To, All Returning Officers, SDOs, ADM/OC/BDOs/staff members Counting Cell

Dear Colleagues,

      After having completed a very peaceful and successful election on 23^rd April, 2011, we need to focus ourselves immediately on the final leg of the election process i.e. the counting of polled EVMs on 13^th May, 2011. While one is sure that you shall accomplish this job also as well as you have done in the past, I just thought to bring the following to your notice for refreshing your memory:

Basic Preparations in the run-up to Counting:

1. ROs/AROs shall check for themselves the arrangements in their respective Counting Halls including PA system, computer, lighting, materials and electric connection.
2. AROs shall familiarize themselves with their counting personnel and verify with them any matter deemed necessary for the conduct of smooth counting process.
3. SDOs shall also coordinate with various Cell-In-charges including those relating to Media Cell, Data Transmission Cell, Nazareth, Material Cell and Control Room for better coordination and optimum output.
4. Statutory Cell shall prepare a ‘Key Person-wise Duty Chart’ (as illustrated below) for convenience.
5. There shall be a Black/White Board in all halls.
6. Meeting with political parties, police and key counting personnel shall be held at SDO levels.
7. Training for counting personnel and Micro Observers should be carefully planned and completed well in advance.
8. Counting details including the number of halls, tables and counting personnel shall be shared with the political parties during meeting with them. A copy of the arrangement could be supplied, if demanded.
9. Counting of all Postal Ballots meant for each AC is to be done in a single Hall
10. Media Cell shall be equipped with a TV with cable connection, a PA system, telephone and fax. Adequate seating arrangements for media persons shall be there.
11. Permitted media-men with identity cards to be allowed inside the Counting Hall in small batches to take photographs of the proceedings inside the hall. DICO/SDICO shall personally accompany them during such visits. However, there shall not be any camera/video camera with pedestals/tripod/fixed stands.
12. There shall be CCTV in each Counting Hall with a common Control Room with monitors to watch the proceedings in all the counting halls.
13. Videography shall be done of the entire counting process including that of opening and closing of the Strong Rooms.
14. There shall be arrangements for generators as additional power back-up with electrician/mechanic being there in the premises during the entire process of counting.
15. Fire Tender shall be requisitioned in advance for being stationed in the counting premises.
16. PA system inside the halls shall be so arranged so that one mike addresses people inside the hall while the other addresses the people outside the hall, as far as the booths of the political parties and Media Cell.
17. RO shall announce results himself using the PA system at the end of every round.
18. The Communication Cell shall be readied in advance for transmission of round-wise results to CEO Office and ECI as per instructions.
19. There shall be specified persons who shall act as go-between for immediate compilation and communication of the results.
20. Medical Unit shall be there at every counting venue for provisioning of any emergent service.
21. Randomization of counting personnel to specific counting tables should be done at 5 a.m. on the dot in presence of Hon’ble Observers. The same could be done manually or through computer software. The entire process should be videographed.
22. The officials, who have not been assigned any table, would form a reserve pool.
23. Reserve Counting Personnel should be at pre-decided space and should not move till the end of counting process.
24. Appointment letter and identity cards should be issued to all counting personnel including Counting Supervisors, Assistant Counting Supervisors, contingent menials, Group ‘D’ staff, Micro Observers and one Additional Counting Assistant for Hon’ble Observers.
25. The Returning Officers shall ensure that all statutory reports are timely sent. Advance preparations shall be made in this regards.
26. Certificate of Election shall be prepared and issued by the District Election Cell for uniformity and conformity.
27. Communication and Transmission Cell shall be properly equipped and trained for timely transmission of all requisite information and reports.
28. The table-wise result shall be countersigned by the Hon’ble Observer before announced by RO/ARO.
29. There shall be dedicated personnel for SMS communication with CEO Office.
30. Counting Kits to be procured in advance and placed on counting table on the day prior to actual counting.
31. Pigeon Holes for postal ballot counting should also be arranged and put in place.
32. Vehicle Permits for counting hall entry should be issued in advance and a list of such permits should be handed over to the police for checking the same.
33. The issues relating to counting personnel randomization, random checking of EVMs, Micro Observer assistance and randomization of staff to assist Hon’ble Observer, Strong Room opening, two additional representative of political parties to be allowed for making food arrangements, mobile use restrictions and such other issues should sorted out with Hon’ble Observers in advance.
34. There shall be a separate arrangement for the counting of postal ballots. The candidates/their Election Agents shall be advised to nominate a separate counting agent.
35. One ARO shall be dedicated to handle the postal ballot counting. The Observer and RO should closely monitor the counting of postal ballots and EVMs simultaneously.
36. Before finalizing the tally of postal ballot counting, the RO shall personally verify the invalid and rejected postal ballots and also verify candidate-wise tally.
37. In case, the victory is being decided only on account of postal ballot counting, there should be a mandatory re-verification of postal ballot counting in presence of Hon’ble Observer and RO.
38. Whenever such r e-verification/re-counting is done, the entire proceeding should be videographed without compromising the secrecy of ballot and the video cassettes/CD should be sealed in a separate envelope for future reference.

Things to Remember on the Day of Counting:

39. Attendance Counters on the day of counting should be adequate in number and suitably manned.
40. There shall be a Display Board with Hall-wise duty chart for counting personnel.
41. The Counting Staff shall have their tiffin outside the Counting Hall in the morning itself before entering the Counting Hall.
42. None shall be allowed to carry food or any beverages inside the Counting Hall.
43. Part II of Form 17-C shall be signed by all concerned including counting agents and counting supervisor after tallying.
44. Signatures of counting agents shall be obtained on round-wise proceedings as drawn for the purpose.
45. Secrecy of Vote shall be maintained and Oath of Secrecy to this effect shall be administered to all before start of counting.
46. 630 a.m shall be the reporting time for all the counting personnel and officers.
47. The Hall-in-Charge shall take his/her seat at 7 a.m in the morning and ensure that other personnel have also entered the Hall.
48. The Counting Supervisor should check their counting materials as per the check-list given.
49. The postal ballots should reach ARO I/C at 7.30 who should start sorting them right away.
50. The opening of Strong Room for taking out postal ballots should also be informed to all concerned in advance.
51. The EVM Strong Room shall be opened at 7 a.m in the morning and EVMs should reach destined halls by 7.40 a.m sharp and EVM for a table should be ready for counting by 8 a.m sharp.
52. Postal Ballot, as usual, shall be taken up first for the counting.
53. EVMs shall be counted after immediately after the postal ballot counting is taken up.
54. List of round-wise EVMs should be with the ARO concerned.
55. There shall be a dedicated official who shall work as a Floor Supervisor and shall monitor the movement of EVMs and supply of 17-C, PRO Diary and Declaration.
56. One officer shall be in-charge of statutory report returns and shall also coordinate with the District Control Room.
57. The Observer shall randomly pick up any of the counted Control Units for checking results.
58. There shall be some randomly selected staff from the Reserve Pool for assisting Hon’ble Observers.
59. Counting Officials/Agents should be pre-informed about parallel checking of two EVMs from every round by Hon’ble Observers.

Strong Room and Sealing:

60. The opening of Strong Room for taking postal ballots should also be informed to all concerned in advance.
61. The EVM Strong Room shall be entered 7 a.m in the morning and EVMs should reach destined halls by 7.40 a.m sharp and EVM for a table should be ready for counting by 8 a.m sharp.
62. Strong Rooms should be properly barricaded to preempt any direct access to the same.

1The candidate, his election agent or authorised representative could be present during the opening/closing of the EVM/Postal Ballot Strong Room and can put their signatures/seal on the sealing material.

63. The Log Book for the Strong Room shall be maintained for movement of EVMs within and without the Strong Room.
64. Sealing of EVMs and other election papers shall continue as the EVMs are counted at the place earmarked for the purpose.
65. Sealing process shall also be videographed.
66. Political parties’ or candidates’ representative shall be allowed to put their seal or signatures.
67. Proceedings of the sealing process shall be made as per standard format.
68. Sealing Agents shall also be there as per instructions.
69. Secret seal shall be put on inside stuff and RO seal shall be there on the outside of trunks.

Security Arrangements for Counting:

1. Utmost order and peace shall be maintained inside and outside the Counting Premises.
2. The entire counting premises should be suitably sanitized.
3. No mobile phone, cigarettes, lighter et al shall be allowed inside the Counting Premises. Arrangements for deposit of such personal effects against token shall be made at the entrance.
4. A senior Executive Magistrate shall be posted at the entrance to identify the staff and officers.
5. Vehicles of only pre-decided officers shall be allowed inside the counting premises
6. A senior police officer shall be in-charge of overall maintenance of law and order within and without the premises. All aspects of security should be checked and verified.
7. The identity cards of all officer and staff members/counting personnel should be carefully checked.
8. Crowd Management outside the Counting Premises should be carefully planned.
9. Booths of principal parties/candidates should be suitably located at a safe distance from each other.
10. Three-tier cordoning system of security should be in place.
11. First Cordon should be meant for checking Photo Identity Cards and proper frisking. Only female constables shall frisk female counting personnel or counting agents.
12. Second and Third Cordons checking should be carefully executed. There shall be no frisking at this level unless felt otherwise.
13. People allowed in Counting Hall include Hon’ble Observers, district election officials and counting personnel with proper identity cards other than police, Micro Observers, Counting Supervisors, Assistant Counting Supervisors, Candidates, Election Agents and Counting Agents.
14. Police officials shall not enter the Counting Halls unless and until called in for assistance.
15. Counting Agents/Election Agents shall be allowed entry only if they produce the second copy of the Appointment Letter after duly completing and signing the declaration contained therein under RO authority.
16. The Counting Premises shall be a ‘No Smoking Zone’.
17. None other than Hon’ble Observers, DEO, RO and AROs shall be allowed to carry their mobile phones inside the counting premises. However, the mobile phones shall not be allowed to be used inside the Counting Hall.
18. Police shall ensure against loitering inside the Counting Premises.
19. Utmost discipline and vigil shall be maintained inside the premises.
20. Proper prior planning and security arrangements shall be made to tackle unforeseen law and order problems in the aftermath of declaration of results. Utmost vigil shall be maintained during the victory processions/rallies of candidates/parties.
21. Vehicle checking for transportation of arms, liquor and cash shall be thoroughly done in the run upto and till the day of counting.
22. A close watch shall be maintained over the activities outside the Counting Premises.

Counting Agents:

1There can be one counting agent appointed by the candidate or his/her election agent for each table.

70. Appointment Letter to the Counting Agent is to be given in Form-18.
71. Identity Cards shall be issued by RO on receipt of names of counting agents along with two stamp size photographs by 10^th May, 2011.
72. There could be one counting agent for each ARO’s table as well.
73. Each counting agent shall have a badge indicating the name of the candidate, table number along with counting agent’s full signature.
74. Seating Arrangements for Counting Agents shall have the following order: Recognised National Party-Recognised State Party-Recognised State Party of Other States permitted reserved symbols-Registered Unrecognized Party-Independents.
75. Candidates or his/her election agents are free to move around inside the Hall.

Random Checking of EVM by Hon’ble Observer:

1. There would be a random checking of counted EVM by the Hon’ble Observer.
2. The staff to assist the Hon’ble Observer for this cross-checking would be randomly selected from the Reserve Pool.
3. The Additional Staff who will be randomly deployed by the Observer would be sitting at each of the 14 counting tables. They will be provided with an identity card by the DEO.
4. At the closure of each round, Hon’ble Observer would randomly select any two EVM control units from amongst the Control Units of the concerned round which have been counted.
5. He would then direct the counting staff, specially deployed for this purpose, to independently note down from the control units so selected, the details of the votes polled as indicated by the machine.
6. This Additional Staff shall note down the details of votes exhibited by the EVMs being counted in each round in that table.
7. He will be provided with a pre-printed statement on which there will be space for noting down the CU number, Round number, Table Number, PS number and thereafter the names of all the contesting candidates as they appear in the ballot paper.
8. These details would then be compared with the details provided by the officials in the table-wise result to check for any discrepancy between the two.
9. Care must be taken to ensure that the staff assigned for random checking is not aware of the details provided in the table-wise result.
10. Any staff who is found to have wrongly noted the counting result would be taken off and replaced by another set of staff. Severe disciplinary action should then follow on the erring staff for their willful omissions and commissions.
11. They will put their signature at the end of the statement and shall hand over the statement to the Hon’ble Observer after each round.
12. The Observer/RO will cross-check the figures noted in Part-II of Form 17C as submitted by the counting staff with the additional statement submitted by the additional staff.

Instructions to the Counting Supervisor and Assistant Counting Supervisor:

1. Check polling station number of EVM given along with the flow chart given.
2. Open the case after breaking seal by a sharpener/blade.
3. Show the address tag of EVM to the counting agents.
4. Show the strip seal and open it.
5. Show the paper seal number to agents and allow them to compare.
6. Tear the green paper seal in a manner so that the paper seal number is preserved.
7. Switch on the Control Unit.
8. Press Result-1.
9. Display unit of CU will show result.
10. Part-II of Form 17-C is to be filled up accordingly.
11. In case of discrepancy, if any, the same is to be noted in Part-II of Form 17C.
12. Part-II of Form 17C is to be signed by both the supervisors and agents at counting table.
13. Fill up From A with 17C very carefully, repeat, very carefully.
14. Sending of filled up 17C and Form A to ARO’s table immediately.
15. Ask the ARO to provide the CU of EVM meant for his table for next round.
16. Carry on this system till the last round in his table is completed.
17. Draw the proceedings as per format be given by ARO.

Immediately After Completion of Detailed Counting, RO shall ensure:

i)                    Preparation of Final Result Sheet in Form-20

ii)                   Dispatch of one original hard copy and one soft copy of Form-20 to CEO by Special Messenger on 14^th May, 2011.

iii)                 Declaration of Result in Form 21D.  One copy (original) of signed 21D to be sent immediately to :

a)      E.C.I

b)      Union Ministry of Law & Justice

c)      The Chief Secretary of Government of West Bengal

d)      The Secretary to the West Bengal Legislative Assembly

Two copies (original) 21D to be sent to CEO on 14^th May, 2011 by Special Messenger.

iv)                 One copy (original) Form-21E to be sent to :

a)      E.C.I

b)      Secretary to the West Bengal Legislative Assembly

Two copies (original) 21E to be sent to CEO on 14^th May, 2011 by Special Messenger.

Remember full name of the party must be written in party affiliation column of Form-21E

v)                  After declaration of election result, following documents are to be sent to CEO:

a)      Report on the election by Returning Officer (two-copies)

b)      Check Memo (original) ( one copy)

c)      One copy of certificate of election (Form-22)

d)      Check slip (original) (one copy) for notification

e)      Two unused ballot papers (with the words “Cancelled for record in the ECI) written on reverse side of each ballot paper under the seal and signature of Returning Officer).

The above salient points are only illustrative and shall be read with in any other supplementary and subsequent orders issued in this regard by the Election Commission of India.

With best wishes,

 Dr. Saumitra Mohan, IAS,

(District Magistrate and District

 Election Officer, Birbhum).

                                                                                   

Checklist with respect to CPF:-

• List of CO-wise Guest Houses with phone numbers of Guest Houses and Liaison Officers to be given.
• Information Booklet with basic details to be provided to COs.
• Route Map for their area of deployment to be provided.
• Force Deployment Plan as approved by Hon’ble Observers to be supplied to the COs of CPF.
• List of duties/Dos and Don’ts to be given by SP.
• OC, CPF i.e. DSP, DNT to be in regular touch with PHE/its agencies for any last minute provisioning of infrastructures.
• List of Sector Officers with phone numbers to be provided.
• SIM cards with mobile set to be given.
• List of Vulnerable/Critical polling station to be given.

Who can enter the polling booths?

Voter with EPIC or any of the 13 identification documents with photograph i.e. passport, Driving License, PAN card, Service Identity Card, Passbook, SC/ST/OBC Certificate, pension document, Freedom Fighter Identity Card, Arms License, Physically Handicapped Certificate, Health Insurance Smart Card, Property Document or NREGA Job Card.

Besides, a companion of blind/infirm voter, a baby in arms, authorized polling agents with EPIC, polling personnel, election duty officials, Hon’ble Observers, Candidate or his/her election agent with proper identification can enter the polling booths/premises.

A voter’s security is not allowed to enter the booths unless he/she is a ‘Z’ category person in which case the security shall be in plain clothes with concealed arms.

A policeman is not authorized to enter the booths unless specifically called in by the Presiding Officer.

Unauthorized media persons are not allowed to polling booths. In no case, the authorized media persons should be allowed to take a picture of the voting compartments with voter casting his/her vote.

Some Dos and Don’ts

Extensive Flag March/Route March in consultation with the police authorities should be carried out in the area of deployment. 

The CPF man posted in booths shall be stationed at the door of the polling booths so as to have a clear view of the proceedings inside the booths.

In multi-booth premises, they shall be oscillating between different booths.

The local state police (LSP) shall be unarmed and shall only be concerned with the     regulation of the queue unless called in by the Presiding Officer for assistance.

None is to enter inside the booth unless and until called in specifically by the Presiding Officer for assistance.

Take over the polling station of deployment on P-1 day.

Ensure that outsiders/political party representatives don’t interact with the polling personnel after they arrive at the booths on P-1 day.

Get in touch with the Police Sector Officer for any assistance.

After the polling is over, CPF to be carried off as per arrangements made by the local police authorities while the CPF deployed at the last booth of the sector to accompany the polled EVMs and polling personnel of that sector to the Reception Centre.

Help the polling personnel on P-1 day. Ensure that they don’t have any problem with accommodation on P-1 day as they need sound sleep to be alert on the poll day.

Every CPF person should be at the best of his behaviour so that voters feel confident.

Take all measures necessary for sanitizing the polling station.

Do ROP if deemed necessary.

Commandant/Asstt Commandant/Commanding Officer to visit the vulnerable areas on poll day to check whether there is any obstruction for voters to come to the booths.

Police Sector Officers in consultation with the Civil Sector Officers shall provide information from time to time as per feedback to the CFP COs.

While on Naka, RT Mobile, HRFS and similar duties, please do keep checking vehicles including ambulances/dead body carriers for tracking movement of illegal arms, cash or liquor. Check any goods being transported to guard against ingenuous transportation of cash or arms or liquor.

To, All Returning Officers, SDOs, ADM/OC/staff members Nomination Cell

   As the day of nomination i.e. 30^th March, 2011 comes near, we should be gearing up with all the requisite preparations for the same. I hope that all of you have already made necessary preparations so that the Cell officers and staff members have no problem while transacting works. I also hope that a coordination meeting with all political parties and concerned officers/staff members has already taken place at your level and all the necessary arrangements have been tied up. Still, we thought to send the following do’s and don’ts  for your convenience:

NOMINATION  CELL  -  REQUIREMENT

Documents to be submitted by the candidates at the time of filing nomination paper	Documents to be handed over to the candidates at the time of filing nomination paper	Logistics	Other Forms required for Nomination Cell
1) Form -2B (English & Bengali) i.e. nomination paper in the prescribed format is to be received. 2) Collect Form – 26 (Affidavit) (Annex-IX-C as per  chapter-V para 7.2 of RO’s HB) 3)Collect receipt for deposition of nomination fee of Rs10000/Rs5000 as applicable 4)Form A & B to be collected from candidate 5) Collect Affidavit on Assets from Candidate in Annexture-I (NEW FORMAT as per ECI NO.3/ER/2011/SDR dt.25.2.2011) 6) Form of Oath or affirmation both English & Bengali in Annex-XII(For Legislature of a State as per chapter-V para-20.2 of RO’s HB) to be affirmed by the Candidate 7) Specimen signature to be collected in Form (Annexure-XXI chapter VII of RO’s HB) the Candidate and his Election agent 8) Collect correct spelling of name of the Candidate which will appear in the ballot paper and Form-7A 9) If the Candidate is from other Assembly constituency, collect certified copy of Electoral Roll (Part from which he/she belongs). (If not supplied with Nomination) 10) Collect Form-8 duly filled by the candidate for appointment of Election Agent 11) Collect two copies of colour passport size photographs of candidate and his election agent for processing their ID Cards. 12) SC/ST Certificate from competent authority in case of a reserved AC and for claiming relaxation in nomination fee. 13) Information sheet on address and contact number of candidate and election agent.	1) Acknowledge receipt of nomination paper in Form-2B specifying date, time & venue of scrutiny and issue Notice specifying date, time and venue for allotment of symbol. 2) In case of non-submission of Form-26, issue check memo/notice(Annex-11 of RO’ HB) for submission of the same by 3.00 PM of 06/04/2011. 3) Without submission of receipt of requisite nomination fee( DCR /Challan),  no nomination shall be received by RO/ARO 4)Issue notice /Check memo for submission of Form-A&B by 3.00PM of 06/04/11, if not submitted at the time of filing of nomination paper. 5) In case of non-submission of Annex-I at the time of filing of nomination paper, Issue notice /Check memo for submission of the same by 3.00PM of 06/04/11. 6)In case of non-affirmation of oath at the time of filing of nomination paper, Issue notice vide page no 53 of RO’s HB for taking oath or affirmation by 3.00 PM of  06/04/11 & give a certificate vide Annex-XII of RO’s HB 7) Issue check memo for submission of the same by 06/04/11, if not submitted. 8) Issue check memo for submission of the same by 06/04/11, if not submitted. 9) Notice as per page 47 of R.O hand book,2011), if certified copy of the ER of the relevant part is not submitted at the filing of nomination paper. 10)Issue check memo for submission of the same by 06/04/11, if not submitted. 11)Issue check memo for submission of the same by 06/04/11, if not submitted. 12) Issue check memo/ notice for submission of the same before the hours fixed for scrutiny on 07/04/11wherever applicable & if not submitted 13)Issue check memo for submission of the same by 06/04/11, if not submitted. 14) Model code of conduct to political party (AnnexXXIX vide Page 376 to 379 of R.O. hand book) 15) Register for maintenance of day-to-day accounts of expenditure (As per new  format A,B,C& Abstract Statement in Part- I to VI 16) In case of non-submission, issue notice/check memo for submission of the same by 7/04/11; the date of scruitiny. 17) Copy of the Order on printing press against receipt. (Annexure-XIX)(XVIII(ECI NO.3/9/ES008/94-JS-IIdt02.09.94) 18) Penal provision Annx-XX (chapter VII para-9) ; 19) Notification of rates for assessment of expenditure by the DM &DEO, Birbhum 20) Check memo duly filled in and signed by the RO and the Candidate on proper receipt.	1)Plastic folder file  -  20. 2)Scanner- 1 3)DCR book with a team of dedicated staff for collection of nomination fee 4)Computer – 1 5)White Paper 6)Pens 7)Cover files 8)Stamp Pad 9)Seal of  RO & ARO 10)Stapler with pin 11)Photocopier 12) A Wall Clock 13)Videography  Team with  Video Camera 14)Trunks@ 2/RO 15)Paper weights 16) Tag 17) Botkin 18) Luck 19) Sealing materials 20)RO’s metal seal	1)Form-2B 2)(Annex-XI) chapter –V para 19.1 3)Form-3A, 4)Format for Consolidated List of nominated candidates ( as per page 57 of RO’s HB) 5)Form-4, 6)Form-5, 7)Form-6, 8)Form-7A, 9)Form-8, 10)Form-9 11)Notice to defaulying candidates(Page 53 of R.O hand 12)List of reserved and free symbol vide no. 1077 dt. 9/3/11 of CEO,WB 13)Register for keeping day to day records of nomination papers filed 14)Register for maintenance of day to day accounts of election expenditure by the candidates 15)Format for correct spelling & style of name of the candidate to be printed in the ballot paper & form-7A 16) Current Photo Electoral Roll 17)All other forms as mentioned in column 1&2

NOMINATION, SCRUTINY, WITHDRAWAL AND ALLOTMENT SYMBOLS

1.	Period of Nomination	30.03.2011 to 06.04.2011, Time 11.00 a.m. to 3 p.m. (Except on Sunday and N.I. Act Holidays).
2.	Who can be a Member of the Legislative Assembly?	Any person can file a maximum of 4 (four) nomination papers who is – A citizen of India. Whose name has been included in any part of electoral roll pertaining to any constituency of the state of West Bengal. Who is not below 25 years of age as on 07.04.2011 (as on the date of scrutiny of nomination i.e on07.04.2011) Not having a contract with Government. Not disqualified u/s 8,8A,9,9A,10,10A of the R.P.Act. Candidates belonging to SC/ST can contest from any seat but for reserved constituencies, only SC/St candidates having the reqd. certificate from the competent Authority of anywhere of West Bengal)
3.	Who can file nomination?	Candidate personally, or by his Proposer, or by any one of his Proposers.
4.	How many persons are allowed during nomination?	Candidate, his Proposer or Proposers and four other persons as per ECI instructions issued.(Not more than 4 other than the candidate)
5.	Who can be the proposer?	Any voter of that Constituency.
6.	Number of Proposers	One: if the Candidate is set up by recognized National or State Party. Ten: if the Candidate has been set up by the registered, unrecognized political party or if he is an independent Candidate. If a state party recognized in other State but not recognized in this state will also be required TEN proposers
7.	Nomination fees	Rs.10,000/- for general Candidates. Rs.5,000/- for SC/ ST Candidates. [one deposit for each constituency, separate deposit for different constituency]
8.	Forms/papers to be handed over to an intending Candidate	ü      Nomination Form (2B) in English and Bengali – maximum 4 (four) forms. ü      Copy of Form 26 (Affidavit Form) (Page 237/289 of RO’s Hand book ü      Copy of Annexure-I Affidavit Form (NEW FORMAT) ü      Form 8 & 9 (Bengali & English ) one copy each (Form 5 is not required if any Candidate wishes to withdraw his/her candidature, he/she will collect the same from RO/ARO) ü      Form of Oath (Bengali & English) one copy each. ü      An improvised format to mention how his/her name will be printed on the Ballot paper. ü      Format for correct spelling of name in Bengali and English of the candidate. ü      Format for particulars such as name, address and contact no of candidate & election agent. ü      Format for taking specimen signature of candidate & election agent. ü      Checklist containing the
Received the above mentioned papers from RO/ARO _________ A.C.   Name of the                               Signature of Candidate               Name of the Party Person receiving
9.	Steps to be taken during receiving of Nomination paper  -
	Ø      Sl. No. of the nomination paper, date & time to be written on the body of the nomination paper by RO/ARO and to be signed by him. Ø      To check the DCR for deposition of requisite nomination fee, Ø      To compare the Sl. No., part no. and name of the Candidate and proposer(s) with the electoral rolls). Ø      To check that age has been specified by the Candidate. Ø      To check whether the Candidate has mentioned his party in case of a National, State or Registered Unrecognized Party Candidate. Ø      To check whether the Candidate and the proposer(s) have signed. Ø      To take the LTI of the Candidate and/or the proposer(s) in presence and attest the LTI (s) on being satisfied with the identity, if he can not sign. Ø      To fill up the nomination register with detailed address and phone no. (if any) of the Candidate along with other details. Ø      Take Oath or Affirmation of the Candidate in prescribed proforma and take signature in presence on the proforma. To check whether the following documents have been submitted       Certified copy of the concerned electoral roll, if the Candidate is not a voter of that constituency.       Affidavit in Form 26 (page 289 of RO’s Hand book).       Affidavit in prescribed proforma for Assets (NEW FORMAT) in Annex-I       Oath or affirmation in prescribed proforma (page 303 of RO’s Hand book).       SC/ST Certificate for any SC/ST constituency or any SC/ST Candidate intending to contest from general constituency and availing deposition concession.       Improvised format in which the Candidate has mentioned how to write his name on the ballot appear in English and Bengali.       Form A & B for political party Candidates.
10.	Documents to be handed over to the Candidate after filing of Nomination
	§         Receipt of Nomination paper (last part) specifying VENUE, date & time  for scrutiny. §         Notice specifying VENUE, date & time for allotment of symbol. §         Letter for maintenance of accounts (Annex-XVIIA) §         ECI letter for maintenance of accounts (Annex.XVIIB) §         Expenditure Register against proper receipt Part-A, B & C(NEW) §         Abstract Statement of Election Expenses in Part- I to VI (NEW) with the attached affidavit against proper receipt. §         Certificate of Oath or Affirmation if made so (page-303 of RO’s Hand Book). §         ECI letter No.3R/ ER /2005/JS-II, Dt.27.3.2003 and 3R/ER/2005/JS-II, Dt.17.3.2006 on filing of Affidavits.(NEW FORMAT vide No 3/ER/2011/SDR  dt 25/02/11 of ECI) §         Notice pointing out the requirement of filing Affidavit in Form 26 within ------06.04.2011 up to 3.00 p.m against receipt, if not submitted already. §         Notice pointing out the requirement of filing Affidavit of assets within ------06.04.2011 upto 3.00 p.m against receipt, if not submitted already (page-53 of RO’s Hand Book). §         Notice pointing out the requirement of filing Oath within …06.04.2011…………against receipt, if not made already (Page 53 of RO’s Hand Book). §         Notice asking the certified copy of the electoral roll of the concerned part against receipt, if the Candidate is not a voter of that constituency, if not submitted already. §         Copy of the order on Printing Presses against receipt (annex-XVIII) §         Notice to contesting Candidates regarding penal provision of Election Law’s (annex-XX). §         Form for appointment of Election agent-Form-8 §         Form for revocation of Election agent – Form-9 §         Model Code of Conduct §         Copy of ECI D.O. No.464/INST/2006/PLN-1/318, dt.17.3.2006) §         Copy of ECI D.O. No.464/INST/2006/PLN-1/319, dt.17.3.2006 §         Copy of ECI D.O. No.464/INST/2006/PLN-1/326, Dt.17.3.2006.
11.	Steps to be taken just after each day’s Nomination
	v     Display on notice board a notice in form-3A after 3 PM every day and send a copy to the DEO (retaining a copy in file).  If more than one nomination paper is submitted, all the nominations must be specified. v     Display copies of nomination papers in the notice board of the RO v     Display all the copies of affidavits submitted. v     If any counter affidavit is submitted, it should also be displayed in the RO’s notice board. v     Send daily nomination reports along with copies of the affidavits to DM & DEO. v     Send desired reports to ECI along with scanned copies of affidavits through e-mail and upload the same on the district website. Scanned affidavits to be sent through e-mail within 24hrs of last date of withdrawal of candidature for contesting candidates. v     To prepare consolidated list of nominated Candidate: after 3.00 p.m on …06.04.2011………..as per proforma in page 58………of RO’s Hand Book. N.B. Consolidated list of nominated Candidates are to be arranged as follows : Ø      Candidates of recognized national or state parties in the state of West Bengal. Ø      Candidates of registered unrecognized political parties. Ø      Other Candidates (Independent Candidates). Ø      Such names in each category are to be arranged alphabetically in Bengali.  The Sl. No. of three categories shall be given consecutively and not separately for each category. v     Keep all the documents in a sealed trunk in safe-custody.
12	Scrutiny :
	Scrutiny is to be done by RO himself.       During scrutiny, only the Candidate, his election agent, one proposer and one other duly authorized person will be allowed.       All the nomination papers of each Candidate are to be scrutinized.       Disqualification of a Candidate to be related to the date fixed for scrutiny.       Grounds for rejection are to be noted specifically.       Hearing of objection or decision of scrutiny for any particular nomination paper can be postponed till next date or up to 11:00 am on the day after that.
	VII. Grounds for rejection: ·        The Candidate is not qualified. ·        The Candidate is disqualified under section 8A, 11A (b) and 10 A of ROPA 1951 (List to be supplied by ECI). ·        Either of the two prescribed affidavits have not been submitted within _06.04.2011_ 2011 upto 3.00 p.m. ·        Not signed by the Candidate/proposer. ·        Proposer is not an elector of that constituency. ·        Proper deposit has not been made. ·        Oath or affirmation has not been made. ·        Certified copy of the electoral roll of the concerned part has not been submitted, if the Candidate is not a voter of that constituency. ·        Form A and B (bearing original signature in ink) has not been submitted for a Candidate of recognized political parties (if only one proposer has signed). Facsimile signature or FAX copies are not acceptable.
13.	Withdrawal:
	§         Notice of withdrawal in Form-5 must be submitted by – Ø      The Candidate or Ø      By the duly authorized proposer or Ø      By the duly authorized election agent. §         Notice of withdrawal in Form-5 can be delivered after scrutiny upto 3.00p.m. on _09.04.2011. §         Excepting the last day of withdrawal, Form-5 can be submitted within office hours on the days except holidays. §         A receipt of Form-5 submission is to be given. §         Immediately after receiving a notice of withdrawal in Form-5, a notice in Form-6 is to be displayed on notice board and an intimation to be sent to DM & DEO.
14.	Forms to be prepared:
	v     Notice of nomination after 3 p.m. on each day of nomination v     Consolidated list of nominated Candidate after3.00 p.m. on _06.04.2011_______ as per proforma in page 58 of RO’s Hand Book. v     List of validly nominated Candidates in Form 4 – immediately after scrutiny. v     List of contesting Candidates in form 7A, after 3.00 PM on 09.04.2011. N.B.  List of validly nominated candidate in Form-4 & list of contesting Candidates in Form-7A are to be arranged as follows: o       Candidates of recognized National or State Parties o       Candidates of registered unrecognized political parties. o       Other Candidates (independent Candidates). Such names in each category are to be arranged alphabetically in Bengali. The Sl. No. of three categories shall be given consecutively and not separately for such category. First letter of any name, irrespective of whether the name given 1st is the proper name or the surname. The initial, if any prefixed to the name, should be ignored for the purpose of arranging.
15.	Steps to be taken after withdrawal:
	ü      To prepare the list of contesting Candidates ü      To display in notice board a copy of form 7A ü      To send copy of form 7A to DM & DEO and ECI as per direction (in Bengali & English). ü      To issue notice to the Candidates inviting attention to Law relating to Corrupt Practices & Electoral Offences (Annex XX) ü      To collect specimen signatures of the Candidates / Election Agents in Annexure XXI. ü      To collect photographs of Candidates & election agents and issue IDENTITY cards as per provisions given in page no. 54 of RO’s Hand Book.
16.	Allotment of Symbol
	ü      Allot symbol reserved for the party, in case of a recognized political parties, to the party Candidate (even if a Candidate choose another symbol by mistake, it is to be ignored). ü      Allot the chosen symbol, out of the free symbols, to the unrecognized registered party Candidate (if ECI has not allotted any symbol to that party). ü      If two Candidates of unrecognized registered parties have chosen the same free symbol, and neither of them is a seating member, allot by lot (a seating member will get preference). ü      If two independent Candidates have chosen the same free symbol, and neither of them is a seating members, allot by lot (a seating member will get preference). ü      Rest Candidates will be allotted the symbol chosen by them. NB.   1.  For an independent Candidate, the choice given in the 1st nomination paper              is thereby considered.          2. Where a Candidate had not made a declaration in any of the nomination paper              that he is the Candidate of a particular political party, he shall not be deemed              to have been set up by that particular political party.
17.	Acknowledgement from the candidate regarding Documents handed over to  him after filing of Nomination
	Receipt of nomination paper specifying date and time for scrutiny.       Notice specifying date and time for allotment of symbol.       Letter for maintenance of accounts (Annex. XVIIA)       ECI letter maintenance of accounts (Annex. XVII-B)       Expenditure Register against proper receipt (Annex. XVII-C)       Abstract Statement of Election Expenses (Annex. XVII-D)with the attached affidavit against proper receipt.       Certificate of Oath or Affirmation       ECI letter No. 3R/ER/2005/JS-II, Dt.27.3.2003 and 3R/ER/2005/JS-II Dt.17.3.06 on filing of affidavits.       Notice pointing out the requirement of filing Affidavit in Form 26 within       --06.04.2011- upto 3.00 p.m.       Notice pointing out the requirement of filing Affidavit of assets within -         up to 3. 00 p.m.       Notice pointing out the requirement of filing Oath within …06.04.2011………………against receipt.       Notice asking the certified copy of the electoral roll of the concerned part against receipt, if the Candidate is not a voter of that constituency.       Copy of the order on Printing Presses against receipt (annex. XVIII)       Notice to contesting Candidates regarding penal provisions of Election Laws (annex-XX).       Form for appointment of Election agent –Form-8.       Form for revocation of Election agent Form 9,       Model Code of Conduct,       Copy of ECI D.O. No.464/INST/2006/PLN-1/318, Dt.17.3.06       Copy of ECI D.O. NO………………………………       Copy of ECI D.O. NO.------------------- Received the above mentioned papers from RO/ARO………………………….A.C Name of the Person Receiving                               Signature Candidate            Name of the Party

Besides, please ensure that only four persons other than the candidate enter the RO’s chamber and no more than three vehicles per candidate come within the 100 metre radius of the RO/ARO office. Hope the information shall prove useful to all concerned.

With best wishes,

Dr. Saumitra Mohan, IAS.