31 December 2008

Best Wishes for a Successful 2009

I wish all election officials my best wishes for a New Year 2009. 
We all know that the General Lok Sabha Elections are due in the first half of 2009. This calls for meticulous planning and rigorous implementation at all levels and I wish everybody a success in this regard.

In particular, I'd like everybody to take a stock of actions to be done in respect of:

1. Accurate Electoral Rolls
2. Helpful citizen interfaces
3. 100% EPIC and Photo Coverage
4. Communication Network
5. Polling Personnel
6. IT and Personnel Infrastructure

- Debashis Sen
31.12.2008

4 December 2008

Stop EPIC Campaign and PEC Operation on 15.12.08

We must ensure that all photos taken are featured properly in the photo rolls to be finally published on 10.1.2008
This is mandatory.
To allow for minimum time required for data back up, image linking and image back up, sending to CEO Office through CD (see time schedule in my earlier blog) it must be ensured that we suspend PEC operations on 15.12.08.
It may be necessary to keep the PECs closed from 16.12.08 to 31.1.2009.

21 November 2008

Guidelines for Decentralised EPIC Campaign Released

Based on the feedback received in the earlier blog post, we've released the official guidelines today vide our no. 318 (19) dt 21.11.2008.
Clarifications may be sought on this blog. The main features, in informal terms, are as follows:-
(1) The PEC will be in charge of an OC(PEC) who may or may not be the OC(Election) of the subdivision / sadar. He will especially oversee image merging operations through the technical hands and ensure that no images are lost.
(2) PEC/ camera / data entry / photo-scan staff will be engaged, if required, on a piece rate basis. No mandays will be allowed. For example, Re.0.50 p for every image captured on CD with image-elector linkage etc. For example, Re. x for data entry of each record consisting of Bengali and English versions.
(3) Use after-evening house-to-house visit or cluster of booths depending on circumstances. Objective: 100% EPIC coverage, 100% image coverage.
(4) Timelines:-
  • 25.11.08 to 15.12.08 : Off-site EPIC Campaign. Images to be merged in PEC. Scanned images to be also merged in PEC.
  • 20.12.08: All image back-up from all merged images in PECs to be sent to CEO in CDs before this date. Remember, 20.12.08 is a Saturday and we'll keep our office open to receive the CDs from each District.
  • 15.12.08 to 26.1208: Data entry in both languages at subdivisions
  • 29.12.08: Last date of receipt of data CDs at CEO office
  • 5.1.09: Target for handing over .pdf CDs from Kolkata SLA to DEOs. (This date is not indicated in the GO. Note that .pdf CDs will be done centrally in Kolkata. So last date for sending data CD will not be extended)
  • Printing of hard copies at districts from CDs obtained from Kolkata SLA.

19 November 2008

New decentralised methodoly for EPIC Campaign: Comments Invited

In another blog, I've told all to take initiative to go towards 100% EPIC coverage before FP.
I wish to propose the following course of action by all districts; this is NOT final - and I'd invite comments and suggestions from districts before we issue a uniform guideline:-

1. PECs are already working.
2. Get off-site camera-teams and ERO-teams and go out house-to-house or booth-to-booth. Capture photos of non-image electors contained in draft roll*. Use govt digital cameras. Use block/ ERO staff. Hire camera if so needed. A per-photo charge may be paid to the person who takes the photos and maintains the image-elector link.
3. All such images be loaded to PEC computer at periodic intervals, whenever the camera's memory is close to full; uploading to PEC camera is preferred in late afternoon/ evening to avoid rush.
4. Print-outs of EPICs be obtained in PEC. After affixing hologram and laminating, EPICs may be kept for distribution.
5. Distribution may be done preferably from PEC. Once EPICs are ready, individual electors may be intimated to collect the EPICs.

This way, we don't have to wait for special EPIC campaigns in last week of Dec 08. The last week of Dec will be used only for photographing first-time-electors who find their names in the manuscript.

So, what do you think?

-CEO


* except those who may have submitted photos at booth with Form-8/001C; their verbal statements should be OK.

12 November 2008

Take specimen spelling in both languages on form 6 and 001C etc

In EPICs, names are spelt in both English and Bengali/Hindi/Nepali. In Form 6, there is no option of indicating the spelling of name in an alternative language. 

So, it is suggested that while taking applications in Form 6 and/or 001C, specimen spelling of the applicant's name may be taken on a blank portion of the Form itself. This will be useful while doing data-entry. 

This can also be done at the hearing stage  - for those who are called for hearing.

11 November 2008

BLA - BLO meeting to start at 12 noon at all booths on 16th and 23rd Nov 2008

I have, in an earlier blog, indicated the broad procedure for holding the BLO-BLA meeting. I now advise that the time of this meeting may be fixed everywhere to be 12 noon.  DEOs may inform all political parties entitled to depute BLAs as well as BLOs / DOs / AEROs and EROs.

I would also suggest that DEO / DM may move SP / KP(for Kolkata) to alert local Police Stations so as to keep an eye on the happenings at booths during the 16th / 23rd Nov BLO-BLA meetings.

25th , not 24th Nov is the last date of Claims and Objections

The Election Commission has informed that the period for filing Claims and Objections shall be 10 to 25 Nov 2008 instead of what it was earlier. In other words, there is a one-day extension. Reasons, we understand, are technical. 
DEOs may inform all DOs/ BLOs/ AEROss/ EROs and Political Parties.

6/7/8/8AForms to be received also on 16th and 23rd November 2008

Few DEOs have been enquiring as to whether DOs will sit at booths and accept forms etc on 16/23 Nov (Sundays). The answer is YES.

4 November 2008

How will BLOs conduct the meetings with BLAs on 16th and 23rd Nov?

1. BLO will admit BLA based on his appointment letter given by the "authorised signatory" of the District's Political Party. He will compare the signatures based on list furnished by ERO.
2. BLAs will be allowed to go through the lists and propose corrections. Remember, no inclusions can be suggested since inclusions are to be dealt with only through the Form 6 route.
3. On 16th Nov, BLAs can give details of dead & shifted voters based on the draft electoral roll 2009. BLAs can suggest photo / sex mismatch.
4. BLO will draw up proceedings and get it signed by all BLAs present. Efforts may be made to give instant copies to all participating BLAs so that there is no confusion on the recommendations of the BLAs at any later stage.
5. Before 22nd Nov, BLO must enquire on the highlighted cases. He may serve deletion notices if on visit/enquiry, the alleged dead/shifted person is not an ordinary resident. If the person is present, a statement signed by him and witnessed by a neighbour may be kept on record. For corrections, Form 8 may be got signed by the person who is being visited by the BLO.
6. On 23rd Nov, the BLO must explain his findings to the BLAs - case by case. Any further disagreement must be brought to the knowledge of ERO/AERO.
7. BLO to get proceedings drawn up and signed by all BLAs. Copies to BLAs.
8. Suggestions of BLAs on the top page (eg, name of thana / name of PS / PIN Code etc) to be clearly noted and transmitted to ERO for Control Table corrections by Agency.

All efforts for 100% EPIC & Image Coverage : Meeting in Delhi

I attended a meeting with ECI in Delhi yesterday (3.11.08)
Commission wants all, repeat ALL, electors to have EPIC and to have their images on the roll.
So, all-out efforts need to be initiated accordingly.
Some examples:-

(1) We will remain open on Saturday the 8.11.08 at Kolkata. We will keep the data for PEC for all districts. All districts must send a representative to collect it by Saturday (in consultation with Jt CEO-II Shri S.Ghosh). As informed to State Level Political Parties, PECs must start functioning by 10.11.08
(2) If there is a long queue in any PEC, additional computer/ camera/ manpower must be mobilised. Responsible officer must be deputed to streamline waiting electors (e.g., by issuing "waiting slips" or announcing opening of extra counters etc).
(3) Make prominent notices in booths that if someone wants, he can submit photographs alongwith Form 8 and 001C to DO at the booths.
(4) Issue notices to non-image / non-EPIC electors for possible deletions. Format to be approved by ERO.
(5) Think about the December 08 (after disposal of C&O) EPIC campaign and plan properly.
(6) Plan and innovate. Remember, 100% means 100%. 
-CEO

1 November 2008

Salient Points of Video Conference of 1.11.08

1. Follow this blog & email regularly. Remember SMS Info Service No. 94336-33333

2. BLO to be given duty in booth where he is enrolled. DO and BLO are to be different persons

3. Appointment of BLAs may be on lines of appoinment of Polling Agents. Names of persons, along with specimen signature,  authorised to issue appointments to BLAs to be given by District Party  to ERO concerned by 10.11.08 (for 282 ACs) and by 15.12.08 (for 12 ACs).  A suggested proforma is as follows:-
Appointment of Booth Level Agent / I, ....., an authorised office bearer of ....(recognised political party) do hereby appoint.... (Name, address) having EPIC bearing no.... as a Booth Level Agent to attend Polling Station No.....at..........(Name of Polling Station).//.................Signature of Office Bearer//I agree to act as such Booth Level Agent.......................Signature of BLA./Date

4. Proposal for Addl AEROs (hearing) by 7.11.08

5. CD containing details of BLOs & DOs including address, designation and parts assigned to CEO office by 6.11.08

6. PEC to operate from 10.11.08. EPIC Campaign to operate in last week of December 08. Optional photographs will be accepted by DO with Form 6 or 8 and 001C.

7. Polling personnel database to be started with EPIC number and Electoral details (AC no., Part no., Serial no.) from GOI and GOWB offices and PSUs. Database for retired GOWB/GOI offices/PSUs to be built up in computer.

8. Service voter additional village details by 15.11.08

9. After inclusion of shifted voter, the ERO of new place will be responsible for ensuring that name is deleted from earlier place.

10. No new EPIC or photography of shifted elector whose photo appears in roll at previous place.

11. Priority for 100% EPIC coverage.

12. Priority for 100% bogus or duplicate name removal.

13. Factual details of repoll cases of 2004 Lok Sabha and 2008 Panchayat polls to be sent by DMs to CEO.

- CEO, WB
1.11.2008





24 October 2008

Video Conference with all DMs and DEOs on 1.11.2008

I'll hold a Video Conference with all DMs/DEOs on 1st Nov 2008 (Saturday) at 11 am regarding the Special Summary Revision of Rolls scheduled to be published on 10.11.2008. 

Before that, I'll hold a State Level meeting of Political Parties in Kolkata on 31.10.08 AN. DEOs, on their part, may schedule district level political party meetings soon thereafter.

In the VC of 1.11.2008, along with DM, all SDOs, ADM(E), OC(District-Election) and others may attend. Formal intimation follows.

-CEO

(PS: Because 1.11.2008 is a Saturday, all technical personnel required for the VC may be intimated in advance by DM to be present)  

22 October 2008

Order of Chief Secretary for release of Staff for SRER2009 issued

Chief Secretary, in his order bearing no. 2455-Home(Elec) dt 21.10.2008 has advised all departments to spare staff from govt offices/institutions etc for the ensuing revision of rolls starting on 10.11.2008.

The memo is being circulated.

20 October 2008

BLO to be assigned his residential part.

I quote from ECI's instruction no. 23/2008/ERS dated 3.10.08:

"9.2: BLO should be identified from the electoral roll itself; i.e. BLO should be residing in the area which would be BLO's jurisdiction. This will facilitate off-hour work by the BLOs"


All DEOs/EROs may taken action accordingly.

15 October 2008

Schedule for SRER 2009

Special Summary Revision wrt 1.1.2009 as qualifying date will be held as per the following schedule, as per ECI's directive dated 11.10.08:

Draft Publication: 10.11.2008
Period for Filing Claims & Objections: 10.11.08 - 24.11.2008
Photography of Residual and New Electors at DPLs: 10.11.08 - 10.12.08
Reading of Rolls: 13.11.08 & 16.11.08
Special Campaign with Booth Level Agents of Political Parties: 16.11.2008 & 23.11.2008
Last date of disposal of Claims & Objections: 24.12.2008
FP: 10.1.2009

- CEO

29 September 2008

Draft Publication with 1.1.2009 as Qualifying Date likely* in 1 Nov 08 or soon thereafter

Because of the Puja holidays offices would be closed for a few days. Even before, I would advise all concerned to make preparatory arrangements for possible Draft Publication of Electoral Rolls with 1.1.2009 as the qualifying date with 1 Nov 2008 as the target date. I must make it clear that Commission's orders are not issued as of date but I expect the exact dates to be announced shortly.

We've advised M/s WTL to give pdf by 22.10.08. Planning for matching arrangements regarding appointment of  DOs, printing of copies etc may be made in advance by all DEOs.

-CEO

26 September 2008

Deletion of Shifted Electors from Old AC: New ERO is Responsible

Extracts from ECI's instruction no. 23/ID/2008/ERS dated 18.9.2008 :

" ..after inclusion of the name in the new place, it shall be the responsibility of the ERO of this new place to get the applicant's name deleted from the earlier place.."

All to please note carefully.

-CEO

25 September 2008

Bulk Applications by Volunteers Under Continuous Updation

Under continuous updation i.e. after FP and before next DP (for example as of today) a Volunteer can collect forms 6,7,8,8A of applicants in the same part where he himself is enrolled and has an EPIC. 
  The Volunteer will have to submit the forms under a formatted letter called "Format for submitting applications in bulk".
  All EROs / AEROs to be sensitised.

- CEO
25.9.08

24 September 2008

Post-Final-Publication Scrutiny

There are three things to do:-
(1) Part 27 Checking
(2) Large suo-motu inclusion checking
and
(3) No deletion checking.
..............
Take part 27 of each AC as per FP roll on 18.1.08. Check all inclusions and deletions till FP on 22.9.08. (Of course, the number 27 will now be having a different number in the post-delimited 22-9-08 rolls).
.......................................
Certain ACs in most districts have large (say, >100) suo-motu inclusions in the FP rolls of 22-9-08. We want to know why.
........................................
Certain ACs in some districts show Zero deletions in FP rolls. Isn't anyone dying? Isn't anyone shifting? We want a comparative analysis, keeping trends in neighbouring ACs and Districts in view.

19 September 2008

Approval for Final Publication of Rolls on 22.9.08 given by Commission

We've received the formal approval of the Commission to go ahead with our Final Publication of Rolls on 22.9.08.
-CEO

15 September 2008

No FP to be done without Commission's Prior Approval

The targetted date of Final Publication, as we know, is 22.9.08. This is even printed in the Front Page of the .pdf . But Commission's written instructions now make it very clear that no publication can be made without its prior written approval. And for this, CEO's office is to send certain data-analysis tables in formats 1-9.
While we are trying for getting approval on time, all EROs/DEOs may please note that no formal publication or distribution to Political Parties may be done unless we give formal clearance as per Commission's instructions.
-CEO

11 September 2008

Changed procedure for data-back-up CD submission

I'm glad to observe that Jalpaiguri has posted an entry in an earlier post of this blog that they have finished cutting the pdf CD and handed over these to printing vendor.
As I've advised Jalpaiguri, there will be a minor change in the procedure of data-backup-CD submission from what we decided on the meeting of 4.9.08 at Kolkata.
Now these data back-up-CDs will be collected by DEOs from WTL Vendors and sent to our office in one lot through a competent person. The data-back-up CD will be prepared as soon as pdf is prepared and given out to printing vendor. The target date for sending these back-up CDs is 16.9.2008
-CEO

10 September 2008

Supplements for Service Voters

In July 2008, the Commission asked for database for Service Voters as per Delimited ACs.
While many have furnished the data, the supplements for Service Voters as per Delimited ACs have not been received from the following districts:
North 24-Paraganas, South 24-Paragans, Uttar Dinajpur, Purulia, Kolkata (Ist LAC + Jessop).

Defaulting districts may please send the data immediately.
-CEO

9 September 2008

Alert on Manuscript Submission

On 4.9.08, all districts agreed that latest by Monday (i.e., by 8.9.08) all manuscripts would be handed over to WTL at the districts. They would finish entering into the computers very quickly and thereafter give print-outs to EROs for checking. EROs will have to check it and correct errors if any. This is VERY important. We don't want to have any errors in the first ever FP roll under the new Delimitation regime.
My feedback indicates that few districts are lagging behind. While Malda, Dakshin Dinajpur, Murshidabad, Nadia, Howrah, Hoogly, Purba Midnapore, Purulia, Bankura, Burdwan and Birbhum have done well and have already handed over their manuscripts, other like CoochBehar, Jalpaiguri, Darjeeling, Uttar Dinajpur, North 24-Paraganas, South 24-Paragans, Paschim Midnapore and Kolkata are lagging behind and need to speed up. I'll talk to DEOs of these districts soon to review.
-CEO, WB

4 September 2008

What did we discuss in today's (4.9.08) meeting?

We decided that:-
(1) Physical verification of EVMs will be done by Sep 08 and report sent in prescribed proforma
(2) Report on SRER-II-08 in Form 04 will be sent by 8.9.08, Monday
(3) Pdf for FP will be "cut" by 15.9.08 and data CD sent to WTL in Kolkata by 15.9.09
(4) SMS Information system with 94336-33333 will be launched on 5.9.08; EROs will consult the CD that was handed over to the district in the meeting for correcting Errors in EPIC numbers
(5) Computerised proforma on Disciplinary Actions leading to Police Cases will be maintained in district.
(6) Assessment of police deployed in 2004 Lok Sabha elections will be reviewed by DM and informed to me.
-CEO
4.9.08

27 August 2008

Meeting with ADM(E) and OC(EVM) at Kolkata on 4.9.2008

As requested by few districts, we agree to extend last date of handing over manuscripts to SLA at sub-divisions to 3.9.2008 from 28.8.2008.
However, please stick to this deadline and I'll review in the meeting on 4.9.2008.
Also, please bring Disposal Report on this SRER-II (in form 04) in the meeting.
-CEO

22 August 2008

Date of Final Publication extended

Commission has agreed to extend the date of Final Publication of SRER-II 2008 to 22.9.2008 instead of 15.9.2008.

20 August 2008

Grades to DEOs on Quality Control

Based on the quality of Quality Control Reports received till 19.8.2008 AN (last date was 18.8.2008, remember), I'd grade the DEOs as follows:-
Grade A+
South 24-Paraganas, Paschim Midnapore, Nadia, Purulia, CoochBehar and Hoogly
Grade A
Burdwan, Dakshin Dinajpur and Murshidabad
Grade B
Bankura, Birbhum, Darjeeling, Uttar Dinajpur, North 24-Paraganas and Purba Midnapore
Grade C
Jalpaiguri
Grade D *
Howrah, Malda and Kolkata
(* No reports)
-CEO,WB

19 August 2008

Trial SMS Information System - Feedback Please

For 3 days from 18.8.2008, a trial version of an SMS information system has been launched. I'd request all Election Managers to try this out and give feedback on errors or otherwise, before we launch it publicly:-
- Write out the EPIC Number in the message text ABC1234567
- Send it to 94336-33333
You should get a return SMS showing the AC No & Name, Part No., Voter Sl No., Polling Booth Address.

13 August 2008

Guidelines on Manuscripts Issued

An 8-page guideline on manuscripts (including Action Plan and Quality Control) has been issued vide no. 2002-Home(Elec) dt 12.8.2008.
All EROs/AEROs may see it.

11 August 2008

Action Plan

Since the date of FP is not changing, the further action plan will be as follows:
-Data Entry Set Up by WTL at SubDivn Level: By 18.8.2008
-Handing over of DO's Copy of Rolls to local WTL Vendor with indication of photos to be removed on account of mismatched or repeated photos: By 18.8.2008
-Works relating to correction of Control Table, Language Correction, Image Removal, Rectification of Works relating to wrong part-assignment of electors: By 22.8.08
- Handing over manuscripts against forms 6,7,8,8A by EROs to local WTL: By 28.8.2008
- Handing over checklists to EROs by local WTL Vendor: By 5.9.2008
- Return of Corrected Checklist to WTL Vendor by ERO: By 8.9.2008
- Handing Over Final Supplement (including Front Page) by WTL Vendor to ERO: By 12.9.2008
- Printing and Final Publication by ERO (Subject to Commission Approval): On 15.9.2008

10 August 2008

Write your observations on Quality Checking in this Blog

DM Nadia, OC Election Howrah, OC Election Bankura and others are writing their personal experiences and observations on Quality Checkings done by them, in this blog. See "Comments" under the previous Blog Post. Startling revelations are coming to light: for example, DM Nadia tells me that there are two parts without any images (Photo rolls without photos!) .
-I call upon all Election Managers to join the Quality Check Drive, read others' comments and add your own for all to see.
--CEO,WB
PS: I don't know if all election managers know that we've released on 31.7.08 a book called "Electoral Registration - A Quick Reference for all Election Managers". This is being sent to all DEOs, EROs, AEROs etc. In case anyone wants to collect it from our office, we'd be happy to hand over a copy.

8 August 2008

Hints on quality checking as per GO No. 195

I went to booth 27 of 158-Kolkata(Port) yesterday (7.8.08) afternoon for a Quality Control Check for obvious errors. Few hints:-
1. Mentally prepare yourself that it'll take long (It took me 53 minutes; there were 1495 electors)
2. Look at the photo, decide whether it is for Female/Male and then tally with what's printed under "Sex" and "Age" - not vice versa (This is because after the first few hundred or so, the brain gets biased by what's written in text and often the images aren't so good anyway).
3. To pinpoint repeated images, it is wiser to look left-to-right along rows rather than top-to-bottom along columns. (Because that is how the serial number progresses)
4. Take a Red Pen and circle the image and the sex within the same circle on the roll available with the DO. Put a signed remark at the end stating the total rectifications (photo-removal) that has to be done. (I found 24 mismatches).
5. Take a diary along. Note the details. Follow up later with WTL so that errors are indeed rectified by WTL on and from 14.8.08 when they are supposed to install computers and operators at subdivisions.
-Debashis Sen, CEO

6 August 2008

Last Date of Filing Claims & Objections Extended till 14.8.2008

Vide its notification no. 23/WB/2007 dated 5.8.2008, the Election Commission of India has extended the last date of application of Claims and Objections by seven days i.e. up to 14.8.2008.

All EROs, AEROs, DO.s and BLO.s are to be informed immediately regarding this extension AND also about the mandatory quality checks mentioned in our no. 195(19)WBCE/08 dated 5.8.2008.

5 August 2008

Top Priority for Suo-Motu Checking of Rolls

ECI's instruction no. 23/2008/ERS dt 10.7.08 clearly states that EROs and DEOs are responsible for the quality of the rolls. In view of the reports of mistakes in rolls under publication coming to light, DEOs/DMs must make out a special programme involving EROs+AEROs+DOs+BLOs to ensure that obvious mistakes are corrected suo motu and error reports by political parties are attended to very promptly. There should be a 'zero tolerance' to this quality coontrol.
Please note that mismatched photos are to be removed from the rolls. Entries will come under the supplement for "Corrections".
I will expect an "Action Taken Report" from each DM/DEO on ensuring quality control by 14.8.2008

31 July 2008

Dealing with on-line applications made through email

In our website, a facility for on-line applications through e-mail has been just offered. All applications received at CEO's Office will be forwarded to the districts in soft form (CD/email) soon after the last date of filing claims and objections is over. The applications will have to be printed out by the districts and sent to the residence of the applicant through BLOs to obtain the signature of the applicant on the form and also to get supporting documents. Hearing notice will also be served as necessary by BLO when he visits applicant's house. Disposal by ERO/AERO would have to be made in the usual manner within the prescribed period.

30 July 2008

Reports for SRER-II 2008

The mandatory reports for SRER-II 2008, it may be recalled, are as follows:
ID-SR-2008-II-01: Within 3 days from the last date of filing Claims & Objections
ID-SR-2008-II-02: Within 7 days from the last date of filing Claims & Objections
ID-SR-2008-II-04: Within 7 days of disposal of Claims and Objections
ID-SR-2008-II-05 & -06: Within 7 days of Final Publication

29 July 2008

How to deal with Errors, if any, in Front Page ?

I'm receiving few reports that there are some errors in the newly printed Front Pages of the Parts to be published in Draft on 31.7.2008.
Such errors/omissions in description of areas like mouzas, GP, Ward, Street Name etc in the front page/electoral rolls may be corrected in hand and signed by the ERO/AERO before DP and great care has to be taken to ensure that the database is corrected by Data-Entry-Operators during supplement preparation, the idea being that at the time of FP, the corrected front page is printed out automatically.
-CEO

For electors aged 25+, ask for old address & EPIC no.

Whenever an elector shifts his residence and applies in Form 6/8A, the D.O must scrutinise thoroughly to ensure that the complete address of the earlier place of residence AND EPIC no. are mentioned properly.
Application by an applicant above the age of 25 years should not be accepted in case these particulars are not furnished, unless the applicant gives valid reasons and evidence for non-inclusion of his name in the previous years.
(See: ECI no. 23/ID/FUSN/2008 dt 30.6.2008)

26 July 2008

Label / Signage on Old Booth

Due to rationalisation of polling stations, many polling premises may have shifted. Electors may not always know this. During the draft publication beginning on 31.7.08, many electors may go to their old, familiar, pre-shifted booth.
In order to guide them to the new premises where the D.O. would be available, a Notice may be pasted on the OLD building, giving directions for finding the new shifted booth.
Supervisors / AEROs may verify that this has indeed been done by DOs.

21 July 2008

Service Voter Conversion to Delimited ACs

Except for Malda, S-24 Paraganas, Murshidabad, Howrah, Purba Midnapore, Purulia and Bankura, we've not received the data on conversion of existing mother roll of service electors mapped to delimited ACs.
Commission is pressing hard. Data is to be sent to Ministry of Defence.
Remaining districts may please hurry up.

16 July 2008

Pay Attention to Language of Roll

The language of newly delimited rolls to be published on 31.7.08 may be different than what was existing earlier. The Commission's notification has long ago been circulated. But now that printing programme is approaching, each district may double-check with WTL sub-vendor that the languages conform to the new directions. In particular, North-24 Parganas, Kolkata and South 24-Parganas EROs should guard against wrong translation/ transliteration of names of electors.

11 July 2008

Special Preparations for SRER-II 2008

We would publish rolls with delimited ACs and rationalised Polling Stations with 1.1.2008 (NOT 1.1.2009) as the qualifying date on 31.7.2008. The period for submitting claims and objections would be very short, barely seven days - the last date for submitting being 7.8.2008. As such, DOs must be briefed properly to be present in booths from Day 1 (31.7.2008). Plans for holding hearings, whenever necessary, must also be drawn up with care by EROs well ahead since the last date of disposal of Claims and Objections is 22.8.2008. BLOs may also be trained properly as per new instructions of the Commission.
All DEOs and EROs are also expected to keep close liaison with SLA/WTL at Kolkata so that (i) there is no confusion in entering details of R1, R2 and R3 into the computers and (ii) .pdf CDs are promptly taken delivery and action taken for digital printing of the paper copies by the DEOs and/or EROs.
-CEO

4 July 2008

Polling Station List to be Published AFTER Commission's formal approval is received

Today, 4th July is the target date of final publication of the list of polling stations in our state. Our staff went to Delhi few days ago and carried the bunch of proposals and deposited these to the Commission. All their immediate queries were met up.
While I expect a formal clearance shortly, no final publication of polling station lists can be done unless we receive the Election Commission's approval in writing.
-CEO

1 July 2008

De-duplication Verification List with Manuscript

We had given lists of electors (and photos) with identical EPIC numbers for verification by BLOs and report through ERO/DEO.
Reports are now coming in from the districts - but while some districts have correctly included manuscripts along with the verified lists, others have not done so. In absence of a manuscript authenticated by the ERO/AERO, final deletion/photo-removal from the computer database cannot be done.
I advise all districts to send the verified de-duplication lists WITH MANUSCRIPTS immediately.
-CEO

27 June 2008

PSC notifies Asst System Manager: How is district recruitment going?

The Election Commission has recently again indicated that vacant election-related posts be filled up immediately. They have also called for a status report. I had also mentioned about staff recruitment in an earlier blog.
DEO/DMs may please review progress in recruitment.
Just for information, Public Service Commission has notified an advt for Assistant System Managers (66) in Anandabazar dt 21.6.2008. The last date of application is possibly 22.7.2008.

17 June 2008

Ban on Transfer : With Immediate Effect

The Election Commission, in its order dated 16.6.2008, has directed that in order to reconstruct electoral rolls on account of delimitation of constituencies, there would be a ban on transfer of DEOs, EROs, AEROs and BLOs with immediate effect. For exceptional cases, prior approval of the Commission will have to be taken.
This has reference to no. 434/1/2008/ERS dt 16.6.2008 of the Commission
-CEO

Draft Polling Station List Published : But what is the new number of parts in each district?

As scheduled, draft list of polling stations for ALL 294 ACs of the state has been duly published by all DEOs yesterday (16.6.2008).
I'd now like to know by how much the number of parts have increased in each district.
Please post the information in the blog or inform Shri N.K.Sahana,IAS Jt CEO-I over phone:
Name of District:
Number of Parts Prior to Delimitation:
Number of Parts indicated in the Draft List published on 16.6.08
-CEO

13 June 2008

Representative (IT) from each district to come to our office urgently

We have sent guidelines on how to send proposals for polling stations for the delimited constituencies.
Now we want to give pre-printed formats (R-1, R-2, R-3) for correlation of old part-sections to delimited part-sections, after rationalisation of polling stations. This means giving CDs and illustrative specimen formats.
To avoid doubts that may arise, OSD(IT) Shri Somnath De will hand over the CD, guidelines etc to each district to a competent IT-knowing representative of the district.
Each DEO may accordingly depute his representative forthwith to our office at Kolkata.
-CEO

9 June 2008

Special Revision of Rolls : Time Schedule Approved by Commission

The Election Commission of India has directed that the revised programme for Special Revision of Photo-Electoral Rolls consequent upon the Delimitation of Constituencies shall be as follows:-

- Draft Publication of Rolls: 31.7.2008
- Period of Filing Claims and Objections : 31.7.08 to 07.8.08
- Last Date of Disposal of Claims & Objections: 22.08.08
- Final Publication of Photo-Electoral Rolls: 15.09.08

CEO

5 June 2008

FAQs on Polling Station rationalisation (Revised)


I’d posted few FAQs on this blogpage earlier (on 18/02/08). As I’d mentioned in the Video Conference we must drastically modify our earlier approach. But in course of my visit to the districts/ blocks, I find some confusion persists. So here are a few revised latest FAQs:

1. Do we create polling stations if no. of voters exceed 1500 / 1200 / 1000?

- No. There is no 1200 / 1000 limit being applied now. Only the existing ceiling of 1500 continues. BUT, even here, as usual, we’ll make auxillary stations only when polls are declared. So, for existing parts, we don’t create additional parts merely on the ground that the number of electors is more than 1500.

2. Can we create any new Part with more than 1500 or less than 300 electors?

- No. We create new parts and/or polling stations only to ensure that voters of a mouza go to cast their votes in any polling station located physically in their own mouza. But the new part – whether totally new or amalgamated - cannot contain more than 1500 electors or less than 300 electors.

3. What are the other restrictions in creating a new polling station?

- A new polling station building can be set up only on the ground mentioned at (2) above. But the new building should be a govt/ semi govt one, of area 20 sq m or more, have separate doors for entry & exit and not be more than 2 km away from any elector’s home.

4. Do we set up a new polling booth if existing booth is more than 2 kms away from some voters?

- Since it is an existing booth, we don’t plan to interfere now. Perhaps we can look at it next year. However, if there is a serious long-standing issue, DEO can make out a special case with good reasons. It is noteworthy that too many increases in number of booths may land us in problem in finding polling personnel.

5. Can we shift the location of a polling booth?

- Yes. But reasons must be specifically mentioned; for example: (a) to enable villagers to vote in their own village (b) old building does not exist / old building dilapidated / old building in religious place etc

6. Can we amalgamate sections with other parts?

- Yes, without violating 1500 ceiling.

7. Can we split sections?

- Only if it is ABSOLUTELY necessary. Reasons must be very sharp.

8. We were told earlier that no electoral part should have more than one part-mouza: is this still relevant?

- No. Just forget it.

3 June 2008

DMs/DEOs to complete recruitment of Data Entry Operators (for SDOs) by 31.8.08

Please see our GOs dated 28.8.07 and 18.2.07. Following norms, posts of Data Entry Operators are to be filled up through Employment Exchanges. This should be done by August 2008.

The district-wise break-up of vacancies to be so filled up are:
Cbr (5), Jpg (3), Dj (5), UD (2), DD (2), Mlda (3), Msd (6), Nad (4), N-24 (5), S-24 (6), Hwh (3), Hgl (5), WMdp (6), EMdp (6), Pla (4), Bnk (3), Bwn (5), Bbm (4), Ist LAC (1), DLRS (1)

27 May 2008

Commission desires DP on 31.7.2008

After closing the Video Conference today, I got a call from the Commission in Delhi wherein I was told that the Commission desires that we must publish the draft rolls on 31.7.2008 and not on 14.8.2008 as planned earlier.

That leaves us with even less space and time.

-CEO

24 May 2008

Special Draft Publication of Rolls with Delimited ACs and Rationalised Polling Stations on 14.8.2008

I'm just back after meeting the Election Commission in Delhi.
In all other states, draft publication of rolls with Delimited ACs and Rationalised Polling Stations will take place on 30.6.2008. ..But because of our Panchayat elections, Commission has agreed to my request of postponing the date.
So we'll have to do the summary revision draft publication on 14.8.2008. Before that, polling stations have to be rationalised as per revised guidelines. And of course, the publication will be as per new delimitation orders.
We'll discuss during the Video Conference on 27.5.2008 at 11 am.

[Keywords: Continuous updation manuscript - PEC image database - DP of Polling Stations - FP of Polling Station - De-duplication - Draft Publication]

20 May 2008

Video Conference with DMs, SDOs, BDOs etc on 27.5.2008 at 11 am using SIT/ROT

With the approval of CS, I will hold a Video Conference with all DMs, ADM(E)s, SDOs , EROs and BDOs at 11 am on 27.5.2008 (Tuesday). This time I will use the SIT / ROT transmission facility of the Lok Siksha Sanchar (and not the NIC/WBSWAN infrastructure). So DMs and district officers may attend the Transmission Rooms at ZP/DPC etc while BDOs may listen from their respective blocks. SDOs may attend district/ nearest block, as convenient. I and Jt CEOs etc will attend the studio at Rupkala Kendra at Salt Lake.
The topics would be:
1. Rationalisation of Polling Stations (final list by 4.7.08)
2. Preparation for special draft publication (expected around 31.7.2008) as per newly Delimited ACs
- Manuscript of Continuous Updation (as on 31.5.2008) and image data of PEC (as on 31.5.2008)
3. Deletion of duplicate EPIC numbers and shifted electors
4. Service Voter list as per newly re-Delimited Constituencies
5. Maps of newly re-Delimited ACs (!:6400 scale for urban areas, 1:50000 for rural)
6. Ramps in Polling Stations
7. Miscellaneous

16 May 2008

No 1,000 / 1,200 ceiling for polling station reorganisation

For the present, there will be no 1,000 / 1,200 ceiling for polling station re-organisation. We need only to find out new buildings if any to ensure that each mouza has its own polling booth. Things are thus much simpler, and the schedule of publication of list of Polling Stations for the newly delimited constituencies will be as follows:
- Preparation of list of new Polling Station: by 15.6.08
-Draft Publication: 16.6.08
-Consultaion with Political Parties at by DEO: 22.6.08
-Proposals to CEO (by email/CD): by 24.6.08
-Approval by ECI: by 1.7.08
-Final Publication and submission of CD
with database & control table: 4.7.08

7 May 2008

Booths without Ramps : How many?

As per Supreme Court's directives, there must be ramps on booths for benefit of the physically challenged people. We'd wanted a status report on this. We've got reports from many districts. The defaulters are:
Darjeeling, Malda, Nadia, Purulia, North 24-Paraganas, South 24-Paraganas, Kolkata.
Defaulting districts may please give the report quickly. The proforma is:
AC No. / No. of Polling Stations without Ramp / No. of Polling Stations on Upper Floor / Remarks.

5 May 2008

How many EPICs have been prepared in PECs before Panchayat Elections?

Due to Panchayat Elections, many EPICs are being issued from PECs of districts and sub-divisions. Some of these are duplicates/for-corrections, while others are issued to non-image / non-EPIC electors.
Please send a report on the number of EPICs so issued till Panchayat Elections by 26.5.2008 in the format being circulated.

PS: All Districts may also chalk out programme for distribution of EPICs before or just after Panchayat Elections.

23 April 2008

ROs & AROs and EROs/AEROs of Re-delimited Constituencies

We'd called for proposals for new
ROs/AROs,
and
EROs / AEROs
for the newly re-delimited constituencies. 21/4/2008 was the target date. Only few districts have responded so far.
Please expedite.
-CEO

21 April 2008

Any contiguity or other map problems in re-delimitation?

One or two districts have informed us that when they tried to translate the orders of the Delimitation Commission 2006 into maps, certain errors like lack of continuity or apparently left-out areas appeared.
Please let me know if any such case needs to be referred to the Delimitation Commission in Delhi. Since this Commission will be closed down by May 2008, we must send any such proposal by April 2008.
- CEO
21.4.2008

9 April 2008

RO/ARO of AC/PC, ERO/AERO and language of roll

After re-delimitation, we have to designate anew the Returning Officers of PCs and ACs as well as AROs, AEROs and EROs of redelimited ACs.

We also have to determine the languages in which rolls of the newly delimited constituencies will be printed.

Guidelines are being send. All districts may please propose swiftly.
-CEO

28 March 2008

Follow-up of 25th March's Meeting

The following were decided:
1. Newly redilimited ACs will now be given new part numbers GP/Ward wise. All renumbering to be completed quickly and updated CDs with 4.2/4.3 to be handed over personally by a competent district official to CEO's office on 2.4.2008(Burdwan Division), 4.4.2008 (Jalpaiguri Division), 8.4.2008 (Presidency Divn & Kolkata).
2. List of buildings where polling stations MAY be shifted is to be computed. List of polling areas that are to be rationalised is to be compiled. For this, awareness-cum-review meeting at subdivision level with BDOs/EROs to be done by 21.4.2008 and the schedule of meetings sent to me.
-CEO,WB

27 March 2008

Mouza-wise E/P Ratio

Rather than doing so part-wise (as required do so in Format 2 of Formats 1-7), it may be easier to compute Mouza / Wardwise Elector : Population (E/P) Ratio. Here is how:

Use Census 2001 figures, project it to 2008 and use elector data mouza-wise by applying a filter to Excel Format 4.2 / 4.3.

Please prepare list of top 5 mouzas with highest E/P Ratio and bottom 5 mouzas with lowest E/P ratio for each AC and tell us.

14 March 2008

Meeting at Rotunda, Kolkata on 25.3.2008

Few brief issues:-
(a) State Level Political Party Meeting postponed to 20.3.2008
(b) Correlation table from Purba and Paschim Midnapore Districts not received yet: PLEASE HURRY
(c) We'll meet ADM (Elec) & District OC Elections on 25.3.2008 at 11 am at Rotunda, Writers', Kolkata on Pollling Station Rationalisation, Delimitation and Erolls/EPICs. Some districts may please come with short case-studies on rationalisation / delimitation: we'll discuss few interesting illustrative examples in the open meeting.

10 March 2008

State Level Political Party Meeting on 14.3.2008

We'll hold a State Level All Political Party Meeting at Kolkata on 14.3.2008. The agenda for discussions would include (a) Implementation of Delimitation Order following Presidential Notification (b) Rationalisation of Polling Stations and (c) Photo-Electoral Rolls.

I'd need the correlation Excel table for ALL ACs before that - without the New Part Numbers if that's going to take a while. Today was the target date. However, I've received reports from Coochbehar, Bankura, Murshidabad, Kolkata (NE) and Kolkata (NW) only by today.

Other districts are requested to please send the data by email as soon as possible.
-CEO, 10.3.2008

3 March 2008

Delimitation Correlation - COMPLETE BY 10/15.3.08

We've sent the Pilot Correlations in Excel Format to the Election Commission on the scheduled date of 29.2.2008. While I appreciate the effort put in by the districts, it appears that there are certain district-specific errors: we'd give our observations to the respective districts within a day or two.
Meanwhile, we must complete the exercise for all ACs of each district. The time table is as follows:
By 10.3.2008: To furnish to us by email in Excel format reports for all ACs in each district in 4.2/4.3 along with a summary of the new ACs (Name of New AC / No of parts / no of electors) but WITHOUT NEW PART NOs IN LAST COLUMN)
By 15.3.2008: Send hard + soft copy alongwith part nos. of new ACs.

29 February 2008

ROLL Observers

Commission has directed that the following officers will be Roll Observers:
Shri B.L.Meena, IAS - for Darjeeling, Jalpaiguri, Coochbehar, Uttar Dinajpur
Shri Balbir Ram, IAS - for Hoogly, Burdwan, Birbhum, Paschim Midnapore
Shri S.B.Mandal, IAS - for North 24-Paraganas, South 24-Paraganas
Smt. Rinchen Tempo, IAS - for Kolkata, Howrah
Shri A.R.Bardhan, IAS - for Murshidabad, Nadia, Malda, Dakshin Dinajpur
Shri R.I.Singh, IAS - for Bankura, Purulia, Purba Midnapore
................The Observers will visit their areas thrice: first visit is scheduled to start from 15.4.2008

18 February 2008

Should Delimitation Correlation & Booth Rationalisation be done together?

NO.
First complete the coorelation exercise in formats 4.2 and 4.3 using existing polling station areas and locations for the entire district. Assign new PS Nos to the existing booths (last column of 4.2 or 4.3). Only then look at polling station changes.
What are the guiding principles in the polling station rationalisation to be taken after delimitation correlation exercise?
(a) No polling station should cover partial areas of two mouzas or wards.
(b) Max voters 1,000 (rural) or 1,200 (urban)
So, list out the polling stations that violate the principles and focus on them to solve the violations keeping the further following principles in mind:-
(i) One polling station for one mouza within its own mouza boundary, provided that new polling station for a village should be created only if a village has more than 300 voters
(ii) Club mouzas with less than 300 voters with nearby mouzas - but without violating basic principle (a) above.
***Two additional tasks for all booths ie not merely those affected by (a) and (b) above: Shifting of polling stations buildings (see (i) above) and creating new sections so that each geographical unit such as street, hamlet, housing estate etc corresponds to a different section, and please note that there is no minimum prescribed voters for a section.

15 February 2008

Tips for Delimitation Pilot Correlation Exercise

Some suggestions:-
1. Trace out the new constituencies linked to the pilot old AC on a map. Locate the existing booths as dots. Assign numbers to the booths in one serial from north-west to south east. Use this booth number in last column of format 4.2 or 4.3.

2. Make the correlation exercise for other olds ACs also. It makes sense to do the exercise for ALL the ACs of the district in the "background".

3. Make a cross-check table for the whole district to ensure correctness: see that all voters/ sections/ villages/ wards/ GPs/ blocks/ subdivisions and, of course, parts in your district are reflected in the new ACs of the district.

4. Hoogly has sent us a preliminary correlation table - taking into account break-up of parts into different rows taking care that voters are not counted twice. I'm asking Hoogly to email it to all others for comments.

9 February 2008

Video Conference on 13.2.2008

We had a CEOs' conference at the Election Commission on 7.2.2008. We have been given the following targets, among others:

1. Make a correlation exercise for transition to re-delimited constituencies for one AC for each district and send report to Commission by 29.2.2008. Proformae have been given.

2. Rationalise polling stations so that no. of voters don't exceed 1,000 in rural areas and 1,200 in urban areas, that no voter has to walk more than 2 km, that parts be properly "section-ised" at great details and that polling areas don't overlap village (mouza) boundaries. We have to complete this by May 2008.

3. Ensure that all election-related vacant posts are filled up by 31.8.2008

We'll discuss on 13th at 10.30am at the Video Conference.

1 February 2008

Newspaper advertisements made today (1.2.2008)

Please see our ads on Anandabazar, Pratidin, Bartamaan, Telegraph etc for a box advt on EPIC Programme between 1-10 Feb 2008.

I and other officers from our office will start visiting the districts from today during this period. I'll be visiting Purulia, Paschim Midnapore and Dakshin Dinajpur.

I'd advise all election managers to tour and visit photography locations to see that the EPIC programme goes as planned.

- CEO,WB

29 January 2008

Any overlapping polling areas?

We want to find out if there are any polling areas (ie area pertaining to a part/polling booth) that are not wholly confined within GP, ward, block, subdivision or district boundaries.

Normally, this should not happen. But we know of few exceptions.

Please locate such parts - if any - and send an AC-wise report soon.

25 January 2008

No photos must be lost.

At least twice* we've advised all to see that all photos submitted to DOs during SRER08 should be accounted for, handed over to SLA by 31.1.2008 and scanned along with others during EPIC Campaign on 1-10 Feb 2008.

Yet, I received a report that at least in one case, someone who deposited his photos with 001C during the period of receiving Claims and Objections has been again served with a notice to appear for photography during 1-10 Feb 2008. He is, understandably, upset.

Please double-check on proper transfer of photos from DOs to SLA. We must ensure that no photos are lost.


* Memo no. 281(21)/JSSG/WBE/2008 dt 16.10.2007 and no. 11(21)/JSSG/WBE/2008 dt 15.1.2008

22 January 2008

SMS Information System by Durgapur

SDO (Durgapur), OC(Election, Durgapur) and BIO (Andal) has just demonstrated to me a self-designed SMS Information System. It works as follows:

-SMS your EPIC number.
-Get SMS reply in few seconds with you name name, serial no / part no. etc details as contained in the electoral roll.

Team Durgapur used resources available on the web and used normal BSNL mobile phones. I appreciated their initiative. We'll put the detailed story as penned by them on our web within a couple of days.

Other districts making innovations in improving public service delivery may also share their successes with me.

16 January 2008

Accounting For 001Cs received during DP...

Many electors (old/new) have furnished their photographs in 001C forms during the period of Claims and Objections during this Summary Revision.

We don't want to lose ANY photos and so we want a stock-taking to be done by EROs. The 001Cs should be sorted part-wise, counted and preserved - for being handed over to WTL BEFORE the EPIC campaign on 1-10 Feb 2008...To help us monitor, we've asked for AC-wise number of 001Cs so received.

All these photos+001Cs will have to be handed over to WTL under proper receipt before the EPIC campaign starts on 1 Feb 08.

15 January 2008

Permanent EPIC Centre Database to WTL

Attention Districts JALPAIGURI, DARJEELING, UTTAR DINAJPUR, MALDA, SOUTH 24 PGNAS, NORTH 24-PGNAS, KOLKATA NW/NE/S, HOWRAH, HOOGLY & PASCHIM MIDNAPORE

We've asked for database of PECs by 3.1.2008.

Abovementioned districts may please send the data immediately.

This is needed so that CDs for EPIC campaign on 1-10 Feb 2008 can be done.

Immediate, please.

8 January 2008

Statutory Reports on Summary Revision

Election Commission has just sent a reminder on the need for sending reports on the on-going summary revision of rolls on time.

ID-SR-2008-SR-2008-04 is one such report.

All districts to please see that the reports are sent on time to us.

2 January 2008

All shifted electors' details received from Purulia, Bankura and U.Dinajpur only

Happy New Year to all.

Almost all districts have given at least some reports on "shifted-with-EPIC" lists. Purulia, Bankura and Uttar Dinajpur have given complete lists.

Remaining districts may please give list by 3.1.2007.

We won't accept any further lists thereafter.