EVM Manual August 2023 PDF

 Manual on Electronic Voting Machine Edition 8 August 2023 Election Commission of India Nirvachan Sadan, Ashoka Road, New Delhi-110001 “Greater Participation for a stronger democracy” Manual on Electronic Voting Machine...

 Manual on Electronic Voting Machine Edition 8 August 2023 Election Commission of India Nirvachan Sadan, Ashoka Road, New Delhi-110001 “Greater Participation for a stronger democracy” Manual on Electronic Voting Machine Edition 8 August 2023 PREFACE The use of Electronic Voting Machines (EVM) has revolutionized the Electoral System and introduction of Voter Verifiable Paper Audit Trail (VVPAT) system has provided greater transparency to the poll process. Henceforth, EVM means Ballot Unit, Control Unit and VVPAT unit unless specified particular unit. This is the 8th Edition of Manual on Electronic Voting Machine which has been updated in view of important progressive decisions taken by the Commission since the last Edition. The Manual contains the gist of all important instructions on use of EVM for clarity on implementation of ECI instructions and guidelines. If any instruction mentioned in this Manual is not covered in any earlier existing instructions/directions, the instructions written in this Manual will prevail. The Manual has been divided into four parts for ease of understanding. Part-I covers storage and movement of EVMs during non-Election period, First Level Checking, Training & Awareness and First Randomization. Part-II covers all processes from second randomization to counting of votes. A new Chapter Documentation and Monitoring has been included. Part-III gives the historical and legal perspective of EVMs. Part-IV contains all Annexures and Formats. It is hoped that this Manual will be useful to all election related officials and other stakeholders. The Commission would welcome suggestions from all users of this Manual for making it more informative and useful. 1 Manual on Electronic Voting Machine Edition 8 August 2023 2 Manual on Electronic Voting Machine Edition 8 August 2023 INDEX PART-I FROM NON ELECTION PERIOD TO FIRST RANDOMIZATION OF EVMs Sl. Page Chapter No Contents No. No. STORAGE OF EVMs AND OPENING OF EVM WAREHOUSE DURING NON-ELECTION PERIOD 1 Chapter – 1 8-13 AND EMERGENCY-MOVEMENT/SHIFTING OF EVMs 2 Chapter – 2 FIRST LEVEL CHECKING (FLC) OF EVMs 14-21 3 Chapter – 3 FIRST RANDOMIZATION OF EVMs 22-24 4 Chapter – 4 REPAIRING OF NON-FUNCTIONAL EVMs 25 5 Chapter – 5 TRAINING AND AWARENESS OF EVMs 26-29 PART – II FROM SECOND RANDOMIZATION OF EVMs TO COUNTING OF VOTES Sl. Page Chapter No Contents No. No. STORAGE OF EVMs, OPENING OF EVM WARE- 6 Chapter –6 HOUSE DURING ELECTION & EP PERIOD OF 31-35 EVMs 7 Chapter –7 SECOND RANDOMIZATION OF EVMs 36 8 Chapter –8 COMMISSIONING OF EVMs (CANDIDATE SET) 37-44 9 Chapter –9 DISPERSAL OF EVMs 45-52 VOTING COMPARTMENT TO BE USED IN POLL- 10 Chapter – 10 53 ING STATION 11 Chapter – 11 POLL DAY 54-68 STORAGE OF POLLED AND UNPOLLED EVMs 12 Chapter – 12 69-71 AFTER POLL 13 Chapter – 13 USE OF EVMs IN CASE OF REPOLL 72 14 Chapter – 14 COUNTING OF VOTES 73-86 3 Manual on Electronic Voting Machine Edition 8 August 2023 15 Chapter –15 CHECKLIST AND PRECAUTIONS 87-93 16 Chapter –16 DOCUMENTATION AND MONITORING 94-102 PART-III INTRODUCTION OF EVMs Sl. Page Chapter No Contents No. No. 17 Chapter – 17 INTRODUCTION 104-106 18 Chapter – 18 LEGAL PROVISON FOR THE USE OF EVM 107-118 19 Chapter - 19 EVM MANAGEMENT SYSTEM 119-120 PART-IV ANNEXURES Sl. Page Chapter No Contents No. No. 1 Annexure-1 Master Stock Register 122-123 2 Annexure-2 Monthly/Quarterly Inspection Reports 124-126 Attendance Register for National and State Recognised 3 Annexure-3 127 Political Parties at FLC Hall SOP for Cleaning of Plastic Cabinet and Carrying 4 Annexure-4 128-129 Cases 5 Annexure-5 Certification of EVMs by BEL/ECIL 130 Tools and Spares to be brought by BEL/ECIL Engi- 6 Annexure-6 131 neers for FLC Mock Poll Selection Certification 7 Annexure-7 132 during FLC of EVMs Mock Poll by Representatives of National and State 8 Annexure-8 133 Recognised Political Parties during FLC of EVMs 9 Annexure-9 Mock Poll certification during FLC of VVPATs 134 10 Annexure-10 Flow Chart for FLC Procedure of EVM 135 Sealing of Control Unit of EVMs using Pink Paper 11 Annexure-11 136 Seal 4 Manual on Electronic Voting Machine Edition 8 August 2023 12 Annexure-12 Certificate on arrangement for FLC by DEO 137 13 Annexure-13 Certificate on completion of FLC process 138 14 Annexure-14 Inspection Report of arrangement for FLC 139-141 15 Annexure-15 Plan on Awareness for EVMs 142 16 Annexure-16 Progress on EVMs Awareness 143 Standard Operation Procedure (SoP) for Training in- 17 Annexure-17 cluding demonstration and awareness program of 144 EVMs 18 Annexure-18 Potential Errors 145 19 Annexure -19 Register for Preparation of EVMs 146 20 Annexure -20 Certification of EVMs by BEL/ECIL 147-148 21 Annexure -21 Installation of Paper Roll in VVPAT 149 22 Annexure -22 Mock Poll certification during Preparation of EVMs 150 Handling of Non-Functional CU, BU & VVPAT During 23 Annexure-23 151-152 Poll Check List of Additional Items of Polling Materials to 24 Annexure -24 153 be provided to the Polling Party Voting Compartment – Dimensions & Cascading of 25 Annexure -25 154-156 Ballot Units Form of Declaration by Elector under Rule 49MA of 26 Annexure- 26 157 Conduct of Elections Rules, 1961 27 Annexure-27 PRESIDING OFFICER’S REPORT(PART-I TO V) 158-163 28 Annexure -28 Certificate for Sector Officers / Zonal Magistrate etc. 164-165 CERTIFICATE- all the unused reserve EVMs and 29 Annexure-29 166 Non-functional un-polled EVMs (BY RO) Mandatory verification of paper slips of VVPAT of 05 30 Annexure -30 167 randomly selected Polling Stations Mandatory verification of paper slips of VVPAT of 05 31 Annexure- 31 168 randomly selected Polling Stations (Observer) 5 Manual on Electronic Voting Machine Edition 8 August 2023 32 Annexure -32 Samples of Container and Pigeonholes 169 Result of Printed Paper Count (Annexure to Part-II of 33 Annexure -33 170 Form 17-C) 34 Annexure -34 Account of Votes Recorded (FORM-17C) 171-172 35 Annexure -35 Appointment of Officer for shredding VVPAT slips 173 Certificate- Disposal of VVPAT Paper Slips pertaining to 36 Annexure -36 174 Mock Poll & Actual Poll (DEO) Certificate- Disposal of all the VVPAT Paper Slips per- 37 Annexure -37 175 taining to Mock Poll & Actual Poll (CEO) 6 Manual on Electronic Voting Machine Edition 8 August 2023 PART–I (From Non-Election period to First Randomization of EVMs) Sl. No. Chapter No Contents Page No. STORAGE OF EVMs AND OPENING OF EVM WAREHOUSE, MOVEMENT OF EVMs 1 Chapter – 1 - DURING NON-ELECTION PERIOD AND 8-13 EMERGENCY-MOVEMENT/SHIFTING OF EVMs 2 Chapter – 2 FIRST LEVEL CHECKING (FLC) OF EVMs 14-21 3 Chapter – 3 FIRST RANDOMIZATION OF EVMs 22-24 4 Chapter – 4 REPAIRING OF NON-FUNCTIONAL EVMs 25 5 Chapter – 5 TRAINING AND AWARENESS OF EVMs 26-29 7 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER-I STORAGE OF EVMs AND OPENING OF EVM WAREHOUSE DURING NON-ELECTION PERIOD AND EMERGENCY-MOVEMENT/SHIFTING OF EVMs 1.1. Various types of EVM storages: (a) EVM Warehouse: EVM Warehouse means the designated building having room(s) for storing EVMs during non-election period including VVPATs after counting of votes at District Headquarters or at Tehsil Headquarters, in exceptional case with valid reason. (b) EVM Strong Room: EVM Strong Room means the designated hall/room for storing EVMs from FLC to completion of EP filing period. Various categories of EVM Strong Room include; (i) FLC Strong Room: FLC Strong Room(s) means the designated room/hall having FLC- Ok EVMs after completion of First Level Checking of EVMs. (ii) Repair Strong Room: Repair Strong Room(s) means the designated room/hall having FLC-rejected EVMs and un-polled non-functional EVMs pertaining to Awareness, Training, Commissioning, dispersal, mock poll (Category C) etc. (iii) Training & Awareness Strong Room: Training & Awareness Strong room(s) means the designated room/hall having EVMs pertaining to Training & Awareness. (iv) AC/AS Strong Room: AC/AS Strong Room(s) means the designated room/hall having EVMs after First Randomization of EVMs. (v) Polled Strong Room: Polled Strong Room(s) means the designated room/hall having polled EVMs [Category A (Polled) EVMs and Category B (Polled non­ functional) EVMs] after completion of Poll till Counting of votes. Re-polled machines, if any, may also be kept here. (vi) Reserve Strong Room: Reserve Strong Room(s) means the designated room/hall having unused/reserve EVMs (Category D) after completion of Poll. (vii) District Strong Room: District Strong Room means the designated room/hall for storing Category A (Polled) EVMs (Ballot Units and Control Units) and Category B (Polled non-functional) EVMs (Ballot Units and Control Units) after Counting of Votes till Election Petition Period. 1.2 Physical Aspects of the EVM Warehouse/Strong Room: i) Only one (1) entry/exit point (Single entry and exit point for the warehouse/strong room) ii) Seal all other doors/windows of the warehouse/strong room, if any using brick-masonry or concrete. iii) Install Main switch outside the warehouse/strong room and disconnect electricity of room, where EVMs are kept, after sealing. iv) Free from dampness, pests, rodents etc. v) Free from flood/water logging risk/cracks/leakage etc. 8 Manual on Electronic Voting Machine Edition 8 August 2023 vi) Provide exhaust fan on the front side at the highest feasible point for air-circulation and install strong iron grill at the vent/passage. vii) Vacuum Cleaner for each warehouse. viii) No other material whether election related or not (except the documents/materials prescribed by the Commission) to be kept with the polled EVMs. ix) In no case SEC-EVM and ECI-EVM loaned to SEC shall be stored in EVM warehouse meant for storage of ECI-EVMs. x) Before storing the EVMs in newly constructed warehouse or any EVM warehouse, the District Election Officer shall obtain a certificate from the authority concerned to ensure the quality and physical aspects of the EVM warehouse and to be kept on record for future reference. 1.3 Non-Election Period (After C+45 days) 1.3.1 Storage of EVMs i) District Head Quarters/Designated warehouse ii) In Treasury iii) If it is not possible to store as above, then the alternative storage place shall not be below the Tehsil Headquarters. The same shall be done with valid reasons with the approval of the CEO concerned. iv) Warehouse of Food Corporation of India (FCI), Central Warehouse Corporation (CWC) or State Warehouse Corporation (SWC) may be used for storing EVMs only as last resort after exhausting all other options. 1.3.2 Security & Safety arrangements for EVM Warehouse/strong room: i) Double Lock System with all keys of each lock with two separate specified officers. ii) Minimum Half Section of Armed Police for 24X7 security (only Government Security Personnel). Home Guards Security as an exception when regular police cannot be posted. iii) Installation of CCTV Camera to capture hall door and corridor with DVR for storing at least 30 days recording. iv) Log book for each entry and exit. v) Duty roster for security personnel. vi) Videography at the time of the opening and closing of the warehouse (recording of last inspection to be preserved till the next inspection) vii) Adequate fire safety and fire alarm system. 1.3.3 Custody of Warehouse Keys: DEO is over all in-charge of the safe custody of EVMs. i) All the keys of Lock -1 with DEO & all the keys of Lock-2 with Dy. DEO or equivalent. ii) Warehouse outside the District HQ- all the keys of Lock -1 with SDM & all the keys of Lock-2 with Tehsildar or equivalent. 9 Manual on Electronic Voting Machine Edition 8 August 2023 iii) Deposit keys in Treasury and maintain proper log book for depositing and taking out the keys. If there is no provision of Treasury, the keys shall be in the custody of the DEO and Dy. DEO concerned. iv) Handing over and taking over of the keys to be a part of Certificate for Transfer of Charge (CTC). 1.3.4 Protocol for opening & closing of EVM warehouse/strong room: i) Inform National and State Recognized Political Parties in writing, at least 24 hours in advance, about the date and time of opening and closing of EVM warehouse. ii) Do not open Warehouse having EVMs in Election Petition or court cases for any purpose. iii) DEO to nominate an Officer not below the rank of Tehsildar for the purpose of opening/ closing of EVM-warehouse. iv) Allow National and State Recognized Political Parties Representatives to remain present during opening and closing of the warehouse. v) Conduct of videography is mandatory whether election period or non-election period. vi) In case of exigencies like flood, fire etc., if videography is not feasible, video of opening/ closing of warehouse shall be made through mobile. vii) In case of exigencies like flood or fire the CEO/DEO may shift the EVMs under intimation to the Commission and also take post facto approval. The DEO shall inform the CEO on the same day and the CEO shall immediately send report to the Commission with his comments. If EVMs (BU and CU) are pertaining to Election Petition, shift the EVMs (BU and CU) in the presence of DEO, petitioners and respondents of Election Petition under advance intimation to the Hon’ble High Court concerned specifying the reasons. 1.3.5 Maintain details of EVMs in a Master Stock Register (MSR) for every district as per format in Annexure-1. 1.3.6 Monthly/Quarterly Inspection of EVM warehouse by the DEO i) Monthly inspection of sealed warehouse every month and submission of inspection report in Annexure-2 (A) in EMS. ii) Quarterly inspection report of opening and checking the warehouse for its internal condition in March, June, September and December every year and submission of inspection report in Annexure-2 (B) in EMS. National and State Recognized Political Parties Representatives to remain present during opening and closing of the warehouse. iii) It should be ensured that in no case warehouse be opened for checking its internal conditions, if it has EVM pertaining to any election petition/court case/during FLC to finalization of EP status period. iv) Time stamping along with GPS location to be printed on photographs while inspecting warehouse. 10 Manual on Electronic Voting Machine Edition 8 August 2023 v) Opening and checking of warehouse for its internal condition during rainy season or in case of any exigencies, if required, and submission of report to the CEO concerned. vi) The CEO shall also do inspection of one EVM warehouse per Quarter and should countersign the report {Annexure-2 (B)}. Similarly, the EVM Nodal Officer shall also do inspection of one EVM warehouse per month and should countersign the report {Annexure-2 (A)}. vii) Inspection of warehouse by the Chief Electoral Officer and The EVM State Nodal Officer be done in the following ways : Officer Minimum Frequency Remarks Chief Electoral One EVM Warehouse Inspection date should coincide with Officer per Quarter in the State concerned DEO’s Quarterly inspection date. CEO should countersign the report. EVM State Nodal One EVM Warehouse Inspection date should coincide with Officer per month in the State concerned DEO’s Monthly inspection date. SNO should countersign the report. viii) The CEO shall review consolidated inspection reports received at each interval and proceed to remove any deficiencies pointed out immediately. 1.4 TRANSPORTATION/SHIFTING OF EVMs 1.4.1 General Instructions to follow: a) Movement of EVMs through EVM Management System (EMS). b) Use only containerized trucks or sealed trucks with proper locking arrangements. c) Seal all trucks transporting EVMs with lock and paper seals. d) Use GPS enabled Vehicles for movement of EVM and tracking of movement. e) Inform the National and State Recognized Political Parties in advance about opening, stocking & sealing of warehouses while shifting EVMs. However, if no representative attends, the work should not stop. f) DEO to videograph the whole process of transfer/receipt of EVM. g) Adequate foolproof armed security arrangements are made for the transportation of the machines. h) the movements of each of the vehicle carrying EVMs should be closely monitored on daily basis, until it reaches the destination, by the Chief Electoral Officers/District Election Officers of the concerned State through which the vehicle carrying EVMs are to pass. i) One official, not below the rank of Tehsildar (or equivalent as known), with each vehicle shall also be appointed by the CEO/DEO and their cell numbers shall be given to concerned officers of States through which vehicle passes, who shall be in contact with the official on monitoring of the transportation of EVMs and VVPATs. j) A signage shall be labeled on the wind-screen of the vehicle carrying EVMs “Election Materials-Urgent” for smooth passage of the vehicle with clear mention of originating and destination places. 11 Manual on Electronic Voting Machine Edition 8 August 2023 1.4.2 Movement of EVMs from or to or within poll bound State(s)/District(s) especially during the period commencing from Commissioning of EVMs to Counting of Votes shall be avoided, as there may be possibility of miscommunication/disinformation resulting into avoidable aspersions. However, various essential movements of EVMs originating from or terminating at the poll bound State/district having the manufacturing premises/companies cannot be avoided for several weeks. 1.4.3 The manufacturers (BEL/ECIL) and the sender/receiver CEOs shall provide tentative full movement plan of containerised vehicle carrying EVMs to be passed through any enroute State/ district in advance to the Chief Electoral Officer by email, letter and telephonically. The Chief Electoral Officer of poll-bound State/UT shall intimate the National & State Recognised Political Parties, in writing, about all such movements of EVMs that is planned through the State/UT and destined to go or come from other States/UTs. 1.4.4 Responsibility to provide armed security, track GPS movements of vehicles and to inform enroute/ destination States/UTs/PSUs shall be as follows : Sender Receiver Responsibility to Provide Armed Security Track GPS Monitoring of Inform Enroute/Destination States/ (by CEO & DEO) vehicles (by CEO & DEO) UTs/PSUs (by CEO & DEO) State/UT State/UT Receiver State/UT Receiver State/UT Receiver State/UT State/UT PSU Sender State/UT Sender State/UT Sender State/UT PSU State/UT Receiver State/UT Receiver State/UT Receiver State/UT Factory to State Transportation arrangement of New EVMs/VVPATs done by Manufacturer. Consignee State/UT to depute its official at Factory with security personnel. State/UT to bear the transportation charges of shifting of repaired EVM. Intra-State & Intra District Movement CEO is competent authority to issue permission to DEO for shifting under intimation to the Commission. Share list of EVMs to National and State Recognised Political Parties/candidates/their represen- tatives. Smooth Movement to avoid physical damage. Proper entry of moving out the EVMs in the Master Stock Register/Movement Register to be ensured by nominated officer with the acknowledgement from the officer receiving the same. Inter-State Movement Appoint Nodal Officer at State as well as District level for constant coordination and smooth transportation. Borrowing State/UT to depute its official at sender State/UT with security personnel. Ensure the location of districts for collection of EVMs is in a cluster or on the same route. 12 Manual on Electronic Voting Machine Edition 8 August 2023 1.4.5 Intra-State (inter-district) shifting of First Level Checking (FLC) completed EVMs: a) De-novo FLC in the district where these units are being shifted. b) During Parliamentary election, within the Parliamentary Constituency (covering more than one district) BEFORE first randomization of EVMs, ensure de-novo FLC of the EVMs. AFTER first randomization of EVMs, there is no need of FLC of the EVMs. 1.4.6 In case of lntra-district shifting of FLC completed EVMs: a) FLC of these EVMs is not required, subject to the following conditions: - i. For General Election to State Legislative Assembly, from one Assembly Constituency to another Assembly Constituency after first randomization of EVMs, ensure de­ novo FLC of the EVMs. ii) For Parliamentary election, from one Parliamentary Constituency to another Parliamentary Constituency after first randomization of EVMs, ensure de-novo First Level Checking of the EVMs. b) In case of simultaneous elections to Assembly and Parliamentary constituencies, FLC of EVMs/ VVPATs is conducted, if EVMs/VVPATs pertaining to Assembly election are required to be used in Parliamentary constituency or vice-versa. 13 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER - 2 FIRST LEVEL CHECKING (FLC) OF EVMs 2.1 Overall responsibility of FLC: (a) District Election Officer (DEO) shall be responsible for overall FLC process. (b) DEO shall ensure strict adherence & compliance of FLC instructions. (c) DEO will appoint a senior officer of the rank of Addl. /Dy. DEO fully trained with FLC process as FLC Supervisor. 2.2 Requirement of EVMs for conducting FLC: (a) For Bye election to the Parliamentary and Assembly Constituencies, the requirement of EVMs for conducting FLC shall be 200% of number of polling stations. (b) For General Election to the Parliamentary and Assembly Constituency, the requirement of EVMs (Ballot Units and Control Units) and VVPATs for conducting FLC shall be 125% and 135% respectively of the number of polling stations or as allocated by the Commission considering geographical or past experiences. 2.3 FLC when to be done: (a) FLC of EVMs shall be done before every General/Bye-election to Assembly and Parliamentary Constituency or in any elections where EVMs are used. (b) FLC of EVMs shall commence: (i) within one month of occurrence of vacancy in case of bye-election. (ii) at least P-120 days in case of General Election to State Legislative Assembly or as instructed by the Commission. (iii) at least P-180 days in case of General Election to Lok Sabha or as instructed by the Commission. (P-may be estimated based on the last General Election). (c) FLC is to be done sufficiently in advance so that all checks are carried out without any undue haste in the presence of representatives of National and State Recognised Political Parties. (d) FLC of EVMs shall be completed, as far as possible, three months before tentative announcement of election. The same may be calculated considering the last time of announcement of election. 2.4 Schedule of FLC: (a) Depending on the number of EVMs to be checked in FLC, the CEO/DEO shall prepare a schedule for the FLC of EVMs in consultation with EVM manufacturers (BEL & ECIL). (b) Ensure timings of FLC from 9 am to 7 pm on all days including holidays. For any exemption request for timing or OFF on a particular day due to any valid reason, prior approval of the CEO concerned is required under intimation to the ECI. 14 Manual on Electronic Voting Machine Edition 8 August 2023 2.5 FLC to be done in the presence of representatives of National and State Recognised Political Parties: (a) The schedule for FLC shall be communicated to every National and State Recognised Political Party at the district headquarters with proper acknowledgement and copy endorsed to the parties at State headquarters, in writing by the DEO at least 2 days before the beginning of the FLC in the district. (b) On the day of the FLC, representatives of all National and State Recognised Political Parties authorised by the District President of the party shall be encouraged to be present. (c) If the representative of no or only one National/State Recognised Political Party is present in 3 days, a written reminder shall be given to every National and State Recognised Political Party at the district headquarters with proper acknowledgment and copy endorsed to the State headquarters by the DEO. (d) A register shall be kept at FLC hall by the DEO in Annexure-3 in which signatures of the representatives of National and State Recognised Political Parties shall be taken every day as token of their presence. 2.6 Arrangements in the premises of FLC: (a) FLC Hall shall be spacious to accommodate the EVMs, officials nominated by DEO, engineers of BEL/ECIL and the representatives of National and State level recognized parties. (b) FLC hall shall be large, well-lit, well ventilated and dust free hall. Non-heating high illumination LED lights to be installed so that each table is brightly lit. (c) In consultation with BEL/ECIL, install a TV/Monitor of minimum 24 inches display with HDMI input, for each SLU under use in FLC Hall for simultaneously viewing the symbols being loaded in VVPATs by the representatives of the National and State Recognised Political Parties. (d) FLC area to be fully barricaded and sanitized by police. (e) Ensure the hall is free from any electronic components, device, except those permitted by the Commission for the purpose of FLC process etc. (f) Make proper arrangements like drinking water, toilets (separate for male and female), first aid, fire extinguishers, fire alarm inside and outside the hall. (g) Single entry and exit to hall with full security by armed police forces (minimum one section) round the clock with 24X7 CCTV coverage. (h) Paste copy of the Detailed Standard Operating Procedure (SOP) mentioning step by step instructions in FLC hall. The SoP shall be provided by BEL and ECIL, as the case may be, in advance so that the same shall be pasted in FLC Hall before starting FLC. (i) Entry to hall through Door Frame Metal Detector (DFMD) on production of Identity Card of authorised official/pass issued by DEO. (j) Proper frisking of every person/officer/engineer at every entry with record in the log book for every entry and exit. 15 Manual on Electronic Voting Machine Edition 8 August 2023 (k) Cell phones, camera, spy pens etc. not to be allowed inside the FLC hall and kept at the collection centre made outside the hall except for two mobiles to be used by the election officials nominated by DEO for marking FLC-OK and one mobile to BEL/ ECIL engineer to mark FLC-Reject in EMS using mobile app with proper reason. (l) (I) No other equipment allowed inside the hall except those mentioned in FLC User Manual and a paper shredding machine to dispose of VVPAT slips generated during FLC process. (m) Web casting of the entire FLC process and monitoring the same in the Control room at DEO and CEO level and submission of report to ECI. (n) Arrangement of one PC/laptop with internet connectivity outside FLC Hall for transmitting FLC data from P-FLCU on daily basis. (o) During entire FLC period in the district, both P-FLCU and SLU with SLMD and connecting cables shall be in the custody of the FLC In-charge deputed by the District Election Officer and to be kept in the FLC premises with proper security. The same shall be returned back to BEL/ECIL (engineers authorized by the BEL/ECIL) after completion of FLC in the respective district, for further use in other stations or to move to safe custody of the manufacturers. 2.7 Manpower in FLC: (a) FLC shall be conducted only by authorised engineers of BEL and ECIL. BEL and ECIL shall be fully responsible for the integrity, efficiency and competence of their engineers. (b) Randomization of list of engineers to be deputed by BEL/ECIL for carrying out FLC shall be done by the CEO for District-wise allocation and shall provide the list along with engineers’ cell numbers to DEO concerned. (c) Deputation of Sr. level engineers at State Headquarters as well as at each district headquarters by BEL/ECIL to supervise FLC. (d) Deputation of one Manager by BEL/ECIL for 4-5 districts to remain in the field for daily supervision & co-ordination. (e) No entrance of engineers, technicians or other technical staff except authorised engineers/ technical staff of BEL and ECIL to the FLC Hall. (f) Deployment of sufficient unskilled labour by the DEO for cleaning, unpacking and packing of EVMs in consultation with the manufacturers. 2.8 Work to be done during FLC: (a) Cleaning of Machines by official/staff/ labourer deputed by DEO: This includes removal of address tags, ballot papers, special tags, cleaning of superscriptions of CU, BU and VVPAT, clearing of earlier poll data, dusting of CU, BU and VVPAT, etc. as per the prescribed guidelines (Annexure-4) of the manufacturers in the designated FLC hall under the supervision of Team leader of engineers and FLC in-charge. (b) Visual Inspection by authorised engineers of BEL/ECIL: Visual Inspection of BU, CU, VVPAT, connecting cable, connector, latches, carrying cases etc., will be conducted to ensure there is no damage or breakage of plastic parts, latches, switches etc. Any defect 16 Manual on Electronic Voting Machine Edition 8 August 2023 in the unit will be noted down against unit serial number. Replacement of plastic parts, latches, switches etc. which are permissible (as per detailed SoP for FLC of BEL/ECIL) in the field. (c) Functionality checks using P-FLCU by authorised engineers of BEL/ECIL: The functionality checks of CU, BU & VVPAT will be conducted using P-FLCU as per the detailed procedure contained in the P-FLCU user manual for field engineers. (d) Symbol Loading in VVPAT using SLU by authorised engineers of BEL/ECIL: P-FLCU passed Voter Verifiable Paper Audit Trail (VVPAT) shall be moved to Symbol Loading table before moving to manual FLC table. Symbol loading in VVPAT shall be done using SLU as per the SLU user manual and facilitation of simultaneously viewing of symbol loading on Monitor to the representatives of National and State Recognized Political Parties. Only dummy symbols prescribed by the ECI shall be loaded in the VVPATs for conduct of FLC and Mock polls. (e) Full functionality checks: (i) Diagnostic test of each BU, CU and VVPAT prescribed by the manufacturer. (ii) Check response of all switches and carry out tests prescribed by the manufacturers as per the SoP to confirm all the components of the EVM are original. BEL and ECIL engineers will certify in Annexure-5 that all the components of the EVMs (Ballot Units and Control Units) are original. (iii) In order to provide assurance to the political parties, the authorised engineers will ensure opening of cabinets of BU & CU in the presence of the representative of National and State Recognised Political Parties during FLC and carry out visual inspection of PCB to check for spurious components, if any. Any discrepancy should be brought to the notice of DEO or his representative immediately. Seal the cabinet of the CUs with Pink Paper Seals as per the SoP. (iv) For conducting FLC of BU, CU & VVPAT together, Mock poll of 6 votes against each candidate button shall be conducted and electronic count of CU will be tallied with VVPAT paper slips of each VVPAT. (v) Whenever, additional BUs or CUs or VVPATs are required to be added with the EVMs of already conducted FLC-OK EVMs at later stage like commissioning, de- novo FLC of additional units shall be conducted. (vi) Once the unit is passed, Green FLC OK sticker will be pasted on Ballot Unit (BU), Control Unit (CU) and Voter Verifiable Paper Audit Trail (VVPAT). (vii) Red Sticker with reasons of rejection will be pasted on FLC-rejected units. (viii) Ensure signatures of BEL/ECIL Engineers and the representative of DEO on both red/ green stickers as applicable. (ix) Pink Paper Seals will be pasted on FLC-OK CU and signed by FLC Engineer, FLC supervisor and the representatives of National and State Recognised Political Parties. (x) If any EVM is found to be non-functional, it will be kept aside and sent to the factory of BEL and ECIL for repairs within 7 days of completion of FLC in the district. 17 Manual on Electronic Voting Machine Edition 8 August 2023 CEO shall club dispatches from more than 1 district to economise transport. (xi) In case of bye-elections to Parliamentary and Assembly Constituencies, all the non- functional EVMs pertaining to First Level Checking, commissioning, dispersal and mock poll (before actual poll) replacement shall be sent together to the respective manufacturers namely; BEL and ECIL for repairing purpose within 7 days of completion of the bye­election(s). (xii) Superscription on the cabinet/carrying cases of EVM with marker pen or any other pen is strictly prohibited to avoid defacing of the machines. (xiii) No electronic repair of the machine shall be carried out in the field. Changing of electronic components of the machines in the field is strictly prohibited. (xiv) BEL/ECIL FLC Engineers shall bring with them the detailed Standard Operating Procedure (SoP) mentioning the step-by-step instructions of checking of the machine. Copy of this SoP shall be pasted prominently at FLC Hall. (xv) List of equipment and spares, which the engineers shall be allowed to carry with them in FLC Hall is attached as Annexure-6. (f) Conduct of Mock Poll by officials/Staff/FLC Engineer deputed by DEO: i) Casting of 6 (six) votes against each of the 16 candidate buttons, observation of result and clearing of mock poll data will be done for each EVM (BU+CU) and VVPAT by FLC Engineers. ii) A load test on 1% of the randomly selected FLC-OK EVMs will be conducted by connecting 4 BUs to 1 CU and 1 VVPAT and casting at least 1 vote for each candidate button of connected BUs (i.e. 64 votes) and tallying the VVPAT slips count with the CU count. iii) Additionally, mock-poll in 1% of EVMs & VVPATs of 1200 votes, in 2% of EVMs & VVPATs of 1000 votes and in 2% of EVMs & VVPATs of 500 votes shall be done in the presence of the representatives of the National and State Recognised Political Parties and electronic count shall be tallied with VVPAT slips count. Percentage shall be taken/calculated on quantity of FLC OK Control Units. iv) Representatives of the National and State Recognised Political Parties shall be allowed to pick machines randomly for the purpose of mock-poll and also do the mock poll themselves, if they so desire and their signatures will be obtained in the register at Annexure-7 and Annexure-8, respectively. v) In rest of the machines, number of votes polled during the mock poll should be to the satisfaction of the representatives of political parties. vi) Signatures of representatives of the National and State Recognised Political Parties shall be taken in a register m Annexure-9 as a token of confirmation that there are no discrepancies between the VVPAT paper slips count and electronic count of Control Unit. vii) Destruction of VVPAT paper slips generated during FLC shall be done on daily basis through shredding machine. 18 Manual on Electronic Voting Machine Edition 8 August 2023 (g) Updation of FLC status in EMS: Unique ID of FLC-OK units will be uploaded (In case of Control Units along with Unique Serial Number of Pink Paper Seals) using EMS mobile App by the authorised official of DEO, on a daily basis. Unique ID of rejected Units with rejection details will be uploaded to EMS using EMS mobile app, on a daily basis, by FLC engineers. (h) Uploading PFLCU Data: At the end of the day the FLC In charge (BEL/ECIL) shall move all PFLCUs to the internet room (Room with PC & Internet) of the FLC Centre and upload the PFLCU data to respective factory server on a daily basis. In case of physical and Plastic Damages, Data which could not be captured by PFLCU, shall be manually entered into application against unit serial number. Further, FLC Data will be sent to BEL/ECIL FLC server through internet using “Field FLC Data Transfer” Application only. (i) Flow chart for the FLC procedure is attached at Annexeure-10. 2.9 Sealing of plastic cabinet of Control Unit of EVMs with Pink Paper Seal (a) In order to ensure that the Control Unit of EVM cannot be opened after First Level Checking of the EVMs, the cabinet of the Control Units shall be sealed with the modified Pink Paper Seal supplied by the Nasik Security Press, in the presence of the representatives of the National and State Recognised Political Parties present at the time of FLC, as per the following procedure: (i) Pink Paper Seal has two portion/part of same Unique Serial Number. First, split the seal into two separate Pink Paper Seals. (ii) Remove the gummed paper from Pink Paper Seal carefully. (iii) These two Pink Paper Seals shall be pasted on two sides of the Cabinet of the Control Unit as shown in the figures: Control Unit sealed with Pink Paper Seal (iv) For proper fixing of the seals, the BEL and ECIL shall emphasise the following: Proper handling of seals. The surface on which seal need to be applied should be clean and free from dust, dirt, water, chemical and oil. The peeling off/removal of seal from the release liner surface with clean finger nails. 19 Manual on Electronic Voting Machine Edition 8 August 2023 The application to the applicable surface should be done gently with thumb pressure or finger (4-5 times) to avoid possibility of air pocket, crease. The seal applied on the EVM surface should not be partially stuck and removed and re-used. (v) While marking FLC-OK in EVM Management System (EMS) using Mobile App, the Unique Serial Number of Pink Paper Seal shall be entered by scanning QR- Code. (b) Take signatures of the Engineer and the representatives of the National and State Recognised Political Parties present along with the party name in abbreviations below their signatures. Allow them to note down the serial number of the Pink Paper Seal. (c) Marking of FLC-OK and FLC-Reject of machines in EMS should be done on daily basis. (d) Maintain a register in Annexure-11 for mentioning the unique number of CU and serial number of pink paper seal and take their signature and provide photocopy to the National and State Recognised Political Parties. (e) Provide list of FLC-OK Ballot Units, Control Units and VVPATs generated from EMS to the National and State Recognised Political Parties after completion of FLC and also to all the contesting candidates as soon as last date of withdrawal of candidature is over and take their acknowledgement. (f) Ensure the availability of photocopy of the register at the time of Commissioning of EVMs. 2.10 Supervision of FLC (a) FLC shall be carried out under the direct and close supervision of District Election Officer. (b) The DEO shall nominate one officer not below the rank of Additional/Deputy DEO as FLC Supervisor to supervise the entire process of FLC. This officer shall be present in the FLC Hall for the entire duration of FLC. FLC Supervisor shall submit a certificate in Annexure-12 to the CEO concerned through DEO before starting of FLC to the effect that all the arrangements of FLC have been done as per ECI instructions. (c) District Election Officer shall invariably conduct a daily inspection of the FLC venue & FLC process to ensure that the FLC is being carried out as per the instruction of the Commission. The process of FLC shall be webcast (CCTV with IP) & continuously recorded. Video, CD, DVD or other suitable modes will be kept in the custody of DEO. (d) Webcast cameras shall be installed in the FLC Hall in such a manner that the process of FLC can be fully seen on webcast. The web link shall be shared with CEO and ECI, preferably as a single dashboard view with individual links for all the FLC centres. (e) Control Room shall be set up at CEO office for monitoring through webcast whether FLC instructions & procedures are being fully followed. (f) After completion of the FLC of all the BUs, CUs and VVPATs and updating of FLC- Status in the EMS, DEOs shall submit a Certificate to this effect to the CEO in the 20 Manual on Electronic Voting Machine Edition 8 August 2023 format given at Annexure-13 and CEO will submit a consolidated certificate for all the districts to the Commission. 2.11 Inspection of preparedness and quality check of FLC: (a) In case of bye-election(s) to Parliamentary/Assembly Constituency(ies), EVM Nodal Officer of the State/UT concerned shall do inspection. (b) In case of General Election to Lok Sabha/State Legislative Assembly, Nodal Officer(s) of other States/UTs shall be deputed to do surprise inspection. In Lok Sabha election, State Officers/NLMTs/ECI Officers and consultants can also be deputed. (c) Deputed officers will submit report to the Commission in Annexure-14. (d) CEO shall also depute teams to conduct surprise inspection of FLC process in the districts from time to time. The report of such inspection undertaken by CEO shall be submitted to the Commission. 2.12 Security measures for EVMs after FLC of EVMs: (a) Comprehensive arrangements should be made for round-the-clock security of the FLC Strong Rooms having EVMs after First-Level-Checking. (b) Minimum one section of State Armed Police shall be deployed for 24X7 security of FLC Strong Room having FLC “OK” EVMs. (c) The entry point of FLC Strong Room having EVMs after FLC and corridor shall have 24X7 CCTV coverage with DVR. (d) There should be sufficient arrangement of fire extinguishers and fire alarm near and inside the strong room. (e) A log book shall be maintained by the security personnel in which entry should be made about date, time, duration and name(s) of anyone entering near the strong rooms. This includes visits by the Observers or DEOs or SPs or Political Parties/candidates or their agents or any other person. 2.13. After completion of FLC, store FLC-OK EVMs in FLC Strong Room till first randomization of EVMs with minimum one section of armed police for 24X7 security along with CCTV coverage. 21 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER – 3 FIRST RANDOMIZATION OF EVMs 3.1 Steps for First Randomization to be done by DEO:- Before 1st Randomization of EVMs, take out upto 10% EVMs for training and awareness purpose and mark as “Training and Awareness” in EVM Management System (EMS) [Ref: Chapter-5] DEO will fix a schedule for 1st Randomization and invite the National and State Recognised Political Parties in writing, atleast 48 hours in advance, with acknowledgment Conduct 1st Randomization of EVMs in EVM Management System (EMS) Conduct 1st Randomization of EVMs in the presence of the representatives of National and State Recognised Political Parties In case of General/ In case of Gener- In case of Simultane- Exceptional case: In Bye-elections to Legis- al/ Bye-elections to ous elections to Lok case Assembly Constitu- lative Assembly, allocate Lok Sabha, allocate Sabha and Legislative ency/ Segment is falling EVMs Assembly Con- EVMs Assembly Seg- Assembly, allocate in two or more districts, stituency-wise ment-wise EVMs Assembly Seg- refer Scenarios 4 and 5. ment-wise (for PC) and EVMs Assembly Constituency-wise (for SLA) Provide the list of randomized EVMs to each National and State Recognised Political Party and ob- tain written acknowledgment. Taking charge of EVMs by the respective Returning Officer/Assistant Returning Officer, as t he case may be. Receiving of 1st Randomized EVMs in AC/AS Strong Room using Mobile App. After First Randomization, the EVMs shall be in the custody of the RO/ARO concerned. for details kindly see para 6.1.1 of Chapter-6 22 Manual on Electronic Voting Machine Edition 8 August 2023 During the General Elections to the Lok Sabha, the States/UTs may face the following scenarios: Scenario No.1: When the entire district consists of the PC, the District Election Officer (DEO) is the custodian of EVMs/VVPATs of that district and the Returning Officer of that PC. Ex: PC consists of only one District-A having 9 Assembly Segments (AS) (a, b, c, d, e, f, g, h and i). District-A (1-PC = 9 AS: fully covered in District -A) a b c d e f Shaded Area is PC g h i Scenario No.2: When the entire two or more districts consist of the PC, the DEOs are the custodian of EVMs/VVPATs of the respective district and the DEO of one district is the Returning Officer of that PC. Ex: PC consists of two Districts-A & B. District-A having 9 AS (a, b, c, d, e, f, g, h and i) and District-B having 4 AS (j, k, l and m). DEO of District-A is the RO of PC. District-A District-B a b c j k d e f l m Shaded Area is PC g h i Scenario No.3: When the PC consists of entire district as well as some AS of some adjoining district/ districts and the DEO of this district is RO of the PC. Ex: PC consists of entire Districts-A (a, b, c, d, e, f, g, h and i) & some AS of District-B (only AS-j) & District-C (only AS- o and p). DEO of District-A is the RO of PC. District-A District-B a b c j k d e f l m g h i Shaded Area is PC n o p q r s District-C Scenario No.4: The PC consists of entire district as well as some AS or some parts of AS of some adjoining district/districts and the DEO of this district is RO of the PC. Ex: PC consists of entire Districts-A (a, b, c, d, e, f, g, h and i) & some part of AS of c i.e. c (ii) of District-A is in District-B & some AS of District-C (only AS- o and p). DEO of District-A is the RO of PC. 23 Manual on Electronic Voting Machine Edition 8 August 2023 District-A District-B a b c(i) c(ii) j k d e f l m Shaded Area is PC g h i n o p q r s District-C Scenario No.5: In case of Assembly election: If any AC falls in two or more districts, First Randomization for allocating EVMs and VVPATs to that AC will be conducted by the DEO of the district in which RO HQs of that AC is situated. That AC shall be mapped in EMS with the district where RO HQs of that AC is situated. Ex: Some part (b1) of AC-b is in District-A and remaining part (b2) in District-B. AC-b-RO HQs is at District-A. AC-b shall be mapped in EMS with District-A. District-A District-B a b(b1) b(b2) g c d h i e f j k 3.2. Action to be taken if 120% EVMs and 130% VVPATs are not available for first randomization: (a) Randomize all the CUs and VVPATs available in the district for allocating them AC/AS wise. Hence, as far as possible equal percentage of Control Units, allocate to all the ACs/ ASs without retaining any CU at District level. (b) In case of BUs of EVMs, randomize the number of BUs equivalent to number of CUs for allocating them to AC/AS wise i.e. the percentage of BUs should be equal to percentage of CUs at each AC/AS. (c) The remaining BUs should be available in the FLC strong room at the District level for allocating to the PC/AC where more than one BU would be needed after withdrawal of candidatures. However, this additional allocation after withdrawal should also be randomized. (d) Training and Awareness EVMs may be re-introduced to meet the shortfall, if any, by following de-novo FLC and supplementary randomization etc., at later stage before commissioning of EVMs. 3.3. Identification and recognition of EVMs for simultaneous elections For clear identification and recognition of EVMs for simultaneous elections: (i) Paste distinct colour (same as that of ballot paper) self-adhesive stickers containing the words ‘LOK SABHA’ or ‘LEGISLATIVE ASSEMBLY’, as the case may be, on the carrying cases of BU, CU and VVPAT. (ii) Apart from the above, paste distinct colour (same as that of ballot paper) self-adhesive stickers containing the words ‘LOK SABHA’ or ‘LEGISLATIVE ASSEMBLY’, as the case may be, on top cover ‘BATTERY SECTION’ of the CU and on top of VVPAT. (iii) Size of self-adhesive sticker - 6 cm x 3 cm. 24 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER-4 REPAIRING OF NON-FUNCTIONAL EVMs 4.1 The non-functional EVMs are sent to the respective factory of the manufacturers of the EVMs, namely, BEL & ECIL for necessary repairs. 4.2 Strictly follow the following protocol for non-functional EVMs:- a) Send FLC rejected EVMs to the manufacturers for repair within 7 days of completion of FLC in that district. The CEO will coordinate and club non-functional Machines of multiple districts for dispatching to the factory. b) No movement of EVMs is permitted during the period from commencement of Candidate Setting (commissioning) to the Counting day. However, transportation of EVMs required for use in subsequent phases of elections or for training of election officials is allowed under intimation to the National & State Recognized Political Parties and Candidates. c) Store all non-functional EVMs not used in the poll in Repair Strong Room, preferably in a separate campus and never with other EVM. d) POST ELECTION REPAIRS: Within 10 days of declaration of result, send all the non- functional EVMs (except polled non-functional) to the respective factory for repairs and non-functional polled EVMs, which are not involved in any Election Petition within 10 days of confirmation of status of Election Petitions. e) After repairs are carried out, BEL/ECIL to follow exactly the same testing protocol for all repaired machines as for new EVMs. f) The manufacturers shall not return the repaired EVMs to the respective State/ UT; the repaired EVMs are to be stored in the factories till further allocation by the Commission. CEOs/DEOs are not required to take back the EVMs sent to the factory for repairs. g) The manufacturers will furnish a report of the repaired EVMs in the prescribed Proforma to the State of dispatch/allocation and to the Commission. The same shall be uploaded in EMS also. 4.3 Expenditure on Repairing of non-functional EVMs: Sender State will bear the payment for repairing of all non-functional EVMs. The States/UTs where no specific Head for meeting the expenses on repairs/maintenance of EVMs exist they may create necessary sub­ head viz. “Maintenance of EVMs” for the purpose in consultation with the State Government. No electronic repair can be done during FLC (except mechanical). Shifting of these non-functional EVMs through EMS only. 25 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER-5 TRAINING AND AWARENESS OF EVMs 5.1 Schedule of Awareness program: a) The Chief Electoral Officer shall fix a time schedule for a focused campaign throughout the State. The campaign shall have three components: (i) EVM Demonstration Centers (EDC) (ii) Mobile Demonstration Vans (MDV) (iii) Digital outreach b) The awareness campaign shall be started approximately 3 months prior to announcement of election (for this purpose date of announcement of the last election may be considered). Further, awareness of EVMs by way of physical display and/or demonstration of the machines in public shall not be conducted after announcement of election, whereas digital outreach may be intensified after announcement. c) A schedule for awareness campaign should be prepared by the DEO assembly constituency/ segment-wise and adequate publicity shall be made in the media about this campaign. Schedule of Awareness program shall be shared with National and State Recognized Political Parties. d) Only M-3 EVM shall be used in training, demonstration and awareness. e) Physical demonstration of EVM would be carried out through ‘EVM Demonstration Centre’ and ‘Mobile Demonstration Vans’. f) CEOs to submit plan on Awareness for EVM at Annexure-15 approximately 3 months prior to announcement of election and progress on EVM/VVPAT awareness every week on Monday at Annexure-16 till the date of announcement of elections. 5.2 EVM Demonstration Centre (EDC): (a) For physical demonstration-cum-awareness on use of EVM, EVM Demonstration Centre(s) shall be set up at District Election Office and at the Returning Officer Headquarters/Revenue Sub-Division Offices. (b) The EVM Demonstration Centre shall remain operational till the announcement of the elections. (c) Adequate infrastructure with proper signage (banner on EDC and close to demonstration table and Standee on demonstration table) should be provided in the EVM Demonstration Centres. Adequate publicity shall be made in this regard. 5.3 Mobile Demonstration Vans (MDV): (a) A Mobile Demonstration Van must be deployed for every Assembly Constituency/ Segment. However, the requirement of Vans may be assessed based on the geographical and other local conditions of the AC/AS by the CEO/DEO and decision may be taken 26 Manual on Electronic Voting Machine Edition 8 August 2023 accordingly, so that all polling locations/clusters/ELCs (Electoral Literacy Clubs) are covered during the campaign period at least once. (b) An officer designated by DEO shall accompany each Mobile Demonstration Van. (c) Mobile Demonstration Vans shall be functional till announcement of Election. (d) Mobile Demonstration Vans should be appropriately equipped with Audio-Visual Equipment and proper signage (banner on vehicle and close to demonstration table and Standee on demonstration table). Route chart with programme dates shall be adequately publicized. (e) Mobile Demonstration Vans shall be provided proper security and safeguards. 5.4 Digital Outreach: Digital outreach component of the awareness campaign shall be dovetailed in the SVEEP Plan of the districts and the State and executed accordingly during the campaign period. Innovative creative contents on usage of EVMs shall be developed locally, if required in vernacular languages, as part of the SVEEP Plan under guidance of SVEEP Division. 5.5 Protocol of EVM/VVPAT for Training and Awareness: (a) For the purpose of Training and Awareness (T&A), District Election Officers shall take out EVMs keeping the overall upper ceiling of 10% of the total number of polling stations in the district. Awareness EVM shall be used only for the innovative physical outreach mode described in para 5.2 and 5.3. (b) It shall be ensured that only First Level Checked OK EVMs shall be used for the aforesaid purpose. (c) The representatives of National and State Recognized Political Parties shall be invited to witness the process from opening and closing of the warehouse/strong room for the purpose of taking out the EVMs under videography. (d) The list of such EVMs shall be provided with acknowledgment to the National and State Recognized Political Parties. This list shall also be shared with acknowledgment to the candidates/their agents, as and when they are finalized. (e) A yellow color sticker mentioning “Training/Awareness” shall be affixed on such EVMs and also on their carrying cases without fail. (f) There shall be no distinction between Training and Awareness EVMs. The machines marked for Training/Awareness could be used interchangeably between Training and Awareness purpose inter-changeably. 5.6 Storage Protocol: (a) The abovementioned EVMs (Training &Awareness) shall be stored in a separate designated warehouse, not below the sub-division headquarters with proper security and lock. (b) In no case, EVMs pertaining to Training and Awareness shall be kept in FLC Strong Room. 27 Manual on Electronic Voting Machine Edition 8 August 2023 (c) For opening and closing of Training and Awareness designated warehouse, there is no need to invite the representatives of the recognised political parties. However, the opening and closing of the designated warehouse shall be done by the authorized officer nominated by the DEO. (d) A proper log-book shall be maintained for proper account of EVMs pertaining to Training and Awareness. (e) Such EVMs shall be given only to the authorized officials deputed by the District Election Officer. (f) After the conclusion of daily training and awareness programs, these machines shall be stored in the designated warehouse only. 5.7 The DEO shall ensure that the officials chosen for creation of EVM awareness/campaign, as well as those nominated for handling the EVMs must be comprehensively trained on the usage and functioning of EVMs. 5.8 EVMs pertaining to Training and Awareness may be re-introduced as Poll Day Reserve, after de-novo FLC, randomizations, candidate setting, etc. carried out as per the extant instructions of the Commission. 5.9 Standard Operating Procedure (SoP) for Training including demonstration and awareness program of EVMs is enclosed at Annexure-17. A list of Potential Errors during training and awareness is enclosed at Annexure-18. 5.10 Training of Master Trainers, Polling Personnel, Counting Personnel and Storage Personnel: (a) Presiding Officers, Polling Officers, Returning Officer, Assistant Returning Officers, Sector Officers and Counting Personnel must be given hands-on-training related to their role/duties on use of EVMs. (b) Every official to get an opportunity to operate the EVM system and understand the process of recording the vote using VVPAT. (c) Separate training to be given on counting of printed paper slips from the VVPAT system and tallying the count of VVPAT paper slips with the count of the Control Unit. (d) A copy of EVM/VVPAT brochure should be given to all officers during training and be made available at polling station on poll day. (e) A training session may be incorporated in the training module of State Public Administration Institutions, on operation & use of EVMs. 5.11 Hands-on-Training on VVPAT slips counting during training of counting staff: (a) Mock drill of VVPAT slip count shall be included in training module of counting staff for a more in depth and hands on experience so that there is no need to rush up conduct of mock drill of VVPAT slip count for counting staff on previous day of counting of votes, which has logistical issues/problems. (b) EVMs pertaining to training and awareness shall only be used. In NO case, reserve EVMs shall be used for training of polling and counting staff. 28 Manual on Electronic Voting Machine Edition 8 August 2023 (c) Only dummy symbols prescribed by the Commission shall be used. (d) Mock drill of VVPAT slip counting shall be done along with training of counting staff. Mock drill of VVPAT slips shall be conducted in a dummy VVPAT Counting Booth (VCB). For mock drill of VVPAT slips counting during training, a dummy (VCB) shall be made. (e) For training of counting staff at least 500 VVPAT slips shall be generated. (f) VVPAT Slips used for training/Mock drill shall be destroyed through shredding machine on a daily basis. 5.12 Destruction of VVPAT Slips generated during Training & Awareness (a) Destruction of VVPAT slips generated during the training and awareness using Paper Shredding Machine on a daily basis, in the presence of a Gazetted Officer duly nominated by the DEO. (b) Issuance of a certificate by the Nodal Officer in-charge of Training and Awareness exercise regarding the daily destruction of all VVPAT Slips as per Commission’s direction. (c) Further, the DEO shall submit a Certificate to the respective CEO on P-3 day for the entire district attesting the compliance of these instructions. NOTE: Use only FLC-OK EVMs with dummy symbols for training, awareness and demonstration purposes. 29 Manual on Electronic Voting Machine Edition 8 August 2023 PART – II (From Second Randomization of EVMs to Counting of Votes) Sl. Chapter No. Contents Page No. No. STORAGE OF EVMs, OPENING OF EVM WARE- 6 Chapter –6 31-35 HOUSE DURING ELECTION & EP PERIOD 7. Chapter –7 SECOND RANDOMIZATION OF EVMs 36 COMMISSIONING OF EVMs (CANDIDATE 8. Chapter –8 37-44 SET) 9. Chapter –9 DISPERSAL OF EVMs 45-52 VOTING COMPARTMENT TO BE USED IN 10. Chapter – 10 53 POLLING STATION 11. Chapter – 11 POLL DAY 54-68 STORAGE OF POLLED AND UNPOLLED 12. Chapter – 12 69-71 EVMs AFTER POLL 13. Chapter – 13 USE OF EVM IN CASE OF REPOLL 72 14. Chapter – 14 COUNTING OF VOTES (EVM) 73-86 CHECKLIST AND PRECAUTIONS 15. Chapter –15 87-93 16. Chapter –16 DOCUMENTATION AND MONITORING 94-102 30 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER-6 STORAGE OF EVMs, OPENING OF EVM WAREHOUSE DURING ELECTION & EP PERIOD 6.1. Election Period 6.1.1 Pre-Poll Storage: After first Randomization of EVMs till dispersal of polling parties a) After first randomization of EVMs, handover EVMs to the RO/ARO concerned, as the case may be, under proper armed police escort. Guidelines to be followed: i) Store EVMs in AC strong room in the presence of representatives of National and State Recognised Political Parties under Videography. ii) Keep Training and awareness EVMs in Training and Awareness warehouse. iii) 1 Section Armed Security and CCTV coverage 24X7 iv) All the keys of Lock-1 with RO and all the keys of Lock-2 with ARO. In case of Parliamentary Constituency election, if some Assembly Segments are in other district(s), the all keys of Lock-1 with ARO and all the keys of Lock-2 with SDM/ Tehsildar concerned. b) Store EVMs in separate strong rooms Assembly Constituency (AC)/Assembly Segment (AS) wise. c) In case of simultaneous elections, store EVMs pertaining to AC/AS separately in separate strong rooms. d) In exceptional cases, make separate temporary strong rooms for each AC/AS within large strong room with separate entry for every temporary strong room. e) Open the Strong Room at the time of commissioning of EVMs. f) After commissioning, keep EVMs again in the strong room and open on the day of dispersal in the presence of candidates or their representatives. 6.1.2. Post-Poll Storage (Polled EVMs storage): After poll till counting day (a) After completion of poll, escort back the complete set of machines (BU, CU & VVPAT) of a particular polling station to Collection/Reception Centre and store in the Polled strong room in the presence of the candidates/their authorised representatives, under videography. (b) Store unused EVMs in separate “Reserve EVM” strong room in other location. (c) Earmark all polling stations on the specified parts of the floor space of the strong room in the form of squares in advance for stacking the EVM(s) of a particular polling station in the respective square. In any case, EVMs of a particular polling station, should not be stored in separate strong room i.e. all units used at a particular polling station should be kept together in the square/rack earmarked for that polling station. If not feasible, to accommodate all EVMs in one Strong Room follow the protocol mentioned below: 31 Manual on Electronic Voting Machine Edition 8 August 2023 i. Keep polled EVMs (including non-functional polled) in multiple strong rooms, adjacent to each other, and outside each strong room paste a notice indicating the particulars of the elections, AC/AS name and No. and serial number of polling stations whose EVMs are kept inside. ii. Fabricated steel/iron/wooden multi-layer storage rack for storing polled EVMs (including non-functional polled) as per ECI specifications. 6.1.3. Security & Safety arrangements for Polled EVM Strong Room: (a) Single Entry/ Exit with all other doors/windows sealed with brick masonry/ concrete. (b) Double Lock System. (c) All the keys of Lock-1 with RO and all the keys of Lock-2 with ARO. In case of Parliamentary Constituency election, if some Assembly Segments are in other district(s), the all keys of Lock-1 with ARO and all the keys of Lock-2 with SDM/Tehsildar concerned. (d) Minimum One Platoon of Armed Police for 24X7 (e) Two tier security arrangements round the clock. Innermost perimeter by CAPF and outer perimeter by State Armed Police. (f) CCTV Cameras with DVR and Uninterrupted Power Supply. CCTV Camera should cover sealed Door of Polled Strong Room, security and corridor etc. (g) Operative Control Room adjacent to the Strong Room. (h) Log book for each entry, exit and duty roster for security personnel. (i) Separate Log book for authorized officials (including Observers, DEOs or SPs) crossing the second security ring i.e. the middle perimeter under Videography. (j) Videography at the time of the opening and closing of strong room. (k) Fire- extinguishers inside and outside of strong room. Adequate fire alarm system. (l) No entry for any vehicle including VIPs & officials. 32 Manual on Electronic Voting Machine Edition 8 August 2023 6.1.4 Protocol for Polled EVMs: (a) Intimate all contesting Candidates, 24 hrs. in advance, in writing with acknowledgment, for deputing their representatives for watching the security arrangements of strong room and allow them to stay outside the inner perimeter. If entrance of the Strong Room is not visible, arrange CCTV display for them. (b) Make proper arrangements like drinking water, shamiana / tent etc. (c) Circulate the phone nos. of CEO, Addl. CEOs, DEC in-charge in the ECI and the DEO/SP/ COP/ROs concerned for emergency. (d) Constant Videography of all the entry points (doors etc.) of strong rooms using the web­cams. (e) Visit of RO to the storage campus (up to the inner perimeter only) twice a day in the morning and evening to check the log book and Videography and send a report to the DEO on the status every day. (f) In case of strong rooms located in the district headquarters or outside the District HQ, DEO is responsible for regular or frequent visits as possible and at least once in 3-4 days. g) DCs and SPs are responsible for security of strong room within the district and meticulous implementation of the protocol. Copy of the Manual to be circulated to all candidates, DEOs, ROs and CAPF commandant. h) The above instructions will also apply mutatis mutandis to the storage of the voting machines during the interval between the original count and the recount, if any. 6.2 After the Counting of Votes till EP Period a) Sub-rules (1A) and (2)(cc) of Rule 92 of the Conduct of Elections Rules 1961-Keep all voting machines and the printed paper slips sealed under the provisions of rule 57 C of the said Rule in the custody of concerned DEO. b) DEOs are the custodian of EVMs. c) A minimum of one section State Armed Police may be deployed till the EP period is over. 6.2.1.Storage of EVMs after Counting of Votes: (a) After completion of counting of votes, seal CU as per existing instruction of the Commission after removal of power pack from CU. Thereafter, shift EVMs to District Strong Room. In District Strong Room, EVMs and VVPATs should not be kept together. VVPATs (having no VVPAT slips) should be stored separately in the District Strong Room so that VVPATs can be used, if required, even during Election Petition Period. (b) Inform all the contesting candidates/their agents well in advance in writing with acknowledgment about the location of EVM strong room. Allow them to put their seals on the double lock system. (c) Guidelines to follow if the strong room is at different place than the counting centre: 33 Manual on Electronic Voting Machine Edition 8 August 2023 (i) Allow the contesting candidates/their agents to follow the vehicles carrying EVMs and give intimation in writing with acknowledgment. (ii) Provide proper armed escort for the vehicles carrying EVMs after counting of votes with Videography. (d) Do not keep EVMs (Ballot Units and Control Units) of 2 or more than 2 Assembly Segments/Constituencies in the same strong room till completion of Election Period (EP). (e) In case of simultaneous elections, store EVMs (Ballot Units and Control Units) pertaining to AC and AS in separate strong rooms i.e. do not keep EVMs pertaining to AC with EVMs (Ballot Units and Control Units) pertaining to AS of PC in the same strong room. (f) Guidelines to be followed in case of not keeping the EVMs (Ballot Units and Control Units) pertaining to 1 AC/AS in a single room: (i) Fabricate steel/iron/wooden multi-layer storage rack for EVMs. (ii) Keep EVMs in two strong rooms, adjacent to each other within a building and paste notice indicating the particular of elections, AC/AS name and No. and serial number of polling stations outside of all such strong rooms. 6.2.2 Guidelines of the Commission on retention period of the EVMs (Under rule 94(aa) of the Conduct of Elections Rules 1961) after using in election and for using the same in the subsequent elections are as under: (a) Do not touch any EVM (Ballot Units and Control Units) used in an election which are in the custody of the DEO, under the standard protocol of security, till confirmation of Election Petition (EP) position from the High Court concerned, after the completion of the period for filing Election Petition i.e. 45 days from the date of declaration of the result. (b) Immediately after completion of EP period, obtain the details of the EP/Court Cases pertaining to the election from the High Court/Court concerned. (c) After ascertaining the position of EP/court cases from the court concerned, (i) Within 10 days, send all the non-functional EVMs pertaining to actual poll (along with list containing unique ID of BU/CU) to BEL/ECIL, which are not involved in any EP/court cases. (ii) Do not open the Strong Room in which the non-functional EVMs pertaining to any EP/court case are kept. After final disposal of the EP/Court case, send the non- functional EVMs for repairs to the respective factories within one month. (d) If there is no election petition filed or no other court cases are pending, after the aforesaid period, use EVMs for any future election or any other purpose like movement, physical verification of EVMs etc. (e) Take following action if EP filed: - (i) If the EVMs (Ballot Units and Control Units) or counting of votes are the subject of the EP, the EVMs (Ballot Units and Control Units) used at all Polling Stations in the constituency continue to be in the safe custody of the DEO, till the EP is finally 34 Manual on Electronic Voting Machine Edition 8 August 2023 disposed of by the Courts. However, move an application to the concerned Court for taking out/releasing Ballot Units from the Strong Room for any future election or other purpose, as Ballot Units have no election/result data. In case Hon’ble Court permits the same, the procedure mentioned at (iv) shall be followed. (ii) After disposal of election petition/court case, the CEO shall take the following action: Ascertain the position of appeal from the Supreme Court. If no appeal is filed, the DEO shall be permitted to open the warehouse, if needed. Petitioners/respondents of the EP/Court case shall be invited through a Notice regarding opening of the strong room. (iii) If EVMs (Ballot Units and Control Units) are not subject of EP, move an application to the concerned court for taking out the EVMs from the strong room for any future election or any other purpose. In case, the Hon’ble High Court permits for taking out the EVMs (Ballot Units and Control Units) for use in elections, there is no need to ascertain about appeal filed in the Hon’ble Supreme Court. The procedure mentioned below shall be following in such case. (iv) Follow the procedure for segregating the EVMs not involved in any EP/court case from the EVMs involved in EP/Court case stored at one place: - Give a notice informing the opening of Strong Room having EVMs (Ballot Units and Control Units) involved in EP/Court Case to the petitioners/ respondents of the EP/Court Case and the representatives of all political parties in writing at least 72 hours in advance, requesting them to remain present at the time of opening of strong room. Open the strong room in the presence of the DEO, Petitioners/respondents of the EP/Court case and representatives of Political Parties. Segregate and take out the EVMs (Ballot Units and Control Units) not involved in any EP/Court Case from the EVMs involved in EP/Court Case from the strong room under videography and provide a prepared list of EVMs taken out to the petitioner/respondent of the EP/ court case and take acknowledgement. (f) If any other Court Case is pending, like, booth capturing, etc., in which any EVM is involved, keep the EVM concerned or the EVM(s) used at such Polling Station(s) concerned till the final disposal of the said case. After the final disposal of the election petitions or other court cases, as the case may be, referred to above, use the EVMs for subsequent elections. 6.2.3 Lost/stolen EVMs Action to be taken in case of traced or recovered lost/stolen EVMs Furnish a detailed report to the Commission. Recovered/traced units to be kept in a separate store and stock-taking of the same not to be done, if already does not exist in stock inventory. After disposal of court cases (if any) send to the factory for destruction. 35 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER – 7 SECOND RANDOMIZATION OF EVMs The purpose of Second Randomization is to allocate EVMs randomly to Polling Stations. Second Randomization of EVMs is to be done after finalization of List of the Contesting Candidates and just before the commissioning of EVMs. Returning Officer will fix a schedule for 2nd Randomization and invite all the Contesting Candidates in writing with acknowledgment at least 24 hours in advance. Conduct 2nd Randomization of EVMs in EVM Management System (EMS). Conduct Second Randomization of EVMs in the presence of all the Contesting Candidates/their representatives in presence of General Observer(s) appointed by ECI. In case of General/ In case of General/ In case of Simultaneous Exceptional case for Bye-elections to Bye-elections to Lok elections to Lok General/Bye Election Legislative Assembly, Sabha, allocate EVMs Sabha and Legislative to Lok Sabha by ARO allocate EVMs Polling Polling Station-wise by Assembly, allocate Station-wise by RO RO of PC concerned EVMs Polling Station- wise, by RO of AC (for SLA) and RO of the PC (for PC election) After, 2nd Randomization of EVMs, RO shall provide the list of randomized EVMs alongwith 1st Randomization list to all the Contesting Candidates and obtain written acknowledgment. RO will fix a date for preparation of EVMs for poll (candidate setting) after the last date of withdrawal of candidatures and finalization of the ballot paper under written intimation with acknowledgment to all the Contesting Candidates at least 48 hours in advance. 36 Manual on Electronic Voting Machine Edition 8 August 2023 CHAPTER-8 COMMISSIONING OF EVMs (CANDIDATE SET) 8.1. Commissioning of EVMs after the last date of withdrawal of candidatures a. RO draws schedule for commissioning of EVMs. b. Commissioning of EVMs is done for all the assembly constituencies/segments in separate halls. c. Written intimation with acknowledgment to all the candidates about the schedule for their presence to oversee the commissioning and actively participate in the mock poll process and take their signatures on the register maintained as per Annexure-19. d. In case of Parliamentary Elections, ARO will supervise the preparation of EVMs for assembly segment. 8.2 Arrangements in the premises of preparation of EVM a. Large Preparation hall to accommodate EVMs, officers nominated by the DEO, engineers of concerned manufacturers and representatives of candidates. b. In consultation with BEL/ECIL, install a TV Monitor for each SLU under use in commissioning hall for simultaneously viewing the symbols being loaded in VVPATs by candidates/ their representatives. c. Fully sanitized to ensure that the hall is free from any electronic components or devices. d. Single entry and exit point to hall with full security by atleast one Section of armed police forces round the clock with 24X7 CCTV coverage. e. Permission for Entry to hall through Door Frame Metal Detector (DFMD) on production of Identity card of authorised official/pass issued by DEO. f. Proper frisking at every entry and exit. g. Neither allow anyone to carry any electronic device inside the hall nor anybody to take out anything outside the Preparation Hall. h. Commissioning of EVMs pertaining to Assembly Segment (AS) of PC falling in RO headquarters may be done at ARO level under direct supervision of RO level, in the presence of candidates/ their representatives. Further, the commissioning of EVMs of remaining AS may be done by the respective ARO in the presence of candidates/their representatives. 8.3 Manpower for preparation a. Commissioning of EVMs shall be done by the officials deputed by the RO/ DEO. b. Only the authorized engineers of BEL/ECIL to be associated for the commissioning of EVMs. c. BEL/ECIL to share the list of engineers with DEO for carrying out task during the commissioning of EVMs in a district along with their identity card numbers etc. 37 Manual on Electronic Voting Machine Edition 8 August 2023 d. Allow authorized engineers/technical staff of BEL and ECIL only to enter the preparation hall. e. Separate teams for conducting mock poll of 1000 in randomly selected 5% of EVMs. 8.4 Main tasks during preparation Detailed instructions of the tasks performed during preparation of BU and CU of EVMs are available in the Handbook for RO. Execute the following additional tasks: 8.4.1.Checking and Preparation of Ballot Units (BUs)- a. Opening of outer cover of BUs by BEL/ECIL Engineers to examine and certify as in Annexure-20 that all components of BUs are original and show to the candidates/their representatives. b. Separately issue detailed instructions for checking of BU by BEL and ECIL for their respective machines and the list of equipment to carry within the preparation hall. c. Sealing of ballot paper screen of BU with thread and address tag After firm fixation of the ballot paper under the Ballot Paper Screen on the upper side of top cover, seal the screen from inside, by passing the thread through two holes, at the back of the ballot paper screen, using address tag showing the particulars of election with seal of the RO. d. Setting of Thumb Wheel Switch: Set the two digits of the rotary thumb wheel switches, at the top right comer of BU, at desired position like 01 for BU-I, 02 for BU-2 and so on. e. Masking Unused Buttons of BU: Unmask all candidate buttons including NOTA button of BU as per the ballot paper and mask all remaining unused buttons of BU. f. Sealing of plastic cabinet of BU with thread and address tag After unmasking candidate buttons, seal the upper cover of the BU by thread passed through holes on the top and bottom end at right side using address tags showing the particulars of the election with the seal of the RO. 38 Manual on Electronic Voting Machine Edition 8 August 2023 g. Sealing of plastic cabinet of BU with pink paper seal Pink Paper Seal has two portion/part of Pink Paper Seals of same Unique Serial Number. First, split the seal into two separate Pink Paper Seals. Remove the gummed paper from Pink Paper Seal carefully. These two Pink Paper Seals shall be pasted on lower and upper sides of the Cabinet of the Ballot Unit as shown in the figures: Lower Portion Upper Portion h. In case more than 01 Ballot Unit is used, Braille Sticker “Ballot Unit-1”, “Ballot Unit- 2 and so on shall be printed and affixed on the corresponding Ballot