Guidance for Returning Officers administering a Senedd election

You should consider the security risks of postal vote opening sessions, polling stations and the verification and count as part of your integrity planning and include them on your risk register. This covers the risks related to the secure storage of election materials such as ballot papers, as well as the wider security of everyone involved in election processes. As such security risks may vary within the electoral area and you may need to take a different approach in particular instances.

We have developed a template risk and issues register that you can use to record any risks you identify. It contains examples that you will need to consider and, if necessary, mitigate, as well as a log to record any issues that emerge and that you will need to address. Alternatively, you may wish to include risks including our examples in any risk management documentation you have already developed.

You can find a template risk register in the planning section of our resource page.

Managing the security of electoral materials

You need to decide how the ballot papers and other materials will be kept secure during postal vote opening and at the verification and count, for example, by ensuring that they are never left unattended. Presiding Officers should follow instructions for the security of ballot papers set out in the polling station handbook.

You should liaise with your local police single point of contact (SPOC) as needed on your security measures, such as the most appropriate method for transporting and ensuring secure storage of ballot boxes and other materials.

At the count venue, you should arrange to have robust arrangements in place to check in all the materials and paperwork delivered to ensure that nothing is missing.

You should also take all necessary steps to ensure the security of ballot boxes and relevant stationery from the close of poll through to the declaration of the result, particularly where there is a break in proceedings.

Where there is a pause in proceedings for the whole or any part of the period between 7pm and 9am the next day, you have a legal duty to place the documents under your seal and to take proper precautions for the security of the papers and documents.1 You should liaise with your SPOC on this.

You will need to have contingency arrangements in place in the event of any evacuation from any premises and consider how you will ensure the security of the ballot boxes and other materials.

Managing the security of attendees

You should liaise with your SPOC to determine if any specific measures are required for any polling stations and/or at the count venue, based on risks identified locally.

You should have also factored into your planning and risk analysis the steps you need to put in place to ensure your duty of care towards any staff in attendance at election proceedings. 

All venues should have up to date lists of who is eligible to attend. When advising candidates and agents of details of events, you should include information about any entry requirements and any additional security measures put in place. Attendees should also be briefed on the requirements of the role they are performing, the standards of behaviour that are expected in doing so, and that you will be excluding attendees from the count venue if their behaviour interferes with the effective conduct of the count, including the declaration of the results. This should include any instructions relating to video or photography at electoral events and the sharing of images on social media, particularly where individuals and/or members of staff are identifiable.

You should also consider in advance how you will deal with any attendees who are disruptive during any proceedings, agree plans with relevant security or police officials as necessary and communicate this to attendees as part of your briefings. Where you think there is a need to contact police due to a disruptive individual at an electoral event, you should do so on 999.

You should brief candidates and agents about your security arrangements, so that they can have confidence in the security and integrity of the election. If you have made arrangements to share candidate contact details with the FEOA, you should advise candidates that the FEOA may contact them directly with security guidance updates and advice. 

For more information see our guidance on planning for postal vote opening, polling station voting, planning for the verification and count, and working with your local police force.