Fairfield By-Election 2024 Guidance for candidates and agents

Full Copy of the Register of Electors

Candidates, local constituency parties and registered political Parties are entitled to receive a full copy of the Register of Electors on request and free of charge. Such requests must be made in writing (which can include email) and must:

• specify the document that is required
• state whether the request is made for current documents only or whether it includes a request for the supply of any subsequent documents, such as notices of alteration
• state whether a printed copy of any of the documents is requested instead of the version in data form

A person who qualifies to receive the register as a candidate at an election may make an application for the full register and the register updates for the area they are contesting, including updates to the register on:

• 22 August
• 4 September
• 12 September

This entitlement only applies while they are a candidate. Once the election is over, they are not allowed to have subsequent registers or updates. Copies of the register supplied may only be used for electoral purposes. Once the purpose for which the register has been supplied has expired, the register should be securely destroyed.

Electoral Services will also supply, on written request, electorate totals for a particular electoral area to the eligible recipients set out above.

Absent voting records and lists

Candidates, registered political parties and local constituency parties may request, free of charge, a copy of:

• The current version of the absent voting record which would, in the event of a particular election being called, be included in the absent voting lists to be used at that election
• The current or final version of the absent voting lists for a particular election

There are no restrictions on the number of times that an eligible person may apply for copies of the documents. The information provided may only be used for electoral purposes. Once the purpose for which the register has been supplied has expired, the register should be securely destroyed.

Electoral Services will also supply, on written request, absent vote totals for a particular electoral area to the eligible recipients set out above.

Street Lists

Legislation does not give any entitlement to street lists from the Electoral Register. However, this information can be obtained from high street retailers and online.

Postal Vote Handling

Political campaigners are banned from handling postal votes, except where the postal vote is their own, that of a close family member, or someone they provide regular care for.

A political campaigner is defined in legislation as:

1. a candidate at the election
2. an election agent of a candidate at the election
3. a sub-agent of an election agent at the election
4. employed or engaged for the purposes of that person's activities as a candidate
5. a member of a registered political party and carries on an activity designed to promote a particular outcome at the election
6. employed or engaged by a registered political party in connection with the party's political activities
7. employed or engaged by a person within points (1) to (6) to carry on an activity designed to promote a particular outcome at the election
8. employed or engaged by a person within point (7) to carry on an activity designed to promote a particular outcome at the election

If found guilty of handling postal votes as a campaigner, a person could face a fine and/or imprisonment up to two years.

A person will not be permitted to hand in more than five postal ballot packs for other electors plus their own. This applies to postal ballot packs handed in at a polling station or at Council Offices. If a person hands in more than five postal ballot packs for other electors, all the postal votes (other than their own) will be rejected. If there is reason to suspect that a person has already handed in the maximum number of postal votes on any previous occasion at the election, any subsequent postal votes handed in will be rejected.

Anyone handing in postal votes will need to complete a 'return of postal voting documents' form. If the form is not completed, the postal vote(s) will be rejected. Postal votes will be rejected if they are posted through the Council's letterbox or "left behind" at a polling station or to an authorised officer at the Council Office (Municipal Buildings, Church Road, Stockton-on-Tees).

The secrecy requirements which apply at a polling station are being extended to postal and proxy votes. It will be an offence to try to find out how someone has voted when completing their postal vote, or to communicate how a postal or proxy voter has voted. Anyone found guilty of breaching the secrecy requirements could face a fine or imprisonment up to six months.

Registration and Absent Voting

The deadline for registration for these elections is midnight on Tuesday 3 September 2024.

Applications to register can be made on the Gov.uk website or by calling the electoral helpline on 01642 526196.

Applications for postal votes, and for amendments or cancellations of existing postal and proxy votes must reach the Electoral Registration Officer by no later than 5pm Wednesday 4 September 2024.

Applications to vote by proxy at this election must reach the Electoral Registration Officer by 5pm on Wednesday 11 September 2024.

If after 5pm on Wednesday 11 September, an elector is unable to vote in person, due to a medical emergency, work reasons, photo ID being lost, stolen, damaged or destroyed or not being received if applied for recently, they can appoint an emergency proxy. Applications must reach the Electoral Registration Officer by no later than 5pm on Thursday 19 September 2024.

Electors can also apply to vote by post or proxy. You can find out more about the ways to vote on the Council's website.

or call the electoral helpline on 01642 526196.

Issue of Postal Votes

Postal voting packs will be released to Royal Mail on 6 September 2024.

Replacement of spoilt postal ballot papers

An elector may apply for a replacement if they have spoilt either their ballot paper or their postal voting statement. Applications for a replacement must be made to the Returning Officer at the Council Offices before 5pm on polling day.

All documents must be returned to the Returning Officer regardless of whether or not these have been spoilt including the return envelope 'B' and the ballot paper envelope 'A'. A new postal ballot pack (ballot paper, postal voting statement and relevant envelopes) can then be issued to the elector.

Replacement of lost ballot papers

An elector may apply for a replacement if they have lost their ballot papers. The first day to issue replacements for lost ballot papers is Friday 13 September. Applications for a replacement must be made to the Returning Officer at the Council Offices before 5pm on polling day.

The description 'lost' includes the situation where the voter has lost the ballot paper, in addition to the situation where the voter claims not to have received their postal ballot pack.

In the case where an elector has lost any part of their postal ballot pack, they must return the remaining parts to the Returning Officer when applying for a replacement.

In either case the Returning Officer must be satisfied as to the postal voter's identity and have no reason to doubt that either they have lost or did not receive the original postal ballot pack. Electors will have to attend the council offices in person and provide identification. The recommended approach is one proof of identity with a photograph e.g. passport, driving licence, bus pass, student card or two proofs of identity without a photograph for example council tax bill, allowance/benefits/pension book.

It is common practice for voters to contact the elections office by telephone to enquire about a replacement ballot pack if their postal vote has failed to arrive. Electoral Services will advise about the procedure and what proof of identity the elector will need to produce before a replacement postal ballot pack can be issued.

Postal Vote Opening Sessions

Candidates and Agents are entitled to attend the opening of postal votes in addition to postal voting agents. Postal Voting Agents can be appointed up to the start of each opening session.

Postal Vote Opening Sessions are scheduled to take place in Municipal Buildings, Church Road, Stockton on Tees on:

• 18 September - 9.30am
• 19 September - 9.30am
• 19 September - 8pm

In addition, at the close of poll at 10pm the Returning Officer will make arrangements for a team of staff to open the final postal votes that have been handed in at the polling stations. The final opening session will take place at 10pm.

Polling and Counting Agents

The deadline for appointing Polling Agents and Counting Agents is midnight on Thursday 12 September.

The total number that may attend at any particular polling station is four or such greater number that the Returning Officer decides. If all the candidates together appoint more than the maximum number of polling agents who can attend any polling station, the Returning Office will decide which polling agents may attend by drawing lots. Only one polling agent for each candidate may be admitted to a polling station at any particular time.

A polling agent can be appointed to a particular polling station or stations, or to all polling stations. The same polling agents may be appointed to attend more than one polling station.

At the count, the number of counting agents allowed for each candidate will not be less than the number obtained by dividing the number of counting assistants (i.e. those staff employed on the counting) by the number of candidates.

The number of counting agents permitted will be advised after 22 August and available on the Council's website.

Counting Agents are in addition to the Candidate, election agent and one guest per candidate who may attend the count.

Verification and Count

Verification and count will take place from 10pm on Thursday 19 September at Jim Cooke Conference Suite, Stockton Central Library, Church Road, Stockton on Tees.

Admission to the verification and count will be by way of an admission letter sent directly to candidates, election agents and counting agents. Security staff will be checking admission letters at the entrance to the count venue. You are also advised to bring ID with you to the count venue, preferably photo ID.Please ensure the Notice of Appointment of Counting Agents gives an appropriate postal address. Security staff will be checking admission letters at the entrance to the count venue.

Parking will be available at the rear of the Municipal Buildings.

The Returning Officer has a duty to give the Counting Agents reasonable facilities for overseeing the proceedings, and information with regard to the count.

All persons attending the count must be made aware of the secrecy provisions.

Candidates, agents and counting agents will be given admittance to the Count Venue from 9.30pm.

Please remember:

• read the secrecy requirements carefully
• order and quiet are to be maintained throughout the count
• a Candidate, Election Agent, or Counting Agent shall not touch or handle any ballot paper; your role is to oversee proceedings
• no food or drink is to be placed on any of the tables
• the Count Venue is a no smoking building and smoking in any part of the venue is not allowed
• no alcohol is allowed
• flash cameras should not be used, and any recording or photographs should not break the secrecy rules
• mobiles and other electronic communications devices should be turned to silent please
• all areas are accessible to disabled visitors and guide dogs are permitted
• there are no planned alarms or drills, if there should be an alarm, please leave the building by the exit nearest you