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.

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.

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.

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.

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

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