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 employee 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 or” 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 this 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 caste a vote via the Internet and “unique” Personal Access Codes.

The Election Consulting Group Consultant will outline the methods available and discuss the essential pro’s and con’s 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 has been listed as and 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 as it is considered Best Practice by the Australian Electoral Commission (AEC).

 

Hybrid Postal and Internet Ballot

The below is an example of process flow only.  The exact flow will vary in accordance with the type of project and Constitution, Legislation or Election rules.

Post

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

• System generates a “unique” Personal Access Code

 

• 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 email or combination of mail

 

• Voter receives Ballot Pack, decides to vote by Post and follows instructions

• Voter places return envelope in post

 

Election consulting Group receives returned envelopes  records and batches

 

 

Returning Officer commences preliminary scrutiny and mark back process( if rules allow)

 

• Returning Officer reconciles mail log, and batch log with databases on daily basis

• First Ballot received either by Post or Internet  is accepted  and voter is marked off the roll

• On Election or Ballot close Ballot Paper  are removed from  Receive acknowledgement from Internet voting system confirming receipt of vote Voter receives acknowledgement from Internet voting system confirming receipt of vote

• Ballot Paper envelopes and counting process commences

 

Returning Officer merges and uploads Postal count details with Internet  system and verifies results

 

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

Returning Officer attendance at AGM if required

 

Voter

2

• 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

 

• Receives Ballot instructions with Personal Access Codes by Post or email before the Ballot opens

• Voter makes the decision to vote by Paper or on-line

 

Log onto SECURE Website by clicking onto an email hyperlink or by typing URL into browser

 

 

• Provide authentication details by typing them into Log-in page and pressing enter. Read on-line instructions and view Ballot Paper

• Click onto Candidate name to view testimonial or statement

 

Voter selects choice by following on-line instructions, keying in a number or cross in box provided

 

Review completed Ballot Paper and make the amendments or corrects errors if necessary

 

Receive acknowledgement from Internet voting system confirming receipt of vote Voter receives acknowledgement from Internet voting system confirming receipt of vote

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

 

Internet

2

• Election Consulting Group receive a "Certified" True and Accurate Database.  Data is checked for duplication or other erroneous data

• System generates a “unique” Personal Access Code

 

• System set up in accordance with Election or Rules and Constitution and tested

• Election Consulting Group Returning Officer prepares artwork for Paper Ballot and on-line in accordance with Constitution, Legislation and Election Rules

 

• Confirm /authenticate details and provides access to electronic Ballot

• System confirms details and provides access to electronic Ballot Paper and Candidate Statement

 

• System asks voter to confirm selections(s) and advises voter of any omissions or errors

• The voter is asked to click on "submit" button

 

Accept vote selection and consume “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"  the ballot has been received and accepted

• Internet voting is open 24/7, however, when Postal voting is included the Ballot Opening times must extend to minimum, of 10 - 14 days or longer as prescribed in the Election Rules

 

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

 

System automatically opens and closes Ballot election at predetermined published times

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



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