Handbook For DRO
Handbook For DRO
Handbook For DRO
SINDH
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Under Article 218 of Constitution of Islamic Republic of Pakistan, it is the duty of Election
Commission of Pakistan to organize and conduct elections and to make such arrangements as are
necessary to ensure that the election is conducted honestly, justly fairly and in accordance with
law. In this regard, Election Commission of Pakistan is taking all necessary measures to conduct
Local Government Elections successfully in Khyber Pakhtunkhwa Province.
The conduct of election takes place by mutual collaboration of various institutions, therefore ECP
requires assistance of all executive authorities in the federation and in the provinces in for
discharge of its functions.
High professional standards and commitments are required to hold free, fair and transparent
elections. In this regard, the role of District Retuning Officers (DROs) is of vital importance. Their
neutrality and fairness are critical in ensuring that the ECP is able to play its Constitutional role
and contribute towards strengthening democratic norms in the country. I strongly believe that
quality elections are a pre-requisite the sustainable democracy.
I must underline the fact that elections are a complex enterprise, time bound in nature, massive
in scale and multidimensional in impact. These conditions require that election officials, in
whatever capacity they are contributing in the conduct of elections, must be trained and should
have the necessary skills and expertise
I am glad to introduce the Handbook for District Returning Officers (DROs) in line with changing
legal and procedural requirements for the conduct of quality elections. The Handbook covers all
important tasks which an officer working in the capacity of a DRO must know.
I believe this Handbook will be useful for the DROs and will provide them a great deal of necessary
information. I expect the officers to be responsive and open to learn election laws and better
ways to conduct smooth elections. It is a national duty which requires that honesty should be at
the core and all else should revolve around it! Let us put together all our energies and serve the
country in the best possible manner.
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Table of Contents
Sr. # Title Page #
Part 1 : Introduction
1 Elections
2 Electoral Process
3 Election Overview
4 Composition of Local Governments
Part 2: Roles & Responsibilities
5 Roles & Responsibilities of Election Commission & Provincial Election Commissioners
6 Roles & Responsibilities of District Returning Officer
7 Roles & Responsibilities of Returning Officer
8 Roles & Responsibilities of Regional Election Commissioner & Assistant Returning
Officer
9 Roles & Responsibilities of District Election Commissioner
10 Role & Responsibilities of Presiding Officer
11 Roles & Responsibilities of Assistant Presiding Officer
12 Roles & Responsibilities of Polling Officer
13 Roles & Responsibilities of Police/LEA
14 Roles & Responsibilities of Polling Agent
15 Roles & Responsibilities of Election Agent and Observers
16 General Professional Ethics for Polling Officials
17 Administrative control of the ECP over Election Officials
Part 3: Domain of District Returning Officer
18 Work area of the District Returning Officer
19 DROs Communication and Coordination
20 Communication and Coordination with ECP/PEC
21 Communication and Coordination with REC/DEC
22 Communication and Coordination with Returning Officers
23 Preliminary Meeting with Returning Officers
24 Preliminary Meeting with District Administration & Law Enforcement Agencies
25 Communication and Coordination with District Administration & other Department
26 Communication and Coordination with Police/Law Enforcement Agencies
27 Communication with Political Parties and Contesting Candidate
28 Communication with Media and Election Observers
29 Supervision
30 Information Flow and Reporting Channel for DRO and ROs
31 Provision & Distribution of Election Material
32 Maintenance of Law & Order
33 Compliance with Laws & Rules
34 Timely Completion of Election Activities
35 Financial Management
Part 4: Problem Solving
36 Complaint Handling Process
37 Complaints Received By Monitoring Teams
38 Oath of Office
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Introduction
5
6
Elections
7
Electoral Process
Withdrawal of Candidate
Receiving of Ballot Papers
List of Contesting Candidates
+ Allotment of symbols
Bulk Breaking and dispatch of Election
Retirement Material
Collection
Consolidation
of Results & Compilation Conveying
of Results and Preservation Return of
Retrieval of of of
Smooth Submission of of Sensitive Election
Election provisional provisional
conduct Form XIII& Material Expenses
Material Results/ Results/
of Poll XIV to
from unofficial unofficial (Form XV)
ECP/PEC
Presiding Results Results
Officers 8
Election Overview
1. All the polling stations shall be established as per list of polling stations
approved by the District Returning Officers.
2. Each polling station will consist of 2-4 polling booths (depending on the number
of voters assigned to each polling station).
4. The Presiding Officer will act as Magistrate of the First Class as authorized by
the Commission and will be responsible to maintain law and order at the
polling station.
9. Counting of ballot papers will be conducted immediately after the poll at the
polling station.
10. Only the original NIC will be the legal document to cast the vote.
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Article 220 of the Constitution of the Islamic
Republic of Pakistan
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Composition of Local Governments
[See Section-18 of the Sindh Local Government Act, 2013]
Urban Councils:
Rural Councils:
1. District Council
2. Union Council
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(Urban) Council Composition
A)
Mayor
Transgender 1 Deputy
Person
Mayor
Members
1
1%
Mayor
Transgender 1 Deputy
Person
Mayor
Members
1
1%
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Chairman
Transgender 1 Vice
Person
Chairman
Members
1
1%
General
Person with Members
disabilities
members
Town (Vice
Chairman of
1% Municipal Union
Committees)
Corporation
Labourers/
Women
Peasant
Members
Members
33%
5%
Non Muslim Youth
Members Members
5% 5%
Chairman
Transgender 1
Vice
Person
Chairman
Members
1
1%
General
Person with member
disabilities (directly
members
1%
Municipal elected from
respective
Committee ward)
Labourers/
Women
Peasant
Members
Members
33%
5%
Non Muslim Youth
Members members
5% 5%
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Chairman
Transgender 1
Vice
Person
Chairman
Members
1
1%
General
Person with member
disabilities (directly
members
1%
Town elected from
respective
Committee ward)
Labourers/
Women
Peasant
Members
Members
33%
5%
Non Muslim Youth
Members members
5% 5%
Chairman +
Vice
Chairman
1+1
Union
Committees
Youth Women
members Members
1 2
Labourer/
Peasant
Members
1
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(Rural) Council Composition
Chairman +
Vice
Chairman
Transgender
1+1 General
Person
Member
Members
1 (each UC)
1%
Person with
Disabilities
Members
District Women
Members
1%
Council 33%
Labourer/
Youth
Peasant
Members
Members
5%
5% Non Muslim
Members
5%
Chairman +
Vice
Chairman
1+1
Union
Youth
Council Women
member Members
1 2
Labourer/
Peasant
Members
1
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MODE OF ELECTION OF
VARIOUS LOCAL COUNCILS OF SINDH
Mode of
No Name of Council Name of Heads Remarks
Election
Metropolitan Mayor/Deputy
1 Indirect Show of Hands
Corporation Mayor
Mayor/Deputy
Municipal
2 Mayor (Joint Indirect Show of Hands
Corporation
Candidate)
Town Municipal
Corporation in a Chairman + Vice
3 Indirect Show of Hands
Metropolitan Chairman
Corporation
Town Municipal
Corporation in a Chairman + Vice
4 Indirect Show of Hands
Municipal Chairman
Corporation
Chairman + Vice
Chairman (Joint Indirect Show of Hands
Municipal Candidate)
5
Committees General
Members from Direct Single Ballot Paper
Ward
Chairman + Vice
Chairman (Joint Indirect Show of Hands
Candidate)
6 Town Committees
General
Members from Direct Single Ballot Paper
Ward
Two Ballot Papers
Chairman + Vice
(Chairman/Vice
7 Union Committees Chairman (Joint Direct
Chairman + General
Candidate)
Member from Ward
Chairman + Vice
Chairman (Joint Indirect Show of Hands
Candidate)
8 District Council Single Ballot Paper
(One from each
General Member Direct
ward of District
Council)
Two Ballot Papers
(Chairman/Vice
Chairman + Vice
Chairman + 1
9 Union Council Chairman (Joint Direct
General Member
Candidate)
from Ward)
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Role and
Responsibilities
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1. Election Commission of Pakistan (ECP)
7. Allocation of funds to the PECs for onward allocation to DROs and ROs for conduct
of elections.
5. Supply of list of polling stations (received from RO) to the Printing Corporation of
Pakistan Press, for printing and publication in the official gazette.
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3. District Returning Officer (DRO)
8. Coordinating and supervising electoral activities in the district and ensuring that all
activities are done according to the timeline set by the ECP.
9. Arranging prompt dispatch of lists of contesting candidates to PEC in soft and hard
copy for printing of ballot papers.
10. Ensuring that sufficient quantity of all required election material is made available
to ROs in time.
11. Ensuring communication of provisional election results from ROs to the Election
Commission.
13. Ensuring that proper security, Transportation and Communication plan etc. is in
place for safe transportation of election material and staff to the polling station and
communication of result to the ECP.
14. Confirmation of proper arrangements for the poll day before the poll.
16. Supply copies of all information/ data/ reports at the end of all stages to the
PEC/ECP.
17. Ensuring prompt dispatch of Form-XX, and Form-XXI to the ECP by the ROs.
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18. Ensuring dispatch of authenticated copy of Form-XXI relating to the result of Union
council to the RO appointed for reserved seats of Union Council for determination
of results of reserved seats of Union Council.
19. Ensuring implementation of the Code of Conduct in the area of his jurisdiction.
5. Arranging prompt dispatch of lists of contesting candidates to PEC in soft copy and
hard copy for printing of ballot papers. Submit a copy to REC/DEC.
6. Appointing impartial polling staff at the polling stations. Submission of the list of
polling staff (Presiding Officers, Assistant Presiding Officers and Polling Officers)
appointed for the conduct of election, to the DRO (at least 14 days before the poll
day) for approval.
7. Selecting suitable public buildings for polling stations and submitting draft list of
polling stations to DRO for approval. (as per timeline prescribed by ECP)
8. Bulk breaking and supplying election material on time for use at polling stations.
10. Preparing Communication, transportation and Security plan (in coordination with
DPO) for safe transportation of election material, staff to the polling station and
communication of result to the ECP.
11. Ensuring that sufficient quantity of all required election material is available.
13. Ensuring the implementation of the code of conduct issued by the ECP.
14. Confirmation regarding setting of stage for the conduct of elections i.e completion
of all administrative arrangements for the conduct of poll on the appointed date.
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15. Confirmation of start of poll on Election Day.
17. Consolidating results (Form-XIII & Form-XIV) furnished by the Presiding Officer.
19. Ensuring prompt dispatch of Form-XIII and Form-XIV of Sindh Local Councils
(Election) Rules 2015 to the ECP.
20. Disposal of complaints and exercise of magisterial powers, where ever required.
Disposal of complaints received by him and compiling a complete over record of
complaints with action taken. The RO should keep proper record of the complaint
received along with action taken.
21. Provision of copies of all information/ data/ reports/ comments at the end of all
stages to the PEC/ECP.
22. Ensuring that all activities being done according to the timelines set by the ECP.
23. Close coordination with Provincial Election Commissioner (PEC) and the REC/DEC.
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7. District Election Commissioner (DEC)
5. Supplying the lists of contesting candidates, to PEC as received from the RO.
5. Visiting the polling station prior to poll day, to ensure proper arrangements for
polling and security of the election material.
6. Arranging separate entry and exit routes for male and female voters at combined
polling station.
7. Ensuring the attendance of the polling staff at polling station two hours before the
start of the poll.
9. Ensuring start and close of the poll according to time specified by ECP.
10. Noting the number of the Official Code Mark while handing it over to respective
Assistant Presiding Officer so that the APO can be correctly identified and accounted
for in case of any mistake or omission.
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11. Maintaining law and order at polling station.
12. Ensuring that only voters registered on the Electoral Roll, are permitted to vote.
13. Sealing the ballot boxes with the plastic seals and ensuring that unique codes of the
seals have been noted by polling agents.
15. Ensuring that observers, polling agents, election agents and candidates conduct
themselves as per the Code of Conduct, issued by the Election Commission.
16. Take a full review of all security arrangements at polling station and only allow
authorized persons i.e candidates, polling agents, election agent or persons having
Accreditation Card from the Election Commission, the DRO or RO to enter the polling
station other than voters.
17. Allowing companion to assist person with disabilities to help him in casting his/her
vote.
18. Opening of ballot boxes in front of Election Agent/Polling Agents present at the
polling station and conducting the counting of vote correctly.
19. Filling up all required forms and packets during the poll for efficient time
management.
20. In case of combined polling station counting male and female voters, who have
exercised their right of vote, from the Electoral Rolls used at the polling station and
entering their numbers in appropriate columns in Form- XI.
21. After completion of the vote count, filling up Result of the Count (Form-XI) and
Ballot Paper Account (Form-XII) and affixing their copies outside the polling station
at a prominent place.
22. Handing over the Result of the Count (Form-XI), Ballot Papers Account (Form-XII)
and election material (used/unused) to Returning Officer as per instructions.
23. Handing over record of summary trial (if any) to RO, made while exercising the
powers of a Magistrate 1st Class.
25. Ensuring that the honorarium is paid to the polling staff, the signatures on
Acquittance Roll have been obtained and the same is handed over to the Returning
Officer.
26. Ensuring the implementation of the Code of Conduct issued by the Election
Commission at the polling station.
27. A Presiding Officer shall conduct the poll in accordance with the provisions of Sindh
Local Councils (Election) Rules 2015. He shall also be responsible for maintaining
order at the polling station and shall report to the Returning Officer any act or
incident which in his opinion, may have affected the fairness of the poll.
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In case the Presiding Officer is convinced during or at any stage of the
polling process that the women are being prevented from exercising
their right of vote under some specific arrangement or deal, he/ she
will send a special report about this to the Returning Officer and the
Election Commission immediately.
3. Obtaining the thumb impression of the voter on the space provided on the
counterfoil:
left thumb impression for male and right thumb impression for female.
4. Affixing official code mark and signature on front side of the counterfoil and
carefully separating the ballot paper away from its counterfoil.
5. Affixing official code mark stamp along with signature at the back of ballot papers.
6. Inking the marking aid stamp and handing over to the voter with guidance on how to
mark the ballot paper.
7. Instructing the voter on how to fold the ballot paper and hand over marking aid
stamp.
8. Guiding the voter towards the screened off compartment and ensuring that the voter
has inserted the marked ballot paper in the ballot box.
11. Performing any other function assigned to him/ her by the Presiding Officer.
12. Acting as Presiding Officer, in the absence of Presiding Officer, as per instructions
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of the Returning Officer.
13. After the close of the poll, assisting the Presiding Officer in vote counting and
handing over election material to the RO office.
10. Polling Officer (PO)
1. Checking the original National Identity Card (NIC) of voter
and comparing the photograph and details with those
provided in the Electoral Rolls.
2. Calling out loudly the name and serial number of the voter
concerned.
3. Examining the cuticle of the right thumb of each voter to check any traces of
indelible ink to ascertain whether the voter has already polled his/ her vote.
4. Applying indelible ink to the cuticle of the right thumb of each voter and waiting for
a few seconds for the ink to dry up. (If the voter doesn't have right thumb then mark
the index finger with indelible ink).
5. Affixing the left thumb impression of the male voter and right thumb impression of
the female voter in the column next to the voters' photograph in the Electoral Rolls.
6. Strike off the name of voter from the electoral rolls with a straight line before
guiding them towards the APO.
2. Maintaining law and order outside the polling station at all times.
5. Disallowing any campaign camps of the contesting candidate in the radius of 200
meters of the polling station and ensuring that no attempts are being made to
persuade voters to cast his/her vote in favor of any candidate within the specified
area.
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6. Providing assistance on the instructions of the Presiding Officer in case of emergency
inside the polling station.
7. Not to enter into the polling station or polling booth without permission of the
Presiding Officer.
8. Removing any person violating election laws from the polling station and taking
proper action as per the instructions of the Presiding Officer.
9. Ensuring safety of election material before, during and after the poll.
10. Ensuring safe transportation of election material from Polling Station to the
Returning Officer.
2. If a person who has been removed from the polling station on the orders of the
Presiding Officer and attempts to re-enter the polling station without the permission
of the Presiding Officer.
4. If a person tries to use any such instrument or apparatus which creates noise or
disturbance at the polling station, the police officer can confiscate the instrument/
apparatus. In order to keep the situation in control the police officer must take
necessary and appropriate action which includes use of force.
5. Ensuring that a voter does not bring a mobile phone or any device that can be used
to take pictures, in the polling station.
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12. Polling Agent
The contesting candidate or his election agent may, before the
commencement of the poll, appoint under intimation to the
Presiding Officer, polling agents for each polling station, provided
that the number of polling agents shall not exceed the number of
polling booths. (Rule 26(1) of the Sindh Local Councils (Election)
Rules 2015)
2. Ensuring that all ballot boxes are empty before the start of the poll and noting down
the code numbers of plastic seal after the boxes have been sealed.
3. Listening to the name and serial number of every voter when it is called out by
Polling Officer from the Electoral Roll and striking it off from his/ her Electoral Roll.
4. Challenging any voter who has come as an impersonator or someone who is not
eligible to cast vote.
6. Observing packing process and signing all relevant packets as and when asked by the
Presiding Officer.
7. Collecting a copy of the Result of the Count (Form-XI) and Ballot Paper Account
(Form-XII) from the Presiding Officer.
8. Signing Result of the Count (Form-XI) and Ballot Paper Account (Form-XII).
Directly question, or otherwise speak to, any voters while inside the
polling station or interfere with the polling process.
Seize any materials, including ballot papers, Electoral Rolls or any other
election material.
Argue with polling staff or create such issues that are deemed as
interference with the polling process.
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13. Election Agent
A candidate shall appoint a person to be his election agent. (Rule
25(1) of the Sindh Local Councils (Election) Rules 2015
12. Authority letter issued by Returning Officer must be available with the election
agent throughout the electoral process.
15. He can obtain a copy of the Result of the Count (Form-XI) and Ballot Paper Account
(Form-XII).
16. Election agent neither can give a direction to the Presiding Officer nor he/she can
interfere or facilitate him in any polling process.
17. Election agent cannot speak to any voter within the polling station as it may cause
hindrance or interruption in the polling process.
18. Election agent cannot capture and cause damage to any election materials. Both
these offences are punishable.
Election agent, Polling agent, Candidate, Observer and voters are not
allowed to take any security guard/person, Weapon, Cell Phone,
Camera or any electronic device inside the polling station.
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14. Observers
1. Observing all stages of the polling process, except stamping
of a ballot paper by a voter.
Display his/her accreditation card Take control of the ballot papers and
at all times. Electoral Rolls or any election material.
Show neutrality at all stages.
Interfere with or influence the polling
Obey any order passed by the process.
Presiding Officer or the
Assistant Presiding Officer. Intimidate the Presiding Officer or any
Take into consideration the social, polling staff, or give any guidance/
religious norms and values. instructions to them.
Shall not speak with the voter at the
Carefully study Code of Conduct issued
polling station.
by ECP and adhere to it at all times.
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Who Does What
Election District
Returning
Commission Returning
Officer
of Pakistan Officer
Sr.
Activity/Task
No.
13 Consolidation of Results
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General Professional Ethics
for Election Officials
It is obligatory for ROs and AROs to ensure that all their actions
are according to the following standards
For a fair and just election process, voters, polling agents, candidates and
observers must be treated with equality, regardless of their gender, ethnic
origin, religion or political affiliation
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Administrative control of the ECP over
Election Officials (under Elections Act, 2017)
55. Disciplinary proceedings.—(1) An election official appointed or deputed to perform
duties in connection with an election shall be deemed to be under the control,
superintendence and discipline of the Commission for the period commencing on and from
the date of appointment or deputation till publication of the name of the returned candidate
in the official Gazette.
(2) Notwithstanding anything to the contrary contained in any other law, the Commission
may initiate and finalize disciplinary action and impose any penalty against any election
official for any act of misconduct provided in the Efficiency and Discipline Rules as
applicable to such election official or under any provision of misconduct under this Act, and
for this purpose, the Commission shall be deemed to be the Competent Authority under the
said Efficiency and Discipline Rules or this Act.
(3) The Commission may, at any time, for reasons to be recorded in writing, suspend or
withdraw any election official, a public servant or any other person in the service of Pakistan
who—
(a) obstructs, or prevents, or attempts to obstruct or prevent, the conduct of a fair
and impartial poll; or
(b) interferes or attempts to interfere with a voter when he casts his vote; or
(c) influences or attempts to influence in any manner the polling staff or a voter; or
(d) does any other act calculated to influence the result of the election; or
(e) disobeys any order, or avoids to carry out any instruction issued by the Commission or
any officer authorized to issue any order or instruction or violates any provision of this Act.
(4) The Commission may appoint an officer to act as an Enquiry Officer or Authorized
Officer to initiate and finalize proceedings under the Efficiency and Discipline Rules applicable
to the election official concerned against whom action has been taken by the Commission
under sub-section (3) or other provision of this Act or by the Returning Officer under sub-
section (6) of section 54.
(5) The Enquiry Officer or Authorized Officer shall complete enquiry proceedings under
the Efficiency and Discipline Rules as applicable to the election official concerned or under this
Act within thirty days of the reference to him and shall submit the enquiry report to the
Commission within seven days of the completion of the enquiry.
(6) The Commission may impose any penalty provided in the Efficiency and Discipline
Rules as applicable to the election official concerned or any penalty provided under this Act.
(7) An election official aggrieved by a final order passed by the Commission may, within
thirty days of receipt of the final order, file an appeal in the relevant Service Tribunal or
other judicial forum.
Where the Commission suspends or withdraws any election official, it may appoint any
other election official to perform the duty of the election official suspended or withdrawn.
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34
35
Domain of
District Returning
Officer
36
37
Work Areas of the District Returning Officer
The District Returning Officer shall coordinate and supervise all work in the district or a
specified area in connection with the election and shall also perform such other duties and
functions as may be entrusted to him by the Commission or the Commissioner
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DRO's Communication and Coordination
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A. Communication/Coordination with
ECP/PEC
Election Commission of Pakistan/
Provincial Election Commission
Implementation of directives of
the commission and sending
Reports to ECP/PEC as and when
required
40
B. Communication/Coordination with Regional
Election Commissioner / District Election
Commissioner (REC/DEC)
District Returning Officer
41
C. Communication and Coordination with
Returning Officers
In order to ensure smooth conduct of elections, DRO should hold a preliminary meeting with all ROs
as soon as the election program is announced and discuss with them the election time line, role and
responsibilities of ROs and how to do work in an effective manner by setting targets, identifying the
risks and challenges, chalking out complaints resolution mechanism; and evolving their mitigation
strategies.
Conveys directives/instructions
issued by ECP/PEC vis-a-vis the
electoral process
Issues specific instructions if asked
to do so by ECP/PEC
Provides election material and
resolves shortages if any
Obtains all information related to
elections from RO
Receives and resolves complaints
Provides information vis-a-vis
and grievances
election as and when requested
Provides guidance/clarifications as
and when required
Seeks guidance/clarification
Ensuring that ROs are available and
about election processes and
in position to start work
procedures
Ensuring that all ROs have:
Made necessary arrangements
Provide list of polling staff for
to ensure that after bulk
approval
breaking, sensitive and non-
sensitive material has been
Receives election material and
filled in polling bags
informs in case of shortage
Made proper arrangements for
dispatch of staff and material
Informs in case of all emergencies
under security cover and
and problems
vehicles are available as
planned.
Apprises in case of complaints
Transportation and Security
and grievances plan is in place for safe
transportation of polling
material and staff
Confirmed proper
arrangements for polling day
before the poll
Confirmed the start of poll on
Election Day from the
Presiding Officers
Returning Officer
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D. Preliminary Meeting with Returning
Officers
In order to ensure smooth proceedings of the elections, DRO should
hold a preliminary meeting with all ROs as soon as the election
schedule is announced!
DRO should ensure that the following agenda points are discussed in detail in the meeting:
2 Election timeline be highlighted that all activities are accomplished as per timeline set by
ECP or given in the law
The ROs should be clear about their mandate regarding the electoral
3
process. The DRO should make sure that all ROs are on board and
Returning Officers Mandate committed to the activities ahead. ROs should also have the necessary
manuals/law books required.
4
occur. This would allow ROs to share their concerns regarding the
Challenges/Issues electoral process. An effort should be made to highlight all possible
problems.
5 Mitigation/Resolution should be devised and agreed upon. This way the DROs and ROs
Strategies can collectively strategize courses of action to follow in case of
emergencies.
6
Ensuring strict compliance of code of conduct. All the stakeholder
Code of Conduct should observe their respective part of code of conduct.
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E. Preliminary Meeting with District
Administration and Law Enforcement
Agencies
In order to ensure smooth conduct of the elections, DRO should hold
a preliminary meeting with district administration and law
enforcement agencies as soon as possible after his appointment.
DRO should ensure that the following agenda points are discussed in detail in the meeting:
1 Election Timeline be highlighted that all activities will be accomplished as per timeline
set by ECP or given in the law
2
1. Provision of transport for transportation of polling staff to
Logistic Support and from the polling station
2. Provision of human resource to the DRO and RO for smooth
conduct of election
4 Implementation of Code of
Conduct
To ensure strict implementation of the code of conduct issued by ECP
so that a level playing field is provided to all contestants
5 Monitoring of Election
Campaign
To discuss the matter regarding monitoring of election campaign
through monitoring teams
6 Polling Personnel Presiding Officers, APOs and Polling Officers and ensuring their
attendance
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F. Communication and Coordination with
District Administration and other Departments
District Returning Officer
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G. Communication and Coordination with
Police/Law Enforcement Agencies
46
H. Communication and Coordination with
Political Parties and Contesting Candidates
District Returning Officer
47
I. Communication and Coordination with Media
and Election Observers
District Returning Officer
Media personnel/Observers
48
Accreditation Card for Election
Observers/Media
Detail of all cards issued must be recorded by the DRO in a register. The second photograph
of each individual to whom card is issued should be pasted in the register along with other
details.
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Supervision
1 2 3
4 5 6
Maintenance of law & order That election laws and rules are Timely completion of all
followed by all concerned election related activities
Implementation of Code of
Conduct
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Information Flow and Reporting Channel for
DRO and ROs
The conduct of elections is an extremely sensitive and time bound task involving
number of electoral activities and stakeholders. In order to maintain an effective
coordination for smooth execution of the activities, there should be a clear
information flow and reporting channel for all the stakeholders including ECP, PEC,
REC, DEC, DRO and RO. In this regard, the following information flow and reporting
channel has been designed for DROs and ROs to coordinate all activities.
Flow of Information
ECP/
ROs DRO
PEC
REC,
DEC
REC,
ECP PEC
DEC
DRO
ROs
Reporting Channel
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Provision and Distribution of Election Material
Activity Action
Election material is sent to the DRO by The DRO must coordinate with the
the PEC according to the requirements REC and DEC in order to make sure
1 of the district. that there are no unnecessary
delays.
The DRO should make proper security The DRO will coordinate with PEC,
arrangements for receiving of Ballot Law enforcement agencies and
6 Papers from Printing Press and its safe ROs for receiving of ballot papers
delivery to the ROs concerned.
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Maintenance of Law and Order
Activity Action
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Compliance with Laws & Rules
Activity Action
The DRO should ensure that the ROs These books will be provided by
1 have copies of books/manuals
containing all laws and instructions
the ECP/PEC.
All ROs may go through the books,
pertaining to the elections Act, Rules, manuals to familiarize
themselves with Law/procedure.
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Timely Completion of Election Activities
The DRO should ensure that each of the following activities is completed within
the time frame specified by ECP
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THE SINDH LOCAL COUNCILS
(ELECTION) RULES, 2015
Rule-13
13. (1)The Returning Officer shall before such time as the Election Commission
may fix, submit to District Returning Officer a list of polling stations which he
proposes to provide in an electoral unit for the purpose of election of a member
or members for that unit.
(3)The Returning Officer shall provide each electoral unit with polling
stations according to the final list published under sub-rule (2).
(4)No polling station shall be located in such premises which belongs to, or
is under the control of, a candidate.
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THE SINDH LOCAL COUNCILS
(ELECTION) RULES, 2015
Rule-14
14.(1)The Returning Officer shall appoint for each polling station a Presiding
Officer and such number of Assistant Presiding Officers and Polling Officers to
assist the Presiding Officer as the Returning Officer may consider necessary:
Provided that a person who is, or has at any time been in the
employment of a candidate, shall not be appointed as a Presiding Officer,
Assistant Presiding Officer or Polling Officer.
(2)A list of such Presiding Officers, Assistant Presiding Officers and Polling
Officers shall be submitted to the District Returning Officer for approval atleast
Fourteen days before the poll.
(3)A Presiding Officer shall conduct the poll in accordance with the provisions
of the Act and these rules, and shall be responsible for maintaining the order
at the polling station and shall report to the Returning Officer any fact or
incident which may, in his opinion, affect the fairness of the poll:
Provided that during the course of the poll, the Presiding Officer may
entrust any of his functions as may be specified by him to any Assistant
Presiding Officer and it shall be the duty of the Assistant Presiding Officer to
perform the functions so entrusted.
(4)The Returning Officer shall authorize one of the Assistant Presiding Officers
to act in place of the Presiding Officer, if the Presiding Officer is at any time
during the poll, by reason of illness or other cause, not present at the polling
station, or is unable to perform his functions and absence of the Presiding
Officer, and the reasons therefore, shall as soon as possible after the close of
the poll, be reported to the Returning Officer.
(5)The Returning Officer may, at any time during the poll, for reasons to be
recorded in writing, suspend any Presiding Officer, Assistant Presiding Officer
or Polling Officer and make such arrangements as he may consider necessary
for the performance of the officer so suspended.
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Financial Management
The DRO will receive allocation of funds in the following head of accounts from PEC for
further disbursement
Responsibility for
Head Purpose
disbursement
9
Improvisation of Polling
Stations (on need basis)
58
Do’s and Don’ts of Financial Management
59
Problem Solving
60
61
Problem Solving
62
Complaint Handling Process
1 Receiving complaints
2 Inquiring complaints
DRO will take steps as
per law, rules and
standing instructions of
the ECP to resolve the
complaint
3 Resolving complaints
4 Following-Up complaints
63
Complaints Received By Monitoring Teams
Monitoring teams
Reports on violation of
Code of Conduct on
prescribed format
Nominated Officer
Disposal of complaints in
accordance with law
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Oath of Office:
Rule 58(A) of the Sind Local Councils (Election) Rules, 2015
1 [58-(A).(1) After the Notifications of the names of the returned candidates
to the seats of Union Councils District Council and Union. Committees in
Municipal Corporation and wards in Municipal Committees and Town
Committees, they shall take oath of the office in Form XIX before such officer
as the Election Commission may nominate.
(2) After nominations of the Members elected against reserved seats of the
Local Councils of Union Councils, Union Committees in Municipal Corporation
and wards in Municipal Committees and Town Committees, they shall take
oath of office in Form XX before such officer as the Election Commission may
nominate.
(5)Any person who was unable to take oath under aforesaid sub rules, may
take oath of office before such nominated officer on such date, time and
place as may, be appointed by him
(6) After taking oath of office by every Member, Chairman, Vice Chairman,
Mayor and Deputy Mayor he shall put his signature on the Form of Oath and
is shall be verified and countersigned by the nominated officer.
(7) The officer administering oath shall forward to. the Secretary, Local
Government Department and the Election Commission, as list of persons who
have taken oath.
(8) All forms of the oath of office shall be kept on record of Local Government
Department and copies thereof shall be forwarded to the Election
Commission.]
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FORM-XIX
(see rule 58-A(1))
OATH OF OFFICE
Members
That, I shall bear true faith and allegiance to Pakistan and strength its
ideology, integrity, solidarity and prosperity through discharge of my duties and
perform functions in accordance with the Sindh Local Government Act, 2013, rules,
by-laws and regulations honestly, efficaciously and efficiently to the best of my ability.
SIGNATURE OF
DECLARANT
COUNTERSINGED
Place:__________
Date: __________
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FORM-XX
(see rule 58-A(2))
OATH OF OFFICE
Reserved Seats
(Women/Youth/Labourer or Peasant/Non Muslim)
That, I shall bear true faith and allegiance to Pakistan and strength its
ideology, integrity, solidarity and prosperity through discharge of my duties and
perform functions in accordance with the Sindh Local Government Act, 2013, rules,
by-laws and regulations honestly, efficaciously and efficiently to the best of my ability.
SIGNATURE OF
DECLARANT
COUNTERSINGED
Place:__________
Date: __________
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FORM-XXI (A)
(see rule 58-A(3))
OATH OF OFFICE
SIGNATURE OF
DECLARANT
COUNTERSINGED
Place:__________
Date: __________
SIGNATURE AND SEAL OF PRESIDING OFFICER
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FORM-XXI (B)
(see rule 58-A(2)
OATH OF OFFICE
SIGNATURE OF
DECLARANT
COUNTERSINGED
Place:__________
Date: __________
SIGNATURE AND SEAL OF PRESIDING OFFICER
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