CEO's Blog (for Election Managers only)

Photographs in "You Tube"

2009-06-08T13:51:00.002+05:30

We have uploaded few photos as a slide show / album in You Tube site.

To see it, click in the following link:-

http://www.youtube.com/watch?v=BdFdwJe5z8o

Alternatively, go to www.youtube.com and search for

elections west bengal

Interesting Photos / Video Clippings by 2nd June 2009

2009-05-29T11:43:00.008+05:30

To send interesting photos/ video-clippings of good quality to the Commission, I require CDs containing "captivating visuals" by 2nd June (Tuesday) 2009.

The visuals should have proper captions, locational details and datelines.

[Reg the photo above: "EVM Awareness on Horse-cart: 29 April 2009: BDO Galsi 2, Burdwan"]

(Please also refer to our memo nos. 4536-Home(Elec) dated 18.5.2009, 4605-Home(Elec) dated 25.5.2009 and my earlier blog posted in this site on 5.4.2009 with title "Advisory: Photograph and Documentation" )

Special EPIC Campaign for Alia hit areas

2009-05-28T17:34:00.002+05:30

Cyclone Alia.

Those who have lost their EPICs in the Cyclone Alia can get duplicates free. DEOs should organise special campaigns for this. Formal circular being issued.

Post-Counting Clean Up

2009-05-17T19:31:00.002+05:30

All DEOs are advised to ensure that premises used as Counting Venues, DCRCs etc are cleaned up and restored to its original condition by the agency that had been engaged for constructing the temporary infrastructure in the venue.
No payment may be made unless the agency produces a certificate from the officials of the school/ college/ institution that the restoration / clean-up has been made to their satisfaction.

Hourly Poll Percentage Reports: Calling 3rd Phase Districts

2009-05-11T10:28:00.003+05:30

As desired by the Commission, for the 3rd phase, poll percentage figures should be compiled hourly and transmitted to us.

Necessary action may be taken by all accordingly.

Advisory: Separate Queue for Senior Citizens

2009-05-06T14:31:00.002+05:30

Senior Citizens may be given preference in voting. Form separate queues if required. Further: as indicated earlier, try to use benches in the front of the queue so that people can sit instead of stand in the queue - at least the ones who are closer to the door and so may have been waiting for a while.

SMS BASED INFORMATION SYSTEM

2009-04-29T21:05:00.002+05:30

All first phase districts may please use the SMS based communication plan energetically!

Awareness for Braille : DM Nadia's Comment

2009-04-25T14:58:00.003+05:30

I reproduce hereunder DM Nadia's Comment posted elsewhere in the blog:

"Associations of persons with visually impaired can be helpful to all districts in tracking the electors having knowledge of Braille and their parts. PrO of such polling booths may be given briefing at DC day and also demonstration as to how the Braille System actually works at booth. Unless precaution is taken and PrO is alerted, Braille ballot paper may be unutilised at all the booths. DSWO and NGOs engaged in welfare of disabled can be really helpful
Onkar Singh Meena, DM Nadia"

Observer Details in Newspapers

2009-04-24T14:19:00.002+05:30

Relevant information on Observers (PC Name, tel no. , place of stay etc) should be published in3 leading district dailies and district page/edition of one State Level English and one State Level Bengali newspaper by DEOs. (For Darjeeling District, in State Level Nepali newspaper too). The publication should be repeated on P-1 day also.

Micro Observers to be selected by Observers - no need for computerised randomisation

2009-04-20T19:02:00.002+05:30

1. Micro Observers should be selected from the list of eligible officers by the observers

2. Polling stations will be assigned manually by Observers a day prior to the day of departure

3. It is not necessary to randomise the selection process of Micro Observers by using computer software.

(This partially amends our earlier instructions)

Ref: ECI Instruction dt 18.4.2009

-CEO

Presiding Officer's Mobile to be in SWITCHED OFF Mode

2009-04-19T13:34:00.002+05:30

In partial modification of its earlier orders, the Commission has said that Presiding Officers will be allowed to keep their mobile phones - but in a switched-off mode.

This may be explained to all PrOs.

No CUG: We've discussed with BSNL. Due to technical reasons and short time available it seems that we have to drop the idea of having CUG enabled SIM cards.

Training in "You Tube" site

2009-04-14T19:01:00.003+05:30

As discussed in the video-conference, training videos have been uploaded on You Tube at the following site:

http://www.youtube.com/tme

Video Conference with DEOs/DMs on 13.4.2009 at 4 pm

2009-04-12T17:48:00.002+05:30

The Election Commission held a VC with all CEOs today (12.4.2009) regarding Communication Plan (ComET).

I'll hold a follow-up meeting on 13.4.2009 at 4 pm through the ROT/SIT Video Conference from Roopkala Kendra.

All DMs/DEOs, ADM (E), OC(Communication), System/Asst System Manager, OC (Election) etc may please attend.

RO(Kolkata-Dakhshin) and RO (Kolkata-Uttar) may please attend at the Roopkala Kendra, Salt Lake.

-CEO

PS: Please keep technical persons of ROT/SIT of districts may please be kept informed.

MCC Violation: Party-wise FIRs lodged - Report

2009-04-10T18:12:00.002+05:30

We'd asked all DEOs to furnish report on party-wise list of FIRs lodged (as on 31.3.2009) for MCC violation. Some districts have responded. Other DEOs may furnish the report immediately.
I'll review on Tuesday (14.4.09).
-CEO
PS: Even after filing FIRs, if the defacement or the offence concerned has not been removed, take a photo, authenticate it, then have it witnessed and then remove it. Start from public buildings. The expenditure should be clearly attributable and reimbursement officially demanded within 3 days from the party concerned. This letter should also go into the case file and copy communicated to the IO and APP conducting the case in the judicial court.

Advisory: Photograph and Documentation

2009-04-05T11:33:00.002+05:30

The other day, I was shown a Press Clipping showing that EVM awareness is going on in a Boat. We need to capture interesting events in the course of GE2009 by digital photographs. I'd advise all ROs/DEOs to dedicate a creative person with a digital camera to capture such events. These may or may not relate to polling preparations. Some examples:
(1) Interesting campaign modes by political parties, use of traditional folk art, witty cartoons/graffiti
(2) Handicapped persons being helped, visually challenged ones using Braille
(3) Ideal / best polling booth lay-out
(4) Interesting patterns in voters' queue
(5) Any extreme booths (least no of voters/ most remote)
(6) Novel modes of transport (pony/ van rickshaw/ boat/ tractor/)
(7) Celebrities queueing up
(8) CPF and police in interesting poses
(9) Media moving with camera
(10) School benches used to make voters sit, rather than stand, in queue (I saw this in Mizoram Elections where I went as a Special Observer)
(11) Any memorable event (Think!).
- In short, I'd expect each RO to come up with a CD with interesting photos with proper captions, after the GE2009.
I plan to upload these later in Flickr and You Tube etc for the world to see.
-CEO, WB

Report in 2A, 2B for Communication Plan : Reminder

2009-04-03T16:22:00.002+05:30

Commission has mandated two new reports:

2B: For District Communication Plan, and

2A: For AC-level Communication Plan.

Except for Darjeeling, Uttar Dinajpur, Hoogly and Purba Midnapur, others have not given the reports.

Commission pressing hard.

Please expedite.

Dry Run of State-Wide Communication Plan on 1.4.2009

2009-03-31T09:56:00.002+05:30

Between 12 noon and 4 pm, officers at all levels - State, District, Subdivision and Block - are expected to contact booth-wise contact persons to see if the Communication System is working, that the Contact Person is responding**.

Thereafter corrective action should be taken. A district-wise factual report should be sent to State Communication Officer by 6 pm on 1.4.2009 by email* to

santanujan@yahoo.com

with the words "DRY RUN: Feedback, ____ District" in the Subject Line by District Communication Officer.

* (no fax/ written report, please).

** 100% target verification by BDOs/ Sector Officers advised; 25% target by SDOs/EROs; 5% target by DEOs

Advisory on Effective Training to PP

2009-03-30T13:33:00.002+05:30

1. Train PPs in small batches. Use Sector Officers for training PPs.

2. Take a test. Multiple choice. On second day of training. Correction by the PPs themselves, by interchanging so that everyone checks the script of his neighbour...Spl late evening training to those who don't qualify

Advisory on Strong Room

2009-03-29T14:55:00.003+05:30

Use temporary bamboo-and-wood racks (record-room / library-style) to increase the holding capacity of EVMs in strong rooms. Increased capacity will be required since now all 7 ACs will be counted in one venue and availability of rooms is sometimes a problem.

Counting Centre : Rationalise

2009-03-29T11:07:00.003+05:30

We've issued new guidelines for rationalising counting centres. DEOs may please rethink in depth and re-organise and propose. For making any exceptions, DEOs will have to speak to me with reasons.
Basically it says as follows:
1. All ACs in one PC to be counted in one premise.
2. Counting Centre to be in PC
3. If adequate number of halls is not there, counting may be taken up AC-wise, sequentially.
This calls for a break from tradition and lateral thinking.
-CEO

Calendar for EVM Randomisation, PP Randomisation and PP Training

2009-03-27T12:21:00.002+05:30

FIRST PHASE DISTRICTS:

EVM Randomisation: By 8th April (Ist Phase) and by 23rd April (2nd Phase)

PP Randomisation: By 5th April (Ist Phase), on 22/23rd April (2nd Phase) and on 28th April (3rd Phase)

PP Training: By 15th April (Ist Day) and by 26th April (2nd Day)

SECOND PHASE DISTRICTS:

EVM Randomisation: By 14th April (Ist Phase) and by 30th April (2nd Phase)

PP Randomisation: By 10th April (Ist Phase), on 29/30th April (2nd Phase) and on 5th May (3rd Phase)

PP Training: By 20th April (Ist Day)) and by 3rd May (2nd Day)

THIRD PHASE DISTRICTS:

EVM Randomisation: By 18th April (Ist Phase) and by 6th May (2nd Phase)

PP Randomisation: By 15th April (Ist Phase), on 5/6th May (2nd Phase) and on 11th May (3rd Phase)

PP Training: By 25th April (Ist Day) and by 9th May (2nd Day)

Can applications for inclusion be received by EROs now?

2009-03-27T09:33:00.004+05:30

Yes.

Under continuous updation, applications can be received by ERO throughout the year.

So if someone wants to deposit a Form 6/7/8/8A, and if it is complete, it can be received by the ERO concerned at the office of the ERO.

Disposal, however, will be as per standing guidelines of ECI as applicable in an election year.

Complaints in the Public Domain: Special Cell by EROs

2009-03-26T19:27:00.002+05:30

Roll / EPIC related complaints appearing in newspapers and other media should be handled by each ERO with sensitivity and care. A special register should be made by the ERO, indicating action taken. The complainant may be informed over telephone or in writing about the outcome.

PHE Department to Make Water, Sanitation etc arrangements for CPF

2009-03-25T20:09:00.002+05:30

For providing logistic arrangements for staying of CPF Companies upon their arrival, the SP provides the first point of contact. As decided by Home Department, for providing water, toilet, sanitation and other facilities, the PHED would do the needful and as such DEOs may inform SPs accordingly. DMs must not spend any election funds (out of 2015 head of account) on arranging logistics of CPF.

Daily Law & Order Reports

2009-03-21T14:12:00.002+05:30

Districts need not send daily Law & Order reports to CEO office directly.

DMs may advise SPs also.

The procedure may be as follows:-

1. SP will prepare daily law and order report in LOR-I. He will give copy to DM and to DG/Police Directorate. Police Directorate will compile reports and send to Home Department.

2. Kolkata Police will give report to Home Department

3. Home (Political) Department will compile reports and send consolidated report in LOR-II format to CEO.

Release / transfer of all Sector Officers / election related officers within 31.3.2009 positively

2009-03-21T05:34:00.003+05:30

Few sector officers/ other election related officers have not been released/ transferred although they are in the same office for more than 3 years.
DMs / DEOs must personally ensure that ALL such officers are released latest by 31.3.2009 without waiting for successors.

Inventory of Video Cameras available on hire

2009-03-21T05:29:00.002+05:30

A large number of video cameras will need to be hired for video tracking of events not only on the poll day but also during the campaign.
All DMs and ROs must take stock of the availability of such hired cameras within the district.
I'll need an assessment within a week.

Rules for Campaigning in Educational Institutions relaxed

2009-03-21T05:21:00.002+05:30

Earlier, political campaign in school grounds etc were banned. Now it has been relaxed somewhat. The revised guidelines are as follows:-
-Academic calendar can't be disturbed. In other words, no campaigning within school hours; no special school holiday because some someone wants to campaign.
- School management agrees.
- SDO also permits: SDO's role is to see that permission is given equitably to all parties on request.
-User agrees to restore the ground to the condition as it was before using (ie, clean it and repair damages after use)

District Profile, DM Meeting and Commission Meet

2009-03-16T23:10:00.002+05:30

The Election Commission is likely to meet DMs/DEOs, SPs and others in Kolkata on 19.3.2009.
I will hold a meeting with all DMs and RO (Kolkata North & South) in my office on 18.3.2009 at 3 pm; this has been discussed with and has the approval of Chief Secretary.

Before this, all DEOs may please send by 17.3.09, an Updated District Profile in the Commission-prescribed proforma that was circulated few weeks back (This report was furnished by all DEOs but in many cases several columns were blank).
-CEO

Data back-up for Manuscripts and EPIC

2009-03-11T10:42:00.002+05:30

The data back-up for
(1) Manuscrpts for 2nd supplement
(2) -do- for Service Voters
(3) EPIC back ups
must reach CEO Office as the following schedule:
Ist phase districts: by 20.3.2009
IInd phase districts: by 25.3.2009
IIIrd phase districts: by 30.3.2009
-CEO

Communication Strategy: Daily Reports

2009-03-11T10:32:00.002+05:30

On 9th March, we held the meeting on Communication Strategy with all districts.
We agreed that:
(a) For the official communication channel, there would be earmarked Communication Officers at the district, sub-division and block level and that daily reports in the general format "cumulative progress till last day/ progress during the day/progress till date" would be reported in given excel formats
(b) For the non-official PIN contact persons, relevant details would be finalised soon and uploaded in the cyberspace in given format so that we can have a dry run on 1.4.09
RO Kolkata Uttar is the first in giving the daily report as in (a) above.
Well done, C.R.Das !..... How about other ROs/DEOs ?
-CEO

ERO level standing committee

2009-03-08T17:40:00.002+05:30

With approval of ECI, we are going to issue an instruction that each of the 294 EROs will form immediately an ERO-level standing committee of all recognised political parties. Their functions would be as follows:
1. To ensure transparency in the disposal of applications in forms 6, 7 , 8. 8A received by EROs/VRCs(in Kolkata/S-24Pg) under continuous updation
2. Oversee computerised tracking of the disposals so as to ensure that all applications received till one month before first date of nomination are accepted or rejected with clear reasons.
3. Take necessary supervisory action in respect of BLO-BLA meetings already organised or to recommend holding of further such booth-level meeting to DEO.

- We hope to issue the official circular within a day or two.
CEO

Burdwan and Hoogly: Examples of Great MCC Supporters !

2009-03-06T15:55:00.004+05:30

Today (6.3.09) morning I saw in Anandabazar that there was a picture of a political graphiti on the walls of a Govt Building. I sent an SMS to DM Burdwan stating that a notice be issued by 3 pm that either the party erases the wall writing within 24 hours or else we file FIR in thana.

DM reports by SMS that wall writing is removed by 11 am; he sends me photo of cleaned wall by 3 pm through email.

Well done Manish Jain !! Is everybody seeing? How about our own district MCC squads, are they seeing?

***

DM Hoogly> Maintaining MCC Violation Register party-wise>sending reports daily to me, from first date of press release > already intervened and stopped MCC violation in at least two cases.

Well done Neelam Meena. Are other DMs seeing?

***

CEO

6.3.2009

Meeting of ADMs/AddlDEOs & OC(Comm) in Kolkata on Monday the 9th March09

2009-03-06T13:04:00.003+05:30

We'd asked for PIN/Communication details in prescribed proforma by 10.3.09. But 10.3.09 is a holiday. So we wish to have the report by 9.3.09. We also wish to conduct a quick workshop on information management so that we can build up a personnel infrastructure for daily reports on the following from every district:

- Daily instances of Model Code violation and action taken thereon

- Daily figures on EPIC distribution

-Daily figures on Continuous Updation

- Daily figures on Nomination (when it starts)

-Daily figures on Observer reporting (when it begins)

-Daily transmission of affidavits filed by candidates (when it begins)

-Other communication strategy

I will hold a meeting on 9.3.09 at 12 noon at our office. Each district magistrate may please nominate (i) ADM(Election) and (ii) One Computer savyy OC(Communication).

For Kolkata: DLRS may pl nominate (i) Jt DLRS, Shri Sen (ii) One Computer Savyy OC(Communication); RO (Kolkata Uttar) may please nominate (i) Shri Saik Ahmed and (ii) One computer savyy OC (Communication)

-CEO,WB

District Information Report: Missing Districts

2009-03-05T19:32:00.002+05:30

In yesterday's (4.3.2009) VC, I requested all DM/DEOs to send the District Information Reports by today.

We don't seem to have received the reports from the following districts:-

1. Malda

2. Murshidabad

3. North 24-Paraganas

4. Kolkata

Defaulting DEOs must send these at once, please.

-CEO

District-Wise Information

2009-03-02T14:45:00.003+05:30

We'd wanted district-wise information in a prescribed format by 25.2.2009.

The official letter of this office had memo no. 081/JSSG/ dt 23.2.09.

Only two districts* have sent the information so far.

I received a phone call from the Commission urging immediate reply.

All DEOs are requested to send the information to Shri S.Gosh, Jt CEO, by 3.3.09.

-CEO

*West Midnapore and Uttar Dinajpur

For DMs of Burdwan/Presidency Divisions

2009-03-02T11:38:00.003+05:30

We are having a VC on 4.3.2009 at 12 noon through the ROT/SIT Terminals.

The VC has been fixed with Chief Secy's approval.

It seems that P&RD had planned a Divisional Review Meeting on 4.3.09.

I've talked to the Principal Secy, P&RD.

He has agreed that in the P&RD meeting of some districts scheduled on 4.3.09, DMs need not attend: AEOs may do so.

So all DMs and SDOs, BDOs, ADM(El), etc will please attend the VC on 4.3.09 as scheduled.

-CEO

Meeting by DMs with SP & Mobile Service Providers: Report by 5.3.09

2009-02-28T15:32:00.003+05:30

I'd requested in my no. 47 dt 20.2.2009 to hold a meeting with mobile service providers & SP to identify mobile shadow zones.

As directed by the ECI, a report on this must reach us by 5.3.09. (Recall that I'll be having BDO/SDO/DM VC the day before, on 4.3.09)

I myself held a state-level meeting here in Kolkata on 28.2.09; I give below a few points for DMs:-

(i) In some cases, BSNL / Mobile Service Providers cannot commission towers due to lack of power, GP Permission, Municipal Permission or Land Permission. Tea Garden areas are also some problems. DM may intervene keeping such towers in view that will be commissioned before the General Elections.

(ii) Theft and interference with running/ projects are a problem. Till the elections, OCs of Police Stations should be sensitised to help them whenever requested.

(iii) I was told that some service providers may not have senior technical executives at the district level. As such, DMs may hold the meetings with the nominated local representative of the service providers.

-CEO

ROT/SIT Video Conference with BDOs, SDOs, DMs etc on 4.3.2009 at 12 noon

2009-02-28T14:22:00.003+05:30

I will hold a Video Conference with all BDOs, SDOs, DMs and other election related officers on 4.3.2009 at 12 noon. The Video Conference will be telecast by Roopkala Kendra in Salt Lake. All operators of ROT/SIT/Lok Sanchar may be alerted to keep the equipment ready. SDOs may attend the nearest ROT/SIT centre as convenient.

Agenda notes follow.

-CEO

Adjourned BLO-BLA meeting on Sunday 1-3-2009

2009-02-25T17:54:00.002+05:30

We had an all political party meeting today.

Many parties felt that many BLOs were not present on 23-2-09 although their BLAs were present.

In modification to an earlier blog of mine, it is now decided, in consultation with political parties, that all such adjourned BLO-BLA meetings willtake place on Sunday the 1st March 2009 at 12 noon.

All DEOs/ EROs may pl. take action accly.

-CEO

Statutory is Green, Non-Statutory is Yellow

2009-02-25T09:54:00.003+05:30

In the DEOs' meeting on 19.2.2009, we decided that forms & envelopes used in booths would be colour coded.

Now Commission has sent written instructions in their no. 464/INST/2009-EPS dt 23.2.2009. The colour code would be as follows:

Green: Colour of Statutory Forms and Covers

Yellow: Colour of Non-Statutory Forms and Covers

Brown: Colour of Packet containing manuals, indelible ink etc

Blue: Colour of Packet containing other items.

This slightly modifies what we discussed on 19th. Further details, including samples of covers, are contained in ECI's instructions.

-CEO

BLO-BLA Meeting On 23.2.2009

2009-02-23T14:20:00.003+05:30

It is midday of 23.2.2009 now. BLO-BLA meetings are taking place all over the state.

However, few complaints are being received that BLOs have not been able to come on time.

All DEOs/EROs/AEROs are requested to take stock of the matter and hold adjourned meetings on 26.2.2009 at the same time/place under intimation to BLAs.

A feedback may be sent to us.

-CEO

23.2.2009

Decisions in all DM/DEOs' meeting in Kolkata on 19.2.2009

2009-02-20T08:27:00.003+05:30

We took the following decisions:-
1. Ensure that all undistributed EPICs are distributed by 28.2.2009. Make suitable distribution programmes. Intimate electors individually to collect their cards by 28.2.2009.
2. Give EPICs to 100% electors by 7.3.2009. Make district specific programmes. Send details of EPIC programmes so drawn up to CEO office helpline (to OSD Santanu Basu) so that 1506 Anandababu helpline is kept informed.
3. Set up control room in district HQ to monitor complaints on violations of Model Code of Conduct once MCC comes into force. Publicise these numbers locally.

4. Pinpoint mobile shadow areas where satellite phones, police wireless or even flag signals (think of hills) or speed boats (think of Sunderbans) may be required. Motto: Information turnaround time of 30 minutes. Send details in proforma to CEO Office (OSD Santanu Basu) .
5. Complete database on Polling Personnel by 28.2.2009 and inform CEO office (OSD Purnendu Maji)
6. Accord priority to old EVM shifting to Andhra Pradesh: no trucks should be kept waiting: take steps to clear memory even before trucks come.
7.Read checklists for DEOs/ ROs/ Sector Officers/ Presiding Officers in Election Commission Website.
8. Hold daily election co-ordination meetings with all officers at district, subdivision and block at a fixed time. For CEO Office, this is held daily between 11 and 11.30 am and election officials across the state are discouraged from calling our officers during this period unless it is very urgent. (So, our accessibilty is 24x7 - 30 min per day !).
- CEO

Draft Calendar of Events: GE2009

2009-02-15T19:52:00.002+05:30

In the agenda item with the letter convening the meeting of DMs/DEOs on 19.2.09, it was indicated that a draft Calendar of events would be placed in this blog on which discussions would be held in the meeting before adoption.
The draft is given below. We may discuss on 19.2.09.
-CEO
DRAFT CALENDAR OF EVENTS (For discussion on 19.2.09)
1.
Proposal for Appointment of Returning Officers-Approval of Commission thereof
By 20-2-2009
2.
Proposal for modifications in the list of approved Polling Stations – Approval of Commission thereof
15-2-2009 to 07-03-2009
3.
EPIC Programme + EVM Awareness in booth clusters
16-2-2009 to 07-03-2009
4.
Training of System /Asst System Managers at Kolkata
26.2.2009
5.
Computerizations of Polling Personnel Database
By 28-2-2009
6.
Training of Master Trainers for EVMs by ECIL experts to District Level Officers at
Kolkata
02-03-2009 to 03-03-2009
7.
Proposal for Additional Assistant Returning Officers- Approval of Commission thereof
By 07-03-2009 to 21-03-2009
8
First Level checking of EVM & District wise numbering
By 10-3-2009
9.
Procurement of Election articles from outside the State
By 15-3-2009
10.
Proposal for setting up of Auxiliary Polling Stations-Approval of Commission thereof.
By 15-03-2009 to 31-03-2009
11.
Procurement of Forms & Stationary by Districts
By 31-03-2009
12.
Proposal for Counting Centres- Approval of Commission thereof
By31-03-2009 to 10-04-2009
13.
Printing of Ballot Papers for
i) Service Voters (including dispatch)
ii) Persons on Election Duty
iii) EVM/Tender
i) Within 48 hrs. after the last hr. of withdrawal of Candidature
ii) Within 72 hrs. after the last hour of withdrawal of candidature.
iii) Within 5 days after the last hour of withdrawal of candidature
14.
Supply of electoral rolls to Contesting Candidates
Within two days from date of withdrawal
15.
Supply of 2nd Supplements for Political Parties
Within two days from date of withdrawal
16.
Randomisation of EVMs Assembly Constituency-wise Identification of critical Polling Stations
By last date of withdrawal of candidature
17.
Requisitioning of vehicles
By last date of withdrawal
18.
Issuance of Appointment letter to Polling Personnel
By the last day of filing nomination
19.
Training of Master Trainees for imparting training to Polling Personnel
By the last day of filing nomination
20.
EPIC issued list By P-5 day
21.
Procurement of digital/video cameras by districts
By P-5 day
22.
Preparation of marked copies
By P-5 day
23.
Appointment of Exe.Magis and their briefing
By P-5 day
24.
Hands-on training to Polling Personnel on EVMs
By P-5 day
25.
Two phase Training of Polling Personnel
By P-5 day
26.
Receipt of applications for Postal Ballot and Issuance of Postal Ballot Papers
By P-5 day
27.
Commissioning of EVMs
By P-7 day
28.
Appointment of Sector Officers and their briefing
By P-14 day
29.
EPIC Programmes
By P-14 to P-10 day
30.
Issuance of Pass to Counting Agents
By C-2 day
31.
Training of Counting Personnel
By C-4 day
32.
Isssuance of appointment letters to Counting Personnel
By C-7 day

All DMs / DEOs' Meeting in Kolkata on 19.2.2009: Chief Secretary to Address

2009-02-11T19:19:00.003+05:30

An all DEO/DM meeting will be held at Rotunda, Writers' Buildings, Kolkata at 11 am on 19.2.2009. All DMs and DEO, Kolkata may please attend. Chief Secretary has consented to address the gathering.
Detailed agenda notes are being sent. The brief points for discussion will be as follows:-
1. Address by Chief Secretary
2. Follow-up of instructions issued by Election Commission in CEOs' Conference at Delhi on 4&5.2.09
3. Action plan for Continuous Updation of PER & EPIC Campaign
4. Action Plan for General Elections 2009
5. Calendar of Events
6. Security and Law and Order Matters
7. Miscellaneous.

Survey of Missing Voters

2009-01-30T12:21:00.002+05:30

Now that the FP has been done, a survey of missing voters under two categories,ie, missing voters with family links and missing voters without family links, have to be done. This has to be done by BLOs in each part. The proforma in which the results are to be reported is indicated in the New ERO's Handbook: It is called "Format 8" report.

We discussed this in yesterday's Video Conference.

The proforma is being circulated. The survey should start in the first week of February. A progress report in the proforma should be submitted within 2 weeks.

-CEO

Video Conference with all DMs/DEOs on 29.1.2009

2009-01-20T13:30:00.002+05:30

At 10.30 am on 29.1.2009, I'll hold a Video Conference with all DMs and DEOs.

Formal letter follows>All ADM(E)s, SDOs, District OC(Election) and District IT-in-Charge may also remain present.

Agenda:

1. Computerised receipt of applications in Form 6,7,8,8A to be received under Continuous Updation programme; introduction of new formats of Forms 6,7,8,8A

2. Opening of Help Lines at ERO's level to meet up electoral queries by electors

3. Common Service Centres and EPIC facilitation centres

4. Enrollment of Service Voters and Special Campaign at Army Cantonments etc.

5. Booth Level Officers - Submission of exhaustive list, their training and deployment

6. Computerisation of Polling Personnel Database

7. New EVMs - Training and Storage

8. Training of Police Officials on salient features of conduct of Parliamentary Elections

9. Physical Verification of Polling Stations - proposal for modifications in the approved list thereof.

10. New method of assessing critical polling stations

11. Miscellaneous.

** In the earlier Blog posted today, I have elaborated on the first agenda.

-CEO

COMPUTERISED Continuous Updation

2009-01-20T13:04:00.002+05:30

FP of 282 ACs has been done today (20.1.09).

Period of Continuous Updation starts from tomorrow for these 282 ACs.

1. All Form 6's can be received only at ERO's office.

2. All Form 6's so received must be IMMEDIATELY computerised by the staff/official receiving it.

3. An enquiry report for Form 6 will be generated for Form 6 from the computer

4.BLO will enquire based on the list generated from computer (think of Working Sheets used during conversion to photo-rolls)

5. Decision of ERO (accepted / rejected) will be entered into Computer. A code for "reasons for rejection" will be input.

6. Manuscript for Additions will be generated as a report from the Computer (Digitised Form 6 - Rejected = Manuscript)

7. Data entry for deletions, corrections and transpositions will be done as per existing practice. Remember, deletions except on death grounds cannot be done without hearing.

8. CD of Manuscripts so generated will be handed over to us at CEO Office for merging with database periodically.

- We'll have a Video Conference on 29.1.2009. I'll expect reactions/ suggestions on this issue when I review.

-CEO

Top Sheets : Corrections in FP

2009-01-16T16:02:00.002+05:30

Pdf for 282 ACs for which FP will be held on 20.1.2009 has been delivered. After printing at districts, FP will be done as usual on 20.1.2009

CMC, the new SLA informs that due to wrong way of keeping data by WTL in the past, cover page information is likely to contain errors in many cases - especially on the left column containing section names.

All districts/EROs are advised to send by email to Shri Somnath De, OSD(IT), the necessary rectifications required to be done in our data-base so that the integrated roll expected to be done in February for the Lok Sabha Polls can be corrected properly.

-CEO

Store new EVMs Carefully

2009-01-12T16:00:00.002+05:30

Commission's standing instructions for storage of EVMs may be referred to.

New EVMs are being delivered by ECIL.

All DMs/DEOs must ensure that the new EVMs are stored in a secure accommodation in keeping with Commission's instructions.

-CEO

FP date for 282-ACs deferred to 20.1.2009

2009-01-07T10:37:00.002+05:30

For 282 ACs, the date of FP was earlier scheduled on 10.1.2009. However, due to certain technical reasons, at my request, the Commission has agreed to defer the date of final publication of these 282 tolls to 20.1.2009.

The dates for the remaining 12 ACs remain as they are.

-CEO

Best Wishes for a Successful 2009

2008-12-31T17:06:00.002+05:30

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

Stop EPIC Campaign and PEC Operation on 15.12.08

2008-12-04T17:27:00.003+05:30

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.

Guidelines for Decentralised EPIC Campaign Released

2008-11-21T22:56:00.002+05:30

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

2008-11-19T10:20:00.003+05:30

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

2008-11-12T12:21:00.002+05:30

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

2008-11-11T13:23:00.005+05:30

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

2008-11-11T13:16:00.003+05:30

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?

2008-11-04T22:59:00.002+05:30

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

2008-11-04T13:05:00.002+05:30

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

2008-11-01T15:01:00.002+05:30

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

Video Conference with all DMs and DEOs on 1.11.2008

2008-10-24T12:56:00.002+05:30

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)

Order of Chief Secretary for release of Staff for SRER2009 issued

2008-10-22T14:43:00.002+05:30

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.

BLO to be assigned his residential part.

2008-10-20T13:23:00.002+05:30

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.

Schedule for SRER 2009

2008-10-15T10:30:00.003+05:30

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

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

2008-09-29T16:52:00.002+05:30

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

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

2008-09-26T11:47:00.002+05:30

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

Bulk Applications by Volunteers Under Continuous Updation

2008-09-25T16:15:00.002+05:30

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

Post-Final-Publication Scrutiny

2008-09-24T12:26:00.003+05:30

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.

Approval for Final Publication of Rolls on 22.9.08 given by Commission

2008-09-19T20:27:00.002+05:30

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

No FP to be done without Commission's Prior Approval

2008-09-15T16:10:00.002+05:30

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

Changed procedure for data-back-up CD submission

2008-09-11T15:53:00.002+05:30

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

Supplements for Service Voters

2008-09-10T17:13:00.002+05:30

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

Alert on Manuscript Submission

2008-09-09T10:42:00.002+05:30

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

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

2008-09-04T16:13:00.002+05:30

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

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

2008-08-27T17:35:00.002+05:30

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

Date of Final Publication extended

2008-08-22T11:40:00.002+05:30

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

Grades to DEOs on Quality Control

2008-08-20T15:43:00.003+05:30

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

Trial SMS Information System - Feedback Please

2008-08-19T15:48:00.004+05:30

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.

Guidelines on Manuscripts Issued

2008-08-13T14:07:00.002+05:30

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.

Action Plan

2008-08-11T19:58:00.002+05:30

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

Write your observations on Quality Checking in this Blog

2008-08-10T10:19:00.002+05:30

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.

Hints on quality checking as per GO No. 195

2008-08-08T10:25:00.003+05:30

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

Last Date of Filing Claims & Objections Extended till 14.8.2008

2008-08-06T10:04:00.003+05:30

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.

Top Priority for Suo-Motu Checking of Rolls

2008-08-05T10:13:00.004+05:30

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

Dealing with on-line applications made through email

2008-07-31T13:23:00.002+05:30

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

2008-07-30T10:19:00.003+05:30

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 ?

2008-07-29T16:16:00.002+05:30

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.

2008-07-29T11:39:00.002+05:30

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

2008-07-26T09:34:00.002+05:30

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

2008-07-21T17:29:00.002+05:30

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

2008-07-16T15:51:00.003+05:30

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

2008-07-11T17:21:00.003+05:30

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

2008-07-04T10:26:00.003+05:30

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

2008-07-01T12:36:00.003+05:30

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

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

2008-06-27T11:21:00.002+05:30

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.

Ban on Transfer : With Immediate Effect

2008-06-17T17:23:00.002+05:30

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?

2008-06-17T12:13:00.002+05:30

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

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

2008-06-13T17:21:00.004+05:30

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

Special Revision of Rolls : Time Schedule Approved by Commission

2008-06-09T16:30:00.002+05:30

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