11 Sector Officer Zonal Magistrates PDF

Learning Module for Sector Officer
30-01-2015 Learning Module for Sector Officers 1

Sector Officer
Sector officer is a person responsible for 10-12 polling stations
(Sector). He may be drawn from all permissible departments of
preferably the state, and where possible, central government. He
is appointed by DEO.
He is specifically responsible for his polling locations,

vulnerability mapping, voters served by the polling locations
under him and election management. He is supported by polling
officers at polling stations and he reports to Returning officer.
For purpose of electoral roll he is reported by BLOs and he
reports to ERO.

Overall objective
To provide clarity to Sector Officer on
• Election Management
• Law & Order
• Model Code of Conduct
• Polling Process
• Functioning of EVM
• Coordination
• SVEEP
• and other important aspects of election

Role of Sector Officer
Election management for the assigned polling stations

from the day of announcement of schedule of election
till the end of poll day.

Responsibilities and Authorities
Pre-poll Pre-Poll
Pre-poll
responsibilities responsibilities
responsibilities
about polling about vulnerability
about the voters
locations mapping
Poll-eve Poll day

Authorities
responsibility responsibilities

Pre-poll responsibilities about polling
locations
• To finalize the routes of polling
stations
• To ascertain and provide

necessary infrastructure at
polling stations
POLLING LOCATION
• To verify that the party offices
do not exist within 200 meters
periphery of polling stations
• To keep an eye out for and

report on violation of model
code of conduct

Pre-poll responsibility- About the voters
• To generate awareness about
the functionality of EVMs
amongst voters of each polling
station.
• To conduct voter contact

programme
• To ensure that wide publicity is

given to new polling stations
• SVEEP

Pre-poll responsibility- About
vulnerability mapping
• To identify villages, hamlets and segments
of voters vulnerable to threat and
intimidation
• To identify persons responsible for threat

and intimidation in identified locations
• To be accountable for ensuring free access

of voters for voting
• To make frequent visits of vulnerable

locations for confidence building measures
and fine tuning the vulnerability mapping
• To prepare sector plan with a sketch

Poll-eve responsibility
• To ensure availability of polling teams and all election
material as per Checklist at their PSs.
• To ensure that security force has arrived at PSs

according to the plan
• To clarify any last minute doubts on EVM operation

or the polling process, amongst the poll personnel
• To ensure observance of Model Code of Conduct as

well as prevent/report/act upon deviations from
prohibitory orders enforced during election period
• To ensure the mark of 100m and 200m boundary

around the assigned polling stations
Poll day responsibility
• To observe the implementation
of provisions of Model Code of
Conduct
• To be present at any one of the

polling stations assigned to
him when mock poll procedure
is carried out
• To ascertain the mock poll

status before commencement
of poll- remedial action to sort
out problem, if any
• To ensure the poll process start at
given time at all PSs
• To make frequent visits and pay

attention to the PS where the mock
poll had to be conducted in the
absence of agents
• To ensure that security forces

deployed at PSs are in position
• To ensure availability of spare EVMs

for replacement
• To ensure replacement of EVMs, if and

when required, within 90 minutes

• To track and report the presence/
absence of polling agents
• To assist polling team inside polling

station with procedures
• To maintain the purity of poll process and

check all aspects of polling during their
visits to PSs
• To pay special attention on the day of poll

to verify whether voters from the
vulnerable habitats/ communities are
turning up for voting or not and inform
RO for remedial measures

• Replacement of polling personnel from
reserve parties
• To ensure distribution of honorarium to

polling personnel
• Provide inputs to Presiding Officer,

Polling Officer and Booth Level Officers
• To ensure that the procedure of sealing

of EVM etc. is done properly in all PSs
• To ensure the closing of register form

17A as per ECI instructions.

Authorities of Sector Officer
• Section Officers shall be designated
as Zonal Magistrates for the same
area at least 7 days before poll day
and will be provided powers of
special executive magistrates
• CrPC, section 144, sector officer will

have following authorities
– Sector office will have power to
issue order in urgent cases of
nuisance of apprehended danger in
cases where, in the opinion of a
sector officer there is sufficient
ground for proceeding under this
section and immediate prevention
or speedy remedy is desirable

Authorities of Sector Officer
– Sector officer may, by a written order stating the
material facts of the case and served in the manner
provided by section 134
• (Explain the 134 and mention instruction)
– In cases of emergency or in cases where the
circumstances do not admit of the serving in due
time of a notice upon the person against whom the
order is directed, be passed ex parte
– Direct any person to abstain from a certain act or
to take certain order with respect to certain
property in his possession or under his
management
– Sector officer under magisterial power may either
on his own motion or on the application of any
person aggrieved, rescind or alter any order made
under 144 sections, by himself or any Magistrate
subordinate to him or by his predecessor-in-office
Selection and finalization of polling
locations
Ascertain & Provide

Preparation of
Infrastructure at
Route Map
Polling Location
Wide Publicity of
New Polling
Stations

Preparation of route map
Polling Station-4
Polling Station-1 Various Routes to
reach Polling stations
Polling Station-5
Alternate Routes to
reach Polling stations
Polling Station-3
Shortest Routes to
Polling Station-2 reach Polling stations
Polling Station-6
Road Condition, River,
Nala, Bridge
Approximate time to
reach
Approximate Distance
Ascertain & provide infrastructure at
polling locations
Physical Roof, Floor, Walls and Condition of the

Infrastructure building
Furniture and Chairs, tables, fans, light bulbs, electricity
fixture sockets
Basic Facilities Public Toilet, Drinking water, Shade, Ramp
Electricity supply, Alternate electricity
supply arrangement, telephone connectivity,
mobile connectivity etc.

Wide publicity at new polling stations
Complete postal address with

easily identifiable landmarks
Publicity through local media

Conduct of vulnerability mapping
What is
What is
vulnerability
vulnerability
mapping
Personnel involved Role of Sector

in vulnerability officer in
mapping vulnerability
mapping

What is vulnerability
To be fully prevented
from or influenced
Susceptibility of any upon in relation to the
exercise of his right to Through
voter or section of
voters, whether or not vote in a free and fair intimidation or use
manner of undue influence
living in a
or force of any kind
geographically
on him/her
identifiable area
Vulnerability
as defined
by ECI

Vulnerability Mapping
To clearly identify, in advance, such voters or

sections of voters, who are likely to be
“vulnerable”
To identify the persons or other factors

causing such vulnerability and
To plan and take adequate corrective action

well in advance on the basis of such
identification.

Personnel involved in vulnerability
mapping
DEO finalizes the Vulnerability mapping report and
develops further plan of action
RO compiles the information for entire
constituency, polling stations wise
SO submit information to RO
Sector Officers Collect requisite

information
Sector Officers appointed by
DEO

Role of Sector officer in vulnerability
mapping
• Identification of villages/hamlets/habitats and
1 segment of electorate vulnerable to any threats,

intimidation or interference with free exercise of
electoral right shall be taken polling station wise
2 • Field visit to all these identified locations
3 • Consultation with local Thana officer and local

civil authorities like BDO/Tehsildar

mapping
4 • Preparing list of source of threats
5 • Consideration of past incidents and current

apprehensions
• Identification of contacts within a

6 habitat/community vulnerable for such undue
influence

mapping
• Regular visits to the vulnerable
7 villages/habitat/hamlets/communities to collect
information
8 • Keep senior officer informed about vulnerable

villages/habitat/hamlets/community
• Special Attention to verify whether voters from
9 the vulnerable habitats/communities are turning

up for voting or not and if not then inform RO
immediately

mapping
• Submission of special report, polling station wise
in writing to the returning officers after closing
10 hours on the poll day regarding voting by
vulnerable population

Voter Contact Programme
Voter Helpline
EVM Demonstration Information about
Number
to Voters EPIC
Polling Station
Location SVEEP
Identification

EVM Demonstration to Voters
1. Various Parts of EVM
2. Awareness about locating Candidates on EVM
3. Awareness about voting
4. Dos and don’t
5. Trust building among voters for EVM

Information about EPIC
E ELECTION
P PHOTO
I IDENTITY
C CARD
EPIC IS
Identity card issued by ERO under rule 28, RER
Permanent document for an elector
Used at time of polls
Compulsory to present at time of election
Has details like Photo, Name, Father’s name, Date of Birth

and Address, EPIC Number, Hologram
• EPIC once issued to the elector is valid across the country
irrespective of the Assembly Constituency it was issued in.
• The purpose of EPIC is to identify the elector with name in the

Electoral Roll
• Electors should be made aware that EPIC is only an

identity document and does not give a right to vote
• Right to vote is available to those only whose names are
found in Electoral Roll

• EPIC establishes identity of those names entered in the
Electoral Roll to carry right to vote smoothly
• An elector can never be compelled to pay fees for the purpose
of establishing identity during election as the first issue of
EPIC is free
• In cases of changes to be made in EPIC, the old EPIC of the
elector must be taken back in custody of ERO
• In no cases can the electors have two EPICs and the electors
should return one EPIC to ERO in such cases

Polling Station Location Identification
• There will be proper signage at every polling stations

• There will be proper signage of direction at every important
turns
• There will be proper signage of polling station location at the
gate of the society

SVEEP
Systematic Voters’ Education And Electoral Participation
It handles work related to all aspects of Voters’ Awareness &

Education aimed towards improving Electoral Participation in the
country and building up a culture of participative democracy
among citizens and for ethical voting.

SVEEP
• Promotion and Dissemination
– Knowledge
– Information
– Materials
– Design to sensitize the voters about voting
process

SVEEP
• Initiate
– New measures for voter facilitation in areas of
registration,
– Process of issuing voter identity cards
• And suggests ways and means to make the
election process voter friendly

SVEEP
• It collaborates with
– Civil Society groups
– Educational institutions
– Youth/student volunteer networks
Through formal and informal partnership

SVEEP
• It develops Strategies for
– Wide-scale dissemination of information
– Providing electoral assistance
– Developing cultural habit of voting
– Helping voters overcome psychological barrier
– Reaching out to youth voter in colleges and
universities
– Increasing women participation
– Promoting election watch and democracy platforms
– Designing communication campaign
– Designing and producing communication materials

Conduct of Mock Poll
Objective of Mock Important Task in

Poll Mock Poll
Mock Poll
Process of Mock Poll
Certificate

Objective of Mock Poll
As a matter of transparency and ensuring well functioning
of EVM mock poll will be conducted in the presence of
candidates or agents nominated by candidates
Presiding officer will conduct the Mock Poll

Important task in Mock Poll
1. Ensure that Polling agents are strictly voter of that Polling
station.
2. Mock poll should be conducted 30 minutes before the
commencement of poll. If all polling agents do not reach,
you may wait for 10 minutes and start mock poll.
3. Atleast 50 mock-votes must be cast during mock poll
4. The PrO should mention names of the agents, names of the
candidates & take their signatures.
5. The PrO should conduct Mock Poll & sign the Mock Poll
certificate in the prescribed format.
6. Sector Officer will collect such certificate by first hour.
7. Ensure that all each of the blue buttons is pressed at least
once to test

1 2
Open “ Result
” outer door
Section”
and then the inner
door
4 3

Press CLEAR
Button to show to the
Polling agents
present that there are
no votes polled.

Press BALLOT button on CU.

On pressing this, the Busy lamp in
display section of CU will glow red.
Simultaneously the Ready lamp on
the BU will also glow green.
Ask Polling Agents to cast votes

during the mock-poll,
with request to remember whom
they voted for.

Press Result
button and show
the Mock Poll result

Ensure that result shows according to the

number of votes cast in favour of the
concerned candidates

Close the Mock Poll by

pressing the Close
button in the CU
Press Ballot button in CU

to show that no further
votes can be recorded after
the Close button has
been pressed.

Ensure that votes have
been polled for all
candidates during the
Mock-Poll
Seal
Switch off 7
Clear 6
Result 5
Close 4
Ballot 3
2

Mock Poll Certificate
Mock Poll Certificate
This is to certify that I ……………….. Presiding Officer at the Polling Station No….. of
……….Assembly Constituency ( or the ……… Assembly segment under …….. Parliamentary
Constituency) conducted the Mock Poll at ……. AM today, the poll day i.e. …………… (date of
poll) following the instructions issued by the Election Commission of India.
A total of ….. votes were polled in the mock poll and after the mock poll I have carefully cleared the
memory and the total votes polled showed ‘0’ after clearing the memory.
At the time of mock poll the following polling agents representing the candidates whose names
mentioned against the names of such agents were present and I have obtained their signatures.
At the time of mock poll the agents of only ……. contesting candidates were present.
(In case, no agent was present it shall be mentioned “No Polling Agent was present at the time of mock
poll”). After waiting for ten minutes I conducted the mock poll along with other polling staff at
……. (time). [Strike out if not applicable].
I have mentioned the name of the agents present at the time of mock poll including the names of the
candidates whom they represented.
S.No. Name of Agent Name of Candidate Signature of the agent

1
2
3
…
Date:
Time:
30-01-2015 NameModule
Learning & Signature
for SectorofOfficers
the PrO 50
Tasks During Polling Day
Logistic
Polling Station Visit
Mock Poll Conduct Management
Polling Personnel Trouble Shooting Reporting

Management

Mock Poll
Mock poll certification to be
ensured - mock poll status
has to be reported within 30
minutes from scheduled
start of poll to RO
[ECI's No. 51/8/7/2008-EMS
dt. 15.7.08]
Identify and focus for Report commencement
suitable mid-course of polls by SMS based
interventions such polling poll monitoring
stations where at the time of application and other
mock poll no agents or single modes
party agents were present.
Mock
Poll
Logistic Management
Check the seals of
Replacements of
EVMs and
EVMs where
preparation of
required (SO to
poll papers/
have spare
packets by
EVMs)
polling parties.
After poll, to
To help the escort EVMs
polling team alongwith the
wherever needed polling team to
Logistic receipt centre.
Management

Polling station visit
(Minimum 3 visits of every PS on the poll day by SO/ ZM)
(Ref:………….)
Check the pattern of voting in the

light of Vulnerability Mapping to find
out if any specific segments/sections Report voting
of voters in the polling areas are not percentage from
coming out to vote? time to time to RO.
Inform RO for remedial measures.
To ensure proper Functioning of

conduct of polls in Helpdesk near the
polling stations PS
Polling
Station
Visit

Polling Personnel Management
Replacement of
polling
personnel from
Track and reserve parties To ensure
report the where needed distribution of
presence Honorarium to
/absence of polling
polling agents personnel
To ensure that To ensure that

Forces Polling food is made
deployed at Personnel available to
PSs are in Management the polling
position personnel

Trouble Shooting and Management
Law & Order
Replace EVM at the
situation
earliest (not later
management within
than 90 minutes) in
200 mts. of the
case of EVM failure
polling stations
Helping polling Coordination with

officer in case they police patrolling
have any problems team
Poll should be closed

Trouble at fixed hour. Issue
Handling of poll day
Shooting slips to electors
complaints Management waiting in queue
where needed

Reporting
To check whether copies To check whether register

of 17C are given to of 17A is properly filled up
polling agents or not or not
To check whether
format XV for PrO's
To check whether PrO
additional report to be
diary is filled up
submitted to Observer
properly or not
is filled up properly or
not
Reporting

Resources Required
Elaborate training on various roles in election.
Special Executive Magisterial powers on duty for 7 days (upto poll

day).
A detailed map of his/ her sector.
A vehicle with adequate fuel well in advance
The list of notified polling stations in his/her area.
Details about the voter help lines existing in his sector.

Pre-Poll: Resources Required
Identity card issued by DEO.
Communication Plan.
All notifications issued by competent authorities under

various laws
An EVM for demonstration before the voters for awareness

generation.
A route map of his sector, giving the broad layout and location of
polling stations falling in his sector

Poll-eve required resources
A videographer to monitor any breach of MCC. (During

poll eve and poll day).
Additional ballot paper for contingency.
Police Personnel
Polling Materials for each polling

stations

Poll-Day required resources
List of CUs & BU with serial number and ID from RO for
comparing with EVMs on poll day in case there is replacement
of EVM.
Additional EVMs for replacement during the poll.

Reports to be furnished by sector officer
Reports to be Reports to be
furnished by Sector collected from other
Officer Polling officers

No Name of report To Purpose Form of When
whom report
1 Format 8: Polling RO To know Writing During Poll
station wise special whether voters as per day
from the format
vulnerable
habitats were
able to vote or
not
2 Confirmatory report RO To ensure poll Writing Eve of Poll
on the safe arrival process to take
and movement of place as per
the polling strict compliance
personnel/Security of law and in
force at the polling prescribed
station manner
whom report
3 Ok Report Control To report Writing During Poll
Room conduction of as per day
poll format
4 Mock poll RO To confirm that Writing After
certification Mock poll is as per completion
conducted format of Mock
Poll
5 Mock poll status RO To take Using Within 30
report immediate communi minutes of
action if Mock cation Mock Poll
Poll not link
conducted

whom report
6 Commencement RO To ensure Telephoni Immediately
Report commencement cally after
of poll at all the commencem
polling station ent of poll
without any
obstacle at the
stipulated time
7 Tour report for every RO and ?? As per ??
visit tour DEO Format-1
and 2
8 Voting percentage RO To know Orally/SM
report percentage of S
voting
9 Special Report for RO To inform RO
replacement of EVM PrO reason of
during poll. replacement and
whom report
10 Report on RO To inform RO Post Poll
complaints received about no of
and resolved on the complaints and
day of poll. type of
complaints and
its status
11 Report on Poll Day RO To check all tasks As per Post-Poll
activities after and its status Format 3
polling is over and inform RO
12 Report on status of RO To make aware Writing Pre-Poll
building going to RO about the
use as a polling physical
station conditions of the
polling stations
Reports to be collected from other
polling officers
No Name of report From Purpose Form of When
whom report
1 Presiding officer PrO Diary Closing of
diary poll on poll
day
2 Percentage of voting PrO To know the Orally Every two
voting pattern hours
3 Report of Mock Poll PrO To know the Mock Poll Before
status of the Certificat commence
Mock Poll e ment
4 Report of any other PrO To know if any Writing
event specific event
happened
5 Report on EVM PrO To know the Writing On failure
failure and need of EVM of EVM
replacement replacement and
its reason
EVMs
• A separate presentation on EVM can be
referred

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Learning Module for Sector Officer

30-01-2015 Learning Module for Sector Officers 1

He is specifically responsible for his polling locations,

30-01-2015 Learning Module for Sector Officers 2

30-01-2015 Learning Module for Sector Officers 3

Election management for the assigned polling stations

30-01-2015 Learning Module for Sector Officers 4

Poll-eve Poll day

30-01-2015 Learning Module for Sector Officers 5

• To ascertain and provide

• To keep an eye out for and

30-01-2015 Learning Module for Sector Officers 6

• To conduct voter contact

• To ensure that wide publicity is

30-01-2015 Learning Module for Sector Officers 7

• To identify persons responsible for threat

• To be accountable for ensuring free access

• To make frequent visits of vulnerable

• To prepare sector plan with a sketch

30-01-2015 Learning Module for Sector Officers 8

• To ensure that security force has arrived at PSs

• To clarify any last minute doubts on EVM operation

• To ensure observance of Model Code of Conduct as

• To ensure the mark of 100m and 200m boundary

• To be present at any one of the

• To ascertain the mock poll

• To make frequent visits and pay

• To ensure that security forces

• To ensure availability of spare EVMs

• To ensure replacement of EVMs, if and

30-01-2015 Learning Module for Sector Officers 11

• To assist polling team inside polling

• To maintain the purity of poll process and

• To pay special attention on the day of poll

30-01-2015 Learning Module for Sector Officers 12

• To ensure distribution of honorarium to

• Provide inputs to Presiding Officer,

• To ensure that the procedure of sealing

• To ensure the closing of register form

30-01-2015 Learning Module for Sector Officers 13

• CrPC, section 144, sector officer will

30-01-2015 Learning Module for Sector Officers 14

Ascertain & Provide

30-01-2015 Learning Module for Sector Officers 16

Physical Roof, Floor, Walls and Condition of the

30-01-2015 Learning Module for Sector Officers 18

Complete postal address with

Publicity through local media

30-01-2015 Learning Module for Sector Officers 19

Personnel involved Role of Sector

30-01-2015 Learning Module for Sector Officers 20

30-01-2015 Learning Module for Sector Officers 21

To clearly identify, in advance, such voters or

To identify the persons or other factors

To plan and take adequate corrective action

30-01-2015 Learning Module for Sector Officers 22

Sector Officers Collect requisite

30-01-2015 Learning Module for Sector Officers 23

1 segment of electorate vulnerable to any threats,

2 • Field visit to all these identified locations

3 • Consultation with local Thana officer and local

30-01-2015 Learning Module for Sector Officers 24

4 • Preparing list of source of threats