Guidance for Returning Officers administering a Scottish Parliament election
The issuing process
The processes to be followed when issuing postal ballot packs are provided for in legislation.1
Corresponding number list
You must produce a corresponding number list (CNL) to be used at postal vote issuing sessions.
The CNL is prescribed and must contain the ballot paper number and unique identifying number of all ballot papers to be issued to that elector.2
When the ballot paper is issued to that elector, the elector number must be marked on the CNL beside the ballot paper number and unique identifying number.3
New lists and associated packets are therefore required at every issue. The list could be printed single-sided and cut at the point where the last ballot paper was issued at any particular issue of postal ballot packs. The remaining CNL can then be used at any further issuing sessions and for the issue of replacement postal ballot papers.
The CNL relating to the ballot papers that have been issued must be sealed in a packet as soon as practicable after each issue of postal ballot packs, this can only be opened and inspected by the order of a court.4
The postal ballot pack
The numbers of the postal ballot papers must be included on the postal voting statement to be sent with the ballot papers.5
The address to which the postal ballot pack should be sent is the address shown in the relevant postal voters’ list. In the case of a proxy voting by post, this is the address shown in the proxy postal voters list. In the case of an anonymous elector, the address can be found in the records of granted applications.6
For more information on the content required for the postal ballot pack, see our guidance on the production of postal voting stationery.
Marking the polling station registers
To indicate that an elector is entitled to vote by post and must not be given ordinary ballot papers at a polling station, the polling station register must be marked with an A using the information contained in the postal voters’ list and the proxy postal voters’ list.7
A mark must be placed in the postal voters list (or the postal proxy voters list as the case may be) to show that a postal ballot pack has been issued.
You should maintain a clear audit trail of the issue of postal ballot packs. As part of this, you should ensure that the number of postal votes issued is accurately recorded at the end of each issuing session and when issuing replacement postal ballot packs. These numbers will be required for the completion of the statement as to postal ballot papers.
You are required to complete a statement including the details as to the postal ballot papers for the constituency and the regional contests.
This table summarises the issuing process:
| Order | Action to take |
|---|---|
| Step 1 | Read out the name and address of the postal voter from the postal/proxy postal voters list and check that those details appear on the outgoing envelope. |
| Step 2 | Read out the ballot paper numbers listed. Check the numbers are the same on:
|
| Step 3 | Make up the postal ballot pack into the outgoing envelope by including:
|
| Step 4 | Mark the postal voters / proxy voters list to show you have completed the postal vote pack. |
| Step 5 | Close the envelopes as requested by the supervisor. Do not seal them unless instructed. |
Who can attend the postal vote issuing process?
In addition to you and your staff, Commission representatives and accredited observers are entitled to attend the issuing process.8
If you have outsourced the postal vote issuing process, you should ensure that these people are able to access the premises of the company conducting the issue.
Anyone attending a postal vote issue session, including your staff, must be provided with a copy of the relevant secrecy provisions.9
You can find the postal voting secrecy requirements in the absent voting section of our resource page.
- 1. Paragraphs 8(1), (2) and (5), Schedule 4, Scottish Parliament (Elections etc) Order 2015 (SPEO 2015) ↩ Back to content at footnote 1
- 2. Para 8(1), Schedule 4, SPEO 2015 ↩ Back to content at footnote 2
- 3. Para 8(1), Schedule 4, SPEO 2015 ↩ Back to content at footnote 3
- 4. Para 12, Schedule 4, SPEO 2015 ↩ Back to content at footnote 4
- 5. Para 8(2), Schedule 4, SPEO 2015 ↩ Back to content at footnote 5
- 6. Para 8(5), Schedule 4, SPEO 2015 ↩ Back to content at footnote 6
- 7. Para 24, Schedule 4, SPEO 2015 ↩ Back to content at footnote 7
- 8. Para 4, Schedule 4, SPEO 2015 ↩ Back to content at footnote 8
- 9. Para 6, Schedule 4, SPEO 2015 ↩ Back to content at footnote 9