Telephone Voting

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Telephone voting is convenient, completely secure, anonymous, and an easy voting option. The voter experience is similar to paying a bill over the telephone. Each voter is issued with a randomly generated Personal Access Code (PAC), which is used to vote once only. The voter calls the Election Consulting Group pre-designated local or toll free number, listens to the voice prompts enters their PAC and continues selections to vote. In countries such as the United Kingdom telephone voting is used for Board of Directors Elections (with limited number of Candidates and First Past the Post count) and Consultative Committee Elections.

Votes are accepted and collated instantly by our partner's telephone system, which allows an organization to reduce their timeline and their voting processes and ultimately receive interim results soon after the ballot close.

Voters use a digital touch telephone, either at the workplace or home, or public telephone, satellite telephone or mobile to vote.

We recommend posting voting instructions with PAC’s to the home or postal address. Alternatively, they can be sent by email. A combination of both postal instructions and email can be used to cover employees that are at work or on leave during the ballot period.

Designated 1300 or 1900 numbers are “free call” numbers from land line, however, calls made from mobile phones will be charged at the employee plan rate and may or may not include free initial connection.

Employees overseas can be provided with a “terminating” 612 number, however unless arranged prior the cost of the call is borne by the employee. The Election Consulting Group engages our partner who have multiple telephone lines to accommodate system demand during the voting period. Technical Help Desk support can be provided either by telephone or email. Client specific Help Desk FAQ’s are developed for the method of voting chosen by the client.

WHAT - Telephone voting for:

YES/NO style of Ballot or referendum
Collective Agreement Ballots
Proxy Voting
Surveys

WHO - Uses:

Government Departments
Companies
Not-for Profit Organisations

WHY - Use Telephone voting:

Voters are geographically dispersed
Time constraints require fast deployment of voting literature and rapid feedback of results
Postal voting is currently utilized and the organization wishes to expedite the process
Voting is non-compulsory so convenience is critical to maximize participation rates
Travel to polling booth is difficult for voters.
Employees or members have not been convinced about the validity of results in the past
Not all employees have access to their own email address or PC

WHERE - Telephone voting is commonly used in the following situations:

Voters are geographically dispersed
Tested over 200km offshore, ship to shore and remote satellite areas
Ideal for large number of voters
When the timeline is short and does not allow for postal voting
Easy for voters on leave who may not have access to internet
Great “hybrid” option when used with Post or Internet voting.
Appeals to all generations as it is the easiest form of electronic voting.
Can be used with SMS for greater voter engagement.

How to vote using the Telephone Collective Agreement Ballot

Voter

Voter is identified using a minimum of 2 forms of identification either;

Employee payroll number, AGS number, Name, Date of Birth

and a "unique" Personal Access Code

Receive Ballot instructions with Personal Access Codes are distributed by mail or email before the Ballot opens

• Voter dials pre designated local or a toll free number and enters authentication and Personal Access Code

• Overseas voters are provided with a “terminating" 612 number

• Listen to greeting and instructions then make selection via telephone key pad

• Press 1 for YES or press 2 for NO

Submit selection

Confirm choice or make an amendment

Submit final vote

Receive acknowledgement from Telephone voting system confirming receipt of vote

Once the Personal Access Code is consumed the voter can only vote once

Telephone

• Election Consulting Group receive a "Certified" True and Accurate Database

• The data is checked for duplication or other erroneous data and uploaded into the system

• The system generates a “unique” Personal Access Code

Artwork and preparation of Instructions with PAC’s are prepared and approved by the client

• System is set up in accordance with Collective Agreement Ballot Rules and tested

• System automatically opens and closes Ballot at predetermined published times

Confirms/authenticates details and provides access to electronic Ballot

System gives voter access to telephone ballot system accepts selection(s)

System asks voter to confirm selections (s)

A separation of voter and vote into two separate databases results in a secure and anonymous ballot

System sends voter a "thank-you for voting" as confirmations that the ballot has been received and accepted

The Election Consulting Group's Returning Officer generates reports and provides an interim result, then final certification of the count and a full report

Processes are fully auditable and hosted on a secure Australian-based site with the high encryption levels


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