1.1 At an election to the Municipal Corporation, your party will consist of yourself and three or four Polling Officers. While appointing the polling party, Your Returning Officer will authorize one of the Polling Officers in your party to perform the duties of Presiding Officer in case you are tobe unavoidably absent from the polling station.
1.2 At a single election, where the number of voters allotted to a polling station is thousand or less, the polling party will normally consist of one Presiding Officer and three polling officers and where the number of voters exceeds one thousand, the party will consist of a Presiding Officer and four Polling Officers.
Contact with the other members of the polling party.
2. Ascertain as soon as it is practicable, who the members of your polling party are going to be. It is necessary for you to have the residential addresses of all the Polling Officers appointed to work under you. You should go over with them as frequently as possible, and explain to them, the part to be taken at the poll by each member of party. Unless there is team work. Your task as Presiding Officer will be more difficult.
3.1 Attend as many polling rehearsals as you can, This is essential for obtaining a clear idea of the procedure to be followed and for understanding the provisions of the law.
3.2 You must take with you the Polling Officer authorized to perform your duties in your unavoidable absence to these rehearsals. It is very necessary that you and such authorized Polling Officer should do the various operations with the ballet box yourself/ himself and should not be content with simply watching the demonstration. Both of you should also familiarize yourselves with the fixing of the paper seals, in case such seals are used in the ballot box.
3.3 You should also prepare a sample ballot paper account and paper seal account.
3.4 Even in case you had worked as a Presiding Officer or a Polling Officer in some earlier election, you must attend the training classes/rehearsals, as the election law and procedure are being amended from time to time and it is necessary that you should follow the revised procedure as otherwise the conduct of election may not be in accordance with the latest procedures or instructions. Further, it is always advantageous to refresh your memory even if there is no change in the law and procedure.
Application for postal ballot paper or Election Duty Certificate
4.1 You and your Polling Officers may be electors in the same ward in which you are posted on duty or in some other ward. The order of appointment as Presiding Officer will be issued in duplicate and along with this order, the Returning Officer will end you sufficient number of Forms 13 and 13 A to enable you and the Polling Officers to apply for postal ballot papers or Election Duty Certificates. If any one of you is an elector in the same ward, you can apply for an Election Duty Certificate in Forms 13A to the Returning Officer, which would enable you to vote at the polling station at which you are posted election duty. If any one of you is an elector form a ward other than the one where you are posted on election duty, you may fill in From 13 and apply for a postal ballot paper, In either case, you have to send the application forms immediately along with the duplicate Photostat copy of the order of appointment, as otherwise there may not be enough time to receive the Election Duty Certificate/ Postal Ballot Paper, and in the case of postal ballot paper, to record your vote and return it to the Returning Officer well in time before the commencement of counting. Applications from voters on election duty for permission to vote by postal ballot are required by law to be made atleast seven days or such shorter period as the Returning Officer may allow before the day of poll or the first of the poll in the ward.
4.2 Spare copies of Forms 13 and 13A will be available at the Training Centre (s). Please not that you have to apply for Postal Ballot paper, to the Returning Officer of the ward in which you have been enrolled as a voter and not to the Returning Officer under whom you have been posted as Presiding / Polling Officer as the Returning Officer has to ensure that you have been deployed on Election Duty and that you are also registered as elector in the electoral roll being utilized for the election. Obligation of furnishing correct particulars in Forms 13 and 13A lies upon you and if wrong or incomplete particulars are furnished the postal ballot paper Election Duty Certificate will not be issued.
4.3 Rule 56 (2) (a) of the D.M. C. Rules, 1970 requires that the elector giving his vote by postal ballot paper shall sign the declaration in Form 14A in the presence of, and have the signature attested by, a Stipendiary Magistrate or such other officer as is specified for the purpose. Under the rules, you can attest the declarations of Polling Officers working with you.