CEO AP Instructions on Postal Ballot to Employees, Form 12 Submission Schedule. Memo.No. 3587/ELECS.D2/A2/2024Date:20.04.2024. Elections - General Elections to Lok Sabha & APLA 2024 - Schedule Voters on Election Duty - Exchange of Forms 12, Form -12D and Postal Ballot Papers in respect of Polling personnel and other voters on election duty for AP Elections 2024
Sub: - Elections - General Elections to Lok Sabha & APLA 2024 - Schedule Voters on Election Duty - Exchange of Forms 12, Form -12D and Postal Ballot Papers in respect of Polling personnel and other voters on election duty for AP Elections 2024 - Instructions - Reg.
Ref:- From ECI, instructions No.52/2023/SDR/Vol.lV, dt: 31.10.2023.
The attention of all the Collectors & DEOs of the state is invited to the ECI instructions on postal ballot issued in the reference cited and to the instructions of the CEO, A.P., during the Video Conference held on 18.04.2024. In addition to the prevailing instructions, the following guidelines are issued for facilitating the postal ballot voting through the facilitation centers and shall be strictly adhered to by all districts.
(i) The facilitation for casting of Postal Ballot for Voters on election duty(PO/APO/OPOs/Police personnel/Sector Officers/ BLOs/ Drivers/cleaners, Videographers, NCC, NSS, other retired govt staff, ex-servicemen, other uniformed service persons engaged for bandobust/election duty etc )shall be done through facilitation center in his/her working district only.
(ii) In case of POs/APOs the Form-12 shall be collected during the training by the DEO.
(iii) The Form-12 for police personnel, NCC, NSS, other retired govt staff, ex-servicemen, other uniformed service persons engaged by Police Department for bandobust/election duty shall be furnished by the Nodal officer of the Police Department to the DEO.
(iv) The Form-12 for Staff deployed from Public Transport Department (APSRTC) shall be furnished by the District Nodal officer of the department to the DEO.
(v) The Videographers, Drivers and Cleaners and other staff drawn for election duty must furnish their Form-12 to the respective RO AC where they have been put on duty for availing postal Ballot facility.
(vi) The OPOs drawn for poll duty shall furnish their Form-12 to the AROs of their working constituency. The DEO shall specify clearly in writing the details of the concerned AROs, AC wise, to the HoDs in the district, place it on their district website and give wide publicity so that all OPOs are aware of the concerned ARO and this process.
(i) All the Collectors & DEOs are therefore requested to depute the concerned Nodal Officer on the scheduled dates mentioned above along with the information in the relevant forms viz., Annexure-4 & Annexure-6 of the ECI instructions, without fail.
(ii) They are also requested to make necessary arrangements for casting of the Postal Ballots from the Polling Personnel concerned at the Facilitation Center arranged as per the existing ECI Instructions. It is re-iterated that casting of Postal Ballots by the Polling Personnel deployed for AP. Elections 2024 should be facilitated at their working districts only.
CEO AP Instructions on Postal Ballot to Employees, Form 12 Submission Schedule
Sub: - Elections - General Elections to Lok Sabha & APLA 2024 - Schedule Voters on Election Duty - Exchange of Forms 12, Form -12D and Postal Ballot Papers in respect of Polling personnel and other voters on election duty for AP Elections 2024 - Instructions - Reg.
Ref:- From ECI, instructions No.52/2023/SDR/Vol.lV, dt: 31.10.2023.
The attention of all the Collectors & DEOs of the state is invited to the ECI instructions on postal ballot issued in the reference cited and to the instructions of the CEO, A.P., during the Video Conference held on 18.04.2024. In addition to the prevailing instructions, the following guidelines are issued for facilitating the postal ballot voting through the facilitation centers and shall be strictly adhered to by all districts.
(i) The facilitation for casting of Postal Ballot for Voters on election duty(PO/APO/OPOs/Police personnel/Sector Officers/ BLOs/ Drivers/cleaners, Videographers, NCC, NSS, other retired govt staff, ex-servicemen, other uniformed service persons engaged for bandobust/election duty etc )shall be done through facilitation center in his/her working district only.
(ii) In case of POs/APOs the Form-12 shall be collected during the training by the DEO.
(iii) The Form-12 for police personnel, NCC, NSS, other retired govt staff, ex-servicemen, other uniformed service persons engaged by Police Department for bandobust/election duty shall be furnished by the Nodal officer of the Police Department to the DEO.
(iv) The Form-12 for Staff deployed from Public Transport Department (APSRTC) shall be furnished by the District Nodal officer of the department to the DEO.
(v) The Videographers, Drivers and Cleaners and other staff drawn for election duty must furnish their Form-12 to the respective RO AC where they have been put on duty for availing postal Ballot facility.
(vi) The OPOs drawn for poll duty shall furnish their Form-12 to the AROs of their working constituency. The DEO shall specify clearly in writing the details of the concerned AROs, AC wise, to the HoDs in the district, place it on their district website and give wide publicity so that all OPOs are aware of the concerned ARO and this process.
(vii) The AROs shall forward the collected Form-12 on a daily basis to the RO-AC. The ROs of AC shall;
(ix) The RO-ACs shall arrange the required Postal Ballots (AC as well as PC Ballot Papers) in coordination with R.O.-PC for those Voters on Election Duty who are electors of their constituency. The RO-AC shall prepare the list of voters on election duty whose Postal Ballots have been issued. Separate list of each category(Polling staff, police personnel, drivers etc) shall be prepared by the RO-AC. The list shall be prepared in the Format mentioned in "Annexure-4" of ECI circular on PBs dated 31.10.2023.
(x) If the employee/eligible person on election duty is an elector of an AC outside the working district, in that case the DEO shall arrange to send the Form-12 along with the copy of the EPIC to the DEO of the district where the employee is an elector through the central exchange mechanism.
(xi) To facilitate this process of exchange of Form-12 in respect of employees who are electors outside the district, the first central exchange is planned at A.P Secretariat, Velagapudi on 28thApril, 2024 from 10 AM to 5 PM. All districts shall depute their team without fail for exchange of Form-12. '
(xii) Please ensure that all Form-12 are received from employees and other eligible staff on election duty before 26th April 2024 to facilitate this exchange.
(xiii) The DEOs after receiving the Form-12 from other districts shall forward it to the respective ROs of ACs. The RO-AC shall arrange the required Postal Ballot papers(AC as well as the PC Ballot paper in coordination with RO-PC).The RO-AC shall prepare the list of voters on election duty whose PB have been issued. Separate list of each category (polling personnel, Police etc.,) shall be prepared by the RO-AC. The list shall be prepared in the Format mentioned in "Annexure-4" of ECI circular on PBs dated 31.10.2023.
- 1. Retain the Form-12 pertaining to those Voters on Election Duty who are electors in their own constituency, and
- 2. Forward the Form-12 to the DEO in case if they are electors of another constituency
(ix) The RO-ACs shall arrange the required Postal Ballots (AC as well as PC Ballot Papers) in coordination with R.O.-PC for those Voters on Election Duty who are electors of their constituency. The RO-AC shall prepare the list of voters on election duty whose Postal Ballots have been issued. Separate list of each category(Polling staff, police personnel, drivers etc) shall be prepared by the RO-AC. The list shall be prepared in the Format mentioned in "Annexure-4" of ECI circular on PBs dated 31.10.2023.
(x) If the employee/eligible person on election duty is an elector of an AC outside the working district, in that case the DEO shall arrange to send the Form-12 along with the copy of the EPIC to the DEO of the district where the employee is an elector through the central exchange mechanism.
(xi) To facilitate this process of exchange of Form-12 in respect of employees who are electors outside the district, the first central exchange is planned at A.P Secretariat, Velagapudi on 28thApril, 2024 from 10 AM to 5 PM. All districts shall depute their team without fail for exchange of Form-12. '
(xii) Please ensure that all Form-12 are received from employees and other eligible staff on election duty before 26th April 2024 to facilitate this exchange.
(xiii) The DEOs after receiving the Form-12 from other districts shall forward it to the respective ROs of ACs. The RO-AC shall arrange the required Postal Ballot papers(AC as well as the PC Ballot paper in coordination with RO-PC).The RO-AC shall prepare the list of voters on election duty whose PB have been issued. Separate list of each category (polling personnel, Police etc.,) shall be prepared by the RO-AC. The list shall be prepared in the Format mentioned in "Annexure-4" of ECI circular on PBs dated 31.10.2023.
The RO-AC shall send the postal ballot paper along with the copy of "Annexure-4" through the DEO to the working district again through central exchange mechanism.
(xiv) The second central exchange is planned on 3rd May 2024 at A.P Secretariat, Velagapudi from 10 AM to 5 PM for facilitating this exchange of postal Ballot papers(AC &PC) between districts. The Ballot papers and the "Annexure-4" shall be exchanged with proper acknowledgement by the Nodal officers of Postal Ballot of the districts.
(xv) After receiving the Postal Ballot papers of other districts, the DEO of working district shall make arrangements to facilitate the voting of the employee/eligible persons on election duty through the Facilitation center only.
(xvi) The process of Postal ballot Voting at the Facilitation Center should end before 8th May 2024. Those who failed to cast their PB will not be able to cast their votes after 8th May 2023. Hence wide publicity regarding the last date must be given to the voters on election duty, through the Nodal Officers, HoDs, Associations and via press releases.
(xvii) At the Voter Facilitation Center, a register of voters as mentioned in "Annexure - 5" of ECI circular mentioned in reference 1st cited must be maintained.
(xviii) A day-wise abstract report of the postal ballot cast in Voter Facilitation Center shall be prepared in Format mentioned in "Annexure-6" in the reference 1st cited separately for AC as well PC postal Ballots.
(xix) After casting of the PBs by the employee/eligible person on election duty at the Facilitation Center, on a daily basis, the AC and the PC Postal Ballot Papers shall be segregated and shall be kept in safe custody with copy of "Annexure - 6" in a strong room and all protocols to be followed as per the extant guidelines of ECI.
(xx) In respect of ballots pertaining to AC/AS of other PC districts, date-wise, AC-wise/AS-wise statement of Postal Ballots cast in VFC in the format mentioned in "Annexure-6"shall be prepared and sent along with the Postal Ballots to the DEO for forwarding them to the RO-AC where the employee is an elector. The Postal ballots (used and unused)as well as the "Annexure-6" shall be exchanged with proper acknowledgement by the PB Nodal officers.
(xxi) A third central exchange is planned on 10th May, 2024 at AP Secretariat, Velagapudi from 10 AM to 5 PM for facilitating this exchange of polled postal Ballot papers as well as unused postal ballot papers. The PBs and the "Annexure-6" shall be exchanged with proper acknowledgement by the PB Nodal officers.
(xxii) The venue for all 3 exchanges shall be Collectors' Conference Hall, 1st Floor, 5th Block, A.P. Secretariat, Velagapudi.
(xiv) The second central exchange is planned on 3rd May 2024 at A.P Secretariat, Velagapudi from 10 AM to 5 PM for facilitating this exchange of postal Ballot papers(AC &PC) between districts. The Ballot papers and the "Annexure-4" shall be exchanged with proper acknowledgement by the Nodal officers of Postal Ballot of the districts.
(xv) After receiving the Postal Ballot papers of other districts, the DEO of working district shall make arrangements to facilitate the voting of the employee/eligible persons on election duty through the Facilitation center only.
(xvi) The process of Postal ballot Voting at the Facilitation Center should end before 8th May 2024. Those who failed to cast their PB will not be able to cast their votes after 8th May 2023. Hence wide publicity regarding the last date must be given to the voters on election duty, through the Nodal Officers, HoDs, Associations and via press releases.
(xvii) At the Voter Facilitation Center, a register of voters as mentioned in "Annexure - 5" of ECI circular mentioned in reference 1st cited must be maintained.
(xviii) A day-wise abstract report of the postal ballot cast in Voter Facilitation Center shall be prepared in Format mentioned in "Annexure-6" in the reference 1st cited separately for AC as well PC postal Ballots.
(xix) After casting of the PBs by the employee/eligible person on election duty at the Facilitation Center, on a daily basis, the AC and the PC Postal Ballot Papers shall be segregated and shall be kept in safe custody with copy of "Annexure - 6" in a strong room and all protocols to be followed as per the extant guidelines of ECI.
(xx) In respect of ballots pertaining to AC/AS of other PC districts, date-wise, AC-wise/AS-wise statement of Postal Ballots cast in VFC in the format mentioned in "Annexure-6"shall be prepared and sent along with the Postal Ballots to the DEO for forwarding them to the RO-AC where the employee is an elector. The Postal ballots (used and unused)as well as the "Annexure-6" shall be exchanged with proper acknowledgement by the PB Nodal officers.
(xxi) A third central exchange is planned on 10th May, 2024 at AP Secretariat, Velagapudi from 10 AM to 5 PM for facilitating this exchange of polled postal Ballot papers as well as unused postal ballot papers. The PBs and the "Annexure-6" shall be exchanged with proper acknowledgement by the PB Nodal officers.
(xxii) The venue for all 3 exchanges shall be Collectors' Conference Hall, 1st Floor, 5th Block, A.P. Secretariat, Velagapudi.
Schedule for Postal Ballots for Employees
| Last Date of Submission of Form-12 | 26m April, 2024 |
| Exchange 1 - Form-12 | 28th April, 2024 |
| Exchange 2 - Unpolled Postal Ballots | 03rd May, 2024 |
| Last Date for conducting Voter Facilitation Center | 8th May, 2024 |
| Exchange 3 Polled and Unused Postal Ballot Papers | 10th May, 2024 |
(i) All the Collectors & DEOs are therefore requested to depute the concerned Nodal Officer on the scheduled dates mentioned above along with the information in the relevant forms viz., Annexure-4 & Annexure-6 of the ECI instructions, without fail.
(ii) They are also requested to make necessary arrangements for casting of the Postal Ballots from the Polling Personnel concerned at the Facilitation Center arranged as per the existing ECI Instructions. It is re-iterated that casting of Postal Ballots by the Polling Personnel deployed for AP. Elections 2024 should be facilitated at their working districts only.
(iii) Precautions to be taken in the Postal Ballot process:
- • All Form-12, shall be collected before 26th April, 2024.
- • Statement regarding postal ballot cast at the Facilitation Centers in the district shall be shared in Format 2 mentioned in Annexure ?of the reference cited the DEOs to the CEO.
- • Adequate security arrangements shall be made at the Facilitation Center, Strong room and during transit of the Postal ballots.
- • Wide publicity shall be given regarding the date and venue for facilitation center for all the employee/eligible person on election duty and the recognized Political parties/contesting candidates.
- • The State Nodal Officer for Postal Ballot is responsible for making arrangements for the exchange facility on the three specified dates and the entire process of exchange shall be video graphed. Notice shall be given to the recognized political parties to attend on all 3 days to witness the exchange process.
