Electoral registration

Informing our approach to Individual Electoral Registration (IER) guidance

We will be producing guidance, tools and resources to support Electoral Registration Officers and their staff in preparing for and delivering the transition to IER. 

To inform the development of our guidance, we are now seeking views on our overall approach to the guidance, as well as the proposed content.

We are developing a series of summary documents setting out what each part of the guidance will cover and what the key issues are that EROs will need to consider. We have now published a summary document for Part 1 of our guidance, which sets out what we think should be covered in that guidance and the overall approach to IER guidance. Part 1 will be published in June 2013, ahead of the rest of the guidance parts in September.

In particular, we want to know whether you think we have identified the appropriate topics to cover, whether there is anything missing, and whether the key points and processes outlined are workable in practice. Your local Commission team would be grateful for your feedback, and would be happy to receive comments in writing, over the phone and can also meet individuals or groups to discuss the guidance.

The table below outlines the start date and closing date for each part of the consultation, and includes links to the documents available for consultation:

Electoral registration guidance manual

We have produced a comprehensive guidance manual for Electoral Registration Officers (EROs) across Great Britain. This replaces Managing electoral services. The manual also covers applications for absent voting, as Electoral Registration Officers have a duty to process these.

The manual only covers electoral registration in England, Scotland and Wales. It does not deal with electoral registration in Northern Ireland.

A full copy of the registration manual in both English and Welsh can be downloaded by clicking on the following links (please note they are large files):

• Managing electoral registration in Great Britain: guidance for Electoral Registration Officers (PDF)

The manual is also available for download in parts:

Participation resources

We have produced a range of resources to support your public awareness work on encouraging voter registration and providing information on elections.

These resources – for use by electoral administrators and communication teams – include advertising templates, press releases and practical materials to encourage public participation in the electoral process.

• View our participation resources

Performance standards templates

• Project plan (DOC)
• Risk register (DOC)

Annual canvass

We have produced a range of support products for EROs and electoral registration staff to use during the annual canvass. 

The resources are intended to provide tools to support the management and delivery of the canvass, and the template format allows for local requirements to be incorporated into the individual products. The template materials consist of the following:

Resources to support the management of the canvass

Resources to support the briefing of canvassers

Alternative language versions

The statement of the purpose of the annual canvass document is available in the following languages:

Rolling registration

Rolling registration dates for 2012 (England and Wales, excluding London) (DOC)

Rolling registration dates for 2012 (Scotland and London) (PDF)

Rolling registration dates for 2013 (DOC)

Our rolling registration forms are available to download from our About My Vote website.

Practical advice on how to maintain a complete and accurate register throughout the year is provided in our electoral registration guidance manual.

Absent vote identifier refresh

Following a request from the Elections and Registration Working Group, we have produced template text for covering letters that Electoral Registration Officers in England and Wales can use for their refresh of absent vote identifiers in 2012.

While we have provided suggested wording for the covering communication, we have not provided templates for the collection notices, as we understand that suppliers have already been working with administrators on the format for the notices. The templates are below:

• Postal vote identifier request letter (DOC) 
• Proxy vote identifier request letter (DOC)
• Cancellation letter (DOC)

Access and supply of electoral registers

Full register front covers

The following are template front covers for the full register, which provide information to those inspecting/purchasing/requesting a copy of the full register on how the register can be used and of the penalties they could face if they use the register for purposes other than those set out in legislation.

• Cover sheet for copies of the full register for sale (DOC)
• Cover sheet for copies of the full register supplied free of charge on request (DOC)
• Cover sheet for copies of the full register available for inspection (DOC)

Staff guidance notes

• Guidance notes for staff supervising the public inspection of the full register (DOC)

Edited register front cover 

The following is a  template front cover for the edited register, which contains information on the sale of the edited register and the 'opt out':

• Cover sheet for copies of edited register available for inspection (DOC)

Designing electoral services (England)

• Designing electoral services (PDF) 

This document has been prompted by the challenges facing new unitary authorities in setting up new electoral services units. It outlines the factors and highlights common issues that should be considered in designing a new service. We recognise that there is no 'one size fits all' solution but we  explore the best practice methods of establishing an effective structure and provide information for additional help and guidance for those involved in the process.