Section 5 in Guidelines for Voting through postal ballot by Absentee Voters in the category of Senior Citizens, PwDs and Covid-19 suspect or affected persons
5. Visits of Polling Officials, briefing of electors and collection of marked ballot papers: -
(5.1) Separate teams of poll officers, comprising two officials out of which at least one should be not below the rank/level of the official appointed as polling officer for Polling Station in the State, should be appointed for the purpose. A micro observer should also accompany the teams of Poll officers.(5.2) Number of teams of Poll Officers to be appointed would depend on the number of Absentee Voters in the constituency to whom postal ballot papers have been issued.(5.3) The team of poll officers shall visit the electors at the address mentioned in their application in Form 12D for facilitating their voting by postal ballot paper.(5.4) The electors will be intimated, in advance, about the date and approximate time of visit of poll officers. Such intimation may be given through SMS on the mobile phone number wherever the same has been mentioned in the application in Form-12D. In other cases, the intimation may be given bypost and /or through the BLO.(5.5) If the elector is not present at the given address at the first visit, the team shall pay a second visit after leaving intimation about the time of second visit. If the elector is not present even at the second visit, no further visit or action is required in his/her case.(5.6) The candidates shall be informed about the schedule of visit for the delivery and collection of postal ballots for this category. They may, if desired, depute their authorized representatives (including BLAs), with prior intimation to the Returning Officer, to watch the process.(5.7) The list of AVSCs, AVPDs and AVCOs shall be divided for distribution among the different teams of Poll Officers in such manner that each team gets a list of persons in geographically compact area.(5.8) The visiting poll officers shall ascertain the identity of the elector before issuing postal ballot paper.(5.9) Name of elector and the document produced for identification shall also be entered in a register (annexed as annexure-2) to be maintained for the purpose, and signature/thumb impression of the elector obtained therein. Further, a tick mark shall be placed against the name of the elector in the list of AVSC, AVPD and AVCO to indicate that the person has voted. The counterfoil with the serial number and part number of elector duly filled up shall be got detached and kept in safe custody by the team.(5.10)It shall be the responsibility of each team of pollofficers to (a) issue postal ballot to each of the Absentee Voters assigned to it, (b) brief the elector about the procedure to be followed for voting through postal ballot, (c) make sure that the elector votes without anyone influencing his/her choice, and ensuring the secrecy of voting, all activities at the address of the elector concerned. However, if any elector is not able to cast vote by himself due to blindness or physical infirmity, he/she shall be allowed to take the assistance of any adult person for casting vote. In this matter, all the provisions of Rule 49N of Conduct of Elections Rules,1961 will be applicable the companion has to give declaration in the Form prescribed by the Commission and Poll officers shall keep a record of such cases in Form 14A, assistance of polling agents or candidates or prohibited parties may not be taken. The companion should keep the vote secret and he/she can be acted as the companion of only one elector.(5.11) While briefing the electors about the procedure of voting and formalities to be observed on their part, the polling official shall clearly explain the following points to them:-(a)making the declaration in Form 13A and getting it attested by the poll officer himself,(b)entering the serial number of postal ballot paper, both on Form 13A and on the smaller envelope (Form 13B),(c)manner of marking vote, 1.6 by placing either cross mark or tick mark against the name of the candidate of choice,(d)folding and placing the marked ballot in the smaller envelope and closing the envelope,(e)Placing the declaration in Form 13A, duly filled up, signed and attested along with closed envelope (Form 13B) containing the marked ballot paper inside the larger envelope (Form 13C),(f)Closing the larger envelope and handing over the same to the poll officer(5.12) Poll officer is authorized to attest the declaration in Form 13A in the case of AVSC, AVPD and AVCO. While attesting the declaration, the poll officer shall write his full name and also the designation ‘poll officer’. In the case of a COVID affected person on treatment in Hospital, the Medical Officer attending to the person also authorised to attest the declaration.(5.13) After vote is cast on postal ballot and the envelope in Form 13C is ready, the Poll Officers will collect the same.(5.14) Each team of poll officers should be provided with the list of AVSC, AVPD and AVCO electors, adequate number of postal ballot papers, envelopes, pen, ink-pad (for thumb impression wherever required), glue stick for closing the envelopes, a sufficiently big canvas bag for keeping the envelopes of polled ballots and the counterfoils safely and other essential stationeries that may be considered necessary.(5.15) Police Security cover shall be provided to the poll officers for their visits. Arrangement for videography of the proceedings at the address of AVSC/ AVPD/AVCO should also be made. For this purpose, a videographer should accompany the poll officers. It shall be ensured that the secrecy of vote is not violated while carrying out the videography exercise.(5.16) Visits by teams of poll officers to the address of AVSC, AVPD and AVCO electors should be planned in such a way that the same is completed one day prior to the date fixed for poll in the constituency. For instance, if poll is scheduled for 107 of Month, the postal voting for AVSC, AVPD and AVCO should be completed by 97 of that Month.(5.17) For the poll officers deputed to AVCO electors appropriate protection equipment including PPE kit shall be provided. This should be done in consultation with the Nodal Health Officer for AVCOs.
