About The

Electoral
Commission
Module 1
 Table of

CONTENTS
FOREWORD BY THE CHIEF ELECTORAL OFFICER ..................................................................... 4
INTRODUCTION TO THE MODULE ................................................................................................. 5
AIM OF THE MODULE ...................................................................................................................... 5
OBJECTIVES .................................................................................................................................... 5
ICONS ............................................................................................................................................... 6
ACRONYMS ...................................................................................................................................... 6
GLOSSARY OF TERMS .................................................................................................................... 7

Unit 1: INTRODUCTION TO THE ELECTORAL COMMISSION 9

1.1 INTRODUCTION ................................................................................................................ 10

1.2 MANDATE OF THE ELECTORAL COMMISSION ............................................................. 10
1.3 THE STRUCTURE OF THE IEC LOCAL OFFICE ............................................................. 11
1.4 VISION ............................................................................................................................... 12
1.5 MISSION ............................................................................................................................ 12
1.6 VALUES OF THE ELECTORAL COMMISSION ................................................................. 12
1.7 PERFORMANCE MEASURES .......................................................................................... 13
CODE OF ETHICS AND CUSTOMER SERVICE PLEDGE POSTER ........................... 14

Unit 2: LEGISLATIVE FRAMEWORK 15

2.1 INTRODUCTION ................................................................................................................ 16

2.1.1 The distinction between an Act and a Regulation ............................................................... 16
2.1.2 How to refer to Legislation .................................................................................................. 17
2.2 LEGISLATION RELATING TO THE ROLE OF THE ELECTORAL OFFICER..................... 18
2.2.1 Electoral Act, 1998 (Act No 73 of 1998) .............................................................................. 18
2.2.2 Local Government: Municipal Electoral Act, 2000 (Act No 27 of 2000) ............................... 19
2.3. ELECTORAL SYSTEMS ..................................................................................................... 20

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 2.3.1 What is an electoral system? .............................................................................................. 20
2.3.2 Proportional Representation (PR) ...................................................................................... 20
2.3.3 Independent Candidates ..................................................................................................... 21
2.3.4 How the PR system works? ................................................................................................ 21
2.3.5 First Past the Post (FPTP)/ Majoritarian System ................................................................. 21
2.3.6 How the FPTP system works? ............................................................................................ 21

Unit 3: THE ELECTION CYCLE 22

3.1. INTRODUCTION ................................................................................................................ 23

3.2. ELECTION CYCLE ............................................................................................................. 23
3.2.1 Pre-Electoral Period: The Electoral officer will perform the following activities ....................... 24
3.2.2 Electoral Period: The Electoral officer will perform the following activities: ............................. 24
3.2.3 Post-Electoral Period: The Electoral officer will undergo a performance assessment ........... 24

Unit 4: ADMINISTRATION MANAGEMENT 25

4.1. INTRODUCTION ................................................................................................................ 26

4.2. STAFF RECRUITMENT AND PAYMENT ........................................................................... 26
4.3. DIARY COMPLETION ........................................................................................................ 27
4.4. SUSPENSION AND DISCIPLINE PROCESS ..................................................................... 28
4.4.1 Suspension Process ........................................................................................................... 28
4.4.2 Disciplinary Process ............................................................................................................ 29

CONTACT DETAILS 30

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 FOREWORD BYTHE
CHIEF ELECTORAL
OFFICER
It is a great pleasure to welcome you to the Electoral Commission. Your decision to be a part of the Electoral Commission
and play a critical role in ensuring that electoral democracy in our country is deepened is appreciated.

As an officer of the Electoral Commission you will be required to ensure that you perform your duties in a professional
and impartial manner at all times. Your performance and conduct is inextricably connected to the institutional mandate
to conduct free, fair and credible elections. You will be provided with training that will equip you with the knowledge and
skills required to do your job. To contextualize your role, an overview of the Electoral Commission will be provided as
with an explanation of the key functional responsibilities constitutive of your role.

This training module is also designed to assist you to understand the legislative framework that guides the operations
of the Electoral Commission. Furthermore, an explanation of the South African electoral system, our organizational
values and importance of proper planning in the management of elections will be some of the key learning outcomes.

It is my fervent hope that after this training you will have a better understanding of the mandate of the Electoral
Commission, the responsibilities inherent in your role. And so enabled, that you become more resolute in your
commitment to electoral democracy and play a vital role in the realization of the mandate of the Electoral Commission.

In concluding, the Electoral Commission appeals to you to abide by all relevant laws, regulations and procedures. If we
do so, we stand to succeed in discharging our responsibilities with due impartiality.

Once more, we say welcome to all. Enjoy your training!

Sy Mamabolo
Electoral Commission (IEC)
Riverside Office Park
1303 Heuwel Avenue
Centurion, 0157

Private Bag X112

Centurion, 0046
South Africa
Email: iec@[Link]
Website: [Link]

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 INTRODUCTION TO THE MODULE
This module provides an introduction to the establishment and work of the Electoral
Commission. It focuses on the:

a. Constitutional and legislative mandate of the Electoral Commission.

b. Legislative framework that guides the operations of the Electoral Commission.
c. South African electoral system.
d. Values and structure of the Electoral Commission.
e. Key elements of an election cycle.
f. Proper administration of the voting station.

AIM OF THE MODULE

The purpose of this module is to provide a brief overview of the Electoral Commission and its
mandate as espoused by Chapter 9 of the Constitution of the Republic of South Africa, 1996.

OBJECTIVES
This module is intended to:

a. Introduce participants to the Electoral Commission.

b. Give participants an understanding of the legislation that governs the management of
elections.
c. Give participants insight into the context in which they will operate.
d. Provide participants with administrative knowledge and skills for effective and efficient
operation at a voting station.

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 ICONS
The following icons are meant to direct the user:

Reference to Important Learning

Legislation Outcomes

ACRONYMS

AM Area Manager
CEO Chief Electoral Officer
DPO Deputy Presiding Officer
ESS Electoral Staff System
FPTP First Past The Post
ID Identity Document
IEC Independent Electoral Commission (also known as The Electoral Commission)
LEPO Local Electoral Project Officer
LGE Local Government Elections
NPE National and Provincial Elections
PO Presiding Officer
PR Proportional Representation
RSA Republic of South Africa
SV Special Vote
VD Voting District
VMD Voter Management Device
VS Voting Station

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 GLOSSARY OF TERMS
Agents A person(s) usually a member of a political party/independent
candidate nominated to observe the registration, voting, and
counting processes.
Citizen A person in South Africa who is recognised or granted
citizenship based on either birth or naturalization.
Constituency A constituency is a geographically defined area in which
voters elect a representative(s) to a legislative body such as
a parliament in National Elections/Provincial legislature as
well as wards in Local Government Elections. Constituencies
are also known as electoral districts.
Electorate All the people of a country who have the right to vote.
Electoral Cycle All periods of the electoral process during which activities
are carried out in the pre-election, election, and post-election
periods.
Electoral Officer Any person who has been appointed to work within a voting
station according to the Electoral Act.
Election Timetable A timetable that indicates all the planned activities including
their timeframes to operationalise them to deliver an election
that is free, fair and credible.
Local Government Elections An election ofa municipal council where elected representatives
are directly responsible for their constituencies, meaning
people who have elected them to power.

Local Government Elections in South Africa follow a mixed

system or hybrid system. This is a combination of the ‘winner
takes all’ and proportional representation systems.
National and Provincial Elections An election is held with the purpose of electing representatives
for both the national assembly and the provincial assembly.
The elected representatives are accountable to their
constituencies.

However, there are other electoral systems that require

successful candidates to receive a minimum percentage of
the total vote. One such example is the party list in the
proportional representation system where the seats won by a
party in a legislature are proportional to their total share of the
vote.
Presiding Officer A presiding officer is appointed to coordinate and supervise
the voting at a voting station to ensure that the election
at the voting station is free and fair. Also referred to as a
Registration Supervisor during voter registration.

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 Stakeholder Any person, non-governmental organisation, faith-based
organisations, civil society organisation, business formations
of different operations, and all the country’s citizens who may
be affected by electoral processes and procedures, or have
an interest in democracy, politics and governance.
Voting District A geographic area used by the Electoral Commission to
administer elections. A voting district is serviced by a single
voting station.
Voting Station A facility designated by the Chief Electoral Officer where voter
registration, voting and counting activities are undertaken.
Ideally, registration, voting and counting take place at the
same venue, but there are exceptions to the rule.
Voter A citizen of a country who has given his/ her personal
particulars to the Electoral Commission to indicate his/ her
desire to participate in their country’s elections. They want to
have a say in who and how their country must be governed.
The person must be 18 years or older to vote but may register
as a voter at the age of 16 years or older.
Voters’ Roll The National Common Voters’ roll is a record of all people
who have applied to register to vote with the Electoral
Commission, which is divided into the verified section and
rejected section.

A. Verified section- contains the names of all eligible voters

who qualify to vote; and includes a voter’s full names, ID
number and address details.
B. Rejected section- consists of rejected voters (i.e. voters
who are not allowed to vote) owing to being under the age
of 18 years, or listed as deceased or recorded as not being
listed on the national population register, managed
by the Department of Home Affairs.
Ward A geographic area comprised of one or more voting districts.
In a local municipality, each voter will receive a ballot for their
ward with the names of the ward candidates. Ward candidates
may stand as representatives of parties or as independents,
the candidate with the highest number of votes will win the
seat of the ward.

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Unit 1
INTRODUCTION TO THE ELECTORAL
COMMISSION

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 Learning Outcomes
At the end of this unit, participants must be able to:
a. Understand the mandate of the Electoral Commission.
b. Understand where the Electoral officers fit into the structure of the Electoral
Commission.
c. Interpret and practice organisational values and code of ethics at all times.

1.1 INTRODUCTION

The Electoral Commission (IEC) is established in terms of Chapter 9 of the Constitution of the
Republic of South Africa, 1996. The Commission is independent of government, accountable
to Parliament and subject only to the Constitution and the Electoral Commission Act, 1996 and
Regulations. In performing its functions and duties, the Commission do so without fear, favour or
prejudice in an impartial manner at all times.

The Electoral Commission is led by a Commission. The Commission in turn appoints a Chief
Electoral Officer, who is the head of administration.

The Electoral Commission is impartial and only accounts to

Parliament
Important

1.2 MANDATE OF THE ELECTORAL COMMISSION

The mandate of the Electoral Commission is provided for in section 190 of the Constitution of
the Republic of South Africa, 1996, as follows:

The Electoral Commission must:

a. manage elections of national, provincial and municipal legislative bodies in accordance with
national legislation;
b. ensure that those elections are free and fair; and
c. declare the results of those elections within a period that must be prescribed by national
legislation and that is as short as reasonably possible.

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 1.3 THE STRUCTURE OF THE IEC LOCAL OFFICE

Figure 1: The Structure of the IEC Local Office

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 1.4 VISION

To be a pre-eminent leader in electoral democracy.

1.5 MISSION

The Electoral Commission is an independent constitutional body, which manages free and fair
elections of legislative bodies and ensures that those elections are free and fair through the
participation of citizens, political parties/ independent candidates, and civil society in order to
strengthen electoral democracy.

1.6 VALUES OF THE ELECTORAL COMMISSION

To enable the Electoral Commission to serve the needs of stakeholders, including the electorate,
political parties/ independent candidates, the media and all staff, subscribe to the following
organisational values:

a. Impartiality – to act free of favour.

b. Integrity – the quality of being honest and having strong moral principles.
c. Accountability – to take responsibility for one’s actions.
d. Transparency – invite trust by revealing that one has nothing to hide.
e. Responsiveness – the quality of reacting quickly and positively.

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 1.7 PERFORMANCE MEASURES

Value Definition Expected Outcome

Impartiality To act free of favour, bias  Must not be an office bearer
and prejudice of a political party, have been
a candidate or an agent in the
last 5 years.
 Be consistent in decision-
making.
Integrity The quality of being honest  Carry out your duties in an
and having moral principles honest, fair and unbiased
manner.
Accountability Taking responsibility for  Management of voting
one’s actions station, staff and resources.
 Completing all administrative
tasks.
Transparency Earn trust by revealing that  Briefing agents and
one has nothing to hide stakeholders on Registration,
Special Voting, Voting and
Counting processes.
 Allow observers and agents
to view legislated processes
and provide assistance to
certain voters.
Responsiveness The quality of acting quickly  Act quickly and positively to
and positively any queries, complaints, or
objections received during
the course of the voting
process.

As an Electoral officer, you are expected to perform all duties assigned to you thoroughly,
systematically, and with due care and attention according to the law and set values.

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 Electoral officers should append their signatures on the Code of
Ethics and Customer Service Pledge poster and paste it on the wall.
Important

ELECTORAL COMMISSION
CODE OF ETHICS AND
CUSTOMER SERVICE PLEDGE
The purpose of this Code is threefold. First, it provides the broad principles and values to which all electoral staff must
subscribe. Secondly, it provides rules for electoral staff to use in many of the situations that they might encounter.
Finally, this Code is meant to serve as the foundation for the ethical work standards of staff of the Electoral Commission of
South Africa.

THE FOUR ETHICAL PRINCIPLES

1
RESPECT FOR THE RIGHTS AND DIGNITY OF THE VOTER
• All voters will be treated equally with dignity and respect and the voter’s right to confidentiality and secrecy will
be ensured.
• Respect will also be accorded to voters’ cultural and individual differences, including those due to age, gender,
race, disability and religion.
• No voter will be treated unfairly or discriminated against for whatever reason.
• All voters will be welcomed in a friendly, warm and courteous manner upon arrival.
• Voters with special needs, such as disability, advanced age and medical condition, will be given first preference.

2
COMPETENCE
• Upon entering the station, a voter will be directed to the appropriate work station as soon as possible and should
be assisted in not more than 5 minutes.
• Electoral staff will maintain high standards of competence in their work and will develop their work skills and
ethical awareness on an ongoing basis.

3
RESPONSIBILITY
• Electoral staff will aspire to act in a trustworthy and reputable manner towards all voters and political parties.
They will uphold standards of ethical conduct that reflect well on them as well as the Electoral Commission. They
will act appropriately to resolve problems and complaints. In keeping with this, they will listen empathetically to
complaints and act on them promptly.

4
INTEGRITY
• Electoral staff will carry out their duties in an honest, fair and unbiased manner to
ensure that their work is transparent and impartial. They will treat all voters in a fair, open
and professional manner and take action against any unethical conduct displayed by
colleagues.

Figure 2: Code of Ethics and Customer Service Pledge Poster

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Unit 2
LEGISLATIVE FRAMEWORK

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 Learning Outcomes
At the end of this unit, participants must be able to:

a. Demonstrate an understanding of the legislation that is relevant to the

Electoral Commission in the process of conducting elections.
b. Apply relevant legislation in the execution of duties by Electoral officers.
c. Distinguish between the Proportional Representation and Majoritarian
electoral systems.

2.1 INTRODUCTION

South Africa is a constitutional democracy; the Constitution of the Republic of South Africa (RSA)
is the supreme law. National legislation and Acts determine how elections should be conducted
and the role of the Electoral officer.

The Electoral Commission must uphold the legal principles as contained in the Constitution and
National Legislation. It is these principles/ provisions that we will be held accountable against.
The Electoral officer as a representative of the CEO must ensure that all processes are within the
legislative framework. All Electoral officers must abide by the code of conduct of the Electoral
Commission.

2.1.1 The distinction between an Act and a Regulation

An Act is a law enacted as primary legislation by Parliament. Before it is passed it is a “Bill”. Once
it is passed and signed by the President, it becomes an “Act”.

A regulation prescribes how the Act should be applied.

AN EXAMPLE OF THE DIFFERENCE BETWEEN AN ACT AND A

REGULATION
Important

Chapter 2 of the Electoral Act provides us with the requirements for registration as well as the
compilation of the voters’ roll and objections.
The Regulations Concerning the Registration of Voters prescribes how we should go about
the registration and objection processes.

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2.1.2 How to refer to Legislation

Refer to legislation

CHAPTER 2

REGISTRATION OF VOTERS, AND VOTERS’ ROLL (ss 5-16)

SECTION

5 National common voters’ roll

The chief electoral officer must compile and maintain a national common voters’ roll.

SUBSECTION

6 Persons who may apply for registration as voter

(1) Any South African citizen in possession of an identity document may apply for registration as a
voter: Provided that where that citizen is ordinarily resident outside the Republic, he or she must in
addition to the identity document produce a valid South African passport.
Figure 3: Legislative References for Registration

CHAPTER 4

ELECTIONS (SS 35-57A)

Part 1
Voting (ss 35-45)
SECTION

35 Officers at voting stations

On voting day each voting station must be staffed by-
(a) the presiding officer appointed for that voting station, who may exercise the powers and
must perform the duties assigned to a presiding officer by or under this
Act; and

SUBSECTION

(b) the voting officers appointed for that voting station, who may exercise the powers
and must perform the duties assigned to a voting officer by or under this Act.
Figure 4: Legislative References for Elections

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 2.2 LEGISLATION RELATING TO THE ROLE OF THE ELECTORAL OFFICER

2.2.1 Electoral Act, 1998 (Act No 73 of 1998)

KEY CHAPTERS KEY SECTIONS

CHAPTER 1 Sections
1. Definitions
Interpretation, Application and
2. Interpretation of this Act
Administration of Act
3. Application of Act
4. Administration of this Act
CHAPTER 2 Sections
Registration of Voters, and 5. National common voters’ roll

Voters’ Roll 6. Persons who may apply for registration as voter

7. Applications for registration as voter
8. Registration
CHAPTER 3 Sections
17. Proclamation of elections of National Assembly
Proclamation of and preparation for
18. Proclamation of elections of provincial legislatures
elections
20. Election timetables
24. Voters’ roll for election
24A. Voting in voting district where not registered
33. Special votes in election for National Assembly
CHAPTER 4 Sections
Elections 35. Officers at voting stations

36. Hours of voting

37. Initial procedures

38. Voting procedure

39. Assistance to certain voters

40. Issue of new ballot papers

41. Objections concerning voting

42. Sealing of full ballot boxes

43. Completion of form and sealing of voting materials
44. Mobile voting stations
47. Counting of votes and determination of provincial results

48. Objections concerning sorting of ballot papers

49. Objections concerning counting of votes and determination of provisional results

52. Verification procedure

53. Objections concerning verification procedure
CHAPTER 5 Sections
Agents 58. Appointment of agents
59. Powers and duties of agents

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 2.2.2 Local Government: Municipal Electoral Act, 2000 (Act No 27 of 2000)

KEY CHAPTERS KEY SECTIONS

CHAPTER 1 Sections
Interpretation, Application and Ad- 1. Definitions
ministration of Act 2. Interpretation of this Act
4. Administration of this Act
CHAPTER 2 Sections
Voters’ Roll and 5. National common voters’ roll to apply to municipal elections
6. Segments of voters’ roll to be used in election
Election Date
7. Who may vote

CHAPTER 3 Sections
Preparations for Election 11. Election timetable
26. Voting Materials
28. Powers and duties of presiding officers
30. Powers and duties of voting officers
32. Powers and duties of counting officers
34. Powers and duties of counters
36. Powers and duties of additional persons
39. Appointment of agents
40. Powers and duties of agents and candidates within voting station
CHAPTER 4 Sections
Observers and Voter 41. Accreditation of observers
42. Powers and duties of accredited observers
Education Providers
43. Accreditation of persons providing voter education

CHAPTER 5 Sections
Voting 44. Officer at the voting stations
45. Hours of voting
46. Initial procedures
47. Voting procedure
48. Assistance to certain voters
49. Issue of new ballot papers
50. Marking of Hand
51. Objections concerning voting
52. Sealing of ballot boxes
53. Completion of ballot paper statement and sealing of voting materials
54. Voting procedure for mobile voting stations
55. Special Votes
CHAPTER 6 Sections
Counting 56. Commencement of counting procedures
57. Place and time of counting of votes
58. Verification procedure
59. Objections and appeals concerning verification
60. Counting of votes
61. Rejection of ballot papers
62. Objections concerning sorting of ballot papers and counting of votes
63. Procedure concerning results and voting materials
64. Determination and declaration of result of election
65. Objections material to result of election

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 2.3 ELECTORAL SYSTEMS

2.3.1 What is an electoral system?

A system used to manage the expression of choice exercised by voters in an

understandable and effective way is called an electoral system.
An electoral system or voting system is a set of rules that determine how elections and
referendums are conducted and how their results are determined.
An electoral system can loosely be defined as a set of rules that govern how elections are
conducted and how the results are interpreted.

[Link] Different countries use various electoral systems and the two most common are
Proportional Representation and First Past the Post/Majoritarian System.
[Link] An electoral system as in the case of the municipal elections in South Africa may
contain a mix of both Proportional Representation and First Past the Post (FPTP)/
Majoritarian characteristics.

The Constitution of the Republic of South Africa, sections 46 and 105, provide that the National
Assembly and Provincial Legislatures be elected on a Proportional Representation System while
section 157 provides that the Municipal Councils be elected on Constituencies Based / FPTP and
Proportional Representation Systems, provided that the municipality has wards. If the municipality
does not have wards (district municipalities), only Proportional Representation will be applied.

2.3.2 Proportional Representation (PR)

The Proportional Representation (PR) system has been used in South Africa since the 1994
democratic elections. This system embraces diversity as it encourages the representation of
minorities.

a. Proportional representation is an electoral system in which parties/ independent candidates

gain seats in proportion to the number of votes they received during the election.
b. Proportional representation provides minority groups a measure of representation
proportionate to the number of votes cast for them.

South Africa uses a closed list PR system for Political parties; this means that parties provide lists
of candidates in their order of preference. If one candidate withdraws, the next candidate on the
list takes over. This system results in parties receiving seat allocation in the national and provincial
legislature or municipal council according to the number of votes that they receive during the
election.

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 2.3.3 Independent Candidates

Independent candidates may contest elections at the National, Provincial, and Local government
levels with the following provision:

a. In the National election they only contest the regional ballot and the regional seats associated
with it on a proportional representation calculation.
b. In the election for the Provincial Legislature they contest for a seat alongside parties on a PR
basis.
c. In Local Government elections they contest the ward component of the election which is based
on FPTP.

2.3.4 How the PR system works?

a. The PR system awards seats to political parties according to the percentage of votes each
party received, and to Independents, who only qualify for a single seat.
b. Political parties submit lists with candidates in order of preference to the Electoral Commission.
c. Candidates are elected from the party lists and allocated seats on a sequential basis. That is,
if one candidate withdraws the next candidate on the list takes over.
d. On a national and provincial election day, voters vote for the political party or independents
of their choice.
e. The system allows for the representation of minorities.
f. A Party representative may have been elected by voters who are not in his/ her constituency.

2.3.5 First Past the Post (FPTP)/ Majoritarian System

The FPTP or Majoritarian system is a system in which a candidate who receives the highest
number of votes wins the election (“winner takes all”). The system is used in South Africa when
ward councilors are elected during Local Government Elections (LGE) as well as in a by-election.

2.3.6 How the FPTP system works?

a. The system is based on a constituency system, such as wards in Local Government Elections
in South Africa, with individual contestants competing for public office to represent voters living
in that specific ward.
b. FPTP awards a seat to the individual candidate who receives the most votes in an election.
c. The elected representatives are accountable to the people who voted for them.
d. Voters whose candidates have lost an election are not represented in a legislature/ council.
This does not mean that their needs will not be provided for.

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 Unit 3
THE ELECTION CYCLE

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 Learning Outcomes
At the end of this unit, participants must be able to:
a. Understand activities related to the pre-electoral, electoral, and
post-electoral period.
b. Display acceptable conduct as electoral officers.

3.1 INTRODUCTION

The objective of this unit is to guide staff at the voting station and assist them to perform their
duties with increased efficiency, effectiveness and professionalism. The Electoral Commission
has confidence in you as an election staff member to carry out your role with integrity to serve the
South African nation. Electoral staff members are entrusted with the responsibility by executing
their roles in line with the law (electoral prescripts) and serving the South African nation with
integrity, diligence and without fear or favour.

3.2 ELECTION CYCLE

The diagram below is an example of an Election Cycle and it indicates the activities within the
various electoral stages. It also gives an indication of where the Electoral officers feature and how
they contribute towards free and fair elections.

Presiding Officer:
a. Complete e-Learning
and attend contact
institutional strengthening &
professional development budget & funding training sessions.
PLANNING b. Registration of
STRATEGY logistics & security
networking
recruitment
procurement
voters.
voter register update

electoral system &

TRAINING c. Supervisory role
develop procedures operational training for
boundaries
electoral officials (manage station,
The Electoral
REFORM INFORMATION staff, stakeholders)
Officer will legal reform
proposals archiving & research
voter & civil education stakeholder liaison

undergo a observer accreditation

REVIEW REGISTRATION
performance audits & evaluations
Presiding Officer:
party registration
assessment. complaints & appeals
results
candidates voter registration a. Voting (Special votes
NOMINATION and Election Day).
results tabulation codes of conduct

RESULTS print & distribute

ballot papers
media access b. Counting and
campaign coordination determination of
VOTING CAMPAIGN results.
special & external voting dispute resolution
c. Rollback of material.
d. Supervisory role
(manage station,
staff, stakeholders).
e. Voting station
administration
(attendance registers,
Figure 5: International IDEA cycle diary completion).
f. Objections at the
voting station.

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 3.2.1 Pre-Electoral Period: The Electoral officer will perform the following activities:

a. Complete e-Learning and attend contact training sessions.

b. Registration of voters.
c. Supervisory role (manage station, staff, stakeholders).

3.2.2 Electoral Period: The Electoral officer will perform the following activities:

a. Voting (Special votes and Election Day).

b. Counting and determination of results.
c. Rollback of material.
d. Supervisory role (manage station, staff, stakeholders).
e. Voting station administration (attendance registers, diary completion).
f. Objections at the voting station.

3.2.3 Post-Electoral Period: The Electoral officer will undergo a performance assessment.

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 Unit 4
ADMINISTRATION MANAGEMENT

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 Learning Outcomes
At the end of this unit, participants must be able to:
a. Understand the importance of performing administrative duties efficiently.

4.1 INTRODUCTION

One of the major roles of a Presiding Officer is to perform administrative duties at a voting station.
Non-adherence to procedures and incomplete documentation, ultimately increases the
organisation’s risk of non-compliance resulting in adverse audit findings. Failure to perform
this administrative function adequately may lead to:
a. Incorrect appointment;
b. Incorrect or late payment;
c. Non-payment; and
d. Adverse audit findings detrimental to the image of the Electoral Commission.

4.2 STAFF RECRUITMENT AND PAYMENT

The table below indicates the roles and responsibilities of all staff involved.
LOCAL ELECTORAL
ACTIVITY PRESIDING OFFICER AREA MANAGER
PROJECT OFFICER
Attendance a. Ensure the VS has a. Ensure that all attendance a. Print and dispatch
Register the correct attendance registers are duly signed. attendance registers
register in hard copy and for all voting stations.
available on the VMD.

b. Ensure that all staff b. Ensure that training days b. Verify if all sections
who attended training are correctly signed on of the attendance
correctly signs the ESS the register. register are completed
attendance register. and duly signed off.

c. Ensure that all staff who c. Ensure that working days c. Capture any replacement
have worked correctly are correctly signed on staff on the ESS.
sign the register, including the register.
the Presiding Officer.

d. Ensure that all IDs of d. Confirm if staff attendance d. Upload VMD attendance
VS staff, including the for training and work has registers scanned offline.
Presiding Officer, have been scanned with the
been scanned with the VMD.
VMD, in staff attendance
mode, for training and
work events.
e. Deliver all documentation e. Scan and file copies
to the office and voting of the completed
stations. attendance registers as
per the payment plan.

f. Ensure that all

attendance registers
are duly signed and
uploaded onto the ESS.

Pg | 26 About the Electoral Commission Module 1

 LOCAL ELECTORAL
ACTIVITY PRESIDING OFFICER AREA MANAGER
PROJECT OFFICER
Staff a. Report staff shortages to a. Inform the IEC local office a. Print and dispatch blank
Replacement the AM and request of staff shortages and contracts and application
replacements or additional obtain approval for forms for staff
staff. replacements replacements
or additional staff. for all voting stations.

b. Ensure replacement staff b. Ensure that the b. Provide approval for any
meet the following basic replacements staff have staff replacements or
requirements: provided the necessary additional staff.
i. Must be 18 years or documents:
older; i. Application form;
ii. Must be a SA citizen; ii. Copy of ID;
iii. Must be a registered iii. Proof of banking details;
voter. iv. SARS letter

c. Ensure that the replacement c. Signed replacement c. Verify replacement staff

staff contract. details.
completes and signs
the application form, blank
contract, and attendance
register OR

d. Capture the replacement d. Signed attendance d. Ensure that all

person on the VMD and register. documentation is
ensure the necessary received from the Area
contract is issued and Manager.
electronically signed.

e. Submit all replacement e. Capture replacement

documents to the office. staff on ESS where the
VMD was not used.

f. Ensure the replacement f. Scan the IDs of all the

person is captured on the replacement
VMD and the necessary staff with the VMD.
contract is issued and
electronically signed.
g. File replacement staff
documents according to
the payment plan.

4.3 DIARY COMPLETION

The Presiding Officer is responsible for the completion of diaries which provides a record of events
at your voting station. Presiding officers are supposed to complete the relevant sections and any
additional information which is important or worth noting. If properly completed it should assist in
conducting the event in a manner conducive to free and fair elections.

At the end of the day, diaries must be submitted together with other
materials to the IEC local office.
Important

About the Electoral Commission Module 1 Pg | 27

 4.4 SUSPENSION AND DISCIPLINE PROCESS

In terms of section 82(2) of the Electoral Act, 73 of 1998, an officer exercises the powers and
performs the duties conferred on or assigned to that officer subject to the directions, control and
disciplinary authority of the CEO (or delegated authority).

An officer may be removed by the CEO (or delegated authority) on account of –

a. misconduct, incompetence or incapacity;
b. absence from duty without leave of the CEO;
c. bias;
d. a material contravention of section 82 of the Electoral Act, 73 of 1998;
e. a material contravention of the declaration of secrecy; or
f. any other consideration related to free and fair elections (Clause 82(9) of the Electoral Act,
73 of 1998 (as amended)).

No appeal may be brought against a decision by the CEO to appoint a person as an officer, or to
remove an officer from office (Clause 82(10) of the Electoral Act, 73 of 1998 (as amended)).

Should a real need arise for an officer to be removed from duty, such officer may be suspended,
followed by a timeous disciplinary hearing.

4.4.1 Suspension Process

Given the exigent circumstances, tight prescribed electoral event timelines and the nature of
employment, suspension with pay would be justified inter alia under the following circumstances:
a. if the accused is likely to interfere with witnesses;
b. if the accused is likely to tamper with evidence;
c. if the accused is likely to retaliate in some way against the complainant, perhaps with
violence;
d. the seriousness of the offense must be considered;
e. the employer suspects that the alleged offence may be repeated if the accused is allowed
access to the premises; or
f. the employer suspects that the presence of the offender will impact negatively on the
operations / workplace.

The unfair suspension falls within the definition of “Unfair labour practice” as per section 186
(2) (b) of the Labour Relations Act, so management is advised to exercise caution in deciding
whether or not to suspend an employee from duty. If the suspension is for an unreasonably long
period, if it is blatantly grossly unfair, or if there are no real prospects of the matter ever
reaching the disciplinary hearing stage, the employee can refer the matter to the CCMA and seek
reinstatement in his/her employment.

Pg | 28 About the Electoral Commission Module 1

 4.4.2 Disciplinary Process

Step 1: The supervising officer (Presiding Officer, Area Manager, LEPO as the case may be)
01 calls the officer aside and informs him/her of immediate suspension for a specific reason.

02 Step 2: Allow the offender to immediately provide a verbal response.

Step 3: Having considered the response or if there is no response, the supervising officer
03 informs the person that s/he will be contacted by the IEC to allow him/her to present his/her
case either verbally/virtually or face-to-face.

Step 4: The supervising officer allows the officer to collect his/her possessions and accompanies
04 him/her out of the voting station and outer perimeter.

Step 5: The supervising officer reports the incident to the Area Manager/LEPO who in turn
05 must report it immediately to the LEPO/Provincial office.

06 Step 6: The supervising officer records the incident in the Registration/Election Diary.

Step 7: The LEPO arranges a session with the suspended officer as soon as possible on or
07 immediately after the day of the incident.

08 Step 8: The LEPO provides the officer with charges.

09 Step 9:The LEPO informs the officer about his/her rights to be assisted and to call witnesses.

10 Step 10: The LEPO allows the officer to state his/her case.

11 Step 11: The LEPO consults with Labour Relations and makes a recommendation to the PEO.

Step 12:The PEO (as delegated by the CEO) considers the recommendation and makes the
12 final call.

Step 13:A short written report must be submitted by the PEO office to the Labour Relations
13 and/or Compensation sections at national office.

About the Electoral Commission Module 1 Pg | 29

 Election House
Riverside Office Park
1303 Heuwel Avenue
Centurion, 0157
Private Bag X112
Centurion, 0046
South Africa

Tel: 0800 11 8000 (during elections)

info@[Link]
[Link]

@IECSouthAfrica

WhatsApp ‘ ’ to
060 088 0000