Poll staff training and information

1. Can you advise what Covid-safe measures (including PPE) will be in place?

The following measures will be in place at the Polls:-

• Covid Marshall's for polling places where possible and is more than one polling station 
• signage will be in place covering Scottish Government guidelines
• one way system in place (as far as possible)
• sanitisers in place for voters as they enter and exit the polling places 
• sanitiser provided to each member of staff
• regular cleaning will be carried out  ie. touch points within the polling place and within the polling station - voting booths, ballot boxes, desk (by polling staff)
• single-use pencils are available or voters can bring their own
• polling places will have ventilation in place - please ensure you are wrapped up warmly as the polling place will possibly be cold
• screens will be in place to protect voters and polling staff

2. Have voters been advised of Covid-safe measures in place?

Yes - we've used poll cards to get this message across ie actions are being taken to ensure polling places are Covid-secure so you will be able to vote safely.  When voting, please follow physical distancing requirements, wear a face covering in line with Government guidance and voters can bring their own pen or pencil if they wish.

3. Can you also advise me if a Polling Station Inspector position is available and the job description, please?

There are currently no Polling Station Inspector (PSI) vacancies. There is only a very small number of staff who carry out this role and they are usually selected from the most experienced Supervising Presiding Officers (SPO) based on experience, knowledge and ability so if a vacancy arises we would approach an SPO from the area concerned.

4. Will there be comfy chairs and good heating at the polling stations?

We always try to ensure polling stations are adequately set up from the furniture and chairs that are in the polling place. If you are uncomfortable either ask the janitorial/caretaker staff if they can help but it may be wise, as some polling staff has now advised they do, to take a cushion with you on polling day. In relation to heating, some staff has advised they even take a blanket too (others say it’s too hot). Taking whatever makes you comfortable and warm is not a bad idea since the polling stations will be well ventilated this time. That said, we are still planning to have the heating switched on to make you as comfortable as possible.

5. Text messages are rubbish/email is much better - my phone number you have does not allow text messages – what can you do about this?

Feedback on what works and what doesn't work for staff varies. We will be continuing to use text and email in the future so if you have specific issues with either text or email please advise your Poll Team Leader of this and we will do what we can to help.

6. Would prefer not to do online training and attend as per previous training for elections, obviously socially distanced?

I am sorry but we are unable to offer our previous face to face training sessions owing to Covid restrictions for our 650+ polling staff. Please contact your Poll Team Leader if you are unable to do online training. 

7. What kitchen facilities are available?

Kitchen facilities vary in each polling place but a kettle is in place for your use. You should bring your own mug, milk, etc, plenty of food for keeping you going during the day. Please sanitise your hands before you touch the kettle, etc, and please sanitise after you have used the facilities. Janitors or Caretaker will advise what is available to you when you arrive on polling day.

8. Emails from the Election Office – why do election emails go into my junk folder?

Perhaps worth adding the election email address to your safe sender's list.

9. I am having problems with accessing e-learning for training – can you help?

Please use the Log in Procedures for Learn on Line or email training@southlanarkshire.gov.uk

10. I am having problems accessing the HR System 'People Connect' – can you help?

If you have any problems please email peopleconnect@southlanarkshire.gov.uk

11. I am not working at my polling station where I vote, it is too late to get a postal vote, how can I vote at the election?  

You can either apply to vote by Proxy by having someone you identify vote on your behalf on polling day. Proxy Application Forms can be downloaded from www.lanarkshire-vjb.gov.uk or contact 0800 030 4333 to arrange this.  The deadline for applications to vote by proxy is 5pm on Tuesday 26 April 2022. Or vote using a Certificate of Employment – this is only applicable if you are working in the same constituency that you are registered to vote. Please contact your Team Leader to advise if you wish a Certificate of Employment.  You can apply for a postal vote up until 5pm on Tuesday 19 April 2022.

12. Where do we take breaks, if the room is too small – The caretaker/janitor/key holder or Presiding Officer at Station No 1 will be able to advise on this – usually, there is a staff room that can be used.

13. The polling place way in signs were not up in the correct place according to the polling place layout plan. The janitor/caretaker didn’t want to move them and didn’t have any spare ones. 

The Polling Station Inspector will have additional signage and check this.  Issues with signage should be discussed with the Polling Station Inspector and on the Polling day feedback forms.

14. Within the polling place there are notices for Councillor, MSPs, and MPs surgeries.  Do these need to be removed as they represent political parties. 

Yes please, the Set Up Team Inspectors should have already done this but if not you or the Polling Station Inspector (PSI)  can deal with this if needed.

15. A visually impaired person asks what they can do to mark their ballot paper. Advise that a Braille device is available that can be used, also refer them to the RNIB website for voters.

16. A voter asked to get an Emergency Proxy vote at the polling station and had a form completed to request an emergency vote to be issued. Can we process the Proxy vote?

No, the voter needs to contact the Electoral Registration Office (ERO) and request the emergency proxy vote, the ERO will then contact the Presiding Officer and the Election Office to notify them of this, either in the days before the election or on election day.  Only the ERO can approve and authorise emergency proxy votes after the deadline for proxy and postal vote applications have passed.

17. How can non-council employees get on the list for working at the elections?

Email elections@southlanarkshire.gov.uk who will send out a form to complete.

18. I have changed my bank and home address, how do I update these for my payroll/election role record?

You need to log onto People Connect using your election payroll number and the system will allow you to update your personnel details, including changing your name if you have got married or your home address for example. You will also be able to check and update your bank details. If your name, contact details, and address have changed, you should notify the Election Office, to allow the staff database to be updated also.