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Subj ect: Rel'ision of' Eiectoral RoJis - Appoinrm€:r:t r.'f"

. Itoll Observer.s - Regarding.

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Please tirrd herer.r'irji a cop-r, o1- Election Coilnrrssjon oj' incjra s, leiler2itr"cli Obsen,eri2009-F;Rs darted ()6.01.20()9. The Crtmmission in e.xcr-ciser"'--"-'ini noi\'

ubsen,eri2009-F;Rs darted ()6.c)I.2009. The Commission in e.xcr-cise

er.q coufered.cu il bl Anicie 321 of tite Consriturroit r'ri incjii. iursciideci ir,, appcitii tire Djr'lsional C.ommissjonel as elecforai :'c,ii oirscrr'ci:

dLulng the perlocl oi ievision of electoial rolJ in anl' or rhe collsuruelrcrcs lr: i-i;,,:

cristricis ra'ithin iheir.ir-risdiciion, Linder sectjon l3CC erf ihe R*DrescitL:urcr ,,,iiic Fer-ipic AcL j95t-,. the Di.,'isiclnai Cr"rmmissiciners li'ili bc. cictl':i:.1 i,() t'i: rllc'epqiarioti t.) ii'r3 Eieclion Comnijssir, l rl'.ti'jng iiie ;tciir-rc ii,... rijir,L:ii.,r, ai.

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You are ieclLresiecj to veat ihese as siandin.s tnsrrllcrioti:L.{:iijrnrissiorrel 1aj be it:iiitrved durine e\/eiv re r.is joi':.

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tROAD. NEW DELHI.l1OOO1

BY SPEED POST i E.MAIL

ELECTION COMMISSION OF INDIANARFNDRn ru.EDTolESECRETARYe-mail lD

Ph 23052016Fax 230b2050

narendranb@ecr nic rn

No.23lRoil Obsr201 2_ERS

To

f]ate. 5"' October, 2012

01.01.2013 asRegarding.

4rr'

The Chief Electorat Officer of AilStates and Union Terrrtorres(Except Gujarat and Hrmachai pradesh)

!pu,::"f Summary Revision of Electorat Rolls w"r.t.qualifying date - Appointment of Electorat Rolt Observers _

Sub:

Srr/Madam,

August 2012.

January 2013

Observers for

qualifying date

measures and

I am directed to refer io ccnrmission s retter Nc 23120j2.ERS {vor-ilr). dated 27r.,sending the programme of specrar summar-y Revrsion of Erectorar Rori. w.r.t 1,,as the quarifying date. The cornmission has decided to appoint Elecrorar Rorithe sarci speciar summary Revision of Frectorar Roil, w.rt. 01"c1.20j3 a:to observe the revrsion process help the DEOsI EROs rn takrng tirnely correctivealso to report the progress thereof tc the comnrissicn regurarry rn all those

ich divisions. Divisional CElectoral Eof l Observers.

2 ln other States, the Commission will appcrnt super time scare lAs oflicers pr:sted rn theState as Electoral Roll observers rn such a t{ay that no persor} r,vrll be reqrirred to observe therevision process in more than 5 districts. The cEos shail subnlit the proposals for apporntmentof Electoral Roll observers to the commission (addressed to the secretaryiFrincipat secretarvrn charge of the StateslUTs concerned) immediatelv by faxle-mail.3 The Cnief Electoral Officer concernerJ vrril give Electoral Rolf Observers a brrefing

During the briefing session, the CEo nili give a copy of the latest instructrons ot thecommission with respect to BLos. BLAs and the process of revisron of Flectoral Rolts to theElectorai Roll observers, and will explain them each step rn detail. In some cases a vrdeoconferencing meeting of ER Observers with the Cornmission or rts officers may also be heid.4 Electoral Roli Observers wiil visit each drstrict of his/her charge at least for the

followrng three times during the period of summary revrsron -

: l:l ","], wilf be dunng the period of r-ecerptv uecond vrsit wiil be during the per.rod o{by the EROs.

of clarrns and oblectrons.drsposat of claims and cbjectrons

c Third visit wilt be at the time of venfication offinalpublicationof therolr. r'<r'vv' vcirlrualionoitnevrorkrngcopybytheBLos,an<J

5. DurIng the visit the Electoral Rclt e[ssrvs1 s1urstrict headquarters. He./she shouid visit some oo,,,rtouto

not |mit hrn'rself/herself to lheConstituencies. ,,s,( )urne po,tlng stations of all the Assembly5 The CEO s

their visits, their ter ensure that appointment of the Elecl

shourd fix a rime ","onnnu

numbers -tt "';;;;;;;r,--oral

Roil observers' schedules of

Erectorarnorr ooseld prace for meetins ;I;nt

t#:":Tt rhe Erectoi'ar Ron observers

7 Deiarreo insrr shourd meet ar r:;;;;*'r;o:"'rd arso be siven nubricitv rhe

the three v s rs are ;::::':*:n":i"li:,,;x$i*:"Jfi ffi fiffi j,_,, ;,

points in the checktis*o the Comrnission;;"^";,^"j: ,:",, send a detarted repoft on ail theB rhe cEo/D.;;;,j':':"1"" throush the cEo after s3qh y;s11

each of the Erector":# 3ff:r":trot'nu Handoook for ffss16r6r Resisrrarion officers lc

relevant instructions of the Commissionre Electoral Roll Observers should also read all theVoters'Day

- '- vv(i'"r'o)rerl regarding roll revrsion and celeblation of Natjonal

i

t

\

Rolf Observers

""^*o;;;r;"il;.'::::"::,":T:'"'"0 mmed;aterv rhey w, be brrered on v deo

Vc atthe pt""uoitr,*irposting. '12r" october 2012 at0-?,Q0 p.M They wril attencJ the

.JYours faithfu

Y1

' The commissron appoints Elecioral Roil (ER) observers from time io irme duringsummary revision of Electoral Rolls ER observers are appotnted to observe the pr.ocessof summary revision' help the DFos in taking timery ccrrectrve action and reportrng theprogress of the summary revlstcn to lhe commissron where ever Electoral Roli (ER)observers are not appointed by the Cornmission, they wril be appointerJ by ChiefElectoral officers' ln those states which have Revenue Divisrons Divrsionarcommissioners will be appotnted Electorai Roll observers In other states. commissionwill appoint super Tirne scale officers of ihe lndran Adrninistrative service urorkrng in thestate as Electoral Roll observer in such a manner that one person wiil not be requrreo toobserve the revision of Electoral Rolls rn more than 5 distrrcts cEos shoutd submit theproposals for appoiniment of Eiectorai Roll observers to ihe com'iss,on immedratery' ER observers will be given a briefrng by the chref Etectoral officer During the briefingsesslon the cEo will give a copy of the latest instructions of the commissron yrrth

respeci to BLos' BLAs' and the process of revision of Erectorai Rcils to the observers,and will explain each step in detail. ln some cases a video conferencing meeiing of ERobservers wrth the Commission or its officers may be held.

' ER observers will visit each district of his/her charge at least three trmes durrng theperiod of summary revision _

' First visit will be during the perrod of recerpt of clarms and objeciions.' second visit will be during the period of disposar of craims and objeclrons

by rhe EROs

' Third vrsrt wiil be at the time of verification of the workrng copy by theBLOs, and printing of the flnai roil" ,/During the visit the observer should not limit hirnself to the district headquarlers Helshe

/should visit some poiling stations of afi the Assembry constituencies.The visit of the observer should be widely pubficized. The telephone numbers ot theobserver should also be widely publicized. The observers should fix a time and place formeeting the public. This should also be wrdely pubticizedThe observer should meet all the recognized political parties.check lists for the three visits of observers are given with these instructions Theobservers should send a detailed report to the commission lhrough the cEo on a1 thepoinls in these check lists.

t

I

TheobserversshouldobtainacopyoftheEROmanua|fromtheCEOorfromtheconcerned distrtct. He/she should alsc read all the reievant instructicns of the

commissionregardlngrolli.evisionandce|ebrationofNationaiVoters.Day,

r!1{

{The Report of first visit should answer all the questions grven below in detail,rnention corrective action laken if anSr)

Whether there are any vacancies of EROs ano AEROs

Whether BLOs have been appointed accordrng tc the rnstructions of the Commrssion *.

o ls there one BLO per polling Statrcn?

o Are all BLos registered as voter in the concerned polfinq statrcn?.: How many BLOs are teachers?

-r Have BLos been given ldentity cards as prescribed by ihe commission?c Do BLO residences have Name Boards as prescribed by the Commrssion?o Whether BLOs are properiy trained?

c \lJhether BLAs have been appornted for each Polling booth by every recognizedpolitical pafiy? Whether DEO and EROs have held meetrng of potitical parties to

request thern to appoint BLAs

o l-lave designated officers been appointed for each poiling station and have theybeen properly trained?

!r Have a hard copy and a soft copy of the Electoral Roll Published as clraft beengiven to all recognized politicat parties?

Has the polling station wise pdf of ihe Draft Electoral Rolt with atl rts existing

supplements been made available on the website of the CEO? Has electoral roll of the

entire Assembly Constituency been published at the notice boar-d of the ERO, and

electoral roll of the concerned part been published on the notice board of the poiling

statron.

Are Forms 6, 6A, 7, 8 and 8A available in adequale number ai every polling statron?

Has adequate publicity been given to the process of summary revrsion?

Has the district pui in place an effective Public Grrevance Management System? Thrs

should include -. A call center wiih a toll free number.

. A SMS based cornplaint registratron system.

. A web based complarnt regrstration system.r A separate counter and a separate register for complaints in the office of

DEO and EROs.

' A mechanism for trmely inqurry and action on all complaints.. A mechanism to inform the complainant about the result of inquiry and

action taken

The ER Observer should make an analysis of the E roli published as a draft usrng forrnat

ltoBprescribedbytheCommission'Basedontheana|ysistheobserverwi|lbeab|eto

findmajorareaswhichrequirecorrectiveaction.TheobservershouldthenInconsultationwiththeEROsandAEROshelptheDEornmakingastrategytotakecorrecltveactiondur|ngtherevistonperiodtoensureal00%correctrollMalorporntsin

the analYsis are. "

ElectorPopulationRatio(FPRatio)Thlsisonanaverage610/oforthecountryasa

whole. For every drstrrct rt should be equal to the percentage of populatron in the above

lBagegroup'lnotherwordseverypersonlByears(]r!.noreofageonl'tJanuary2013

should be enrolled as a voter'

Age cohorl Wise Ep Ratio. The percentage of population in every age cohod ts available

fromthedataofCensusofln,dia.Thispercentageshouldmatchwiththepercentageof

elector-sineveryagecohorl,|fthepercentageofe|ectorsis|essitmaybebecauseoflow enrollment and if it is more it may be because of non deletion sf dead tlr shifted

voters.

GenderRatio.Genderratioofthepopulationshouldmaichwiththeelectorgenderratio.

lfitdoesnotmatchitmaymeanthateitherthewornenormenarenotenrolledfully.

The percentage of inclusions' deletions etc lt has been "u:. "-O*::,n:^"t::^::'::

2o/orncrease in the

average every Year there is 4%

;; il;;; ;;; " onry inoicative rhe observer shourd rook with suspicion anv

I J^l^linn ir

abnormalincreaseininclusionorde|etionandcompareitwithinclusionanddeletiontn

previousyears.observershoulda|socompa;.ede|eticnsbasedonFormTandsuo-moto

delettons.

Theobservershou|dmakeananalysisofthePERandFC|PcoveragepollingStat|on

wiseandhe|ptheDEoindevisingstrategiesforachievingl00o/ocoverage

The observer shoutd also see that forms are not received in bulk from any person except

theauthonzedBoothLevelAgent(BLA)0frecognizedPoliticalParties|ncaseofBLA.

thetotalnumberofapplicationsgivenbyhimlhertoaBoothLevelofficershouldnot

exceed 10 in a daY'

BoothLevelAgents(BLAS)havebeenpermittedtosubmituptol0app|icationsforms

perday.However,itisnecessarytokeepawatch,incase|argenurnberofapp|ications

aresubmittedbyBLAs,lncaseanyBLAsubrnttsmorethan30applicationsforms

duringtheentireperiodofSurnmaryrevision.crossverificationmustbedonebytne

EROIAERO hirnself'

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The observer shouid check the arrangements made for recerving forms at the pollrngstations' the arrangements for putitng the ncltrces at the notrce board of the poirrngstations' the arrangentents for transmission of forms to the ERo on a darlv basis anddata entry of forms on a daily basis.

Observer should pay special attenhon on ihe foltowrng points:() lf application is presented rn person, the appricant rs given acknr:wredgement

after tearing off acknov.iiedgement section attached rvith perforation beiov.r theappiication form.

'-' lf it is received by posi acknowledgement of receipt of applrcatron is sent bvpostiemail/SMS (emaillSMS if cell nurnber is given in the applcation form).

c Each application is computerrzed as soon as rt is received. once application formis computerized, it should be visible on the website of the cEo as a pollrngstatjons wise list of applicatron forms ivith drill down to the actual applicatronwithout pholographs.

The observer should check whether ERI',4S rs working weil in the distrrct. lf there are anvglitches' they should be immediately brought to the notice of ihe CEO for corection.whether the multimedia campaign on enroilment is being run property rn the district?Has a baseline study of Knowledge, Attitucies and Practices of voters been carrled out inthe district?

Cheek l*ist fo( Second Visit of ER Observers(The Report of second visit should answer all the questions given betov,r in detarl.

mention corrective actron taken if any)

The observer should see what percenlage of forms received are accepted by the ERO tf

there are large scale relections, the observer shouid find out the reasons for that

Whether multi-layered checking by DEO (1%), ERO {3%), AERO (5%) and BLO ('100o/oi

is berng done to verify the correctness of E rolls

Whether working copies of E :'oils have been printed and given tc the BLOs for

verification, and whether BLOs are verifying the working eoptes by door to door survey?

Whether the corrections made in working copies by the BLOs are berng carried out in

the rolls by the ERO before iinally printing the Roll and printing of EplC?

Whether rolls have been checked to see that names of all eminent personalities of the

district are included in tire rolls?

lllhether rolls have been checked for gross errors like gender mismatch of photographs

etc"

ln each constituency 20 polling stations with highest inclusions and 20 polltng statrons

with highest deletions should be re-verified.

Check the quality of disposal of claims and objections by EROs and AEROs -

o Whether at least 7 days clear notrce perioC is given after the list of ctairns and

objections has been posted on the websrle of CEO and after notice has been

duly served on the applicant/ob.lector

c Whether notices are properly served?

* Whether a printed hard copy of the list of applications received pollrng stations

wise has been given by the Electoral Registration Officer to everv recognized

political party.

r-. Seven clear days notice is to be deemed to have started only after the

application becomes visible on the website of the CEO and hard copy of the list

of applicants has been given to the recognized political parties, whichever rs

later.

Whether reasonable opportunity of being heard is being given in all cases?

All cases of additions/deletions must be cross verified by AERO or equivalent

officer if they fall in any of the following categories.-

{'1) Defetions in polling stations where the numbe!'of deletions exceed 2oio of the

total electors in the voters list of the polling stations.

(2) Deletions where the same person is the objector in more than 5 cases.

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t3) Additions are more than 4olo

(4) All deletions for reason of death should be done on the basis of Deathcertificate issued by the Registrar of Births and Deaths or by local bodres.sarpanch' ward Member etc. or on the basrs of Form z filled by some closerelatives. iriends, neighbors etc or on tlre basis of staiements of nerghboursetc recorded by the rnquiiy officeriFLO, aboul the death of the person

i-, Whether proper record of all cases is being kept?c Have any names where EPlcs have already been made deleted from the rolls

These recorcis should be re-verifre,J to see that there was due service of noticeand reasonable opportunity of hearing was given.

c Whether the applicanls are being comrnunicated in writrng and on SMS the oroerof the ERO on their applications

In border areas possibility of double enroliment in both the drstricts should be checkeoIn cases of inclusions of voters in the age group beyond 20 years, rt should be checkedwhether the voter has given his previous address, urhere he/she was enrolled earlrer.

whether de-duplication has been done. Care should be taken that no deletions shouldbe done only on the basis of computer de-duplieation. Computer de-duplicatron softwareonly throws up possible duplicates which should be verified in the fietd. Deletion shoutdbe done only after following the statutory provisions of notrce and hearinoCheck the process of making and distribufron of EplCs.

Check the quality of photographs in the roits.

' How effective !s the mufti-media campaign? Has there been significant increase In youngvoters?

Holv effective is the public grievance management system?

Checklist for Third Visit of ER Ob

iThe Report of thir-d vrsit should answer all the questions grven below tn detatl

mention corrective action taker: if any)

. Whether the working copies have been vertfiecj by the BLOs on every page?

. Whether data entry has been done properly?

n Have arrangements been made for supply of finally published rolls to the recognized

political parties?

, Have all complaints been inquired inlo and action taken on them before finalizing the

roll?

. Has statistical analysis in formats 1 to 8 been done before final publicatton and have

rolls been found to be healthy in all respects?

. Whether PDFs have been made for printing of rolls?

r Whether arrangements have been nrade for finai publication of rolls rn the polltng

stations, ERO offices, DEO offices' and website of CEO?

r Has an assessment been done of the work of BLOs. and ELOs ideniified for prizes to

be give on the NationalVoters' DaY?

I Whether arrangements have been made for prtnting of EPIC of ali newly enrolled

voters and distribution of EPIC to newly enrolled voters on the National Voters Day

(NVD) at everY Polling station?

" Have arrangements been made for holding NVD function in every polling station on

25th January

rHavearrangementsbeenmadeforholdingNVDfunctlonattheTahsi|anddistrict

headquarters"

r Have all newly enrolled voters been informed that they will be felicrtated and given

EPIC on the NVD at their respective polling stations?

r Have arrangements for proper documentation of NVD been made in the drstrict"

r Did fina| pubtication of rol|s happen on time in the district?

. As soon as the final publication of the electoral rolls is done, has the polling stations

wise pdf of the electoral roll along with the new supplements become available on

the website of the CEO?

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