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

Good communication, both at candidate and agent briefings in advance of the verification and count and at the event itself, allows those present to properly scrutinise all of the processes and will help to build confidence in the administration of the verification and count. Providing information on the processes to be followed can also help to lower the number of queries raised by candidates and agents – in particular from new or inexperienced candidates or agents – helping to reduce the pressure on staff.

You should also ensure that there is always a way for agents and observers to make direct representations to you should they be concerned or dissatisfied in any way with the manner in which the proceedings are being carried out. Enabling such representation to be able to be made at the earliest opportunity is important so that any concerns may be considered, explanations and reassurances given, and any corrective action taken if necessary.

Verbal announcements

You should use a public address system to make announcements about what is happening where and when throughout the verification and count process. These should be timely and co-ordinated to ensure that information is communicated in a way that allows candidates, agents and observers to fully understand the progress of the count.

You should make announcements:

• when you have received all the ballot boxes from polling stations
• when you have received all the boxes of postal votes
• when you have completed verification
• to confirm the turnout figure and how many ballot papers are going through to the count
• when you are about to start the adjudication of doubtful ballot papers, setting out where this will take place
• when you are ready to announce the results or local count totals so attendees can make their way to the declaration area
• to notify attendees of any delays

It is helpful to also have a dedicated team member of staff available to brief any attendees who arrive after the verification or count has commenced as they may have missed your announcements.

Signage throughout the venue

You should have adequate signage in the venue so that attendees can find their way to the various areas. In particular, if the public address system can only be heard in certain parts of the venue, you should let attendees know where announcements can be heard, through clear signage and by including this information in packs for attendees.

You should consider displaying copies of the layout plan at various locations throughout the venue, indicating key areas of interest for counting agents and observers. You could also provide a description of the roles of counting agents and an explanation of what other guests are permitted to do, as well as photographs of yourself and your key staff to help attendees identify you at the count.

Information pack for attendees

You should provide an information pack for attendees which could include information on:

• the key roles of those conducting the verification and count (including names and photographs of you and your key team)
• ballot box numbers and the names of the polling stations they relate to
• the security arrangements for the ballot papers and boxes
• the template verification and count paperwork, including a copy of it, that will be used to communicate the outcome of the verification and count
• how agents can observe and participate in the adjudication of doubtful ballot papers
• the procedures for the result declaration - you should liaise with the GLRO to ensure that the information on how the result will be calculated and declared, is correct
• the venue facilities and general rules including that smoking is not allowed within the building, and any policy regarding refreshments, use of mobile phones and taking photographs
• any other health and safety issues e.g. evacuation and fire drills
• where attendees can get further information  

The information pack should also make clear to those attending the count that they should communicate any questions via count supervisors rather than counting assistants. This will help to ensure transparency of communication between counting staff and other attendees at the count (including counting agents).

You should brief senior staff on how to respond to queries from attendees.

Communicating the results

The GLRO has shared an agreed protocol with you which sets out the process involved in communicating the local count totals to the GLRO who will collate local count totals from across the Greater London Authority area to establish the results which they will declare.

Following the protocol you will declare the local count totals with the candidates and agents present once they have been agreed by the GLRO.

You should provide copies of the results for candidates, agents and the media.

The process for publication of the results in your local authority area is also included in the protocol.