Guidance for Returning Officers administering a Greater London Authority (GLA) election

The Constituency Returning Officer (CRO) is responsible for all aspects of the nominations process at the election of a constituency Member of the London Assembly for their constituency. 

As the CRO, you are also responsible for the conduct of the poll for the constituency election and that part of the Mayor of London election and the London-wide Assembly Member contest that falls within your constituency.

You will work closely with Borough Returning Officers (BROs) on operational issues and so while this guidance is targeted at CROs, parts of it will also be relevant to BROs.

The GLRO is responsible for the nomination process at the Mayor of London election and the London-wide Assembly Member contest.

Your project plan should include details on how you will engage with political parties, candidates and agents and how you will manage the nomination process that you are responsible for.

You should also liaise with the GLRO and London Elects to determine what information on local processes they will require for sharing with parties, candidates and agents and to agree how this information should be disseminated. The information should be provided in good time to enable candidates and agents to act on it.

Briefings

As CRO you should ensure that candidates and election agents are offered a briefing session on the processes specific to the election they are standing in, including local arrangements, and addressing any past, current or expected issues you may be aware of. You should liaise with the GLRO about the content of your briefings to ensure they include consistent messages, for example in relation to security arrangements and arrangements for the count.

As a minimum, your briefing should cover:

• the nomination process
• the election process
• election spending
• accessing the electoral register
• equipment provided to polling station that makes voting easier for disabled people
• handling of postal votes restrictions on the handling of postal voting documents by campaigners
• the Code of conduct for campaigners in Great Britain 

You will also need to decide how information about local arrangements will be provided. This will include information on the dates, times and venues for the key election processes including:

• postal vote issues and openings
• polling day
• the verification and count 

The briefings should allow for the fact that there may be people who have little or no knowledge of election rules and procedures or who have not involved themselves in elections for some time. 

All briefing sessions should highlight the importance of following the election rules. You should also provide information on the standards of behaviour you expect from supporters in the area of the polling place on polling day.

We have produced a template presentation for candidates and agents, which you may want to use as a basis for briefing candidates and agents in your area.

Providing written information 

You should ensure that candidates and election agents are also issued with written guidance on the election process, including local arrangements, and you should signpost the guidance produced by the Commission and London Elects. The information should be provided in good time to enable candidates and agents to act on it.

For the Mayor of London election and the London-wide Assembly Member contest, you should liaise with the GLRO, to ensure that parties, candidates and agents have access to information on processes that you will be carrying out locally, such as the opening of postal votes.

The purpose of providing written guidance is so that parties, candidates and agents have access to authoritative and comprehensive guidance for reference at any time to ensure that they have all the information they need to take part in an election. 

Where appropriate, you can provide candidates and agents with a link to where they can find the relevant information online and it will be for you to ensure that candidates can easily access the information they need and to do whatever is necessary to facilitate this.

Whatever method you will be using for disseminating the information, where appropriate you will need to liaise with BROs and the GLRO to ensure that candidates and agents can easily access all the information they need in order to be able to participate in the election.

Accessibility 

You should ensure that candidates and agents can easily access all the information they need in order to be able to participate in the election.

You should bear in mind that candidates and agents may have specific access needs, and so may need any information or guidance produced in a large-print or other format, such as Braille or audio, or in a language other than English. 

You should also consider that candidates and agents may have special requirements to support their attendance at briefings and you should make briefings available online or via video conference wherever possible. 

You can record your briefing and make this available online for candidates and agents to watch on demand at their convenience, with details of how they can ask any follow up questions afterwards included.

However, you will also need to consider how you will offer briefings to those who are unable to, or uncomfortable with, accessing such information online, which may require you to provide some in-person briefings. You should inform candidates and agents of your proposed approach early to assist with your planning and preparation. Those interested in receiving a briefing should be asked to register in advance so that you can track numbers as well as accessibility requirements, which will enable you to tailor your approach and put the appropriate arrangements in place.