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.

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

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)

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.

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.

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.

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

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

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