Standard Operating Procedure

1. Pre-Election Preparations (Prior to Election Day)

a. General Setup for the Election

• Venue & Equipment Check: Verify that the designated polling area is clean, well-marked,
and equipped with ballot boxes, voting slips or digital devices (if applicable), voter lists,
and any other required materials.
• Candidate Lists: Confirm the final list of candidates for each house position, vice roles,
prefects, and vice prefects. Ensure that candidate details (name, class/house, etc.) are
displayed as required.

b. Role Briefing Session (Day Before or Morning of Election)

• Election Commissioner:
o Oversee the entire election process, ensuring adherence to guidelines.
o Conduct a briefing with all designated teacher representatives on their specific
responsibilities.
• Returning Officer & Presiding Officer:
o Outline the ballot counting process and resolution mechanisms for any disputes.
o Confirm that all voting areas have the necessary materials and that student ID
verification protocols are in place.
• Booth Incharge:
o Ensure the security and proper functioning of the polling booth.
o Check that there is clear signage and seating arrangements for voters.
• House Masters (Teacher Representatives for the 4 Houses):
o Confirm that each house’s candidate and eligible voters are familiar with the
process.
o Ensure that the student groups are gathered in their respective areas and understand
the flow of the election.

2. Election Day: Roles & Timelines

a. Pre-Polling Activities

• 8:00 AM – 8:30 AM: Setup & Final Checks

o Election Commissioner:
§ Arrive early to coordinate the setup.
§ Verify that all equipment and materials are in place.
o Presiding Officer & Booth Incharge:
§ Conduct a final walkthrough of the polling station.
§ Test the digital equipment (if used) and ensure that paper ballots are properly
prepared.
o House Masters:
§ Remind candidates and voters of the process and your role in assisting them
with any queries.
b. Polling Procedure

• 8:30 AM – 10:30 AM: Voting Process

o Election Commissioner:
§ Monitor the process, ensuring strict adherence to the schedule and
guidelines.
§ Be on standby for conflict resolution or any emergency decision-making.
o Returning Officer:
§ Oversee the proper recording of voters and ensure the legitimacy of every
vote cast.
§ Work with the Presiding Officer to ensure that the process is transparent.
o Presiding Officer:
§ At the polling station, greet students, verify their identity if required, and
provide clear instructions on how to cast the vote.
§ Supervise the voters, ensuring no influence or unfair advantage is offered.
o Booth Incharge:
§ Ensure that all ballots are securely placed in the digital submissions and are
stored safely.
§ Maintain order in the booth and manage student flow.
o House Masters:
§ Assist students from their respective houses by answering any process-
related questions.
§ Ensure that voters remain calm and follow the instructions given by the
presiding team.

c. Post-Voting and Ballot Collection

• 10:30 AM – 11:00 AM: Ballot Closure & Secure Transfer

o Election Commissioner & Returned Officer:
§ Announce the closure of the polling window and ensure no further votes are
accepted.
§ Supervise the sealing and the closing of digital voting systems.
o Booth Incharge:
§ Confirm that all voting materials are accounted for and record any
discrepancies.
o House Masters:
§ Assist in ensuring that all house candidates and voters clear the polling area
properly.

3. Ballot Counting & Result Declaration (27-06-25)

a. Counting Process

• 11:00 AM – 12:00 PM: Tallying Votes

o Returning Officer:
§ Conduct the vote count in a designated, transparent area.
§ Record the tallies for House Captain and Vice House Captain, Prefects, and
Vice Prefects.
o Election Commissioner:
 Oversee the tallying process to ensure fairness and resolve any conflicts on
§
the spot.
o House Masters:
§ May observe the count for transparency, but should avoid interfering with
the counting process.

b. Declaration of Results

• Time(need to check): Announcing Winners

o Election Commissioner:
§ Verify the final counts and prepare the announcement.
§ Arrange for a quick briefing with all teacher officers to confirm the results.
o Returning Officer & Presiding Officer:
§ Announce the elected candidates for all posts (House Captain, Vice House
Captain, Prefects, Vice Prefects) clearly in front of the PTA.
o House Masters:
§ Congratulate the winners and encourage all participants on their efforts.
o Booth Incharge:
§ Securely store all election materials for record-keeping.

4. Responsibilities Overview for Specific Teacher Roles

Election Commissioner - Overall supervision and coordination of the election process.

• Briefing and conflict resolution.

• Overseeing setup, voting, and final tally procedures.

Returning Officer | - Managing ballot recording and vote counting.

• Ensuring all procedures are followed correctly.

• Coordinating with the Presiding Officer and Election Commissioner on
outcome verification.

Presiding Officer | - Directing students at the polling area.

• Verifying voter identity and providing clear instructions.

• Monitoring the voting process to ensure fairness. | |

Booth Incharge | - Securing the booth area and all voting materials.

• Facilitating student movement and maintaining order.

• Safeguarding the ballot box/digital submissions. | |

House Masters | - Representing individual houses during the election.

• Explaining process rules to candidates and voters from their house.

• Supporting and monitoring smooth conduct within their house. |
5. Important Guidelines & Best Practices
• Impartiality: Every teacher officer must act impartially. Do not influence students’
decisions or discuss candidate specifics.
• Transparency & Communication: Maintain open communication among all officers
using a pre-determined communication channel (e.g., mobile messages or mail).
• Conflict Resolution: In case of any disputes or irregularities, immediately inform the
Election Commissioner. All conflicts should be resolved calmly and fairly.
• Student Engagement: Encourage students to respect one another’s views and follow the
process. House Masters and other officers must maintain a supportive and positive
environment.
• Documentation: Ensure that all actions, vote counts, and any unusual incidents are
documented and signed off by the responsible officer for future reference.

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