VOTER REGISTRATION CONFERENCE REPORT

ON

ZEC’S POLLING STATION SPECIFIC

VOTER REGISTRATION MODEL

RAINBOW TOWERS HARARE 28 – 29 APRIL 2014

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TABLE OF CONTENTS PAGE

Foreword…………………………………………………………………………………………………………… (i)

Acknowledgements…………………………………………………………………………………………… (ii)

Executive Summary…………………………………………………………………………………………… (iii)

Introduction ………………………………………………………………………………………………………

Historical Background of Voter Registration in Zimbabwe…………………………………

The Legal Framework…………………………………………………………………………………………

Conference Objectives……………………………………………………………………………………….

Conference Methodology and Guiding Principles of Voter Registration…………….

Proposed Voter Registration Model…………………………………….……………………………..

The Design Phase………………………………..……………………………..……………………………….

ICT Requirements …………………………………………………………..…………………………………..

Stages of the Database Design……………………………………..……………………………………..

Data Collection Forms………………………………………………………………………………………….

Polling Station Mapping……………………………………………..……………………………………….

The Implementation Phase……………………………………..………………………………………….

Equipment Requirements…………………………………………………………………………………..

Voter Education and Sensitization Programmes………………………………………………….

Personnel Requirements……………………………………………………………………………………..

Validation Processes………………..………………………………………………………………………….

Presentations by Consultants……………………………………………………………………………..

Critique by Election Resource Centre………………………………………………………………….

Critique by the Zimbabwe Election Support Network………………………………………..

Critique by Women’s Coalition of Zimbabwe…………………………………………………….

Conference Deliberations and Recommendations……………………………………………….

Key Policy Directions for ZEC……………………………………………………………………………….

Conclusion ………………………………………………………………………………………………………….

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Foreword

In terms of Section 67 (3) (a) the Constitution of Zimbabwe, every Zimbabwean

citizen aged 18 years and above is eligible to register as a voter in order to
participate in all the electoral processes in general and in voting in all elections and
referendums in particular. The ability to exercise the above mentioned democratic
rights is premised on the existence of a comprehensive and inclusive voters roll
which is rigorously maintained to ensure that each and every eligible citizen is
registered to vote at a specific polling station.

Furthermore, the Constitution of Zimbabwe Section 239 bestows the function of

voter registration to the Zimbabwe Electoral Commission (ZEC). Therefore voter
registration becomes a critical responsibility of the Electoral Management Body
(EMB). In this view of the legal responsibility, ZEC held an All Stakeholders
Conference on Voter Registration at which it presented its proposed Polling Specific
Voter Registration Model. This Report presents the Conference deliberations and
recommendations on the Proposed Voter Registration Model.

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Acknowledgements

The Zimbabwe Electoral Commission acknowledges the contributions by all

stakeholders that include political parties in Zimbabwe, civil society and faith based
organisations, media, Traditional Leaders and Independent Commissions in
Zimbabwe. ZEC also appreciates contributions from experts and consultants from
regional and international electoral management bodies.

The Commission also extends its gratitude to the following cooperating partners for
their support:

 The Swedish International Development Agency (SIDA)

 The Switzerland Embassy in Zimbabwe;
 European Union; and
 The Electoral Institute for Sustainable Democracy in Africa

The ZEC Chairperson, Commissioners, CSO and FBOs Representatives and Officials from Cooperating Partners
(EISA and IFES)

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Executive Summary

The Voter Registration Conference was held to present the ZEC Polling Station
Specific Voter Registration Model to the ZEC key stakeholders. The main purpose of
the Conference was to gather and learn from national, regional and international
best practice on the proposed Voter Registration Model.

In line with the Commission‟s stakeholder engagement objective, the Conference

also sought to give stakeholders a platform for an exchange of ideas on credible
voter registration processes.

The Conference provided an opportunity to bring together ZEC, individual experts,

civil society and faith based organisations, political parties, the media, Traditional
and local authorities, academia and relevant Government Ministries to a round table
for discussion and interrogation of central and peripheral issues around voter
registration so that the implementation of the Proposed Voter Registration Model
would be effective and credible.

Deliberations at the Conference emphasized that good voter registration systems

should be cost-effective, secure, credible, complete and comprehensive. Principles
of accuracy, accountability, accessibility, completeness, responsiveness and currency
were agreed upon as critical to any voter registration system for efficacy and
fulfilment of stakeholder values and expectations.

The experts proffered that ZEC should fully carry out a comprehensive needs
analysis before adopting the use of any developer software and also explore the
possibility of connecting with relevant Government Ministries for the update of the
voters roll. It was the Conference‟s opinion that ZEC should have sufficient human
resources in the field at district, provincial and national levels for it to effectively
execute this mandate.

For this Model to succeed, ZEC should have an effective logistical support system to
prevent multiple registrations. The use of ICT and technical support to drive the
operations should therefore be at the forefront of ZEC‟s considerations.
Presentations by the Civic Society Organisations recommended that ZEC should
consider the introduction of sign language interpreters in Voter Education and a

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disability desk at ZEC and ensure the involvement of people living with disabilities
(PLWDs) at all stages of the design and registration processes. There were also
calls for the implementation to be a collaborative process with all stakeholders
playing a constructive role.

Conference deliberations were noted and Recommendations made, as

indicated below, for the effective implementation of the Final Voter
Registration Model. ZEC should:

i) Review the design phase by proposing a re-sequencing of the tasks

presented;
ii) Come up with a Voter Registration process that is ICT assisted rather than ICT
driven.
iii) Set up a team of experts in Business Process and Systems analysis who may be
external consultants. The team should comprise experts in Geographical
Information Systems (GIS), legal issues on voter registration, operations in
election administration and ICT. The team should be accountable to ZEC.
iv) Explicitly define documents to be issued upon.
a. acceptance of application as proof of registration,
b. the appeal procedure for an applicant whose application is rejected;
c. Be clear on what form the voters roll or registers would have.
v) Indicate how ZEC will maintain and update the voters rolls by removing deceased
voters, migrants and inter ward transfers.
vi) Design data capture systems that have scanning technologies, mobile direct data
entries and internet data collection. In addition, the system should provide data
storage, security and identification systems of the voter‟s identification number
and a photo register.
vii) Consider biometric technology and adoption of direct data entry with appropriate
technologies for efficient webcam and fingerprint scanning and printing at polling
station level.
viii) Be designed as a collaborative exercise which has buy-in from key
stakeholders.
ix) Engage in continuous research during the design phase so as to address the
needs of stakeholders and the users of the systems.
x) Come up with a comprehensive needs analysis before adopting the use of any
developer software.
xi) Be supported technically, politically and economically for the sustainability of the
Voter Registration Model.
xii) Embark on a rigorous voter education and information programmes preceding
the voter registration process;
xiii) Put in place appropriate infrastructure to support this endeavour;

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xiv) Ensure accessibility to registration centres by all eligible voters, including
marginalized and vulnerable groups;
xv) Address inconsistences in the application of the law on requirements for one to
register.
xvi) Put in place mechanisms that will inform and enable voters to verify the
accuracy and completeness of their records at their specific polling stations;
xvii) Publicise the inspection of the voters rolls through modern technologies
and print media
xviii) Use the traditional and local leadership during voter education,
registration, and voters rolls inspection, as well as in the removal of
the deceased from the voters rolls as this will enhance trust and the
credibility of the processes.

In conclusion, the Conference generally agreed that the ZEC Voter Registration
Model was a good initiative with potential for success. However, the model would
be ideal and only sustainable if the Commission is assured of the requisite human,
financial, technical, technological and, last but not least, political support.

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1.0 INTRODUCTION

The Constitution of Zimbabwe (Section 239) bestows the function of Voter

Registration to the Zimbabwe Electoral Commission (ZEC). This function has
hitherto been performed by the Registrar General of Voters (RGV). In view of this,
an internal workshop was held in Bulawayo in December 2013 to brainstorm on the
modalities for the execution of this new function. The Workshop explored various
voter registration systems and modalities, including the continuous voter registration
system which was applied by the then Registrar General of Voters and came up with
the ZEC Voter Registration Model. The Commission then resolved to convene an All
Stakeholders Conference that would interrogate the proposed model in terms of its
applicability and appropriateness.

Participants to the Conference included political parties, civil society and faith based
organisations, media, academia, Government Ministries, local authorities, traditional
leadership, and voter registration experts from outside Zimbabwe.

Bishop Kanye giving an opening prayer at the start of the Conference

2.0 HISTORICAL AND LEGAL FRAMEWORK OF VOTER REGISTRATION IN

ZIMBABWE
The Conference deliberations commenced with an overview of the historical context
of voter registration and the legal framework governing electoral processes in
Zimbabwe.

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2.1 HISTROCAL BACKGROUND
Voter Registration in post independent Zimbabwe started in 1985. This meant the
end of white minority interest based voter registration and voting which excluded
the majority of black Zimbabweans. Voter Registration was done at district level by
district teams. At the time, one had to be a citizen of Zimbabwe for him/her to
register. The voters rolls were constituency based and so one could vote at any
polling station in the constituency. This required substantial resources since a
constituency could have 100 polling stations where a single voter‟s name appeared a
100 times in that constituency voters roll to facilitate his/her voting at any polling
station in that constituency.
In due course, and in line with SADC Guidelines and Principles Governing Democratic
Elections, further amendments were made to facilitate a ward based voting system
that has currently been in use. This concept again required that a voter‟s name be
printed in several voters rolls to facilitate his/her voting at any polling station in the
ward. The past and current arrangements have always presented a challenge of
determining acceptable extra ballot papers that should be printed. The idea of
addresses and creation of blocks was introduced for compliance with residents
requirements in the Electoral Act.

The ZEC Deputy Chairperson, Mrs Joyce Laeticia Kazembe giving the Opening Remarks at the Conference

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2.2 LEGAL FRAMEWORK
2.2.1 Constitution of Zimbabwe
Section 67 (3) of the Constitution provides that every Zimbabwean citizen
who is 18 years of age and above has the right to vote in all elections and
referendums to which the Constitution or any other law applies. The
Constitution further provides in section 239 that it shall be the function of the
Commission to register voters, to maintain the voters registers and to print
the voters rolls and to keep safe custody of the voters roll and register.

2.2.2 Electoral Act [Chapter 2:13] AND SUBSIDIARY ELECTIONS

Voter Registration in Zimbabwe is provided for under the Electoral Act
[Chapter 2:13]. However, there is an Amendment Bill that seeks to align the
provisions of the Electoral Act to the Constitution.
Further, Section 22A of the Electoral Act, [Chapter 2:13] provides for polling
station specific voters rolls that ensure that a voter is registered at a specific
one and only polling station.

Requisite subsidiary legislation would be defined after the finalization of the

Bill on the Electoral Act that was still before the House of Parliament.

3.0 CONFERENCE OBJECTIVES

a) To present a ZEC Polling Station Specific Voter Registration Model to

stakeholders;
b) To seek stakeholder inputs on the proposed Model and consolidate
stakeholder engagement
c) To learn from national, regional and international best practice on voter
registration systems model and hence strategise on how ZEC can come up
with comprehensive, inclusive and updated voters rolls that facilitate the
exercise of the right to vote by each eligible citizen, once, at a specific polling
station for any election or referendum.

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4.0 CONFERENCE METHODOLOGY AND GUIDING PRINCIPLES FOR VOTER
REGISTRATION
4.1 Methodology
The Conference was participatory in nature, where presentations preceded plenary
discussions. The ZEC Model was presented by the Deputy Chief Elections Officer Mr
Utloile Silaigwana. Renowned international experts and consultants in voter
registration, namely: Mr Brian Kasaro, the Deputy Director of Elections in the
Electoral Commission of Zambia; Mr Hubert Akumiah from Ghana and Mr Thomas
Chasunnot from France and representatives from local civil society organisations,
that is: the Election Resource Centre (ERC), the Zimbabwe Election Support Network
(ZESN) and the Women‟s Coalition of Zimbabwe critiqued the ZEC Model.

Participants were taken through rigorous presentations from the above mentioned
persons, after which interactive plenary discussions followed with further critique of
the Proposed ZEC Model.

4.2 Guiding Principles for Voter Registration

As stated before, Conference presentations, inputs and deliberations were made in
keeping with the legal framework governing voter registration in Zimbabwe.
However, the presenters also took cognisance of the fact that voter registration is
guided by six (6) global voter registration principles that are presented below.

a) Accuracy
Voter registration information should be recorded accurately and maintained
properly so that the voter lists for elections are up to date. ZEC envisages a system
that will deliver the highest degree of accuracy.

b) Accountability
The Zimbabwe Electoral Commission should have institutional internal systems and
controls for quality assurance. This should include audits of the voter registration
systems, processes and databases.

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c) Accessibility
Voter Registration should be technically, physically and geographically accessible as
well as understandable. In keeping with the provisions of the law on polling station
specific voting, polling station based registration, ZEC envisages a cost effective
route that reduces costs of excessive printing of voluminous voters‟ rolls.

d) Completeness
Voter registration exercises should aim at registering 100% of qualified persons
including societal groups that may be less inclined to register as women, youths and
those to whom standard registration processes may be less accessible, like people in
the diaspora.

e) Responsive to Stakeholders
The credibility of a voter registration system is hinged on its ability to respond to
stakeholder needs. ZEC will play a central role in ensuring that stakeholder needs
are met. Stakeholders will be appropriately informed and given feedback on
registration and voter registers.

f) Inclusiveness
In a democracy, the voter registration process should provide all adult eligible
citizens equitable opportunity to register as voters. It is crucial that the eligibility
requirements be broad enough so that all adult residents having citizenship can
register to vote.

The above principles, which provide the general foundation for building the trust of
various stakeholders in voter registration, informed the ZEC Model. Questions of
cost-effectiveness, security, credibility and comprehensiveness of the registration
process were given due regard.

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5.0 PROPOSED ZEC VOTER REGISTRATION MODEL

ZEC Deputy Chief Elections Officer Operations presenting the Proposed Polling Station Specific Voter
Registration Model to the Conference.

There are three phases that constitute the ZEC Model, namely:

Phase One: Design

Phase Two: Implementation
Phase Three: Validation.

5.1 DESIGN PHASE

The Zimbabwe Electoral Commission envisaged that the Design Phase would take six
months. Critical and specific human, financial, material, technical and technological
resources would be required for effective planning. Critical activities during the
Phase are detailed below.

5.1.1 Database Design

Currently, election management systems are ICT driven. ZEC realises that the
credibility of a voter registration system depends on secure ICT systems and
infrastructure that support effective data recording, compilation, storage and
production of credible voters rolls.

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Drawing from relevant Government departments such as Registrar General of Civil
Registrations, Immigration, Correctional and Rehabilitation Services, Zimbabwe
Statistics Agency (ZIMSTAT), local government and the Surveyor General‟s Office,
ZEC will design a database that has vital voter registration information. Such
information includes identity number, full names, sex, date of birth, physical
residential address, polling station, ward, constituency, district and province and any
other information that should contribute to the production of credible voters rolls.
This database should be amenable to analysis and disaggregation by defined
variables.

5.1.1.1. ICT Requirements

Voter Registration database design requires a stable operating system and a

database environment that is interactive. Application development software, which
is the working platform for the administrators and users, will be required.
Acquisition of appropriate ICT infrastructure will set the pace for the development of
a credible voter registration database that is interactive, usable, sustainable and
effective.

The Commission will use:

i) Database Management System

While it is cheaper to use MS SQL 2012 server Oracle provides a more stable
and secure alternative. Oracle works on all flavours of UNIX and Microsoft
Operating Systems. On the other hand Microsoft SQL Server is only
compatible with Microsoft Windows Operating System. Currently the
Registrar General„s Civil Registration system which ZEC expects to be linked
to for continuous updating of the voters roll was developed in Oracle.

ii) Application Development Software

The Commission will also need a relevant and conducive software
environment. If ZEC is to use Oracle, it will have to acquire Oracle Developer
Suite that works with Oracle Database Management System. Alternatively,

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 .Net application development software will have to be acquired for
development on MS SQL Server.

5.1.2 Designing Process

This process sets the pace for the determination of the database constituencies. Its
interactive capabilities, security mechanisms, query structures and data storage
strengths will be clearly defined. The design processes will be executed with due
care so that the Election Management Body‟s objectives are achieved as well as
those of the generality of the stakeholders.

The Stages of the Data Base Design will be as follows:

Stage 1 Requirements Specifications

User requirements will be gathered through interviews, meetings and conferences

with the relevant stakeholders. The gathered information will be analysed to come
up with user requirements specifications. This will help the development team
understand what will be required by users from the system.

Stage 2 Feasibility Study

This is carried out to ascertain the worthiness of the project . It involves carrying
out socio-economic, technical and political feasibility study of the project.

Stage 3 Database Design

This maps out how the components making up the database system will be arranged
both physically and logically. This is where the infrastructure and the database
components will be defined.

Stage 4 Coding

It involves the definition of the database in all the components that constitute its
functionality using a specific programming language.

Stage 5 Testing and Implementation of the database system

This process involves the testing of the system prototype for efficiency and any
other improvements that may be required before full implementation.

5.1.3 Personnel Requirements for Database Design

Voter registration database design is a highly technical area which requires the
following specialists:
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a) Project Manager - Consultant

ZEC will have to engage a voter registration consultant to provide the

necessary expertise in the design and development of the voters roll system.
He/she will also provide the necessary training to capacitate internal staff for
sustainability. The consultant should have extensive knowledge and skills in
voter registration software development and implementation.

b) Database Administrator

The individual will be responsible for the management and maintenance of

the database system. He/she will have to be an internal database
administrator with requisite skills and knowledge. Currently ZEC has a vacant
post for the recruitment of a Systems Administrator who may take up that
role.

c) Software Developers

These are the people who will carry out the design and development of the
system with the assistance of the Project Manager.

d) Geographical Information System (GIS) Consultants

These need to have necessary skills and knowledge in the establishment of

polling station areas as they will provide the necessary guidance and
information in the design and development of the requisite database system.

e) Monitoring and Evaluation Team

The Team should have vast knowledge in election administration systems as

they will be responsible for ensuring that the system development process is
in line with the mandate of the Commission.

5.1.4 Training of Database Development Personnel

Internal Information services staff will need training on database design and
in Oracle Database Software, covering the creation of database structures,
inputting data, consolidation and linking of database structures from various
fields.

5.1.5 Data Collection Tools Design

This stage will involve design of data collection tools that will enable voters to
provide relevant data for capturing. The following tools will be designed: registration
forms, manuals, maps and affidavit forms that are user friendly.

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5.1.6 Data Collection Forms

The voter registration forms will be for:

i) Initial Registration Form

This form will be specifically for new voters who are registering for the
first time.

ii) Transfer Form

This will facilitate the transfer of voters from one polling station to the
other.

iii) Correction of Voter Details Form

This form will enable registration officers, voters and database
administrators to correct errors identified on the voters roll.

IV) Deceased Voter Registration Form

The form will be used for the removal of the deceased voters from the
voters rolls. The completed form must be certified by a competent
officer, for example, a voter registration officer or any designate ZEC
official.

V) Objection form
This will be used by stakeholders or voters to raise an objection
against the registration of a voter or a voter on the voters roll.

5.1.7 Mapping Tools

Topographical (for rural areas) and Cadastral (for urban areas) maps (1:50
000 scale) with relevant tools will be used to guide the mapping of polling
station areas.

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5.1.8 Mapping of Polling Station Areas

The Commission will embark on a massive mapping of voting areas in order to

determine the polling station areas. The process will involve:

Stage 1 Establishment of the polling station areas

This will be done by assigning households/grouping blocks to a particular polling

station and giving it a number within a ward structure ensuring that constituency
and district boundaries are maintained.

Stage 2 Alphabetical Arrangement of Polling Stations

Polling stations within a ward will be arranged alphabetically for ease of reference.

Stage 3 Allocation of Codes to Polling Stations

This stage entails allocating unique codes to each polling station. For instance, a
polling station in ward 3 of Harare District, in the Harare Municipality in Harare
Metropolitan Province will be as follows:

Polling station number: 01

Ward 03
Local Authority 01
District 63

The Mbare Musika Polling Station (Car Park) will be coded as above.

Considerations will be given to:

i) distance
ii) population density
iii) available infrastructure and
iv) community of interest.

The polling station voter threshold will be between 500 – 1500.

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5.1.9 Manuals

i) Polling Station Coding Manuals

These Manuals will give guidance on how to establish polling station codes
and names, how polling stations should be described, and the main features
that should constitute the descriptions of a polling station.

ii) Training Manuals

Appropriate training manuals will be developed capacitated ZEC staff and

other key stakeholders for diligence and accurate recording.

iii) Voter Registration Manuals

These will guide registration officers in the allocation of voters to appropriate
voting areas.

iv) Voter Education Manuals

Detailed, clear and easy to understand manuals explaining the voter
registration processes and requirements will be produced.

v) Voter Education Pamphlets, Flyers, Billboards and Posters

These will be designed and produced for the purposes of informing the
potential voters of the registration exercises in all the local languages.

5.1.10 Pilot Testing of the Model

The Commission will develop data collection instruments and pilot test their validity
and reliability within 6 months in the following areas:

a) Rural Area

The majority of Zimbabwean voters are in the rural areas. The settlement
pattern is mainly villages. Pilot testing in rural communities will assist to
interrogate the dynamics of rural voting in terms of distances, village
arrangements and their infrastructural limitations.

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b) Urban Area

There is a sizeable number of voters in cities and towns, the majority of whom
are youths. The Pilot Study will inform the voter registration Model on voter
population densities and infrastructural issues of urban centres.

c) Farming Area

Pilot testing in this area will help the voter registration modelling process to
understand the “compound” structures and citizenship dynamics, reminiscent of
farming communities.

d) Mining Area
It is assumed that mining communities are associated with illiteracy and believed
to have a lot of non-citizens. Pilot testing will enable the Commission to
understand the appropriate variables and approaches to apply during the
massive registration exercise.

e) National Parks and Conservancies

The Commission will also pilot test in game parks and conservancies in order
establish the exact voter population in these areas. The polling station set up
dynamics in a game park will also be explored at this stage.

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5.2 IMPLEMENTATION PHASE
The initial voter registration drive to capture every eligible citizen will be done on a
massive scale for a period of 2 years where mobile voter registration teams will
operate continuously from village to village. Voter registration will also continue at
centralised registration offices at the district, provincial and national offices.

Adequate and timely financial, human and material resources will be required for
effective implementation. Critical activities in the implementation process aare
defined below.

5.2.1 Voter Registration Requirements

Subject to the alignment of the Electoral Act to the Constitution, voter registration
eligibility requires that one must:
a) Be a Zimbabwean citizen aged 18 years of age and above
b) Be ordinarily resident in the ward (i.e. reside at an address in the ward)
c) Have proof of residence or a requisite affidavit on residency
c) Provide a National Identity or a Waiting Pass with a photograph of the holder
which bears their ID Number or a valid Zimbabwean Passport.

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5.2.2 Preparatory processes
ZEC will undertake extensive preparations for successful implementation. These
will include:

 Listing all tasks to be done at all registration levels.

 Establishing and procuring technical and material requirements.
 Identifying qualified personnel for the implementation of the tasks.
 Drawing up a critical path to establish deadlines connected to tasks.
 Cooperation and communication between ZEC and stakeholders.
 Procurement of technical equipment and materials.
 Establishing that the ICT software and hardware are satisfactory.
 Ensuring effective and efficient communication between and among
officials registering voters.
 Availing manuals on tasks and procedures to be applied during the training
of staff and election officials for voter registration.
 Establishing a 24 hour help-desk service that will respond timeously to
questions that arise from aspiring registrants and other stakeholders.

5.2.3 Equipment Requirements

Zimbabwe currently has 65 electoral districts and 10 electoral provinces. The

equipment will be utilized for voter registration in districts, provinces and at national
level.

a) Laptops (160)
They will be required to collect data in the field during voter registration.
b) Desktops (160)
They will be used for capturing data in the offices. These will be connected
to the ICT internal network for updating the central database.
c) Servers (80)
They will be used for the storage of voters roll data at district and provincial
levels. These will be connected to the central database system.
d) Uninterrupted Power Supply Units (UPSs) (80)
They will be needed for power backup for district and provincial servers.
e) Offsite Disaster Recovery System (1)

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 This will be needed to guard against data loss in case of system failure/crash
of the central database system. It will be lined to the central ICT system.
f) Network Infrastructure Establishment
This will be needed to establish information and communication connectivity
to district level. Currently ZEC has ICT connectivity to provincial level.
g) Heavy Duty Printers (80)
These will be required for the printing of voters rolls
h) Server Rooms (80)
Air conditioning for providing cooling system and fire detection equipment will
be needed in the server rooms at provincial and district offices.
i) Optical Mark Recognition (OMR) Scanning Equipment (80)
This equipment will be needed to capture data from forms used in the field
into the system.
j) Back-up recovery tapes
The tapes will be required for data recovery in the absence of the Data
Recovery System.
5.2.4 Sensitization and Mobilization

The Commission will sensitise the Zimbabwean populace on the voter registration
processes, making sure that generally marginalized groups are specially targeted.
The following strategies will be adopted:

a) Advertising and Programmes

The VR Programme will be advertised in both print and electronic media
through jingles, quiz and music competitions, drama, interviews, live
debates, media briefs, press releases, news items, billboards and social
networks to reach out to all potential registrants and voters.
b) Meetings
The Commission will engage key stakeholders to sensitize them and solicit
their support on the voter registration exercise.
c) Road Shows
These will reach out to urban and rural communities. Voter education
materials for voter registration such as pamphlets, posters and flyers will

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 be distributed at shopping centres, schools, growth points and tertiary
institutions.

5.2.5 Voter Education

ZEC Voter Educator in Mutare

In this stage the Commission will establish and train voter education teams to
educate potential voters on the voter registration exercise. The programme should
deal with:

 the reasons for registration

 the benefits of registration
 the manner in which registration is done
 how to check the details of that registration
 how to correct one's registration if it is wrong
 the timetable for registering or correcting one's registration

a) Teams of Voter Educators will be despatched to each of the 1958 Wards in

Zimbabwe ahead of the registration teams. The voter education will be targeted
at educating voters on eligibility to register. Special groups such as women,
youths, people with disabilities and churches will be voter educated.
b) The Commission will ensure consistency in the information disseminated by the
voter educators.
c) Voter education materials for voter registration such as pamphlets, posters,
billboards and flyers will be used to convey the message.

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d) The Commission will forge partnership with civil society and faith based
organisations in conducting voter education.
e) Traditional Leaders such as Chiefs, Headmen and Village Heads will also be
trained on the voter registration process so that they assist in sensitizing people
in their areas of jurisdiction.

5.2.6 Voter Registration

Mobile Voter Registration in 2013

The Commission will adopt a phased approach to this exercise where teams of
electoral officers will go out to register people in the 1958 or more in the
country. Details of this stage are defined below.

(i) Data Collection

This will be done using the designed forms. Zimbabwean citizens holding
either a National Identity card or a waiting pass with picture of the holder or a
valid Zimbabwean passport and having proof of residence will be allowed to
register as voters. Assistance will be provided by registration officers as and
when required. These forms will be verified to check accuracy of the personal
details before capturing in the database. Forms will be accessible from all ZEC
offices and also on the ZEC official website.

The Commission will build capacity in prison officials, foreign mission staff to
assist Zimbabwean citizens wishing to register as voters. Mechanisms will
also be put in place to reach out to people in hospitals.

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 (ii) Data Capturing and Consolidation

Information captured will be verified and forwarded to respective registration

centres for uploading to and consolidation at the main database at the district
level. At district level, the database will be structured such that each polling
station data are held independently within a ward structure, with unique
codes for each specific polling station.

Data verification will also be conducted at the centres to rectify any errors
that may have occurred during the initial data capturing. Affected voters will
be contacted for verification of their details through telephones, cell-phones,
emails or other means.

iii)Data Transmission

After consolidation at the district level, the data will be transmitted through a
provincial link for further transmission and consolidation at national level. This
will enable control and management of the national database from a central
point. Printing, updates, queries on procedures and demographic data
analysis will be centrally done at ZEC Head Office.

(iv) Research
The Commission will carry out research to determine gaps in the voter
education and voter registration processes. The results of the research will
be used to inform policy and also improve the voter registration processes.

5.2.7 Personnel requirements

i) Voter Educators
ii) Registration Officers
v) Technical Team for Pilot Testing
vi) Data Capturers at national, provincial and district Level
vii) Verifiers
viii) Voter Registration Officers and
ix) Research Officers

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5.3 VALIDATION PHASE

The Zimbabwe Electoral Commission envisages that the validation process will take
six (6) months. The resources required will include ICT Equipment, Transport,
Personnel and financial resources. The purpose of validation is to ensure accuracy
and completeness of the captured and processed data. The Commission will
collaborate with the government departments and institutions that hold civil data on
deaths, prisoners and migration.

The following stages will be pursued in the validation process:

5.3.1 Printing of the initial voters Rolls

At this stage, the electronic and hard copies of the consolidated data will be printed
out and shared with the key stakeholders for the purposes of inspection.

5.3.2 Inspection of the Voters Rolls

A voter inspecting the voters roll prior to the 2013 Harmonised Elections

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Copies of the printed voters‟ roll will be sent out to the inspection centres in the
respective polling stations throughout the country. This will enable the voters to
check the accuracy and completeness of:

a) Personal details
b) ID numbers
c) Residential details
d) Polling station allocation

The Commission will also explore electronic means of inspecting the voters‟ roll. eg
use of e-mails and the short message service (sms).

5.3.3 Processing of Objections

At this stage, the Commission will process any objections from the voters. Legal
processes in line with objections to registration will also be disposed of.

5.3.4 Transferring of Voters

The transfer of voters from one polling station to another will also be done at this
stage.

5.3.5 Updating of the Voters’ roll

After data validation by the voters and all queries have been attended to, the voters‟
roll will be updated accordingly.

5.3.6 Printing of the Final Voters’ roll

This will be done at national level. The final electronic and hard copies of the voters‟
roll will be distributed to the key/primary stakeholders. The Commission will provide
mechanisms for access to the voters‟ roll upon request at the various offices of the
Commission throughout the country.

6.0 PRESENTATIONS FROM REGIONAL EXPERTS AND CIVIC SOCIETY

ORGANISATIONS

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6.1 Presentation by Brian Kasaro, The Deputy Director of Elections -
Zambia

Mr Brian Kasoro, an expert in Voter Registration presenting a critique of the proposed voter registration model.

In his presentation to the conference, Mr Brian Kasaro defined the principles of voter

registration and the critical processes that the Zimbabwe Electoral Commission will
need to address.
The presentation highlighted the need for explicit registration procedures and
processes. Mr Kasaro indicated that if procedures and management structures are
not adequate to support a paper-based system, they will be inadequate to support
an automated system, which will likely require a higher degree of management.
The presentation also postulated the need for the Zimbabwe Electoral Commission
to determine:
a) The Voter Registration System Specifications
b) The software requirements
c) Data Capture tools that support continuity
d) The Supporting Infrastructure required for effective networking and
communication.
e) The Manpower Requirements for the ICT Department

The expert advice was for ZEC to draw a network diagram so that immediate tasks
and tasks that would be executed concurrently would be given appropriate

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timeframes. The consultant also pointed out that stakeholders and the generality of
Zimbabwe needed to be patient with the Electoral Management Body since voter
registration is neither an event no a simple task. He hazarded the complexities of
voter registration as the capacity to maintain an online system as well as the
mechanisms of integration for continuous update of data to ensure currency and
comprehensiveness.

6.2 Presentation by Hubert Akumia, Independent Consultant – Ghana

Mr Hubert Akumia presenting a paper at the Conference

Mr Hubert Akumia informed the conference that there was need for the Zimbabwe
Electoral Commission to consider that data capturing systems, data storage systems
and data security and identification systems.

The presentation also pointed out that the sustainability of any voter registration
system is dependent on technical, economic and political factors. The presentation
also drew participants to case studies of the use of continuous voter registration in
Rwanda and the Republic of South Africa.

It was noted that in countries where continuous voter registration is done, an update
awareness is usually carried out before a major election, and voter registration cards
are issued to voters as proof of registration.

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An ideal model was presented as follows;

Appropri On
Continuous
system ate
sustainable Ideal
basis
Technolo model
gy

6.3 Presentation by Thomas Chanussot

Thomas Chanussot an ICT advisor and Data Analyst Expert with IFES, the UN and
the OSCE, particularly in Voter Registration Systems noted that the proposed voter
registration model by ZEC was appropriate and ideal. He however made
recommendations on the need to consider setting up a system whereby data
collected from other stakeholder is flagged and put in a list that will require
particular attention during the inspection of the voter roll. Effectively this would
create a primarily list, as well as secondary lists for the Registration Officers to
inspect before final publication.

Mr Thomas
Chanussot, an
Independent
Consultant from
France
interrogates the
efficacy of the
Proposed Voter
Registration
Model.

The presentation also highlighted the need for copies of the voter roll to be sent to
the Polling Stations throughout the country in order to facilitate voter's verification of
the accuracy and completeness of their information.

In conclusion he posited that the goal of the inspection period should be as much as
possible to inform voters of their new polling stations as well as enable them to

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verify the accuracy and completeness of their record. He also suggested the need to
cover the quality insurance and validation processes of the continuous registration.

6.4 Critique by the Election Resource Centre

Mr Chimhini presenting a critique of the voter registration model. Following proceedings are (from left) Mr Hubert
Akumia, Comm S. Ndlovu and Mr Brian Kasoro.

A presentation by the Electoral Resource Centre highlighted the need for ZEC to
effectively address the previous challenges of voter registration such as distances
between registration centres, inadequate voter education, inaccessibility of the
process, alleged inconsistencies in the application of provisions for registration and
reported lethargic service from registration officials.

The Election Resource Centre revered the proposed model as relevant and ideal
based on the facts that:

 the proposed model would provide greater transparency in voter registration

 provide ZEC ownership of the voter registration process
 address the issue of the deceased and emigrant voters
 it would be more cost effective
 it would ensure establishment of a fully-fledged voter registration
department

The recommendations by the Electoral Resource Centre were the need for
serious collaborative efforts at all levels of the plan, emphasis on the VR model to
have comprehensive goals and solve existing problems through legal and
regulatory improvements and the inclusion of the registration modalities in the
Electoral Amendment Bill so as to create the necessary legal basis for
implementation.

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6.5 Critique by the Zimbabwe Election Support Network

ZESN Director, Rindai Vava Chipfunde making a reflection on the Proposed Implementation Strategies and processes of
the voter registration model

The Zimbabwe Election Support Network welcomed the initiative as it would ensure
that the process will be entirely owned by ZEC. ZESN appreciated the endeavour by
the Electoral Management Board to have broader consultation with stakeholders.

In appraising the proposed voter registration model, the presentation highlighted

that it would bring efficiency, greater transparency and that the new registration
model would ensure further cleaning of the voters‟ roll, enhance accuracy,
completeness and comprehensiveness and necessitate the removal of the deceased
on the voters roll.

ZESN also presented that voter registration centres needed to be close to people and
that ZEC should consider mobile voter registration units, door to door or the
provision of voter registration centres in each ward.

The Zimbabwe Election Support Network also suggested that ZEC explores Biometric
Registration and also interrogate the inclusion of the diaspora so that they can also
register as voters.

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The major recommendations by ZESN were that ZEC should consider mobile
registration teams to reach marginalised communities and that validation process
needed timelines. Further recommendations were also on the need for ZEC to clarify
whether the Voters‟ Roll will be sold and in what format.

6.7 Critique by Women’s Coalition of Zimbabwe

The Women‟s Coalition of Zimbabwe applauded the model as ideal to Zimbabwe.

However, recommendations were that gender mainstreaming should be included in
Voter education so that educators are well informed about specific gender needs and
therefore give relevant information. eg. giving pregnant and lactating women
precedence in long queues. The presentation also highlighted the need for gender
responsiveness to be practiced by everybody providing a service at registration and
inspection centres, including the police manning queues. Recommendations were
also made on the need for the ZEC website to be interactive so that voter‟s roll
inspection and updating can be done by voters. e.g one should be able to punch in
their ID number and password to access their details. Physical accessibility of
inspection centres for people living with disability should include ramps, Braille
facilities and disability sensitive queue management.

Ms Sibusisiwe Marunda of Women Coalition of Zimbabwe

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Participants including Mr Dennis Kadima, Dr V. Shale of EISA, Ms F. Maziriri, Mrs T. Chiweshe and Bishop Kanye
following proceedings at the Conference

7.0 CONFERENCE DISCUSSIONS AND RECOMMENDATIONS

The Conference noted that there is an Electoral Amendment Bill being debated in
Parliament and hence there was need to include comprehensive amendments on
voter registration to the Bill to reflect the submissions on the ZEC Model. Below is a
summary of the Conference deliberations ad recommendations on the three (3)
presented Phases.

7.1 DESIGN PROCESS

xix) The Zimbabwe Electoral Commission should review the design phase
by proposing a re-sequencing of the tasks.

xx) ZEC should consider a voter registration process that is ICT assisted rather
than ICT driven.

xxi) Voter registration must be seen as a business process with a set of

steps that create value for its stakeholders.

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7.1.1 ZEC may need to set up a team of experts in business process and systems
analysis, comprising experts in:

 Geographic Information Systems

 Legal issues of voter registration

 Operations in election administration

 Information and Communication Technology

However, ZEC should include stakeholders in the team of experts. The team
should report to and be accountable to ZEC.

7.1.2 ZEC should explicitly define

i) What it will issue to the voter upon acceptance of application as proof of
registration;

ii) What the appeal procedure will be for an applicant whose application is
rejected;

iii) What form the voters rolls or registers will take; and

iv) How the rolls will be maintained and updated, for example, removing
deceased voters, migrants and inter- ward transfers.

7.1.3 ZEC should design a registration system that has:

i. Data capture systems that use scanning technology and mobile direct data
entry, or consider internet data collection methods.
ii. Data storage systems that use relational database systems and
iii. A security and identification system for a voter‟s ID number and photo
registers.
Hon. Senator
Mashavave,
making a point
during proceedings
at the conference.

The conference
recommended that
data collection
instruments and
pamphlets should
be in braille in
order to
accommodate the
blind.

36
7.1.4 ZEC should consider

i. biometric voter registration technology.

ii. The adoption of direct data entry with laptops and webcam and finger print
scanner at polling station level;

iii. Data collection instruments in braille to accommodate the blind;

iv. A voter registration system that is designed as a collaborative exercise

with stakeholders for their buy-in; and
v. Continuous research during the design process in order to address
comprehensively the needs of its stakeholders, specifically the users of the
system.

7.1.5 ZEC should also come up with a comprehensive needs assessment before
adopting the use of any developer software.

7.2 IMPLEMENTATION PROCESSES

The Conference noted that ZEC must be supported politically, economically for the
sustainability of the Voter Registration Model. The need for a comprehensive voter
education programmes preceding the Implementation Phase was emphasized.

The Conference deliberations and recommendations were as follows:

7.2.1 That the Zimbabwe Electoral Commission should ensure that appropriate tools
of trade for data collection and infrastructure must be availed to support this
registration mandate;

7.2.2 ZEC should consider the introduction of sign language interpreters in voter
education and the setting up of a disability desk, in consultation with PWDs in
all electoral processes;

7.2.3 The Implementation Phase should take a collaborative approach where all
ZEC stakeholders play a constructive role.

7.2.4 ZEC should come up with a comprehensive needs analysis before adopting
the use of any developer software.

7.2.5 ZEC needs to explore the possibility of connecting with relevant government
departments and institutions to facilitate continuous updating of the voters
rolls.

7.2.6 ZEC should have sufficient human resources at all levels of the ZEC structure.

37
7.2.7 ZEC needs to develop technical and technological mechanisms that prevent
multiple registration and omissions.

7.2.8 Detailed logistical support systems must be in place to support requirements

of the registration process.

7.2.9 The Commission should be guided by a legal framework that provides for
registration centres and polling stations that are accessible to all eligible
voters, including people with disabilities.

7.2.10 Polling station mapping should include location of the registration centres and
polling stations that are fairly distributed in all settlements.
7.2.11 The data collection forms should fully address the requirements of
maintaining an updated system.

7.3 VALIDATION PROCESS

The Conference deliberations and recommendations on the Validation Phase were as

follows:

7.3.1 The validation stage must inform voters of their new polling stations to enable
them to verify the accuracy and completeness of their records.
7.3.2 ZEC should validate connectivity with other institutions that hold civil data
such as Registrar General of Civil Registrations, Department of Immigration;
Correctional and Rehabilitation Services and Hospitals.

7.3.3 This stage must validate voter information for its accuracy and completeness.

7.3.4 The Commission publicity campaigns on the inspection of the voters roll
needs to be thorough and rigorous. Road shows, print and electronic media,
including use of SMS and social media, pamphlets and other voter education
and information approaches should be used.

7.3.5 ZEC should have adequate monitoring and evaluation strategies to ensure
adherence or modification of the registration model.

7.3.6 Adequate time and space should be provided for inspection and modification
and ratification of errors, if any, of the voters rolls.

7.3.7 ZEC should always engage traditional and local leadership in all processes of
voter education, registration, voters rolls inspection and the removal of

38
 deceased voters from the voters rolls. The use of local leadership enhances
trust and the credibility of the processes.

7.3.8 All voter education and information materials should be produced and
accessed in all the local languages.

8.0 KEY POLICY DIRECTIONS FOR ZEC

The Conference noted that there were key policy issues that needed to be
addressed by ZEC. These are given below.

8.1 The handover and takeover of the voter registration process from the then
Registrar General of Voters to ZEC should be backed by a legal provision.
8.2 The voter registration model needs to stress the importance of linkages
between ZEC and the civil registry to facilitate updating of the voters rolls.

8.3 The Commission needs to explore the possibilities of the inclusion of diaspora
voters who have the same constitutional rights to participate in all electoral
processes.
8.4 ZEC needs to set up a policy framework for effective and comprehensive
monitoring and evaluation strategies that promote efficacy of the whole
Model.

9.0 CONCLUSION

In general, the Conference concluded that the Proposed ZEC Voter Registration
Model would be good and ideal, taking into consideration the recommendations
discussed. For the Model to be sustainable, it required appropriate technology,
human and technical support, with adequate financial outlay, based on political will.

39
 The Chairperson of ZEC, Hon Justice Rita Makarau gives Closing Remarks at the Conference.

THE CONFERENCE IN PICTURES

Mr Museki from the Ministry of Home

Affairs (Department of Immigration)
makes a point on the provision of
information to update the voters’ roll

40
Participants pay attention during proceedings at the conference

Mr Taurai Gavi, one

of the Rapporteurs
presenting the
conference
summary to
delegates

41
The late ZEC Chief Elections Officer, Mr L. Sekeramayi and the late Director Administration Mr Juba Chekenyere
following proceedings during the Conference. May their souls rest in eternal peace.

Rapporteurs of the Conference closely follow proceedings. From left: Mr T. Gavi, Mr R. Ngurunga, Mrs C. Chisvo and
Mr T. Chiwereweshe (partly obscured)

42
ZEC Commissioners follow proceedings at the conference. From left (Comm. S. Ndlovu, Comm D Chigaru, Comm
Dr P. Makoni, Deputy Chairperson J. L Kazembe and Chairperson Justice Rita Makarau in rapt attention

A lighter moment at the conference. The Chairperson and Deputy Chairperson enjoy proceedings

43
Presenters and IFES officials looking happy with proceedings at the Conference. From Left: Mr Hubert Akumiah,
Mr Brian Kasaro, Ms Florence Madake, Mr Thomas Chanussot and Mr Michael Yard

44
 VISION
A centre of excellence in the management of elections and
referendums.
MISSION
To conduct elections and referendums in accordance with
the laws of Zimbabwe and electoral management best
practice through a well resourced Commission and in
collaboration with relevant stakeholders

CORE VALUES
ZEC identified and defined a set of shared core values that should
guide its operations.

Zimbabwe Electoral Commission (ZEC),

Mahachi– Quantum Building,
Cnr Jason Moyo and Kaguvi Street,
P.O Box 7782, Causeway, Harare
Telephone: +263-4-774095/4-759130/770340
Fax: +263-4-781903/4-770660
Web: www.zec.org.zw

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