Guidance note: reporting on the administration of scheduled European, localand mayoral electionson 22May 2014 - data collection and feedback

Purpose

  1. The purpose of this guidance note is to provide information about the Commission’s requirements for the return of election data for thescheduled European, localand mayoral elections on 22 May 2014. This includes what must be returned, where to find the forms to be returned and where to return completed forms. It also sets out requests for feedback on the experience of administering the elections.

Background

  1. There is one new category in both Form R and Form K. This is the only change from the data requested following the May polls last year and the European parliamentary elections in 2009.
  1. We willcontact electoral software suppliers to inform them of this data request.
  1. We recognise that this is a very busy time for electoral staff, but it is important that our report on these elections and any recommendations we make are based on robust information. We are grateful for the assistance given to us by Returning Officers, Electoral Registration Officers and their staff.
  1. Please ensure that you make arrangements for the data and forms to be returned by the deadlines, particularly if the person responsible for returning them will be away when the returns are due.

Data to be returned

  1. Returning Officers[1] should return the following:
  1. Declaration of result of poll
  • European parliamentaryelections

Please return a copy of the Declaration of Result of Poll for your local authority:

­the total number of votes cast for each registered political party and candidate

­the total size of the electorate

­and a breakdown of ballot papers rejected at the count by reasons for rejection, e.g. want of official mark, etc.

  • Local elections

Please return a copy of the Declaration of Result of Poll for each ward / division (as appropriate) in which elections take place. This should include:

­the full name of each candidate

­their party name /description (if applicable)

­the number of votes polled for each candidate

­the total electorate for the ward/division

­and a breakdown of ballot papers rejected at the count by reasons for rejection, e.g. want of official mark, etc.

In the case of any wards/divisions which are uncontested, the total electorate for the ward/division and a copy of the notice of persons elected at an uncontested election should be returned.

  • Mayoral elections

Please return a copy of the Declaration of Result of Poll to the contractor for your whole local area. This should include:

­the full name of each candidate

­their party name /description (if applicable)

­the number of votes polled for each candidate

­the total electorate for the local authority

­and a breakdown of ballot papers rejected at the count by reasons for rejection, e.g. want of official mark, etc.

  1. European parliamentary elections: Form R - Statement as to postal ballot papers

There is one new category on Form R from the 2009 European Parliamentary elections: ‘Total number of ballot papers cancelled under paragraph 54/A’.

You should use the guidance on completing Form R which is included on the first tab of the form.

  • European Parliament elections

Please complete and return ONE Form R for your local authority.

  • Additional data form.

A form for additional electoral data is set out in the same Excel file as Form R.

Please complete and return ONE additional data form for the whole local authority area.

  1. Local elections: Form K - Statement as to postal ballot papers

There isone new categories on Form K this year: ‘Total number of ballot papers cancelled under paragraph 78/A’.

You should use the guidance on completing Form K which is included on the first tab of the form.

  • Local elections

Please complete and returnONE Form K for everydivision or ward which has elections.

  • Mayoral elections

Please complete and returnONE Form K for the whole local authority area.

  • Additional data form –all elections.

A form for additional electoral data is set out in the same Excel file as Form K.

Please complete and return ONE additional data form for the whole local authority area.

Return details and deadline for return of electoral data

  1. As in previous years,the Elections Centre at the University of Plymouth will collect the Form K (statement as to postal ballots), Form R, declaration of result of poll and additional electoral data on our behalf. You should send the data direct to themand not to the Commission.
  1. Please return your forms to the contractoras soon as possible and no later than Friday 13 June 2014.However, please note that form K and form R must not be returnedearlier than Monday 2June 2014. Please return your forms as follows:

Preferably by email to:

Otherwise by post to:

Brian Cheal

Elections Centre

University of Plymouth

PLYMOUTH

PL4 8AA

  1. Where the return of data is statutory you will have fulfilled your duty by returning it to the contractor and youdo not need to return this data to the Commission directly.

Links to forms and guidance

  1. You can find the relevant data return formson our May 2014European Parliamentary andlocal elections webpage in the resources sectionunder ‘Part F: After the declaration of results’.

Contact

  1. If you have any queries, please contact your local Commission office.

Annex A – Data to be collected

Data requirement / Regional Returning Officer / Electoral Registration Officers / Local Returning Officers / Local Government Returning Officers
A copy of Form R - data relating to postal ballots at the European Parliamentary Elections / x / x /  / x
A copy of Form K - data relating to postal ballots at the Local Government elections. / x / x / x / 
A copy of the Declaration of result of the local government poll including total electorate figures. (We will not collect data from local government by elections in Scotland and Wales) / x / x / x / 
A copy of the Declaration of the local result of poll at the European Parliamentary election including total electorate figures and statement of rejected ballot papers. / x / x /  / x
Information on absent vote identifiers including number of waivers granted, method of verification and reasons for rejection. / x /  /  / 
The number of proxy and emergency proxies appointed. / x /  / x / x
The number of electors added to the register between the ‘old’ and ‘new’ deadlines for registration[2] / x /  / x / x

Returning Officer feedback forms

  1. We welcome feedback from Returning Officers, Electoral Registration Officers and electoral administrators on your experience of administering the elections.
  1. Please complete the online survey availablehere in English,or here in Welsh as soon as possible and by no later than Friday 13 June.
  1. If you have any queries regarding this form, please contact:

Scotland

Nick Dishon – Senior Electoral Practice and Performance Officer, Scotland

0131 225 0208

Wales

Joanne Nelson – Senior Electoral Practice and Performance Officer, Wales 029 2034 6803

England

Emma Noyes – Research Officer

020 7271 0617

Commission materials feedback form

  1. A form for feedback on the Commission’s guidance products is available via an online questionnaire.
  1. Please complete the online survey available here in English, or here in Welshas soon as possible and by no later than Friday 13 June.
  1. You can find the relevant data return forms and feedback forms on our European Parliamentary elections webpage in the resources section under ‘Part F: After the declaration of results’.
  1. If you have any queries, please contact your local Commission office

[1] Please see Table in Annex A for details..

[2] This was not requested in our original circular but we are likely to request it, with the dates specified, in our final circular.