Guidance for Returning Officers administering a Senedd election

Good communication at party, candidate and agent briefings in advance of the 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 about the process can also help to lower the number of queries raised by candidates and agents, in particular from new or inexperienced parties and candidates, helping to reduce the pressure on staff.

You should also ensure that there is always a way for agents or 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 representations 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 could 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 local count totals where applicable or the result so attendees can make their way to the declaration area
• to notify attendees of any delays

It is helpful to also have a dedicated 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)
• the local verification and count processes
• all ballot box numbers and the name 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 venue facilities and general rules, including that smoking is not allowed within the building, and any policy regarding refreshments
• policies for conduct during the verification and count at the venue, such as use of mobile phones, taking photographs, and whether there are any items you have decided to prohibit from the venue as a result of your risk assessment
• security arrangements for attendance at the verification and count
• expected behaviour of attendees during the delivery of verbal announcements
• any other health and safety issues e.g. evacuation procedures 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.