance

o Each Aboriginal community is different and unique, and while there may be some common interests, what applies in one community will not necessarily apply in another

o Aboriginal community life is greatly influenced by cultural obligations. Be aware that times of law business, deaths, funerals etc. can impact on electoral events and that plans may need to be more flexible at such times

o Be aware of the concept of “community as family” within Aboriginal communities. Relevant extended family and kinship structures need to be respected when working with Aboriginal people

o An Aboriginal person cannot generally speak about or for another person’s land, unless given permission by the traditional landowner

o Be aware that a ‘yes’ response may mean ‘yes’ or a lack of understanding, or used to hasten the end of the discussion if the person feels intimidated or uncomfortable

o Don’t be disappointed or dismissive if the outcome, or your progress, doesn’t meet your expectations

o Be aware that swear words may be part of accepted conversation.

Good practice tips

o As you are a visitor to the Aboriginal community, you should only go to places within the community where you have been invited or been given permission

o It is not appropriate to attempt to determine or question an individual’s Aboriginality

o Mimicking Aboriginal speech patterns or attempting to speak Aboriginal English will not enhance communication and is to be avoided

o Be polite and respectful at all times, and avoid sounding patronising or officious

o Use clear, uncomplicated language and avoid the use of jargon and acronyms

o Be open and clear about your role (including the legislation under which you operate), and any limitations regarding what you can and can’t do. This approach will help to avoid misunderstandings

o Offer assistance with reading and writing (if required) in a sensitive manner.



Operational guidance

o You may need to seek and gain permission to enter an Aboriginal community, and in the case of Aboriginal reserve land, you must ensure that you have an entry permit. The permits are obtained through the Department of Planning, Lands and Heritage.

o It is a high priority to enlist the assistance of a local person, or someone who is familiar with and respected by the Aboriginal community, as this will aid communication. The individual should receive payment for their assistance if it is to extend beyond introductions and directions for set-up (i.e. ongoing assistance with name checking or acting as a language assistant)

o Be aware of methods of communication within the Aboriginal community. Providing information to the CEO of a community may not be sufficient to transfer information throughout the community. It may be necessary to inform the local store, school or nurse/medical centre if these are the main sources of information for people in the community

o Be aware of the many possible variations in the spelling of names. It may be necessary to search for a voter’s name using different variations

o Following a death in some communities, people may find it disrespectful to say the deceased person’s name or to refer to the deceased person. Where this occurs, different names may be used to refer to the deceased person. This practice may last for months or even years after a death

o Always ensure you Returning Officer is fully aware of your schedule and is advised of any changes or delays. It is important that another party, or individual, knows where you are going and when you are expected to return in the event of any breakdowns or misfortune

o Ensure that you have any additional equipment required to assist you in a remote location, such as a satellite phone, first aid kit and plenty of water.

o Ensure that the polling place is established at the most visible location that is frequented by locals (e.g. the local store). Make sure that you have all necessary equipment, and access to a power point (if required)

o Learn about the regional area, including any relevant issues and the language groups in the region

o Wear appropriate clothing for the climate and the task, and identification such as a name

badge and electoral blue vest.



APPENDIX 3 – MANAGING POLLING DURING THE COVID-19 PANDEMIC

As a Mobile Polling Place Manager, you are responsible for ensuring the polling venue is set-up and

operated in a manner that, as far as is practicable, safeguards the wellbeing of staff, electors and

other attendees. You need to provide clear instructions regarding physical distancing and safe

hygiene practices and ensure they are followed.

A pandemic situation can be very fluid. As a result, Government public health policies and directives

can change quite quickly. Accordingly, the information below should be taken as a general guide

only. In the case of widespread community transmission or a lock-down situation is it possible that

mobile polling may be cancelled at some or all locations. Your Returning Officer will advise of any

changes.

Polling place set-up

o If the Government’s 2 sqm rule is applicable when undertaking mobile polling, you will need to

use the measuring tape provided to determine the area of any room or space being utilised for

polling. This figure will then set the maximum number of people (staff included) who can be in

that room or space at any one time (e.g. a 10m x 12m room = 120m² = a maximum of 60

people). The figure you calculate will need to be written in marker pen on the venue’s COVID

Safety Plan poster, which is to be placed at the entrance to the polling area.

o Use the tape measure and the yellow ‘physical distancing’ adhesive tape in order to space ‘X’

marks on the floor at 1.5m intervals where electors will queue while waiting to vote.

o Vote issuing tables/desks should be positioned in such a manner that staff are seated

approximately 1.5m apart. A line of the yellow ‘physical distancing’ tape should also be placed

on the floor in front of issuing point tables at 1.5m from where issuing staff will be seated.

o The cardboard ‘pizza box’ style voting screens are designed to be ‘locked’ together using the side

flaps in order to give structural strength. To allow adequate separation between electors when

they are marking their ballot papers, every second screen should be cordoned off using the

yellow ‘physical distancing’ tape. Depending on the venue layout, it is recommended that for

maximum efficiency the screens be erected in banks of 3 with the middle screen cordoned off

and a gap left between each bank of three. At some mobile polling venues several tables and

chairs can be used rather than the stand-up voting screens.

o To allow regular hygiene cleaning of the voting surface area of each screen being used by

electors, blue plastic inserts have been provided. The cardboard itself should not be wiped

down.



Polling Place Operations

o Every officer is to be provided with their own tube of hand sanitiser. They can retain these after

they have finished working.

o The 1 litre bottles of hand sanitiser are to be utilised at entrance/exit points. One should be

placed on a desk or small table at the point where electors arrive at the entrance door. Another

can be placed next to the ballot boxes or at the exit if a different door is being used. When

packing up at your final venue, these can be left at the venue and do not need to be returned to

your Returning Officer.

o At this election electors will be encouraged to bring their own pen or pencil, or they will be

provided with a half pencil by the Queue Controller or Issuing Officer, which they can retain once

they have marked their ballot papers. No pencils are to be left in or tied to voting screens for use

by multiple electors.

o Every MPPM has been provided with a quantity of disposable gloves and personal face masks in

case these are required for staff use. Generally, the gloves will only be needed by staff when

performing Hygiene Officer duties. The need or otherwise to use face masks will largely be

dictated by Government public health directives at the time.

o The “Premier detergent & disinfectant wipes” provided are to be used for wiping down shared

surfaces such as voting screens and issuing tables, as well as touch points like door handles. The

smaller alcohol wipes boxed with the ERS machines and tablets are to be used on keyboards and

the tablet screens. Other cleaning products such as bleach and disinfectant sprays must not be

used.

o If based in one location at a special institution, a team member should regularly perform

Hygiene Officer duties. This entails (wearing the disposable gloves provided) wiping down issuing

point tables, voting screens and other common touch points such as door handles and frames.

Each of these surfaces should be wiped down at least every 15 minutes. Hygiene Officers are

also responsible for removing and disposing of any ‘how to vote’ material or discarded pencils

from voting screens. The polling place furniture and touch points must be given a final wipe

down after voting and counting has concluded. The disinfectant wipes must be regularly

changed and not used repeatedly on more than two or three surfaces. Used wipes should be

bagged and disposed of in a rubbish bin.

o All team members have shared responsibility for monitoring physical distancing and where

necessary, politely reminding electors and other attendees to maintain the recommended 1.5m

separation while queuing to vote and upon entry into the polling place. Note: The physical

distancing rule does not apply to couples and family groups.

Any staff member who is unwell or presenting with flu-like symptoms should be sent home

immediately and a notation made on the staff list.

Polling Place Manager


NOTES

Western Australian Electoral CommissionLevel 2, 111 St Georges Terrace Perth WA 6000 GPO Box F316 Perth WA 6841

PHONE (08) 9214 0400 or 13 63 06 EMAIL [email protected] WEBSITE www.elections.wa.gov.au FAX (08) 9226 0577

Translating & Interpreting Service (TIS)13 14 50 and then ask for (08) 9214 0400

National Relay Service (NRS)Speak & Listen number 1300 555 727 SMS Relay number 0423 677 767

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