GENERAL ELECTIONSLOK SABHA 2019MOST URGENT
OFFICE OF THE CHIEF ELECTORAL OFFICER,TELANGANA
South "H" Block, Secretariat, Hyderabad.
Memo.No.129/Elecs.D/2019-2. Dated: 13-03-2019.
Sub:- ELECTIONS General Elections to the House of People (Lok Sabha) 2019 - Selectionand appointment of polling personnel/Micro Observers -lnstructions - Regarding.
Ref:- 1) ECI Lr.No.464i|NST/2008/EPS, Dt. 19.09.2008.2) ECI Lr.No 464aNST/2008//EPS, Dt.18.12.2008
3) ECI Lr.No.464/INST/2008-EPS,Dt 19 09.20094) ECI Lr.No.464/INST/2008-EPS, Dt.24.02.20095) ECI Lr. No.464/l NST/20 1 1 /l NST/201 4-EPS,,Dt12.04.201 4.6) This office Memo.No.129/Elecs.D/2019, dated 18-1-2019.7) From the ECl. Press Note No.EC|/PN/2019, dated 10-3-2019.
The attention of all the Collectors & District Election Officers and the Commissioner, GHMC &District Election Officer, Hyderabad is invited to the references cited and they are informed that theECI has announced the schedule for General Elections to Lok-Sabha, 2019 vide reference Tthd cited.ln this connection very large numbers of persons have to be put on duty for the purpose of GeneralElections to Lok-Sabha, 2019. These include personnel in polling teams including Presiding Officersand Polling Officers, Police personnel used in elections, Sector and Zonal Officers, ReturningOfficers, Assistant Returning Officers, District Election Officers and their staff Micro-Observers,Assistant Expenditure Observers, Observers of the Commission, drivers, conductors and cleaners ofvehicles used in elections etc. Polling staff would be primarily drawn from and posted within theParliamentary constituency itself, though they may not be deployed in their own AssemblyConstituencies. While deploying care shall be taken to ensure that no polling staff is deployed in
election duty in any of the assembly segments where he is a voter or working or in the constituency ofhis native place. Subject to these conditions, polling staff can be posted within the diskict. ln thisprocess, there is a fairly good chance of the majority of the polling staff deployed within theParliamentary Constituency in which they are registered as electors.
2. ln the reference 6th cited, instructions were issued for collecting database and keep itupdated if there are transfers, retirements or new recruitments. . ln this regard it is requested to makeproper assessment of the requirements and preparatory work with regard to the appointment ofPolling Personnel / Micro Observers for smooth conduct of General Elections to the Lok Sabha, 2019as was done during the General Elections to the Telangana Legislative Assembly, 2018. The database of the man power, shall be prepared in accordance with the instructions of Election Commissionof lndia, The database should contain 125% ol total antrcipated requirement of election staff. Thedatabase should include not only employees of the State Government, it should include all
employees of State Government , Central Government and Central and State PSUs, all policepersonnel posted in the district including Home Guards, drivers, conductors and cleaners ofGovernment Vehicles. Vehicles of TSRTC etc. The DEOs were also requested that an effort shouldbe made to get the information of drivers, conductors and cleaners of private vehicles in the districtlike trucks, buses, minibuses etc. with the help of Road Transport Authorities. Besides the informationrelating to mobile numbers and e-mail ids of all such persons shall also be collected and stored in thedatabase.
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llat3. Under Section 26 of the Representation of Peoples Act, 1951 the District Election fficer isresponsible for the appointment of the Presiding Officer and staff for each polling station in respect ofall Assemblv constituencies comprised within that district. When any constituency extends over morethan one district, it should setlle in consultation with the Chief Electoral Officer as to who shouldappoint the polling staff.
4. The orders for requisitioning staff for election work are issued by the Chief Electoral Officerunder section 159(1) of Representation Peoples Act, 1951, requesting the authorities mentioned insub-section (2) of section 159 of Representation of the People Act, 1951 to make available toReturning ffiicer such staff as may be necessary for performance of duties in connection withelections. Appointments of staff so seconded to Returning fficer should, however, be made by theDistrict Election Officer under Section 26 of the Representation of the People Act, 1951 (ECllnstruction No.464/INST/2009/EPS, daled 18-2-2011 of Election Commission.(Para 3.1 of Handbookfor R.Os. 2019).
5. ln the recent; General Elections to the Telangana Legislative Assembly held in December,2018 instructions were issued vide Memo.No.3148lElecs.Dl2018-1, dated 30.10.2018 that the DEOsof erstwhile Districts i.e., Adilabad, Nizamabad, Medak, Karimnagar, Mahabubnagar, Hyderabad,Ranga Reddy, Nalgonda, Warangal, Khammam were requested to obtain the database of pollingpersonnel from the other new districts fallen in erstwhile district and shall take up rationalization andissue appointment orders accordingly.
6. ln this regard it is submitted that instructions were issued by ECI vide references 1"rto Sth citedon Randomization of polling personnel (copies enclosed). ln the reference 4th cited (copy enclosed).
Scenario No. 1 The entire district consists of only one Parliamentary Constituency, the DistrictElection Officer of that district may be the Returning Officer for the Parliamentary Constituency. ln thiscase, the randomization of polling personnel (first, second and third stage) for election duty will bedone as per the instructions contained in the Commission's aforesaid letter dated 19.09.2008 (copyenclosed). (This may be done by the DEO, Hyderabad i.e. Commnr.GHMC for Secunderabadand Hyderabad PCs in the presence of ROs and Observers as per the procedure).
Scenario No. 2 Where there are two or more Parliamentary Constituencies within one district, theDistrict Election Officer will be the Returning Officer of only one Parliamentary Constituency andanother senior most officer not below the rank of ADM may remain as Returning Officer of the secondParliamentary Constituency falling in the same district. ln this case, the first and second stages ofrandomization of polling personnel for election duty will be done at the District Election Officer level.The District Election Officers after doing second randomization and once the training is over theDistrict Election Officer will supply a full list to Returning Officer of the other Parliamentary
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7. The ECI has clarified that the criteria for formation of polling parties for the general elections toLok-Sabha, will be as per the instructions given by the Commissions letter dated 19.9.2009. lt isreiterated that no person will be assigned polling duties in an assemblv constituencv in which he isoosted or in whrch he resides or the constituencv which is his home assemblv constituencv. TheDatabase & software is available with the Districts and should obtain a complete database of officerseligible for polling duties from respective authorities. DEOs shall maintain database of all eligiblepolling personnel in electronic format, containing all relevant particulars like Name, Sex, Place(constituency) of residence, work place, Home Constituency, Designation, Office andDepartmenUlnstitutions in the computerized randomization application software approved by the CEOfor that state. lt may be noted that all election logistics within the district shall also be looked after andprovided for the DEO concerned. ln the forthcoming general election to the Lok Sabha, theinstructions issued by ECI vide Letter dated 24.02.2009, following scenarios may arise for ensuingLok-Sabha Elections which may be followed.
il3ilConstituency of that district for the purpose of dispersal of polling party afler doing third Stage ofrandomization. For this purpose, the third stage of randomization of polling parties will be done at thelevel of the Returning Officer of the concerned Parliamentary Constituency as the dispersal of pollingparty alongwith material take place from the Returning Officer's or Assistant Returning Officer'sHeadquarter.
Scenario No. 4 Where a Parliamentary Constituency area overlaps partly in two districts, the DistrictElection Officer of that district where major parts of the Parliamentary Constituency falls shall be theReturning Officer of that Parliamentary Constituency. ln case, the District Election Officer of thatdistrict is already a Returning Officer of another Parliamentary Constituency of that district, ADM rankofficer will be the Returning Officer provided prior permission of the Commission is obtained. ln thiscase, the procedure mentioned at Scenario No. 3 may be followed. This may be brought to the noticeof all the District Election Officers/ Returning Officers concerned for strict compliance.
Randomization of Polling Personnel:
8. According to the ECI guidelines, no person shall be assigned polling duties in an assemblvconstituency where he is employed or resides. He should also not to be posted in his homeconstituen CV Hence, randomization of polling personnel shall be done with proper mixing of State &Central Government employees duly ensuring that the employee is not native of constituency and notworking & residing in the constituency. ln some constituencies, polling stations of on AC fallen in
different districts, but the appointment of polling personnel shall be done by the DEO concerned(DEOs of erstwhile Districts).
L second randomization of polling personnel can be done as soon as after the completion ofscrutiny of nomination papers for effective and systematic implementation of issuance of ElectionDuty Certificate (EDC) and Postal Ballot (PB). The second randomization of polling personnel shouldbe done in presence of the Observer. The second training of polling personnel, (training of Presidingand Polling Officers) may be conducted as per the convenience of the Returning Officer and it will beimparted in presence of the Returning fficer of the Parfiamentary Constituency/Assistant ReturningOfficer of the Assembly Segment. Particulars of AC where an official is going to be deployed will be
available but specific polling station for poll duty shall under, no circumstance, be known. Thisprovision will ensure better coordination between the Returning Officers and the Polling Teams sincethe Returning Officers will be able to meet the Presiding/Polling Officers who have been allotted to hisConstituency and simultaneously the polling team would also know in advance the Returning Officerunder whom they have to work till the poll day. (464/INST/2014-EPS Dated 28th March, 2014) (Vide
Para 3.8.3 of Hand Book for Returning Officer, 2019)
10. The third stage randomization exercise shall take place on the day prior to actual dispersal ofpolling parties, and in no case earlier to that. Now the allocation of polling stations to the pollingparties will be done using the same software as above. Observers' presence and satisfaction is
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Scenario No.3 The Parliamentary Constituency consists of entire district as well as some ofAssembly Segments of adjoining district and the District Election Officer of the said ad.,oining districtis not the Returning Officer of the Parliamentary Constituency consisting of those assemblysegments. ln this case, the District Election Officer of the adjoining district will be incharge of all thelogistics to be provided in connection with the electiontaking place in his district. As such, theAssembly Segments of the Parliamentary Constituency falling in his district has to be taken care of bythe District Election Officer though he is not the Returning Officer/Assistant Returning Officer of theseAssembly Segments. ln such case, he will prepare a list of polling personnel from the district database and handover to the concerned Assistant Returning Officer for doing third level of randomizationand dispersal of polling parties. The polling personnel so assigned duty should be informed about theplace from where their dispersal will be done.( This may be done by the DEOs of the erstwhiledistricts)
11. ln order to ensure absolute compliance of Commission's instruction in this regard, followingcertificate to ECI through the Observers and also to the Chief Electoral Officer of State, shall be givenunder sign and seal of DEO immediately after the polling pa(ies have been formed for an election.(Vide Para 3.8.5 of Hand Book for Returning Officer, 2019)
CERTIFICATECertified that the polling parties have been formed by using the randomization soft- ware, oncomplete database of all the eligible employees in the district, in accordance with the Commission'sguidelines.
Name and designation of DEO
12. Observers should make a special reference to the randomization exercise observed by themin their constituencies while submitting the report.
Composition of Polling Pafi:
''13. A polling party would, in normal course, consist of a Presiding Officer and three pollingofficers. The First Polling Officer is in charge of the marked copy of electoral roll and responsible foridentification of voters. The Second Polling Officer makes the entries in the Register of Voters (Form17 A) including EPIC/other identification document details, takes the signature of the voters or thethumb impression (in the case of illiterate voters), applies indelible ink on the left forefinger of thevoters and issues voters slip to the voters indicating the serial number in which they would be goinginto the voting compartment to cast vote. The Third Polling Officer is the custodian of the "CU" andactivates the "BU" by pressing 'BALLOT' button of the "CU" and allows the voter to go inside thevoting compartment for casting vote, in the order of the serial number on the voters slip issued by theSecond Polling Officer (Vide Para 3.12.1 of Hand Book for Returning Officer, 2019)
14. The Commission has decided that in the event of shortage of polling staff in any ParticularDistricVConstituency, in such places, the polling party may consist of a Presiding Officer and two PollingOfficers as againstthe three Polling Officers which is the standard norm. ln thatcase, theduty ofthe FirstPolling Officer will also include application of indelible ink on the finger of the voter. after identification ofthe voter. The Second Polling Officer will be the custodian of the 'CU' also in such cases, in addition tohrs normal duties of making the entries in Form 'l74 (Register of Voters) and taking thesignature/thumb impression of electors therein. lt is clarified that in such cases where only two PollingOfficers are used. it is not necessary to prepare the voters slip serial numbers. lnstead, the SecondPolling Officerwill activate the "CU" and then send the voters inside the voting comparlment exactly in thesame sequence in which they sign in the Register of Voters (Form17A). There will be no need toprepare the voters slips at the polling stations in such cases. Further, in the cases where number ofPolling Officers rs restricted to two, the contesting candidates should be informed in writing in advanceabout this. The duties to be performed by the two Polling Officers should also be explained to thecandidates. Training content for training of polling personnel shall also accordingly be modified in suchcases. (Vide Para 3.12.1 of Hand Book for Returning Officer, 20 '19)
15. Duties of Polling Officers are detailed in the Handbook for Presiding Officer. Returning Officershould also familiarize himself with those instructions.
Reserve Polling Personnel:'16. Returning Officer should keep a reserve list of officials to be deployed as Presiding andPolling Officers or such other duty as he may have to assign on poll day to deal with any emergencyat any polling stations in his constituency as well as for conducting re-polls, if required.
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19. Apart from imparting training on the technical and procedural aspect of EVM with WPATelection, the importance of mock poll and mock poll certificate, use of dummy EVM for explaining themethod of voting to the illiterate voters also shall be highlighted. A complete set of election materialwhich would be handed over to the Presiding Officer at the time of dispatch shall be kept in thetraining hall as a model kit so that each and every document, forms and election related material keptin the Presiding Officer kit is explained to them properly. Besides, a copy of the electoral roll, a copyof supplementary roll and other additional information such as list of absentee voters etc. shall alsobe shown to the Presiding Officers so that they would become aware of those documents andperform duty as per the instruction of the Election Commissron of India on the poll day. At the traininglocation, proper drinking water facility, provision for medical facilities and toilets shall be ensured forthe polling staff. Proper drinking water facility, provision for first-aid, medical facilities and toilets shallbe ensured. The choice of the training hall should personally supervised by the DEO from theventilation point of view.
Micro Observers:
21. Observers have a very crucial role to play in the conduct of an independent, free and fairelection. The following category of persons can be appointed as Micro-observers:
o Governmenl of lndia employees, not below group C.
o Employees of Central Public Sector Undertaking, not below group C.
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Training to Polling Personnel:
17. Proper training shall be imparted to polling personnel appointed. The date and venue fortraining of polling personnel shall be decided well in advance. The polling personnel selected forundergoing training through randomization process should be informed about the training program intime through sponsoring authorities. Before organizing the training programme, DEO shall review thetraining material and should have proper power point presentation, printed leaflets etc. so that thetraining is effectively conducted.
18. The training should be conducted in smaller group so that there is adequate opportunity forinteraction and clearing doubts. More emphasis should be given for'hands on' training rather thanclassroom lecture mode. The polling staff shall be encouraged to ask questions and get their doubtscleared. lt is relevant to note that in the recent past, in many places re-poll had to be ordered not onaccount of any electoral malpractices and vitiation of poll but due to mistakes committed by thePresiding Officers while handling the EVMS. The reason was very basic and the lack of trainingresulted in such mistakes. This is avoidable. Hence, the Commission directs that a clear emphasisshould be given to impart proper training to the staff.
20. ln Dispatch Centre, a master trainer who has thorough knowledge about all the aspects ofEVM with WPAT election will explain and clear the doubts of the Presiding Officer about handlingEVM and WPAT. He should encourage Presiding Officers and polling staff to ask questions andclear the doubts. lf this is not done, there is a possibility of the Presiding Officer and polling staffexperimenting with the EVM after reaching the polling station which may result rn draining of powerpack as well as give scope for rumour among the voters about the staff handling EVM on the previousday. ln order to avoid this situation, emphasis shall be given for last moment'hands on'training andleaflet containing recent instructions in the form of bullet points; important dos and don'ts etc. can beprepared and circulated at the training counter at the Dispatch Centre. Apart from this, otherprocedural aspects of election and maintenance of Form-17A register, Form 17C, mock poll
certificate, visitor sheet, entry pass system etc. shall also be explained. (Vide Para 3.11.8 of HandBook for Returning Officer, 2019)
il6ilPreparatron of database of Micro-observers - DEO will prepare a database of all Government
of lndia and Central Public Sector Undertakings employees in the district. The database shallcontain thename, designation and organization of the employee. The database will also have the elector details ofthe employee including the Assembly, Part and serial number in the electoral roll and the EPIC number. lnaddition to this, the postal address, telephone number, mobile number and email lD of the Micro-observers should also be included in the database. (Vide Para 3.15.2 ot Hand Book for ReturningOfficer,2019)
Sharing of Micro-observer database with other districts - There may be a situation that somedistricts do not have adequate number of Government of India or Central PSU employees to beappointed as Micro-observers. DEO of such district shall get the database of Government of lndia orCentral PSU employees posted in neighbouring districts, with the help of the Divisional Commissioner, inStates which have a divisional commissioner system and with the help of CEO in other States. ln casea Micro-observer has to go to another district on poll duty, arrangement for proper stay of such Micro-observers must be made. Similarly arrangements for their travel from the district of their work to thedistrict of their poll duty must also be made by the DEO. (Vide Para 3. 15.3 of Hand Book for ReturningOfficer, 2019)
Randomization of Micro-observers - The list of polling stations where Micro-observers are to beappointed shall be prepared by the DEO in consultation with the observer, depending on thesensitivity analysis of polling stations and availability of Micro- observers. The available Micro-observers will then be randomized in the presence of observer, among those polling stations. Theconditions for randomization of Micro- observers will be the same as that of Presiding Officers, viz. theyshall not be posted on duty in a polling station within the same Assembly constituency, where they areenrolled as voters or where they are working. All efforts should, however be made to put them on duty inthe same Parliamentary Constituency where they are enrolled as voters, to enable them to exercise theirfranchise through EDC. They shall be informed about the exact polling station where they will be onduty only on the day of departure. . (Vide Para 3. 15.5 of Hand Book for Returning Officer, 2019)
Training of Micro-observers - Micro-observers should be given a detailed training on the rules andprocedures ofthe entire polling process. ln addition, they must also be trained on the work of observation,which is expected of them, and the method of filling the report which they are required to submit. Thereshould be at least two rounds of training for Micro-observers. They should be trained by the Observers.lllustrative training material forthe Micro-observers is available on the ECI website underthe link "TrainingMaterial". . (Vide Para 3. 15.6 of Hand Book for Returning fficer, 2019)
Logistics for Micro-observers - The District Election Officer shall be responsible for providinglogistics to Micro-observers. One Nodal Officer for Micro-observers shall be appointed for each districtby the DEO. Micro- observers will reach the dispatch centres on their own. From the dispatch centresthey will be sent with the polling team to the polling station. They will return to the receipt centre with thepolling teams. Each Micro- observer shall be given a photo identity card by the DEO to ensure his/ heraccess to the Polling Stations. . (Vide Para 3. 1 5.7 of Hand Book for Returning fficer, 20't 9)
Honorarium to Micro-observers - Micro-observers shall be paid an honorarium of Rupees 10001 foreach Poll day of duty. This shall be in addition to the admissible TA and DA, and the food allowance asper the norms of the State and their parent Department. The honorarium, TA, DA and food allowanceshould be paid by the Returning officer, in cash, to the Micro- observers at the receipt centre ttself. .
(Vide Para 3.15.8 of Hand Book for Returning Officer, 2019)
Exercise of the franchise by Micro-observers - The Micro-observers are entitled to EDC or postalballot like any other person on poll duty. The DEo shall send Fotm-12 and Form- 12A to every Micro-observer along with the appointment order. Micro-observers shall be asked to bring the completedForms on the first day of training. The completed forms shall be sent to the concerned Returning Officerby the DEO. The Returning Officer shall issue EDC or postal ballot depending on eligibility and ensurethat it is delivered to the Micro-observer on the second training day. All instructions of the Commission onPostal Ballots and EDC for employees on poll duty shall also apply to Micro-observers. (Vide Para 3.15.9 of Hand Book for Returning Officer, 2019) tP.T.Ol
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Mrcro-observers in multi-polling station locations - ln case the location at which a Micro-observeris put on duty has more than one polling station, the Micro-observer shall be responsible for all thePolling Stations at that location. There is no need to post separate Micro-observer in polling stations atone location. The Micro-observer shall divide his time between polling stations and will visit all thepolling stations within the same campus at frequent intervals. He shall make it known to the pollingagents at each polling station that he is available in case they want to bring anything to his notice (VidePara 3.1 5. '10 of Hand Book for Returning Officer, 2019).
Supervision of the work of Micro-observers - General Observers will supervise the work of Micro-observers and shall be in close touch with them. Micro-observers shall report to the Observer aloneand not to other election officials.
Work to be done by Micro-observers on poll day - Micro observers should reach the Polling Stationat least one hour before the start of poll. They will do the following at the polling station -
o Assessthe preparedness atthe Polling Station.
. Check the availability of Assured Minimum Facilities (AMF) al the Polling Station and
certify, before the start of Polling.
. Watch the mock polland see that it is carried out as perthe instructions of the Commission.
o See that the votes in the CU are cleared after the mock poll and before the start of actual
poll and that mock poll certificate is signed by the Presiding Officer.
o During the pollday he should regularly note down the important pointsfor his report in the
prescribed format.
o lt is made absolutely clear that in no case the Micro observer will act as Presiding Officer or thePolling Officer. His task is lo observe that the election process is being carried out in a free andfair manner and there is no vitiation of poll.
o During the process of observation on the day of the poll,lhe Micro- observershallspecially observeand note: -
o Mock Pol! Procedures,o Presence of Polling Agents and observance of ECI instructions with regards to
them,o The observance of entry pass system and access to Polling Station.o Proper identification of electors in accordance with ECI guidelines,o ldentification and recording proceduresfortheAbsentee, Shifted and Dead voter's
list (ASD list),o Application of indelible ink,
o Noting down particulars of electors in register Form 17-A including the notingdown of the alternate identity documents used for identifying the voter,
o Secrecy of voting,o Conduct of polling agents, their complaints, if any, etc.
. lf the micro-observerfeels thatthe poll is being vitiated forany reason, he will immediately bring it tothenoticeof General Observer through any means of communication available to him includingmobile phone, police wireless etc.
Report to be submitted by Micro-observer - After the poll process is over; the Micro- observer willsubmit a report to the General Observer in the format in Annexure 31 of Hand Book for ReturningOfficer 2019. He shall hand over the report to the General Observer at the collection centre in a sealedenvelope. He shall also orally brief the General Observer on anything of importance that had happenedduring the day. General Observers will go through the report submitted by Micro-observers and can seekany further clarifications required.(Vide Para 3.15.13 of Hand Book for Returning Officer, 2019)
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Micro-observers to remain present at the time of scrutiny - Micro- Observers reports shall also betaken into consideration at the time of scrutiny after poll for taking a decrsron on re-poll or disciplinaryaction against any delinquent polling staff. Micro-observers should remain available at the time ofscrutiny, for the General Observer to seek any clarifications, if required. . (Vide Para 3.15.14 of HandBook for Returning Officer, 2019)
POLLING PERSONNEL MANAGEMENT
22. ln order to ensure that the welfare of the polling personnel receives adequate attention of theDistrict Election Officers and Returning Officers, the Election Commission of lndia has directed thatthe following instructions be followed without any deviation.
23. While preparing the district machinery for the conduct of election, the DEO shall identify asenior officer as the nodal officer to coordinate and supervise polling personnel welfare measures.Similarly, each RO shall identify a nodal officer for the above purpose. The name and designation,office and residential address, telephone numbers including mobile number and e-mail lD, if any, ofthe nodal officer shall be mentioned in the districUconstituency election management plan. Thecontact numbers should also be brought to the notice of the polling personnel drafted for electionduty. The DEO should also hold a separate review on the subject and identify the areas of concernand take necessary advance measures to address the facilitation issues. Right from the beginningenough care shall be taken to ensure that the information regarding training programme, dispatch andreception centre arrangement etc. is conveyed to the polling personnel in a proper and timely mannerthrough the sponsoring authorities. The responsibility of the officer who sponsors the pollingpersonnel is not merely to send the names of the government staff to be used for election duty. Asand when the DEO or RO sends information to be passed on to the polling personnel drafted fortraining/poll duty, the same information shall be conveyed by the sponsoring authority to all the staffdrafted for election with due care. Apart from informing the training schedule and dispatch scheduleetc. through the letter, sponsoring authority, the DEO and RO shall also use the local media toconvey the schedule to the staff at large so that there is no misunderstanding about reporting timeand venue (Vide Para 3.16.1 of Hand Book for Returning Officer, 2019)
24. Proper arrangement shall be made at the training venue; care should be taken while choosingthe venue for the training purpose to ensure that there is proper arrangement of basic amenities.There should be a proper provision for drinking water and toilet facilities at the training venue. Thereshould also be 'help desk'to help the polling personnel when they arrive for training. Similarly, at thedispatch centre too, due care should be taken to provide civic amenities and facililate orderlydispatch. On the day of dispatch, the nodal officer identified to take care of staff welfare shallphysically remain present at the dispatch centre. There shall be adequate provision of drinking water,toilet etc. at the dispatch location. The process of dispatch shall be closely monitored by the seniorofficers so that polling personnel are not unduly held up at the dispatch centre. Also, if the dispatchprocess takes time, there should be proper arrangement for refreshments for the polling personnelwhile they are waiting for transport for taking them to their polling stations. The coordination betweenthe police personnel deputed to accompany the polling personnel should be perfect so that there isno communication gap in this matter. lt will be the duty of the sector officers to ensure that the pollingpersonnel deputed to perform their duty at the polling stalions assigned to the sector officer are takencare of and they are not unduly held up at the dispatch centre. (Vide Pa.a 3.16.2 of Hand Book forReturning Officer, 2019)
25. A senior officer should supervise the arrangement made for providing transport vehicle for thetravel of the polling personnel. The movement of the polling personnel/security forces shall be trackedclosely and a confirmatory report should be obtained through sector officer on the safe anival of thepolling personnel at the polling station. (Vide Para 3.16.3 of Hand Book for Returning Officer, 2019)
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26. The DEO and the RO shall do an advance exercise well before the election to get theconditions of the polling stations physically verified by the field officials. With some advanceintervention at the level of DEO, the conditions at the polling stations can be vastly improved. Thereare reports about polling stations not being provided even with rudimentary facilities like tables andchairs. The DEO, through the sector officers shall get the physical condition of the polling stationsverified well in advance and ensure that provision for basic amenities like tables, chairs, benches,drinking water/toilet, shade for voters etc. are made available. lf the power connection is available,the status of switches/bulbs/fans should be checked. lf power connection is not there, alternativearrangement should be made (Vide Para 3.16.4 of Hand Book for Returning Offlcer, 2019)
27. There are inputs about polling personnel being put to difficulty for lack of provision in remote
areas for getting their food. An exercise shall be done through sector officers as to how suchproblems can be sorted out. lt is relevant to note that it may not be desirable on the part of pollingpersonnel to venture out for the sake of getting food in remote locations. lt is also undesirable to avail
the local hospitality as that may tead to complaints. ln some states there is a practice of providing aGr.-lV staff in the polling team who cooks & serves food to the polling party. Option of engaging local
womens' Self Help Groups (SHG) may be explored. The DEO shall review the situation and ensure
that proper arrangements are made depending on the local condition and limitations (Vide Para
3. 16.5 of Hand Book for Returning Officer, 2019)
28. The health care of the polling personnel is another important concern. At the training centre
as well as in dispatch/reception centers, there should be separate arrangements for providing health
care/first aid assistance to the polling personnel. Medical staffipara- medical staff shall be stationed in
these locations (Vide Para 3.16.6 of Hand Book for Returning Officer' 2019)
29. The reception cenlre for polled election materials shall be managed efiiciently and
professionally. Here too, health care staff should be on duty and arrangement for. refreshment, in a
manner thai would not disturb the receiving of EVM/other documents, should be meticulously
planned. lt is at this time that the polling party is fatigued, exhausted and stressed. The polling
personnel shall not be held up unnecessarily at the reception centre. The reception centre should not
be handled by the junior staff of the District Election Office alone and the senior officers shall remain
physically present at the reception centre in order to ensure the effeciive handling of the reception
centre. Once EVMs and other documents are handed over, the polling staff shall be relieved from the
duty without any delay. Advance measures should be in place to ensure..that._transport facility
inciuding public bus service etc. is available for them to reach home at the earliest (Vide Para 3.16.7
of Hand Book for Returning Officer, 2019)
30. All the District Election Officers are, therefore, requested to follow the above instructions
scrupulously. The above instructions are not exhaustive. For detailed instructions, the Hand
Booi for Returning Officers 2019, other Hand Books and latest instructions of the Election
Commission of lndia issued from time to time, should be referred and followed.
Dr. RAJAT KUMAR,CHIEF ELECTORAL OFFICER &
E.O. Prl. SECRETARY TO GOVERNMENT'
To,All the Collectors & District Election Officers (except Collector' Hyderabad.) (w.e)
SECTION OFFICER.e@"
The Commissioner, GHMC & DEO., Hyderabad. (w.e)
All the R.Os through the DEOs concernedCopy to all Sections in G.A.(Elec.) Dept. (w.e)sF/sc
//FoRwARDED::BY oRDER// (
ELECTION COMMISSION OF INDIANIITVACHAN SADAN, ASHOKA ROAD, NEW DELHI-11OOO1
No. 464/INST/2009-EPS Dated: 24th February, 2009
To,
The Chief Electoral OfficerAll the States and Union Territories
Subject: Drafting of Polling Personnel for election duty GeneralElection 2009 - Randomization of polling personnel -clarification - regarding.
Sir,
lam directed to invite your attention to the Commission's letter No.
464/INST/2008-EPS dated 19-09-2008 and 508/2008-EPS dated 18-12-2008
regarding drafting of polling personnel for election duly and criteria for
appointment of Diskict Election Officer/ Retuming Officer. The criteria for
formation of polling parties for the forth coming general election to the Lok
Sabha, 2009 will be as per the instruction given in Commissions letter
no. 464/INST/2008-EPS dated 19.09.2009 (copy enclosed). lt is reiterated that
no person will be assigned polling duties in an assembly constituency in which he
is posted or in which he resides or the constituency which is his home assembly
constituency.
Database & software should be prepared and developed by the
cEo and distributed among DEOs. District Election officials should obtain a
complete database of officers eligible for polling duties from respective
authorities. He will maintain database of all eligible polling personnel in electronic
format, containing all relevant particulars like Name, Sex, Place (constituency) of
residence, work place, Home Constituency, Designation, Office and
Departmenulnstitutions in the computerized randomization application software
approved by the CEO for that state.
N. l
It may be noted that all election logistics withii the district shall also be
looked after and provided for by the DEO concerned.
ln the forthcoming general election to the Lok Sabha,2009, the following
scenarios may arise: -
Scenario No. 1 The entire district consists of only one parliamentary
constituency, the District Election officer of that district may be the RetumingOfficer for the Parliamentary Constituency.
ln this case, the randomization of polling personnel (first, second and thirdstage) for election duty will be done as per the instructions contained in theCommission's aforesaid letter dated ,lg.Og.2O0g (copy enclosed).
Scenario No. 2 Where there are two or more parliamentary Constiluencieswithin one district, the District Election officer will be the Returning officer of onlyone Parliamentary constituency and another senior most officer not below therank of ADM may remain as Retuming Officer of the second parliamentary
Constituency falling in the same district.
ln this case, the first and second stages of randomization of polingpersonnel for election duty will be done at the District Election officer level.
The District Erection officers after doing second randomization and oncethe training is over the District Erection officer wifl suppry a fufl rist to Retumingofficer of the other Padiamentary constituency of that district for the purpose ofdispersal of polling party afler doing third stage of randomization. For thispurpose, the third stage of randomization of pofling parties wifl be done at thelevel of the Returning officer of the concerned parriamentary constituency as thedispersal of polling party alongwith material take place from the RetumingOfficer's or Assislant Returning Officer,s Headquarter.
Scenario No. 3 The Parliamentary Constituency consists of entire district as
well as some of Assembly Segments of adjoining district and the District Election
Officer of the said adjoining district is not the Returning Officer of the
Parliamentary Constituency consisting of lhose assembly segments'
ln this case, the District Election Officer of the adjoining district will be
incharge of all the logistics to be provided in connection with the election-taking
place in his district. As such, the Assembly Segments of the Parliamentary
constituency falling in his district has to be taken care of by the District Election
officer though he is not the Returning officer/Assistant Returning officer of these
Assembly Segments. ln such case, he will prepare a list of polling personnel
from the district data base and handover to the concerned Assistant Returning
officer for doing third level of randomization and dispersal of polling parties. The
polling personnel so assigned duty should be informed about the place from
where their dispersal will be done.
Scenario No .4 Where a Parliamentary Constituency area overlaps partly in
two districts, the District Election officer of that district where major parts of the
Parliamentary constituency falls shall be the Returning officer of that
Parliamentary constituency. ln case, the District Election officer of that district is
already a Returning officer of another Parliamentary constituency of that district,
ADM rank officer will be the Returning officer provided prior permission of the
Commission is obtained.
ln this case, the procedure mentioned at Scenario No. 3 may be followed'
ThismaybebroughttothenoticeofalltheDistrictElectionofiicers/
Returning Officers concerned for strict compliance.
Kindly acknowledge receipt of the letter.
Yours faithfullY,
(SUMIT MUKHERJEE)UNDER SECRETARY
\-/
ELECTION COMMISSION OF INDIANIRVACH-AN SADAN, ASHOKA ROAD, NEW DELHI.11OOO1,
No.161,' INS l ,i201-1-[PS I)arcd: 12."' i!{arclr, 201.1
l-r-r
l hc Chiel I'-lectoral Oliicersol the all Statcsr[;'l s.
suhject: (irncral Election to the Lok Sahha, 20ld - Drafting of Polling Personnel forclection du(v - Randomization of Polling Personnel - regarding'
Sir,'N{adam,
(--
'[he CmDruission has lairl dorvn the proccdure for fonnation of polling parties vidc its
insrrucrion No. 464ilNS'l'i2008i1:l)S dated l9'r' Seplember, 2008 so that sufficient care is
rakcn to dr.aft and dcploi, such personncl antl {b|mation of unbizscd polling parties in the
inrercst of liL'e and liiir elections.
2. ln the recently held CEos Conference. some cEos proposed for undertaking third
randornizalion of polling personnel on P-2 day (in place of P-l day) in presencc crf the
observers to ensue tirncly service of thc rcsu.ltgorilers of lhe raldQmization and dispatch the
teilms 10 tllc polling srations. lhe maner Nas cotrsidered hy the Commission and it has been
decided that -
(r) The Randomization can be done on P-2 day in presence of the Observer'
(ii)l.herezultofrandomization,alongrvithappointmentordersshallbtprintuiin
Presence oI the Obsetver-
(ii;) Thc same shall be sealed in separate covers (AC wise' and sector wise) with
the signaturer of the Obscrver.
(iv) The sealed covers shall he s^ent to the AROs ol the respective Assembly
Segnrents.
(1,) fnc ,rrnO shall open the covers only on the P-l day at the dispatch center in
the presence o[Obsen'er, if lhe latter is present there'
'fhe same may be brought to notice of all concemed'
Yours faithfullv.t-IqUKHER,IEE)
2.
(SUN{ITSECRETARY
ELECT!ON COMMISSION OF INDIANIRVACHAN SADAN, ASHOKA ROAD, NEW DELHI-11OOO1
No.464/INST/201 1/EPS Dated: 15'n March, 201 1
ToThe Chief Electoral Officers of1 . Assam, Dispur2. West Bengal, Kolkata3. Kerala, Thiruvananthapuram4. Tamil Nadu, Chennai5. Pandicherry, Puduchery
Drafting of polling personnel for election duty - Randomization ofpolling personnel - regarding.
Sir/Madam,
I am directed to invite your kind attention para Xll of Commission's
instructions contained in letter No. 464/INST/2008/EPS dated 19h September,
2008 regarding drafting of polling personnel, wherein commission directed that
second randomization should not take place before 6 or 7 days from the day of
poll.
Now the Commission has reviewed the matter and has directed that as
underi
(i) For 5 poll-going Stages/UT, second randomization of polling
personnel can be done up to 12 days before the date of poll,
with the condition that during second training of polling
personnel, (training of Presiding and Polling Officers) will be
imparted in presence of their Retuming fficer of Assembly
Constituency and that the Presiding and Polling Officers of that
Subject:
particular allotted Assembly Constituency shall be given training
together under the supervision of their Returning Officer.
(ii) This provision will ensure better coordination between the
Returning Officers and the polling Teams since the Returning
Officers will be able to meet the presiding/polling Officers who
have been allofted to his Assembly Constituency and
simultaneously the polling team would also know in advance the
Returning Officer under whom they have to work till the poll day.
Kindly acknowledge receipt of this circular.
Yours faithfully,
(suMtT MUKHERJEE)UNOER SECRETARY
-.4.
ELECTION COMMISSION OF INDIANirvachan Sadan, Ashoka Road, Nerv Delhi-110001
NO. 464ltNS'1Y2008/lrPS l)A I'ED: 19th September, 2008
To,
1 . The Chief Secretaries ofAll States/UTs.
2. The Chief Electoral Officers ofAll States/UTs.
Subject: Drafting of Polling Personnel for election duty - Randomization ofPolling Personnel.
Sir,
It has always been endeavor of the Commission to ensure free and fairelections and towards that end it has issued instructions from time to time onvarious aspects of election process including formation of polling parties. The
duties discharged by polling personnel in the conduct of elections are of vital
importance. They are the face of the Commission in the minds of electorate,polling agents, media and the candidates etc. Therefore, sufficient care is
needed to draft and deploy such personnel and formation of unbiased polling
parties in the interest of free and fair election. Accordingly, the Commission lays
down the following instructions for formation of polling parties:-
(i)
(ii)
(iii)
A District Election Officer-wise database, of all eligible poll personnelshall be maintained in electronic format, which can facilitatecomputerized randomization. All relevant particulars like Name, Sex,
Place (constituency) of residence, work place, Home Constituency,Designation, Office and DepartmenUlnstitutions should be entered.
The database shall contain, distinctly and separately, the State Govt-
employees including Public Sector Undertakings, teachers etc. whocan be employed as polling personnel.
Similarly the data base shall distincfly and separately contain allCentral Govt. employees including PSU, Bank, etc.
Separate database shall be prepared of Retired Government of lndiaand State Government officials as well as of Members of NCC & NSS
[and reputed NGos, if & as approved by the Commission]. They shall
(iv)
be used in specified manner only with express prior approval of theCommission.
Unless otherwise advised, the polling parties shall be formed out of theState Govt. employees. The Cenlral Govt. employees including pSUsand Banks, etc. shall be utilized for selecting suitable persons as MicroObservers.
(vi) Presrding Officers and Polling Officers shall be classified on the basisof scale of pay and their post and rank. As far as practicable, GazettedOfficers will be deployed as Presiding Officers and failing that officialswho are working in supervisory capacity only should be deployed asPresiding Officers. The Presiding Officer should be of higherscale/grade in comparison to other Polling Officers of that formation.
(vii) ln view of the recent instructions regarding issue of postal ballotpapers, Assembly Constituency No., part No., Sl. No. of each andevery official shall be indicated. ln case, he is not a voter, in theprocess of continuous updation he should be enrolled in the electoralroll of Assembly Constituency concerned and Elector photo ldentityCard issued. Similady, the personnel meant for being appointed aiMicro observers should invariably be enrolled as voter and ElectorPhoto ldentity Card issued. Therefore, persons put on polling dutiesshould invariably be voters. Further, no person will be assigned pollingduties in an assembly constituency in which he is posted orln which h6resides or the constituency, which is his home constituency.
(viii) In order to avoid any allegation of collusion among the polling personnelin favour of any candidate or political party and to instill confidence inthe minds of Political Parties and candidates about free and fairelections, proper mix of polling personnel drawn from different officesand departments at the time of formation of a polling party should beensured. Two officials of the same serial group/category should not beput together. Further, two members of the polling party should not befrom the same department (in case of school teaChers,-they should notbe from the same school.
Polling personnel database should indude personnel both from theS_tate Government departments as well as the Central governmentoffices. Central Government employees should be utilized for microobserver duties to be decided by Observers. polling personnel to beposted within the district unless specifically directed otherwise.
2
:
(v)
(ix)
,'l\ ''
Following procedure should be adopted for formation of polling parties:-
(x) Database & software should be prepared and developed by the CEO anddistributed among DEOs. District Election Officers should obtain acomplete database of officers eligible for polling party duties fromrespective authorities. All relevant information should be entered intoan electronic database of the computerized randomization applicationsoftware approved by the CEO for that state.
(xi) From this full database of officers, a list oI 12Oo/o of the required numberof polling persons should be generated (including reserve) randomly,using the software. This is the first of the three-stage randomizationprocess. Presence of obseruers is not required at this stage. lt shouldbe noted that this randomized list is DEO-wise and not at any other levellike subdivision, tehsil, block, assembly constituency etc. This is only toidentify and select the officials that would be given training for poll dutiesas presiding and polling officers in whichever constituency of thatdiskict. ln no case, at this stage, the identity of the assemblyconstituency to which the polling personnel are likely to be deployed willbe known. All that the polling personnel will know at this stage is whetherhe (or she) is a presiding officer or a polling officer and the venue andtime of trainings.
(xii) The second stage of randomization exercise should be done in thepresence of the Observers deployed in the constituency. At this stageactual polling parties shall be formed on random basis using therandomization software. The Observ er must be Dresent at this staqe.At this stage though the actual polling station will not be known'however, the Assembly Constituency and the team composition may beknown. This randomization should not take place before 6 or 7 days from
the day of poll. For the purpose of serving the appointment letters' theDEO can use the services of the sponsoring departments/ authorityand/or organize a training programme of poll personnel in teamformation on that date when final briefing can be given and appointmentletters issued to them. lt will also facilitate Postal Balloting'
(xiii) The third stage of randomization exercise shall take place at the time ofdispersal of polling parties when the allocation of polling stations to the
' poling parties will be done. This third stage randomization for final
allocation of Polling Stations to each Polling Party should also be done inthe presence of Observers. The actual polling station allotted toindividual polling personnel is to be disclosed iust before the polling party
actually leaves the dispersal centre.
3
(xiv) ln order to ensure lhat above instructions are complied with strictly, theCommission directs that the District Election Officer shall furnish to theElection Commission through the Observers and separately to the ChiefElectoral Officer of the State/UT a certiflcate to the following effectimmediately after the polling parties have been formed for an election:-
"Certified that:-
(l) The polling parties have been formed by a proper mixof officials drawn from different offices and departments, inpresence of Observers and
(ll) The officers have been drawn from the StateGovernment departments as well as from the State PublicUndertaking etc. as far as practicable.
(xv) lt is clarified that the entire randomization exercise except the first stagemust invariably be done in the presence of the Observers sent to theconstituency. lf, by any chance, the forming of the polling parties throughrandomization (second stage) has been done in the absence of theObservers, then the 2nd stage randomization exercise should be doneafresh in the presence of Observers and compliance report should besubmitted in this regard. The Observers should make a specialreference to the randomization exercise observed by them in theirconstituencies while submitting the report.
Kindly acknowledge receipt.
Yours faithfully,
(SHANGARA RAM)PRINCIPAL SECRETARY
4
(lll) For the purpose of making polling parties completedata base of all eligible employees in the district has beenused."
trGENERAL ELECTIONS.LOK 2019II'IOST URGENT
OFFICE OF THE CHIEF ELECTORAL OFFICERTELANGANA
South "H" Block, Ssc€tari.t, Hydsrabad.liemo.No,l 29 /Elscs. D/201 9. Dated:18{'l-2019.
Sub:- ELE{TIONS * Forthcoming @neral Eleclions to lhe Lok Sabha, 20ig - praparatoryaclivities - Preparaton of database of polling personnel likely to be indhred i;eloctions - lnstrudions - Ragarding.
Ref;- From the ECl, New Delhi, tr.No.52/20tUSO& 0118.06.2013 and i6.7.20.13.
The attention of all the Collectors I Oistrict Election Offcers (excepl Colleclor, Hyderabad) andthe Commissioner, GHMC & Oistuict Elec,lion Officer, Hyderabad is invited to the refereices cltei anothey are. inlormed that very large number of persons have to be put on duty for the purpose offorthmming General Elections to Lok Sabha, 20'19. These include personnel in polling teamsircluding Presiding ofticers and Polling officers, Police per$onnel used in elastion8, sestor a;d zonalofricers, Reluming officers, Assistant Retuming officers, Districl Etection officers and their staffMicro-observers, Assistant Expenditure observers, observers of the commission, drivers, conductorsand cleanars of vehicles usad in eledions etc. In this regard il is requested lo make proprassessment of lhe requitements and preparatory work wilh regad to the appointment of poliiogPorsonnel / Micro observers for smooth conduct of fo(hcoming General Eleclions to the Lok Sabha,2019 as was done during the General Elections to the Telangana Leglslative Assembly, 2018,ensuring thal there should not be any shortfall of any polling staff . The data base of the man power(State/Cenlral Goyemment, Public Underlakings of Stale & Central Govemment, Banks and alliedorganizalions, videographers, drivers etc.) whose services are to be ulilized, shall be prepared inaccordance with the inslructions of Election Commission of lndia in advance.
2. Section 26 of the Representation of Peoples Act, 1951 empowers the District Election Ofiicers toappoinl the P,esiding Officer and Polling Ofticers for polling slation falling in his dislricl. FurthBr undersection 204 of the Representation of the People Aci, 195',, the Oistrict Election Ofticer is required tccoordinate and supervise all work in lhe District in oonnection with conduct of elections. Theretors byconvention and for convenience, the District Election Officers hav€ been requBitioning staff forconduct ofelection under Section 159 ofthe R.P.Ad..
3. The orders for requisitioning staff tor election work are issued by the Chief Elecloral Ofricerunder serlion 159(1) of Reprosentation Peoples Act, 1951, requesting th6 authorities mentioned insub-sedion (2) of section 159 of Representation of the People Act, 1951 to make available toRetuming Officer such slaff as may be necessary for performance of duties in connection wilheleclions. Appointments of staff so seconded to Retuming ofRcer should, however, be made by theDistrict Election Officer under Section 26 ot the Representation of the People Act, 1951 (ECl
lnstruction No.464/INST/2009/EPS, dated 1 8-2-20'l 1 ).
4. All the Districl Eleclion Officers shall to lake further necessary aclion tor dmfiing of lhepe6onnel lrom various organizations viz., State & Central Public Undertakings/Universilies/ Banksand allied organizations, for appointment as Polling Pe6onnel aE well as Micro Observers for posting
in each polllng st tion lncluding th6 Auxiliary polling station,
5. Appointment of Polling PeBonnel / Micro Observeo shall be done for smooth condud otGeneral Elec-lions to the Lok Sabha, 2019 as per Chapter lll - Polling Personnel ot Hand Book forRetuming ofricors, 2014. while requisitioning staff the following general guidolines should be kePt in
mind which is reiterated below:a) Based on the availability of stafi in tho inslitutions covered under Sec{ion 159(2) of R.P. Act
1961, and lhe requirement of slatf, the stafi may be requisilioned from such inslitutioos.
b) For the purpose of efticient control of the polling personnel and of economy in expenditureon travelling allowances elc., each district, as far as p.aclicable, should use its ownp€rsonnel- AI the personnet wo*ing under the State and Central Govemment oftices in the
btate, as well as under the local bodies, have to be mobilized and an assessmenl ofavailability made well in advance. The Central Govemmenl and State Government have
issued instruclions to all hoads of deparlments and oflices of the Central and StateGovemments to fumish lo the Distri6t Election Offic€r dala of offcers in different categories.
Contd..Page..2-..
This would facilitate your task of making suitable seleclion of polling peBonnel. As thepolling parties are to be compfsed of a proper mix, to the exent possible, of CsntrslGoyommenyc€nlral PSU and Slale Govemmenl / Stste PSU employees, separaledalabase for such officials are to be prepared by you. (Some ot these Central Govt. offciElsmay also be deployed as Micrcobservers.)
c) The database of lhe above officials should also conlain the AC number and name, Partnumber and the Serial number of tha ebcloral roll in which he has been enrolled in additionlo his residential address and address of offce wtEre posted. The sponsoring authoriliesare expecled to discharge a greater role to ease the burden on the DEO/RO, especially inensuring delivery of appointment leters and other urgent communications from the DEO/ROto tfieir own officials. All the sponsoring authorilies may be asked to appoint a nodal officerwho could be contacled by lhe elecdion authorities in time of need.
d) Seniority of officials should properly be taken care ol wtlile giving elec{ion related duty and itshould b6 ensured thal a senior otficial is not p'tit on duty und€r an ofiicial who is quile iuniorto himlher. Presiding Offcers and Polling Officers are to be dassmed on the basb of scaleof pay and their post and rank. ln dotermining the rank and status of oflcials drawn fromdiffsrert pools with different pay s6les, the relatlve position of the offcial in hiscadre/organization may be tak6n into account and not merely the pay scale. Say forexampte, if a GrouFD employoa from any pool, even if drawing a higher scale should not beassigned dutes of a Presiding Otficer or Polling O{ficer. The Presiding Officor should be ofhlgher scale lgrade in comparison to all Polling Offcers.
e) The employees bolonging to lhe Revenue Departments (Central and Ststq who ate' enjoined upon responsibility of the collection of revenues, thould be appointed in
co-nsullation with depaftmenls in-charge of the revenue collection. All repralentatlons,
which are duly forwarded by the concemed department, in this regard, should be pfoP.ryconsiderod aiid caseg of disagreement, if any, should be brought to lhe notica ot the ChbfEledoral Officer immediately. Further, school teachers working as Exlra Deparlment
PoslmasteB should not b€ put on polling duty as that will lead to interruption in the
mainlenanca of the essenlial service of Postal Department.
0 Employees of banks, LIC may be draf,ed on eleclion dW to the minimum exlenl possible,' onty iri a conslituency where sufficient numbers of govt. employees are not available or in
em'erger[ circumstan-ces such as strike etc by the Gow.. employees. care should be taken
to en;ure that minimum numbers of employees of such institutions are requisitioned so lhal
the business of th88e institutions is not hampered.
o) ln case emolovees of local bodi8s, namety' Municipalilies, Panchayat Samilis' A a" p"ri.ttra., eti., ire engaged for potling duties;t a polling station, it should b6 onsured thet
ti iieiLitng 6m*r "irO-
tttu Sr, eotting Officer of a polling..stalion (vrho in the event.of
ifunce of -presiOing
Officer is to function as Presiding fficer) should not both be the
urpfoy""t o, local ;uthorities. Futther, except the first polling officer, u/ho does the
identifi-cation, the other polling officers could be employees of local authorities'
EXEiIPTED CATEGORIESThe commission has exempted certain ofticers lrom being drafled for eleclion duty in
view of sssenliat nature of dutieyservice discharged by them'
(a) The offcers and staff ot following depatlmenls will not be requisitioned for deployment ol
eleclion duty:-
(i) Such ot icers of the lrdian Forest Sewhe as notified by ECI
iiir ooctos and Compounders working in veterinary hospitals
i;;i onci.. "o*u''s
in orao+e lcatd rxtension officer) in veterinary hospitals
i*t Msdlcal staff including doclors, nurses' ANMS etc
ir) Tetritorial Staff of Foresl Department(vi) Staff of All lndia Radio(viil Staff of Doordarshaniviiit officers of Food Corporation of lndia
irt' Ayurvedic, Unani & Homeopathic Medical Ofricer of Ayush Oepd'
Contd..Paga..3.,.
(b) The operational/technical staff of BSNL, MTN!, UPSC and educational institutions will berequisitioned for election duty only in unavoidable circumstances.
(c) Otrcor/staff of Comm€rcial Bank located in ru€l area and if happens to be a single ofncerbranch, need not b€ deplo)red.
(d) Howev€r, it is further to be noted that any ofticial due to retire within 6 month's time or whois already relired but on extension of service or re€mployad should not be draned for anyelection related duty. lt is clarified that while drawing persons for electjon duties, you
should explore th€ possibility of asking for persons from all such Corporation / PSU6 in thearea instead of asking ftom one Corporation/Psu only so that is nol too much of a slrain ona particular organization.
WOMEN OFFICIALS
All pregnant women and lac{ating mothers, whether on matemity leave or not, or who ane
otherwise on medical advica not to undertake any rigorous or hazardous work, from eleciionduty shall b€ exempted.
PHYSICALLY HANDICAPPED PERSONS
Physically cfiallenged persons with disabilities as defined under the 'Persons \Mh Oisabilities
(E{ual O'pportunitiis Protection of Rights & Full Padicipation) Act,1995 should not be deployedin eleclion duiy. ln the case ol physically handicapped persons (induding visually
handicapped and deaf and dumb Persons), it may be considBred whether any handicaPPdperson i! aforesaid !,vould be able to go to the polling station/counling centre and perform
lbaion duties there. lf any a such person would not be in a position to perform eledion
duties, he musl be exempted subjed to the satislacdion of the District Elec{ion
Off cer/Retuming Officer.
5. All the Districl Election ofricers are, therefore, requested lo take immediate necessary aclion
for collecting the information of the employees and prepare database immediately and keeP it
updated if thire are transfers, retiremenb or new rectuitments. The database should include not only
"i.'otor"". ot the Slate Govemment, it should include all employees ot Slale Govemment , central
col#ment and Central and Stata PSUS. lt should also include all police personnel posted in tha
o-iitria inctuoing Home Guards etc. This database should include drivers, conduc{ors and cleaners of
Oir".r""iv!ni"ies. vehicles of TSRTG etc. An effort should be made to get the information.ot
Jrivers, conduc,tors and cleaners of private vehicles in the districl like trucks, buses, minibuses etc.
;ii, fi; ;;i;;i R";J rransport eutn6rities. Besides the information relating to motlile numb6rs and e-
mail ids of;[ such persons shall also be collecled and stored in lho database'
6.AcompliancereportontheaGlionlakenalongwithnumberofemployeesrequiredincludingieserve for thd poll duty ihall be submitted by 31.01'2019 oositivelv'
Dr. RAJAT KUMARCHIEF ELECTORAL OFFICER &
E.O. PRL. SECRETARY TO GOW.
To,niiitre Col"aot" a District Eleclion ofticers (except Colleclor, Hyderabad )' (w e)
The Commissioner, GHMC & DEo., Hydsrabad (w'e)
Copy to atl sedions in GA.(Elec.) Dept. (w'e)
SF/SC
\aAO6e.OrSASECTION OFFICER1-
// FORWARDED BY ORDER //
-.. c .:-
1l-.- t/t
^a-,@':
ELECTION COMMISSION OF INDIANirvachan Sadan ,Ashoka lloatl, Ncw llclhi- I 10001
No. s212013/SDR New Delhi, l8th June, 20i3To
Chief Electoral Officers of allStates and Union Territories
duty.
Sir,
You are aware that very large numbers of persons are put on duty forthe purpose of conduct of erections. rn the rast Lok sabha erectionapproximately one crore persons were put on election duty. These includeperson in polling teams incruding presiding officers and pofling officers,Police personnel used in elections, sector and zonal officers, Returningofficers, Assistant Returning officers, District Erections officers and theirstaff, micro-observers, Assistant Expenditure observers, observers of theCommission, drivers conductors and cleaners of vehicles used in electionsand police personnel, etc. lt is a known fact that many of these persons arenot able to exercise their franchise because of being on erection duty. Thecommission is keen that arr persons on erection duty are abre to exercisetheir franchise as per law.
Under the law, there are two ways in which franchise can be exercised by aperson on election duty. lf the person is on duty in the same constituencywhere he is enrolled as an elector, he is given in the Election DutyCerrificate (EDC), which entitles him to cast his vote in the polling station of
constituency where he is on election duty, lf on the other hand, theon is on duty in some constituency other than the one in which he is
rolled as an elector, he is entitled to vote by postal Ballot.mmon reasons why a person may not be able to exercise his franchiseen on election duty are: -
:
t
,t
sub: - Preparatory activities for Exercise of Franchise by persons on erection
I
:
.
t1
i
I
>bI3.1.2. Many Persons on Election Duty are not enrolled at their ordinary
place of residence, but continue to be enrolled in their native
villages or towns where they are not living any longer'
3.1.3. Many Persons on Election Duty are enrolled at more than one
place.
3.2. Problems with reguesting Postal Ballot or EDC -3.2.1. Many Persons on Election Duty are not aware that they are
entitled to EDC or Postal Ballot'
3,2.2, Many Persons on Election Duty are not aware of the application
forms required to be filled for the purpose of applying for EDC or
Postal Ballot.
3.2.3. Many Persons on Election Duty do not know their enrolment
detailsandarethereforenotabletofi|ltheapplicationformscorrectly'
3.2.4. Many Persons on Election Outy do not have access to the
aPPlication forms'
3.2.5. Many Persons on Election DutY are not able to send the
application forms to the concerned Returning Officer in time'
3.3. Problems with issuance of EoC and Postal Ballot -3.3,1. Returning Officers do not receive request forms for EDC and
Postal ballot frorn most persons on poll duty in time'
3.3.2. Many request forms received are either incomplete or have
wrong in{ormation, thus making it difficult to issue an EOC or
Postal Ballot. There is no time to send the form back for
correction.
3.3.3. Even if EDC or Postal Ballot is issued' it is difficult to 8et them
delivered to the Person on Election Outy in time'
3.4. Problems with return of marked postal ballot for counting-
3.4.L, There are postal delays due to which postal ballots do not come
back to the Returning officer in time for counting'
4l Recently, the Commission has tried to improve the system of Postal
Balloting by persons on poll duty' This has resulted in significant
improvement' One of the important lessons learnt in the process is the fact
3.1. Problems with enrolment in electoral rolls -3.1.1. Many Persons on Election DutY are not enrolled at all'
tt
7(
that it is difficult to collect all information required for postal Balloting andalso ensure enrollment of pe.sons on election duty at their place ofordinary residence in the short time available after the announcement ofelections. lt will be much better if these prepa.atory activities are
undertaken much before the announcement oI elections.atorv Activities The following preparatory activities should be
undertaken immediately by all DEOs: -
5.1. PreDAration ol a database of Persons likelv to be on electi ondutv -There are existing instructions of the Commission to prepare a
database of all Government Employees posted in the district for thepurpose of randomization and allocation of election duties. So lar thisdatabase has been prepared after announcement of elections. The
Commission has directed that every district should prepare thisdatabase immediately and keep it updated if there are transfers,
retirements or new recruitments. The database should include not only
employees of the State Government, it should include all employees ofState Government, Central Government and Central and State PSUs. ltshould also include all police personnel posted in the district including
Home Guards etc. This database should include drivers, conductors
and cleaners of Government vehicles, vehicles of State Road Transport
Corporation etc. An effort should be made to get the information of
drivers, conductors and cleaners of private vehicles in the district like
trucks, buses, minibuses etc. with the help of vehicle owners
associations. Apart from other things, lnformation relating to Cell
Phone numbers and Email lds of all persons shall also be collected and
stored in the database. The software for preparation of this database
shall be developed by the Commission and be made available on he
website of the Commission soon. The work of preparation of the
database should be completed by the end of August 2013.
5.2. Checkine the enrolment status of persons in the database
lnformation about enrolment status and EPIC numbers shall be
collected in the database. Based on this information the DEO should
undertake a search in the elector database to find, whether any person
is not enrolled at all, or enrolled at more than one place or enrolled at
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q v/a place other than place of ordinary residence. This search should be
completed by end of September 2013'
5.3, Correction in electoral roll entries - Based on the search described
above, if any correction in the enrollment in electoral roll becomes
necessary, appropriate forms should be got filled from the persons
concerned and corrections in electoral roll entries should be made
after following statutory procedure' This activity will coincide with the
summary revision of electoral rolls for the next year' After all
corrections are made, all persons in the database should be enrolled at
the place of their ordinary residence- They should be enrolled only
once and all of them should have an EPIC' lt should be made clear to all
Government Employees by a circular sent to all Government Offices
that enrolment at more than one place is an offence and that a person
isentitledtobeenrolledonlyattheplaceofhisorherordinaryregidence and not in the native village or town'
5.4. of of sli ns ith
electoral roll database - The database of persons likely to be
elections prepared in the manner described above should
se lce - lnformation regarding home district and previous
shall also be collected in the database of employees' This info
used for
then be
5.5.
linked with the electoral roll database on the basis ofthe EPIC number'
This will be useful at the time of elections for filling on-line Form 12 for
issue of Postal Ballot or Form 12A for issue of EDC'
n cta n theposting
rmation
6
will be useful for transfers of employees according to the transfer
policy of the Commission.*Software for online
llot and EDC is
implify the task
of collecting Form12 and Forml2A'
applications in Form 12 and Forml2A requesting Postal Ba
being developed and will be released for usb soon' This will s
F I
7 Po Bal and fe
Electoral Roll - Software for issue of EDC and Postal
.of preparation of marked copy of electoral rolls is a
will be soon released. lt is therefore recommended
ofBallots and automation
lso being PrePared and" I
that arrangements for
printing of Form 12 and Form 12A, printing of EDC and postal ballots and
i
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8:
i.,d, p- printing of marked copies of electoral roll in adequate number should be, liept ready at the time of elections. For this purpose, a small cell withadequate number of computers, laser printers and rnternet connectionshould be kept ready.
8. These instructions should be communicated to a[ concerned and strictmonitoring should be done to ensure that all preparatory afiivities arecarried out according to the deadlines given in this letter.
Yours faithfully,
(Ashish Chakraborty)
Secretary
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lll t.-\r It-/st,gl:o l,()s I
BLT],CTION COMMISSION OIT INDIANirvachanSadan, Ashoka lle.ad, Nov llclhi-l I{1001
No.52I2013/SDR Ncw Dclhr, 16"'July, 2013
Chief Electoral Officers of all
States and Union Territories
$ub: - Preparatory activities for Exercise of Franchise by persons on electionduty.
Kindly refer to the Commission's letter of even no. dated 18th June
2013, on the subject cited. The instructions contained in para 5.5 of the above
letter has been amended to read as under:-
"5.5 lnformation reeardins home district and oostine in the same district
for 3 years in the last 4 vears: - lnformation about home district ofemployees shall be collected in the database. Similarly if an employee
has been posted for 3 years or more in the last 4 years in the same
district, this fact shall also be collected in the database as a yes/no
column. This information will be useful for transfers of employees
according to the transfer policy of the Commission."
You are requested to kindly communicate the above amendment to all
concerned for taking further necessary action in the matter.
Yours faithfully,
sd/-
(Ashish Chakraborty)
Secretary
I'
To
5ir, ,
OFFICE OF THE CHIEF ELECTORAL OFFICERTELANGANA
South "H" Block, Secretariat, Hyderabad.
o.No.3155 /Elecs. Ol2O18
sub:- ELECTIONS - General Elections to the Telangana Legislative
Assembly, 2018 - Poll to be held on 07'12'2018 - Selection and
appointment of polling personnel - Regarding'
Ref:- .1
,2,3
"4.5,6,78
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ECI Lr.No.470il2007/PLN-1, Dt.29.08..2007.From the ECI Lr.No.464/INST/2008-EPS,Dt 26.12.2008ECI Lr.No.464/INST/2008/EPS, Dt 19.09.2008.'-From the ECI Lr.No.464/INST/2009/EPS , D1.18.02'2011'ECl, Lr.No.470/ INST/2013/EPS, Dt.02.05.2013..From the ECl, New Delhi, Lr.No.52l2013/SDR, Dt.18.06'2013ECI Lr. No.464/l NST/20 1 4-EP S, Dt.12.O3.2014 jECI Press Note No.ECl/PN/66/2018, dt.06.10.2018.
, 9) This office Memo.No.2735lElecs. NA11l2O18-1 , dated 15-10-2018.
ln continuation of this Memo. 9th cited, copies of the references 1"rto 7m cited are
ed herewith. All the Collectors & District Electi on Officers (except Collector,
yderabad) and the Commissioner, GHMC & District E lection Officer, Hyderabad are
d to make ProPe r assessment of the requirements and preparatory work with regard
the appointment of Polling Personnel / Micro Observers for smooth conduct of General
lections, 20'18. The data base of the man Power (State/Ce ntral Government, Public
ertakings of State & Centra I Government, Banks and allied organizations,
eographers, drivers etc.) whose services are to be utilized for conduct of General
Elections, 2018, shall be prePared in accordance with the instructions of Election
Commission of lndia, vide its letter 6thanlicipated requirement of election staff.
cited. The database should contain 125o/o ol lolal
2. Under Section 26 of the Representation of Peoples Act, 1951 the District .Elec{ionOm*ii, i".ponsible for ttre appointment of the Presiding Officer and staff for each polling
.t.ttn in respect of att nssenidiy constituencies comprised within that district' When any
constituency extends or"r ror" ihrn on" district, you-should settle in consultation with the
Chi.iH".i.;t"l officer as to who should appoint the polling staff'
3.Theordersforrequis|tioningstaffforelectionworkareissuedbytheChiefElectoralotficer under section 159(1) oiceiresentation peoples Act, 1951, requesting the auth^orities
,;ti;J in sub.section'(2) of seaion 't59 of Representation of the People Act, 1951 to
make available to Retuming Om"et irtn staff as may be necessary for performalg of
duties in connection with etections. Appointments of stiff_so seconded to Retuming Officer
;h;;td: h"-;t;i, o" ."0" uy tn" 'oi"tri"t Etection officer under section 26 of the
6;;J";i;li;;-oi tne eeopre'nci, issr lecr tnstruction No 464/lNSr/200s/EPS, dated 18-
2-2011 ot Election Commission.
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f, en,e*o. =.e"r'o*s. ror t
fosr uneeur
IDated:31-10-2018.
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4. All the District Election Officers shall to take furth€
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8. The third randomization of polling personnel shall be done as per the modifiedinstructions of the Commission vide letter dt 12-3-2014 as below.
i) The Randomization can be done on P-2 day in presence of the Observer.
ii) The result of randomization, along with appointment orders shall be printed inpresence of the Observer.
iiD The same shall be sealed in separate covers (AC wise, and sector wise) withthe signature of the Observer.
iv) The sealed covers shall be sent to the AROs of the respective AssemblySegments.
v) The ARO shall open the covers only on the P-l day at the dispatch center inthe presence of Observer, if the later is present there.
Composition of Polling Pafi:9. A polling party would, in normal course, consist of a Presiding Officer and threepolling officers. The First Polling Officer is in charge of the marked copy of electoral roll andresponsible for identification of voters. The Second Polling Officer makes the entries in theRegister of Voters (Form '17 A) including EPIC/other identification document details, takesthe signature of the voters or the thumb impression (in the case of illiterate voters), appliesindelible ink on the left forefinger of the voters and issues voters slip to the voters indicatingthe serial'number in which they would be going into the voting compartment to cast vote.The Third Polling Officer is the custodian of the "CU" and activates the "BU" by pressing'BALLOT' button of the "CU' and allows the voter to go inside the voting compartment forcasting vote, in the order of the serial number on the volers slip issued by the Second PollingOfficer. ( I nstruction No. 576/3/20 1 1 /S DR, daled 22.3. 1 1 )
Presiding Officer:(a) The Presiding Officer is required to perform very important functions. He should, as far
as possible, be a Gazetted Officer or, if not, at least one working in a supervisorycapacity. As far as possible, he should not be posted to work at a polling station in thesame locality where he lives.
(b/ Unavoidable absence of Presiding Officer: While appointing a polling party for apolling station, District Election Ofiicer should authorize one of the polling officers toperform the dulies of Presiding Officer in case, Presiding Officer has to absent himselffrom the polling station owing to unavoidable circumstances.
(c/ Reserve Polling Personnel: Returning Officer should keep a reserve list of officials tobe deployed as Presiding and Polling Officers or such other duty as he may have toassign on poll day to deal with any emergency at any polling stations in his constituencyas well as for conducting re-polls, if required.
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f, Training to Polting Personnel.
] , o Proper training shall be imparted to polling personnel appointed. The date and
E venue for training of polling personnel shall be decided well in advance. The polling
f- Personnel selected for undergoing training through randomization process should be
f informed about the training program in time through sponsoring authorities. Before
E organizing the training programme, DEO shall review the training material and should have
I nroper power point presentation, printed leaflets etc. so that the training is effectivelyI Conducted.
El3
4
11 . The training shoutd be conducted in smalleropportunity for interaction and clearing dou-bts. More emphasis should beon' training rather than classroom lecture mode. The polling staff shall be enquestions and get their doubts cleared. lt is relevant to note that in the replaces re-poll had to be ordered not on account of any electoral malpoll but due to mistake s committed by the presiding Officers whilereason was very basic and the lack of training resulted in such misHence the Commissi on directs that a clear emphasis shouldtraining to the staff
12. Apart from imparting training on the technical andWPAT election, the importance of mock poll and mock poll certificate,for explaining the method of voting to the illiterate voterscomplete set of election material wh ich would be handed over to the Presiditime of dispa tch shall be keptinthe training hall as a moJel kit so thatdocument, forms and election related material kept in the Presiding Offrcerthem properly. Besides, a copy of the electoral roll a copy of supplemeadditional informatio n such as list of absente e voters etc. shall alsoPresiding Officers so that they would b'ecome aware of those documas per the instruction of the Election Comm ission of lndia on thelocalion proper drinking water facilit y, provision for medical facilensured for the polling staff. proper drinking water facility,facilities and toilets shall be ensured. The choice of thetsupervised by the DEO from the ventilation point of view.
13. ln Despatch Centre a master trainer who has thorough knowledaspects of EVM with WPAT election will explain and cleOfficer about handli ng EVM and WpAT. He should encourage presidipolling staff to ask questions and clear the doubts. lf this is not done, therethe Presiding Officer and polling staff experimenti ng with the EVM afterstation which may result in draining of power pack as well as githe voters about the slaff handling EVM on the prevtous day. lnemphasis shall be given for last moment 'hands on' training ainstructions in the form of bullet points: important dos and doncirculated at the training counter at the Despatch Centre. Apaaspects of election and maintenance of Form-174 register, Fovlsitor sheet, entry pass system etc. shall also be explained
Micro Observers:
14. Observers have a very crucial role to play in the conduct ofair election. To strengthen the system of observation, the Codecided to deploy micro-observers where necessary. These miwork under control and supervision of the general observerobserve r, the DEO shalt obtai n the list of Gazetted Office rs/officifrom different offices in the d istrict. Such Gazetted ffi cers/offideployed as micro observer ln case Gazetted Officers are not s'c' employees and above can also be utilized for this pu rpose.ufficient in number, Grou
group so that there is adgiven for 'hancouraged to
equ
acent past, in m apractices and vitiation
handling the EVMstakes. This is avoidab
be given to impart pro
procedural aspect of EVM wiuse of dummYEValso shall be h ighlighted
ng Officer at teach and eve
kit is explainedntary roll and othebe shown to th
ents and perform dpoll day. At the trainingities and toilets shall be
provision for first_aid, medicalraining hall should personally
ge about allar the doubts of the presidi ng
ng Officers andrs a possibility
reaching the pollinve scope for rumour amorder to avoid this situationnd leaflet containi ng rece
'ts etc. can be prepared anrt from this, other procedm 17C, mock poll certificate,
f an independent, free ammlssion has conscious
cro-observers would diFor deployment as mials of Government of lndcials will be eligible to
Y1\
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ort I isted on the basis of various factors which contribute to the vulnerability of the voters.
uch factors, for examPle, domination of one social group over other, inaccessibility of the
a, EPIC non availability, previous history of violence, etc. would have been taken into
nsideration while doing the vulnerability mapping in the district as Per the extant
ructions of the Commission on this issue The list of such po lling stations where micro-
bservers are to be deployed will be finally aPProved bY the General observer and kePt
tial in a sealed envelope till the last moment of deployment
16. ln multi-polling station building s each location will have one micro observer instead of
ne micro-observer per polling station. The micro-observer can oscillate between and visito
The DEO shall prepare a list of polling stations under the supervision of General
erver where these micio-observers would be deployed. Such polling stations would be
Ii'tn" colte"tors & District Election officers (except C
il;6.;-;i$"er, GHMC & DEo , Hvderabad (w e)
Copy to aff Sections in G.A (Elec ) Dept (w e)
lT.TheMicroObserversareexpectedtoobservethe.pollingprocesso.nthedayofpoll'il;y are ;";ig;eo Jury in the polling station Thev shall.be part of the polling- team and be
.""i"J i" the iolling siafion. 1[ey aie to be present in the polling station before the mock
poii'.i.rt=. Ii"y s-hall report about the poit oav in the siven-foT:L^*li1^*,yo'observers. Micro observers ,i"io r" trained by the observers two days before the poll with
il; h;it"i iO ana posteJ-in the poling itationr. Which are critical. Therefore, an
lil.d.t";t iriuqrir"d wf,elin naicro'Obsivers are stationed at a central location on the
dav of polls and they .r" ,or"J to specific polling stations as per requirement (like absence
Iiiiiil'i"i"sil^t,'.?i.li p;iil;;ti;;; etc.; uiiro.uservers need not cover all the critical
;;fiil ilil;.'fhey stiorfj're useA etre'ctivety and not on an extensive basis unless
reouired. The Micro ooserveis."v n" r""t *ith the polling parities in case they are required
to perform duty at remote locations'
't 8. The ECI has issued guidelines "19 instructions time to time vide
Lr.No.464/INST/2008-EPS, 'iiJtuai- z+ii octo6er' ?008' Lr' 464/lNSr/2008-EPS'
Dt.21.01.2009, t-r.No.+o+lrr'rsiDddg-eFs, ot ta'oa 2009' Ecl Lr'No 464/INST/2014-EPS'
D1.21.03.2014 ano instructio-ns ]ao a"*" in HanO Book for observers shall be followed
the polling stations within the same campus at frequent intervals. There shall be a Nodal
Officer identified bY the D EO for micro-observers to handle logistics and deployment related
tasks of micro-obseryers in each district. General Obse rvers will be in close touch with them
for their requirements of micro-observers relating to their constituencres.
Dr. RAJAT KUMAR'
CHIEF ELECTORAL OFFICER &
E.O. & PRINCIPAL SECRETARY TO GOVT.
scrupulously.
,19. All the District Election officers are, therefore, requested to take further necessary
action. The above instructio.r ,-r"' ""i"rniritiu". foi deiailed instructions, the Hand Book
f"fi;irilidi;+;;;, ;rh- i;; Books and tatest instructions of the Election commission
ti'r.ai. i.!r""O]r"tt time to time, should be referred and followed'
ollector, HYderabad.). (w.e)
SF/SC//FORWARDED: :BY ORDER//
SE T *(i;
i
OFFICE OF THE CHIEF ELECTORAL OFFICER,. TELANGANA
oNo 3148/Elecs.D/2018- 1 Dated:3 10.201 8
Sub:- General Elections to Telangana State Legislative Assembly'
20'18 - Appointment of Polling Personnel - Regarding'
-:o0o:--
%
The attention of all the District Election officers is invited to section 26 0f the
Representation of People Act, 1951, according to which the District Election officer is
reffisible for the appointment of the Presiding Officer and staff for each polling
staiion in respect of all'Assembly Constituencies comprised within that diskict' When
.nv.onrtit*n.y extends or"r.ir" than one district, RO should settle in consultation
*iit tn" cni"r E'lectoral Officer as to who should appoint the polling staff.
2. ln Telangana state,38 Assembly constituencies have extended to two to
three districts. ThJ Commissi'on has notifie-d the District Collectors as District Election
otri..i. iiri.g the iurisdiction of the entire Assembly constituency for gne D^EO duly
t.ti.g ih; .rit.ria tf fatting the largest number_of polling stations of that AC in that
district vide ECI Notification -No.SOelecffiERR/OU3-TEU2017 and communicated
vide this office Memo No.3173 tElecs.EtA212016-9, dl3-2-2017 '
3 According to ECI guidelines, no person shall be assigned polling duties in
an assembly constituency *8"r" n" is empioyed or resides. He should also not to be
;;.G; i; hi! home constituency. Hence, randonrization of polling personnel shall be
ion. *itn piop"r mixing of-State & central Govt. employees duly ensuring..that the
.*prov"" is not native oi constituency and not working & residing in the constituency.
4.lnsomeconstituencies,pollingStationsofonACfallenindifferentdistricts'but the appointment of potting ;eisonnet-snall be done by the DEO concerned But' in
multi_district ACs, appointrient of polling personnel from other district is quite
problematic.
5.lnviewoftheabove,theDistrictElectionofficersoferstwhilel0districtsi.. nOltuO"O, Nizamabad, Hl1uO"r, Karimnagar, Mahabubnagar, Hyderabad' Ranga
n.ll1ll r,rJrg".o", wrr.ng.r,"Lt't"',,n'u' a19'-!e.re!v,. permitted to obtain the database
;i;;ili.s ff;;nner from-tne ott,",. nu* districts fillen in erstwhile district and shall
;k;;;",;;;;iization ano'-i."r" appointrent orders accordingly. At the time of
randomizationofpollingpersonnel'theDEosorrepresentativeofotherdistrictsshallbe directed to be Present.
DT.RAJAT KUMAR
'8U',-f "??l?ii'.9i'J""T"
ToThe District Election Officers of erstwhile 1O districts i'e'' Adilabad' Nizamabad'
Medak, Karimnagar. lilana-buunagar, Hyderabad, Ranga Reddy, Nalgonda,
Warangal, Khammam.Coov to all other DEOs in the State
;;i,i; ;ii inl notrl,ring office rs thiough tl're DEos concertred
SflSc// FORWARDET} BY ORDER' i/
FFICER
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IJI
