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Hybrid Ballot |
Election Consulting Group’s expertise is in the management and delivery of “Hybrid” Ballots. We can assist your organisation migrate from postal to a full electronic method by utilizing a “Hybrid” Ballot or Election.
The principal objective of a "Hybrid" Ballot is to attain a high participation of voting through, or by providing employees or members with a maximum degree of accessibility to an electronic method.
A “Hybrid” Ballot or Election is one that involves any combination(s) of Post with electronic methods. The on-line Ballot Paper is represented with the aim to exactly replicate the paper Ballot Paper and materials.
The most popular combination of “Hybrid” Ballot is Post and Internet or Post and Telephone.
Internet and Telephone “Hybrid” voting has been utilized for larger Government Departments Collective Agreement Ballots when the number of employees exceeds 2,000.
Where there is a combination of Postal voting with an electronic form of voting, employees will be provided with ballot material to enable them to vote by Post. The materials will include an Instruction Sheet with how to cast a vote via the Internet and “unique” Personal Access Codes.
The Election Consulting Group Consultant will outline the methods available and discuss the essential pros and cons of the various voting methods. For Board of Directors Elections the Returning Officer will review the Rules together with the Constitution to ensure electronic methods have been listed as an accepted form of voting.
When a Postal Ballot is provided we utilise a double envelope system. This is used to ensure the secrecy of the Ballot or Election. This method is also used by the Australian Electoral Commission when conducting Postal Ballots.
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WHAT - Hybrid voting for:
- Collective Agreement Ballots
- Board of Directors Elections
- Consultative Committee Elections
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WHO - Clients who use Hybrid Voting:
- Government Departments
- Companies
- Clubs and Associations
- Credit Unions
- Student Unions
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WHY - use a Hybrid Ballot
or Election:
- When voters are geographically dispersed and may not have access to Internet
- Voters may be cautious of change and processes
- Voting is non-compulsory so convenience is critical to maximize participation rates by offering a choice
- Reduce costs of postage (depending on communications methods) and usage of paper materials
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WHERE - Hybrid Ballot or Elections are commonly used in the
following situations:
- Transition to full electronic voting by providing an electronic voting experience
- Previous participation has been low
- Appeals to a wider generational group by providing a coice
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Hybrid Postal and Internet Ballot
The below is an example of a Board of Directors style Election and Secret Ballot process. The exact flow will vary in accordance with the type of project and Constitution, Legislation or Election rules.
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Post
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• Election Consulting Group receive a "Certified" True and Accurate Database
• System generates a “unique” Personal Access Code |
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• Election Consulting Group Returning Officer prepares artwork for Paper Ballot and on-line in accordance with Constitution, Legislation and Election Rules
• Print and dispatch voting instructions by mail |
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Voter
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Voter is identified using a minimum of 2 forms of identification either;
Employee payroll number, Member Number, Name or Date of Birth,
and a "unique" Personal Access Code |
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The voter receives the Ballot instructions with Personal Access Codes by Post and/or by email before the Ballot opens |
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Internet
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• Election Consulting Group receives a "Certified" True and Accurate Database
• Data is checked for duplication or other erroneous data
• System generates a “unique” Personal Access Code |
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• System set up in accordance with Election or Rules and Constitution and tested
• Print and dispatch voting instructions by email |
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Voter makes the decision to vote by Paper or on-line
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• Voter receives Ballot Pack, decides to vote by Post and follows instructions
• Voter places return envelope in post |
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Election consulting Group receives returned envelopes. The Returning Officer reconciles mail log, and batch logs with databases on daily basis |
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• Returning Officer commences preliminary scrutiny and mark back process of Postal Votes in accordance with Election rules
• The first Ballot received either by Post or Internet is accepted and voter is marked off the roll |
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• At the Election Closing time, the Post Box is checked and the returned Ballot packs are counted and batched
• The counting process commences using procedures to ensure the voters identity is kept “secret”
• Depending on the count methodology, manual or scanning of the Ballot Papers, it may take additional days before an interim result can be provided to the client |
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Returning Officer merges and uploads Postal count details with Internet system and verifies results |
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The Election Consulting Group's Returning Officer provides a final certification of the count and a full report |
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Returning Officer attendance at AGM if required |
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• Log onto SECURE Website by clicking onto an email hyperlink or by typing URL into browser
• System confirms details and identifies if the voter has previously voted and provides access to electronic Ballot Paper and Candidate Statement |
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• Voter selects choice by following on-line instructions, keying in a number or cross in box(s) provided.
• System asks voter to confirm selection(s) and advises voter of any omissions or errors
• The voter is asked to click on "submit" button |
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• System accepts the vote selection and consumes the “unique” Personal Access Code on database, and identifies voter as already voted to prevent further access to the system
• System sends voter a confirmation "thank-you for voting" screen as the confirmation that the ballot has been received and accepted |
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• A separation of voter and vote into two separate databases results in a secure and anonymous ballot
• Once the Personal Access Code is consumed the voter can only vote once |
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System automatically opens and closes Ballot election at predetermined published times |
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• The Election Consulting Group's Returning Officer generates reports and combines with the Postal count
• A final certification of the count and a full report is provided after the Postal count has been completed |
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