Governance

Guild Election Regulations made under Statute 20 - Polling services and procedures

Guild Election Regulations made under Statute 20

Polling services and procedures

624 ORDINARY VOTING

624(1) Eligibility criteria for an ordinary voter

A voter may cast one ordinary vote provided that their name is on the Electoral Roll and the prescribed bona fides are presented.

624(2) Bona fides for ordinary voting

(a) Electors must present a commonly accepted photographic identification (or satisfy the Returning Officer personally of their identity by other means) in order to be issued with an ordinary vote.

(b) The Returning Officer shall determine what types of photographic identification can be accepted.

(c) Where these requirements cannot be readily satisfied, a person may make a provisional vote.

624(3) Deadlines for issue and return of ordinary votes

Any person eligible for an Ordinary Vote who is within the precincts of the Polling Place at the time of its closure is entitled to vote on request.

624(4) Withholding an ordinary ballot paper

(a) The Issuing Officer shall refuse to issue an ordinary ballot paper to a person who fails to answer any question satisfactorily in relation to their eligibility to receive that ballot paper.

(b) Where an Issuing Officer refuses to issue a ballot paper to a person, they shall make a written note of the person's request to be issued with a ballot paper and the reasons for refusing to issue the ballot paper. They must sign the note in the presence of such Scrutineers as are present at the Polling Place. The note shall be passed on to the Returning Officer at the appropriate time.

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625 PROVISIONAL VOTING

625(1) Eligibility criteria for provisional voters

(a) A voter who claims to be eligible to receive a ballot paper shall be issued a provisional vote where:

(i) the person's name cannot be found on the Electoral Roll or the Electoral Roll does not indicate that the voter is entitled to receive a particular ballot paper which the voter claims he or she is entitled;

(ii) a mark on the Electoral Roll used at the Polling Place indicates that the person has already voted at the Polling Place;

(iii) the elector cannot supply acceptable photographic identification as required under regulation 624(2).

(b) An elector shall become entitled to a provisional ballot by signing a statement which provides their full name, Student number and a statement that they are the person to which those details refer.

625(2) Issuing procedures

(a) A provisional vote shall not be issued to a person, unless the person signs a declaration which contains the following:

(i) their full name;

(ii) Student number; and

(iii) a statement that they are the person to whom those details refer.

(b) Where a ballot paper is issued to a provisional voter, the Issuing Officer shall:

(i) endorse the ballot paper(s) "PROVISIONAL" (if not already printed as such);

(ii) make and sign a record of the name of the person and the types of ballot papers issued to that person; and

(iii) instruct the voter to return the completed ballot paper(s) in a sealed "Ballot Paper" envelope for inclusion in the declaration envelope prior to lodgement in the ballot box.

625(3) Deadlines for issue and receipt

Any person eligible to receive a provisional ballot paper who is within the precincts of the Polling Place during the hours of polling, at the time of its closure, is entitled to vote.

625(4) Withholding a provisional ballot paper(s)

(a) The Issuing Officer shall refuse to issue a provisional ballot paper to a person who fails to answer any question satisfactorily in relation to their eligibility to receive that ballot paper.

(b) Where an Issuing Officer refuses to issue a ballot paper to a person, they shall make a written note of the person's request to be issued with a ballot paper and the reasons for refusing to issue the ballot paper. They must sign the note in the presence of such Candidate's representatives as are present at the Polling Place. The note shall be passed on to the Returning Officer at the appropriate time.

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626 POSTAL VOTING

626(1) Eligibility criteria to apply for a postal vote

A voter may apply for a postal vote.

626(2) Requisites for an application for a postal vote

(a) A postal vote application prepared by the Returning Officer, must:

(i) contain a declaration by the applicant stating they qualify for a postal vote;

(ii) be signed by the applicant and a witness; and

(iii) be lodged with the Returning Officer before the last dispatch deadline.

(b) Postal vote applications shall be made available to all eligible voters in a manner determined by the Returning Officer.

626(3) Formal Defects

Where the Returning Officer receives an application for a postal vote or a returned postal vote, and is satisfied that the application or returned postal vote contains a Formal Defect, the Returning Officer may amend the application or certificate to correct the Formal Defect.

626(4) Rejection of postal vote application

(a) The Returning Officer may reject any application for a postal vote that, in the opinion of the Returning Officer, does not meet the above application requirements.

(b) A written advice shall be sent to the applicant wherever a postal vote application is rejected.

626(5) Issue of postal vote

(a) Dispatches shall be forwarded to the address shown for the forwarding of mail on the application if an address for the forwarding of mail is provided. If a forwarding address has not been supplied, the dispatch shall be forwarded to the voter's enrolled address.

(b) A unique annotation should be made on the Electoral Roll against the name of a voter who has been forwarded postal ballot papers.

(c) The Returning Officer shall provide a post office box for the purpose of receiving postal vote applications or ballot papers.

626(6) Postal vote enclosures

A postal vote dispatch envelope shall include the following:

(a) a ballot paper(s) initialled by the Returning Officer or bearing a facsimile of those initials;

(b) an envelope marked "Ballot Paper"; and

(c) a prepaid return envelope to the Returning Officer;

626(7) Form of envelopes in postal vote dispatch

(a) The postal vote dispatch envelope shall bear an instruction that, if it is not delivered to the addressee, it shall be returned to the post office box being used by the Returning Officer for return of postal ballots.

(b) The ballot paper envelope shall include a counterfoil which shall be printed on the back with the unique number that the Returning Officer has given the relevant application.

(c) The details of the counterfoil shall be as follows:

(i) the full name of the voter;

(ii) the address of the voter;

(iii) the signature of the voter; and

(iv) the type of ballot paper(s) issued to the voter.

626(8) Deadlines for postal votes

(a) Wherever practical, the dispatch of postal voting material to voters who have applied for a postal vote shall be effected on the same Day as receipt of the application, once the ballot papers have been received from the printer.

(b) The deadline for postal vote applications is 4:00pm on the Teaching Day prior to the commencement of polling.

(c) Postal votes must be returned to the Returning Officer by the close of polls in order to be included in the count.

626(9) Duplicate issue of postal votes

(a) Where, on application by the voter before the time of the close of the ballot in an Election, the Returning Officer is satisfied that a ballot paper or return envelope issued to a person whose name is on the Electoral Roll has not been received or has been lost, destroyed or spoilt, that officer shall issue to that person a duplicate ballot paper or return envelope as the case require: In these cases the return envelope shall be marked "DUPLICATE".

(b) An application for a duplicate issue of a ballot paper or return envelope for an Election shall be in writing setting out the grounds on which the application is made and declaring that the person has not voted in the Election and shall, if practicable, be accompanied by any evidence that is available of that non-receipt, loss, destruction or damage.

626(10) Procedures for receipt of postal votes

(a) The Returning Officer may, at any time prior to the close of the ballot, place unopened into a sealed ballot box, all postal votes received by that officer before the time of the close of the ballot.

(b) The Returning Officer shall keep each of the ballot boxes in safe custody until the ballot boxes are opened for the scrutiny.

(c) As soon as practicable after the time of the close of the ballot, and in the presence of the Scrutineers (if in attendance), the Returning officer shall take the ballot box(es) to the place of the count, and proceed to undertake the count and keep all envelopes so collected in safe custody until the count is complete.

(d) The Returning Officer, at the time of the close of the ballot but not before, in the presence of Scrutineers (if in attendance), shall collect all envelopes from the private box at the post office and take all the envelopes so collected to the place of the count and keep all those envelopes in safe custody until the count is complete.

(e) The Returning Officer, before proceeding to count the number of votes to ascertain which Candidate is successful in the Election, shall:

(i) compare the signatures on the postal vote application and counterfoil to verify that they are a match;

(ii) check each postal vote declaration against the member's name on the Electoral Roll and, if the voting papers are in order, mark the Electoral Roll;

(iii) remove the "Ballot Paper" envelope from the envelope addressed to the Returning Officer and place the ballot paper envelope unopened into a separate container until all declaration are checked; and

(iv) open the ballot paper envelopes when all declarations have been checked and cleared.

(f) The Returning Officer shall then extract the ballot papers and proceed with the count.

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