How to correctly fill IEBC Forms used during elections – ultimate guide

FILLING OF FORM 1

This is a declaration made by election officials as follows;

1. That the election official shall not prompt any voter whom s/he is empowered by the Elections Regulations to assist;
2. That s/he shall strictly follow the provisions of the election
3. That the election official shall strictly follow any instructions that may lawfully be given to him/her relating to these

N.B should be administered by the RO before the Oath of secrecy is administered

Filling of form 32

• Form 32 is a declaration of secrecy by persons assisting a voter at the polling
• It is filled before the PO by the voter assistant Note that:

An assistant

• Must be 18 years and above
• May not be a registered voter
• Must have an original ID/Passport
• Can only assist one voter in an election
• Is finally marked on the thumb or between the thumb and the pointing finger if s/he has a colored thumb nail

KIEMS Supervisor Validation Form

• Is administered by the PO in the presence of agents to a voter who cannot validate him/herself in the KIEMS due to worn out biometrics or lack of them.
• Acts as a confirmation that the voter was identified alphanumerically by search in the KIEMS kit and was validated using the supervisor mode

Filling of form 32A

• Form 32A is a voter identification/verification form filled before the PO and agents present by a voter who is not identified by the KIEMS but in the printed register as provided by [Reg. 69(1)(h)(ii)]
• once the voter fills the form s/he is issued with ballot papers and allowed to vote
• The PO puts the form in a clearly marked envelop ‘filled form 32A’,

counts them at the end of voting and records in the PSD

Filling of form 33

• Form 33 is a candidate tally sheet filled during the counting of votes per candidate
• The boxes are marked by diagonal lines running from bottom left to top right
• Each row takes a maximum of 50 votes
• Incase a row holds less than 50 the remaining boxes are closed with a straight horizontal line

Filling of form 33 cont’d

• The figures per row are filled to the extreme right and the space before the numbers closed with a straight
• After filling the result form, the PO wraps the bundles per candidate with the respective Form 33 and labels each accordingly and puts them in an A3 tamperproof envelope

Filling of form 41

• Form 41 is a statement on rejected ballots as provided by Reg (78(3)) filled by the PO during counting
• The PO fills the serial numbers of the ballots s/he rejects with the reasons of rejecting them
• The unfilled rows must be closed with inverted ‘V’

Filling of A SERIES (Forms 34A-39A)

• Forms 34A-39A are filled at the polling station by the PO
• The original Form 34A-39A must be filled while on a hard surface and by firmly pressing the pen so that all carbon copies in the booklet are
• The valid votes in favor of each candidate must be captured from Form 33 for the respective candidate.

Filling of A SERIES (Forms 34A-39A)

• Figures should be filled to the extreme right and closed to the left with a straight line
• Total number of valid votes cast is equal to the sum total of all the votes cast in favor of each candidate
• The total above is again filled in row five in the Polling Station Count table

Filling of A SERIES (Forms 34A-39A)

• Row one of the polling station count is the number of registered voters as recorded in the KIEMS kit for that station
• Total Number of Rejected Ballot Papers are recorded in the second row
• Total Number of Rejection Objected To Ballot Papers are filled in third row
• The total number of rejected ballot papers include the

‘rejection objected to’ ballot papers

Filling of A SERIES (Forms 34A-39A)

• Total Number of Disputed votes are counted in favor of a candidate but disputed by agent(s). The decision of the PO is recorded in the table ‘Decision(s) on disputed votes if any’ by filling the serial number of the disputed ballot and the candidate that the PO allocates the vote to
• The ‘rejection objected to’ ballots and ‘disputed’ votes can be avoided by proper briefing of the agents by the PO on what constitutes a valid vote or rejected ballot before counting

Filling of A SERIES (Forms 34A-39A)

• The PO should allow the agents to sign the result declaration form for the respective elective position as witnesses or indicate the reasons for refusal to sign for those that decline to sign the form
• The PO MUST make his/her comments that relate strictly to the results in Form 34A-39A in the spaces
• use inverted V to close any blank space(s) on the table of disputed votes, reasons for refusal to sign and PO’s

EXAMPLES OF POs COMMENT

• The counting process was smooth
• There were no disputed votes
• There were no ‘rejection objected to’ ballot papers
• There were two rejected ballot papers
• For purposes of distributing copies of result forms to agents, I filled serial numbers 001, 002, 003, 004 and 005 of the result declaration forms

 

Stamping of result declaration forms

• Any time the PO signs s/he must stamp
• All carbon copies must be stamped with ‘IEBC PRESIDING OFFICER’ after the original form has been stamped

The PO

PACKING OF RESULTS FORMS

Duly Fills all booklets of Result Forms and;

• Puts the ORIGINAL result declaration Form from the first booklet in the tamperproof envelope for delivery to the RO
• Pastes the first CARBON COPY from the first booklet of the result Form using masking tape on the outside of the ballot box (side that is not labelled and has no serial number)
• Puts the SECOND CARBON COPY of the first booklet of the results declaration Form in tamperproof envelope and places in the ballot box

The PO

PACKING OF RESULTS FORMS

 

Duly Fills all booklets of Result Forms and;

• Pastes the THIRD CARBON COPY of the first booklet of the election result Form at entrance of the the polling station
• Issues the carbon copies of the result Form to the candidate/agents present from the first booklet(4th and 5th carbon copy) and any other subsequently filled
• Packs in a tamperproof envelope all the result declaration Forms A filled/unfilled that were not issued to agents/candidates and delivers them to the
• No original Form A should be issued to agents/candidates