SMS Based Training Toll Free Helpline for

SMS Based Training & Toll Free Helpline for Polling Officials. An Innovation in the Training Methodology 2014 General Elections South Delhi Parliamentary Constituency DEO : Nila Mohanan IAS

SMS based training of the polling officials • An SMS based training module was added to the general 3 – stage training schedule of the polling officials. The contact information of the Polling officials was already with the District Election Office. This was converted into a ready-to-access database to send out the SMS.

• Through this training module the polling officials received two to three SMS per day on important points for the smooth conduct of poll. The most important focal points of each step of the polls were sought to be conveyed.

• This communication mode was also used on the poll day for communication of emergency messages in addition to the traditional wireless route, ensuring that all polling personnel were abreast with the latest instructions or alerts.

• All the basic Dos and Don’ts were communicated to the polling officials through SMS. This was to serve as timely reminders of the points already touched upon during the 3 stage training. Reiterating these points through SMS ensured immediate recall and served the purpose of reinforcing the preparedness of the polling officials.

• Observers were consulted and their views and suggestions were also taken on board while formulating the training texts. The AROs were also asked to share their inputs on important instructions to be conveyed to the polling officials.

Sample contents of the SMS training module. Mock Poll – 1 "Remember, the poll starts at 7: 00 AM this time. So, 1. Mock poll should begin by 6: 15 at the latest. 2. Mock Poll Certificate should be filled and signature of polling agents taken. 3. CU should be cleared after the Mock Poll. 4. In case of replacement of EVM, mock poll drill should be done for the new set also. "

Elections & Reporting: “ 1. As you would know immediate & accurate reporting is a crucial component of election management. 2. Your sector officers will be in constant touch with you throughout the poll day for different kinds of reports. 3. Keep data like poll percentage, male-female voters etc always ready. 4. Two hourly report on poll percentage and male-female voters has to go at 9: 00, 11: 00, 3: 00, 5: 00 & 6: 00 from the AC. 5. Keep these data ready sufficiently in advance to enable timely reporting from the PC. "

Presiding Officer & Polling Agents - I “ 1. Check the appointment letter of Polling agents (Form 10). 2. Take his/her signature on the declaration and preserve the appointment letter. 3. Unlike yourself, polling agents are allowed to be late. So don't turn them away. : ) 4. Remember, their signatures on relevant places are a proof that election was free and fair”

• Some Urgent Messages sent on the day of poll • "Appointment of Polling Agents: Election agents & Candidates can sign on the appointment of polling agents. " • "Indelible Ink & ASD List: While applying indelible ink on electors from A. S. D list, the first polling officer shall be more careful with the application of the ink, and he shall ensure that the ink has dried before the ASD elector is allowed to vote. " • "Important: Tally the number of voters in Form 17 A and the total number of votes cast in the EVM on a regular and frequent basis. This should tally at all times. "

A toll free helpline for polling officials. • One line of the Complaints toll-free number was dedicatedly kept for polling officials. SMS contained the toll free number at which the polling officials could call in case of need for clarification This line was manned by a well-trained sector officer who would clarify the queries of the polling officials.

Impact of the Innovation The daily training modules through SMS had a huge impact in the quality of the elections conducted in South Delhi. Polling personnel drawn from various departments were brought on a common platform where they derived competence and confidence required to perform their duties satisfactorily. It instilled a sense of pride and responsibility in the polling personnel by conveying the feeling that they are part of a larger team that is working for elections

Results achieved • Not a single complaint was received regarding mistakes or deviations from the instructions of the Election Commission of India by the polling personnel.

• The fact that the post poll scrutiny by the General Observer lasted for less than 2 hours is a testimony to the quality of work done by the polling personnel in maintaining the presiding officers diary, statutory and non-statutory covers and other documentation.

• This training module ensured that all the basic dos and don’ts were right there with the officials in an easily accessible SMS format.

• Additional cost involved was zero as the entire module was transmitted using SMS gateway of NIC.

• There was a daily and continuous engagement of DEO with over 8500 polling officials.

• Even last minute instructions of the ECI could be communicated uniformly to all polling officials through this mode.

• The simple language and lucid nature of the text was well- appreciated by the polling personnel.

The Way Forward This innovation can be readily replicated in every state and every constituency as the financial and technical overhead requirement is minimal and the benefits are enormous.

Thank You.