Running electoral registration - Scotland

Electors can apply for a Voter Authority Certificate in a number of ways:

• online on GOV.UK
• by providing the necessary information in writing (e.g., on a paper application form)
• in person at your office (if you decide to offer the service)

Online applications

The online application portal is hosted on GOV.UK. 

Paper applications

When you receive a request for a paper application form, before providing one you should check that the applicant is registered to vote or has made an application to be registered to vote in the register of parliamentary electors. If they have not, you should explain that the applicant needs to be registered to vote and should offer them the opportunity to apply to register online or send a voter registration form with the Voter Authority Certificate application (if they are eligible). You should also explain to them the other forms of photographic ID that are accepted before providing them with an application form.
 
We are producing printable Voter Authority Certificate and Anonymous Elector’s Document application forms which you will be able to use.

The printable Voter Authority Certificate application form will be published on our website and GOV.UK when available. We will also provide versions of the forms in a range of accessible formats such as large print and easy read.

Receipt of completed paper applications

Completed paper application forms can be sent to you by post, delivered by hand or sent electronically, such as a scanned copy sent by email.

Application forms are not prescribed, so if you receive a written application for a Voter Authority Certificate that contains all the required information in any other format it should still be processed. 

Electors must submit a suitable photograph with a paper application. Wherever possible, you should make the elector aware of this before they submit their application and provide advice on how they can provide this to you, which may include offering to take a photo of the elector at one of your offices. 

In-person applications

People may have difficulties completing the paper or online form. For the benefit and convenience of your electors and to help you to meet your duties under the Equalities Act 2010, you should offer in-person application services so that individuals have the opportunity to apply without the need to provide information in writing.

If you are unable to provide in-person applications for Voter Authority Certificates for everybody, you should still provide this at your discretion in certain circumstances.

When dealing with in-person applications before proceeding you should check that an applicant is registered to vote or has made an application to be registered to vote in the register of parliamentary electors. If they have not, you should explain that an applicant needs to be registered to vote before they can be issued with a Voter Authority Certificate and should offer them the opportunity to apply to register (if they are eligible). You should also explain to them about the other forms of photographic ID that are accepted before assisting them with an application. 

You should check whether the applicant has all the required information for you to complete an application in full on their behalf. This includes the need to provide a suitable photograph with the application. You should make the applicant aware of this and provide advice on how they can provide this to you, which may include offering to take a photo of the applicant at one of your offices. 

Applications made using the online application portal cannot be partially completed and returned to at a later time, so if an applicant cannot provide all of the information, you will need to ensure that their application is captured on a paper form to allow you to add any missing information later. 

Applicants must make a declaration of truth as part of the application. Once you have taken the required information you should read it back to the applicant, giving them the opportunity to review the information provided and to satisfy themselves that it is true and accurate. 

If you accept applications in person, it is important that you keep accurate records of the information provided by applicants. Before collecting any information, you should make the applicant aware of your privacy notice and give general information about how their data will be used, and alert them to the offence of making a false statement.1  

You may also consider working with partners inside and outside the local authority, to support people who may need help with making an application. This could include community groups or charities who already have links with the local community.

Telephone applications

The legislation does not envisage applications being made by telephone, and there would be a number of practicalities in managing this given the need to provide a photo for an application to be able to be submitted. However, in order to maximise the accessibility of the process, you should consider offering this to electors on request where they have a particular need for telephone support. If you do offer this, you will need to think through the practicalities of how you will collect the applicant's photograph in order to add this to the application before it is submitted.