Election Forms Guide: Presiding Officer Forms Guide: Which Election Document Goes in Which Cover?
Election Forms Guide: Maintaining transparency and neutrality in the democratic framework heavily relies on the presiding officers during an election. The Election Commission mandates strict guidelines for accurately filling out numerous forms and submitting them in the correct designated covers at the polling station. Polling personnel often face confusion regarding which document goes into the white packet and which belongs in the yellow cover. Below is a simplified breakdown of this crucial documentation process.
Crucial EVM Documents and the First Packet
The most vital document on polling day is Form 17-C or the Ballot Paper Account. This form holds the complete tally of cast votes and paper seal details; a copy of this must be handed over to the polling agents. Along with Form 17-C, the first three segments of the Presiding Officer’s Report namely the mock poll certificate (Part 1), control unit battery replacement details (Part 2), and the final close report (Part 3) must be securely sealed in the first white packet, known as the EVM Papers cover. However, if an EVM malfunctions, Parts 4 and 5 are handed directly to the Sector Officer.
Components of the Scrutiny Cover (Second Packet)
To verify the day’s proceedings, the second packet or the Scrutiny Cover plays an indispensable role. All significant events during the poll are logged in the Presiding Officer’s Diary. This diary, along with the primary voter register Form 17-A managed by the second polling officer, the signed visit sheet from election observers, and Form 14-A for blind or infirm voters, must be placed inside this scrutiny cover. The ASD (Absent, Shifted, Deleted) voter list is also an essential component of this packet.
Special Voting Scenarios and Non-Statutory Covers
Unexpected situations often arise inside a polling booth. If a voter demands a test vote or if a challenged vote occurs, the respective receipts and lists, along with the four part Declaration of the Presiding Officer (pre-poll, machine change, post-poll, and post-sealing), go into the yellow fourth packet, also called the Non-Statutory Cover. Meanwhile, Tender Votes (Form 17B) are kept strictly in the third white packet, which is the Statutory Cover.
Additional Precautions and Cancelled Forms
Any form or document that remains unused on election day must never be discarded carelessly. It is mandatory to cross them out diagonally, mark them as cancelled, and return them securely inside their respective designated covers.
