OFFICE OF THE DISTRICT MAGISTRATE
&
DISTRICT ELECTION OFFICER, BANKURA
15th MAY, 2013
1
RATIONALIZATION - 2013
As per order of the CEO, WB vide Memo No. 1528
(19)-Home (Elec) dt. 10-05-13, the rationalization
exercise is to be taken up for those polling stations where
the number of electors have crossed the threshold limit
of 1100 after final publication of Electoral roll on 05-01-
2013 in respect to 01-01-2013 as the qualifying date.
2
SCHEDULE OF RATIONALIZATION
ACTIVITY
- TO BE COMPLETED BY
Meeting with Political Parties at Block / Sub-Division
Level
-
18-05-2013
Meeting with Political Parties before submission of
draft list of P.S in Annexure – III alongwith R1 to R6
-
22-05-2013
Assessment at the Level of ERO / BDO (AERO) and
Physical Verification
-
25-05-2013
Submission of P.S in Annexusre – III alongwith Format
R1 to R6
-
28-05-2013
Draft Publication of List of Polling Station
-
10-06-2013
Last data for receiving Objection and Suggestion on the
Draft List
-
20-06-2013
Meeting with Political Parties at Block / Sub-Division
Level
-
21-06-2013 (Resolution of
the meeting be submitted on
the same day i.e, 21-06-2013
for holding District Level
Meeting)
3
WORKING GUIDELINES
1.
Identify the Parts having more than 1100 electors as on 01-01-2013
Published on 05-01-2013 for rationalization.
2.
The Village / Hamlet having more than 300 electors may be provided
with a Polling Station, if suitable Govt / Semi Govt. building is
available.
3.
There should not be more than 02 (Two) Polling station in Rural area
and more than 4 (four) Polling station in Urban area in a Polling
Location.
4.
Ensure that no Elector should travel to cast their vote for more than 2
k.m.
5.
Ideally , there should be 1000 electors in each Polling Station on an
average.
4
METHODOLOGY
A. Assessment :

Take the existing list of polling stations and the electoral roll
parts for a thorough survey.

Review existing sections in each part so as to ascertain
whether any geographical identity is missed out or not. Care
should be taken to incorporate newly developed areas and
ensure that to the maximum extent possible the sections follow
the pattern of nomenclature used for postal purpose.
METHODOLOGY
 Thus a single section within a part may be
divided into multiple sections, i.e. to cope with
increased electors, an existing single section
having more than 1100 electors may have to be
divided into two or more polling stations as well.
METHODOLOGY

However, while working with the sectional rearrangements, it
must be ensured that unless due to the necessity of bifurcating
an existing section amongst multiple polling stations due to the
number of electors exceeding the optimal number, no existing
section is distributed amongst multiple parts.

Identify villages having more than 300 electors where separate
polling stations within the villages could not be assigned in the
past. If polling premises are available, care should be taken to
assign separate polling station to such villages.
METHODOLOGY

Villages having less than 300 electors should ordinarily be
clubbed together and the polling station should be set up in the
village having higher number of electors. However, due to
centrality of location, availability of polling station premises
etc., there may be instances where the polling station may be
proposed to be located in a village having lesser number of
electors.
METHODOLOGY

Mouzas having less than 300 voters already having an
exclusive existing polling station should continue to have so
and need not be changed as a part of this rationalization
exercise.

In case of large mouzas or wards (in urban areas), more than
one polling station should be set up maintaining the said
parameters. To explain it further, no polling station should
cover areas of more than one Gram Panchayats / Wards.
METHODOLOGY

In case where correction in the names of sections and
subsequent corrections in the control tables is essentially
required, the same is allowed subject to specific consultation
with this office. Correction in Control Table data will be made
onto hard copies of the top sheet of the electoral roll (One in
English and one in Vernacular). Control table correction will
be done in red ink on the top sheet of the existing roll.
METHODOLOGY

The issue of natural barriers and change in river’s course
should also be taken into account and areas being located in
two sides of a river should not usually be clubbed together so
as to ensure that the voters do not have to cross the river for
voting.

Identify polling premises having more than 2 polling stations
in rural areas and more than 4 polling stations in urban areas
and assess availability of polling premises within the polling
areas of additional parts in order to decongest the premises.
METHODOLOGY

In areas where it might be necessary to set up more polling
stations than the prescribed numbers within the same premises
due to density of population / electorate of the surrounding
area and non-availability of any other suitable building within
the polling area, then a certificate to that effect should be
given by the ERO & AERO.
METHODOLOGY
B. Physical verification :

Existing polling stations and the proposed ones should be
physically verified by the AEROs / EROs and a detailed report
in the format given and as per the check list provided by the
Election Commission of India in its Instruction Number
64/2007-ERS dated 9 May 2008.
FORMAT OF PHYSICAL
VERIFICATION OF PS
No. & Name of the
AC : -
Sl.
No.
of PS
Name of Polling
Station
Per
man
ent
Buil
ding
/
Tem
pora
ry ?
(Wri
te P
or T)
1
2
3
Area
of
Polli
ng
Stati
on
(in
sq.m
t.)
Whe
ther
sepa
rate
entr
ance
/ exit
avail
able
?
(Yes/
No)
Polli
ng
Stati
on
Roo
m
well
lit &
well
venti
lated
?
(Yes/
No)
Maxi
mum
dista
nce
that
a
voter
has
to
trave
rse
to
reac
h the
Polli
ng
Stati
on
(in
k.m.)
4
5
6
7
Distance from Road Head (i.e. PS to
concerned Sub-Division)
Source of
water at
Polling
Station
Wheth
er
Urinal
/
Lavat
ory/
bath
room
availa
ble in
good
condit
ion or
not ?
(Yes/
No)
Whet
her
accissi
ble by
vehicl
e or
not ?
(Yes/
No)
If yes,
then
type
of
vehicl
e that
can
access
(Big
Vehicl
e/
Small
Vehicl
e)
(Write
BV or
SV)
8
9
10
11
Metal
Road
(in
k.m.)
Nonmetal
Road
(in
k.m.)
12a
12b
Cart
Road
(in
k.m.)
Appr
oach
road
(by
walk
in
k.m.)
Total
dista
nce
(in
k.m.)
12c
12d
12e
FORMAT OF PHYSICAL
VERIFICATION OF PS
Rest Columns are…
Condition of
connecti
ng road
to PS
Whether the PS is
connected
with
telephone ?
If yes, then
Telephone
No.
otherwise
No.
13
14
If No in Col No. 14 then
nearest Telephone
No. (Govt./ Private/
booth) through which
contact can be
established, if
required. Then No. &
name of Owner of
telephone mentioning
(Govt./ Private)
15
Whether the PS
is
connecte
d with
Electrici
ty ? (Yes
/ No)
Availability of
Mobile
Service
Provider
. (Name
of
Service
Provider
)
16
17
Whether
perma
nent
ramp
constr
ucted
or not
? (Yes/
No)
18
Remarks
19
METHODOLOGY

On the basis of physical verification, sketch maps indicating polling
areas for individual parts/ polling stations with section distribution
and the location of the proposed polling station should be drawn (for
the time being maps showing the polling area of only those polling
stations which will be newly created or of those polling stations
which will get affected by the rationalization exercise shall have to
be submitted).

Accordingly, the list of Polling Stations after the rationalization
exercise as per guidelines is to be submitted in Annexure – III
alongwith filled up formats in R1 to R6 and maps showing the
polling area in A4 size paper.
METHODOLOGY

In Annexure – III, the Sl. No. of Polling Station in Column 1 shall be
assigned with consecutive numbers under the Block jurisdiction ( AC-Wise
separately) starting from no. 1. However, in case of Polling Station where
either proposed Polling Station Location ( as given in Column 2 & 3) or the
Polling Areas ( as given in column 6) have undergone any changes as a
result of Re-organization / Rationalization of Polling Station as per
guidelines an asterisk mark (*) shall invariably be given in Column 1 and
subsequently in remarks column ( Column 10) formation of New /
Bifurcated status of Polling Station shall be recorded ( Identifying Change
Proposal / Change of Location / New Polling Station) with specific
comments on whether it has been unanimously adopted by the Political
Parties or some Party has objected to ( i.e unanimously adopted / X-Party
assented / Y – Party objected). The final numbering of all the P.S with an AC
will be done centrally at District Level.
Functional Guidelines
There are 6 formats i.e. R1 to R6
to be used for Rationalization
exercise.
Format R1 – Section-wise report from existing
database (as on 05-01-2013)
 This format is to be used to capture information relating to
formation of new parts and sections / data pertaining to clubbing of
existing sections.
 After filed verification parts having more than 1100 electors are to
be taken up for splitting / re-clubbing of sections therein. Whenever
a new part is created, the details of such newly created parts are to
be noted in column No. 14 and its corresponding sections in
column No. 15.
FORMAT - R1
Section wise report from existing database (05/01/2013) for Rationalisation – 2013
Please fill up column no 07 to 15
Electors in
Draft Roll
A
CNo
.
1
AC Name
2
PartNo
3
Sectio
n No
4
-----------------------------[Prepared by]
Supplement 1
Tota
l
Elect
ors
Section Name
5
Rationalised
Starti
ng Sl
End
Sl
Startin
g Sl
En
d
Sl
7
8
9
10
11
Delet
ed
Elect
ors
12
Net
Elec
tors
13
New
Part No.
New
Section No.
14
15
----------------------------------------[Signature & Seal by AERO / ERO]
Format R2 – Format for splitting of existing
sections of a Part
 There may be few parts comprising of single section having more

than 1100 electors. On the other hand there may be few sections,
though having less than 1100 electors requires splitting for
geographical or any other obvious reason. To capture the elector
distribution details amongst the newly created parts or sections this
format is to be used.
Column No. 3, 4 & 5 records the Part No. / Section No. / Section
name of the existing part. Whenever individual sections are split
the distribution of electors amongst newly created part / section has
to be noted in Column 6 and the corresponding No. of the newly
created part / section are to be noted in column 7 & 8.
FORMAT – R2
Format for splitting of existing section (Electors distribution details amongst newly created parts/ sections)- also fill up Format R-3
As per Existing Roll
ACNo
1
Rationalised
AC Name
Part-No
Sec. No
Section Name
Sl-No. of electors
New Part
No.
New
Section No.
Net
Electors
3
4
5
6
7
8
9
2
-----------------------------[Prepared by]
----------------------------------------[Signature & Seal by AERO / ERO]
Format R3 – Format for detailing the address
of newly created section
 This format relates to R2 and is to be used for capturing
the address of the newly created sections.
FORMAT – R3
Format for detailing the address of newly created section (whenever a section is bifurcated or a new
section is created) Also fill in Format R-2
AC
-No
1
AC Name
PartNo
Section
No
2
3
4
-----------------------------[Prepared by]
Section Name
Mouz
a
Name
GP
Nam
e
War
d No.
Block/Mu
nicipality/
NAC/Mu
nc.Corp
Police
Station
Sub.
Div
Pin
Code
5
6
7
8
9
10
11
12
----------------------------------------[Signature & Seal by AERO / ERO]
Format R4 – List of Polling Premises assigning
new Part Nos. after rationalization
 This format is to be used to allocate the new Part Nos.
against the existing polling premises.
 In case an existing polling premise that will not be used
after rationalization the same is to be struck out using
red ink.
FORMAT – R4
List of Polling Premises, assigning new part numbers after rationalization
1) Please fill up column no. 5,6 and 7 only
2) To delete an existing building just strike out the same with Red Ink
AC No
AC Name
Sl. No.
Premises Name
Existing Part
No/s assigned
New Part No/s
assigned after
rationalization
Room-No./
Extn. Name
(if any)
1
2
3
4
5
6
7
-----------------------------[Prepared by]
----------------------------------------[Signature & Seal by AERO / ERO]
Format R5 – Format for detailing address of
new polling premises
 This format is to be used to capture the detail address of
new polling premises.
FORMAT – R5
Format for detailing address of New Polling Premises (for address details)
Ac
No
AC
Name
Building
Name
Addres
s
Mouza
Name
GP.Na
me
Block/Municip
ality/NAC/Mun
c.Corp
Ward
No.
Police
Station
Sub.D
iv
PIN
Code
New Part
No/s after
rationalizati
on
RoomNo./ Extn.
Name (if
any)
1
2
3
4
5
6
7
8
9
10
11
12
13
-----------------------------[Prepared by]
----------------------------------------[Signature & Seal by AERO / ERO]
Format R6 – Synoptic report
 This format is to be used to capture the number of newly
created parts / sections / polling premises after
rationalization vis-à-vis existing details.
FORMAT – R6
Synoptic Report for the District
District Name
Ac No & Name
Total No. of
existing Parts
Total no. of Parts
after
rationalization
Total No. of
existing Sections
Total no. of
Sections after
rationalization
Total No. of existing
Polling Premises
Total no. of Polling
Premises after
rationalization
1
2
3
4
5
6
7
-----------------------------[Prepared by]
----------------------------------------[Signature & Seal by AERO / ERO]
Meeting with Political Parties
• First meeting before launching of the programme – by 18-052013
• Second meeting before the publication of the draft list of
polling stations – by 22-05-2013.
• Third meeting after receiving the suggestions / objections and
causing enquires on those - on 21-06-2013
In this meeting all suggestions / objections received for
changes should be discussed and decided upon.
Final submission of reports
Considering all the guidelines the exercise for rationalization of polling
stations alongwith physical verification is to conducted with a aim to conduct
the next Lok Sabha General Elections without any auxiliary polling stations.
The following AC-wise report in both soft copy and signed hard copy is to
submitted by the AEROs under the supervision of the EROs by 28-05-2013 : -
A.
B.
C.
D.
E.
F.
G.
Annexure – III.
Resolution of the meeting of the Political Parties.
Format R1 to R6.
Report on physical verification of polling stations.
Scrutiny Sheet in Annexure – IV.
Certificate in Annexure – V.
Maps showing polling areas of newly created polling stations / affected
polling stations.
33
DISTRICT SVEEP STRATEGY
SOME KEY FEATURES
• BLOs should be directed to make house to house survey to list out
•
•
the number of 18+ persons not yet enrolled as an elector and the
persons who will be eligible to be an elector as on 01-01-2014. The
reports should be submitted in the format (Annexure –I) given,
within 27-05-2013.
The identified left out electors and newly eligible electors as on 0101-2014 should be distributed with Form – 6 by the BLOs with an
advice to submit the filled up forms during SRER.
Part-wise analytical data on gender ratio / EP ratio / Age-Cohort
shall be obtained from the BLOs in the format (Annexure –II)
given, within 27-05-2013.
34
Enrollment of 18-19 years age group
electors
• The list of identified Nodal Officers of H.S. Schools / Colleges /
•
•
Technical Institutions under the Block jurisdiction should be
submitted by 20-05-2013 in the FORMAT given. A block level
meeting with the Nodal officers will have to be conducted
immediately to encourage submission of Form – 6 from the eligible
students, specially during the period of new admission in a
campaign mode.
The concerned BLO should be tagged with the institution to give
more emphasise on the process.
The list of institutions where “Voter Help Desk” have been provided
alongwith photographs is to be submitted within 27-05-2013. the
photographs should be superscribed with the names of the institution
and Nodal officer’s name and contact No.
Some other SVEEP activities
• Drop boxes are to be placed at important locations for submission of
forms, to help hassle free access to services. Forms are also to be
made available at those locations.
• Locations like Banks, ATMs, Electricity offices, Post offices etc.
where large number of people gather may be considered.
• The BLO posters on - “Know Your BLO” should be made available
at the Banks, ATMs and Post offices in consultation with the Banks
(if yet not available) and the information should be updated.
• During house to house visit the BLOs are to collect mobile numbers
and e-mail address of the electors and keep a record in the BLOs
Register.
37
• 100% EPIC coverage should be ensured. During house to house
verification with the Non-EPIC / Non-Image list the photographs
should be collected. If the voters are found to be missing then
process for suo-moto deletion should be initiated following relevant
norms.
• The list of probable duplicate electors should be verified during the
house to house survey by the BLOs and if found actually duplicate
then necessary process for suo-moto deletion should be initiated
following relevant norms.
• The list of probable duplicate EPICs should be verified during the
house to house survey by the BLOs and if found actually duplicate
then necessary process for suo-moto deletion should be initiated
following relevant norms.
• The list of 80+ age electors should be verified during the house to
house survey by the BLOs and if found actually dead then necessary
process for suo-moto deletion should be initiated following relevant
norms.
The reports should be submitted in the FORMAT given on weekly
•
basis i.e. every Monday.
A FORMAT report on continuous updation should also be submitted
fortnightly.
40
• Training of BLOs should be done rigorously in small batches of 40
– 50 for better management and making the training effective.
• In June, 2013 training to be conducted on BLO Register and other
pre-revision activities.
• Before Summary Revision of Electoral Rolls another round of
training will have to be conducted.
• Subsequently, training for all levels of officials associated with
election related works will be done for the conduct of Lok Sabha
General Elections.
Training schedule will be intimated accordingly.
42