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GOVERNMENT OF INDIA
MINISTRY OF RAILWAY
(RAILWAY BOARD)
SBEC/Union Elec.2012/Modalities/1 New Delhi 18.03.13
Chief Personnel Officers
All Open line Railways and Metro Kolkatta
Sub: FINAL MODALITIES for Secret Ballot Elections for recognition of
Unions/Federations on India Railways
Railway Board vide order no. ERB-I/2012/23/49 dated 09.11.12 has constituted a
Committee as follows, to supervise and conduct Secret Ballot Elections for granting recognition
to unions and federations on Indian Railways:
Chairman: Shri R.R.Jaruhar- Member Engineering (Retd) Railway Board
Member: Shri A. K. Nigam- Adviser Industrial Relations (Retd) Railway Board
Member Secretary: Shri Rajiv Kishore- Executive Director/ERP, Railway Board.
2. The terms of reference of the Committee are as follows:
i) To review the modalities framed by the earlier Committee for the elections held in
November 2007/frame modalities to conduct next Secret Ballot Elections to
recognise Unions;
ii) To form code of conduct/discipline for the elections on the lines of Code of
Discipline of Ministry of Labour suitable for Indian Railways;
iii) To function as a nodal body for conducting and supervising the secret ballot ;
iv) To suggest the mechanism for arbitration on disputes arising out of elections; and
v) Recognition of Federation(s) at Board’s level.
Contd......
3. Further vide communication no. 2012/E(LR)III/LR/Misc/5(SB)-Pt. dated 08.03.13,
Railway Board has advised that “instructions in complinace with courts orders dated 03.03.2010
in WP (C) No. 26/2008 and order dated 30.01.2012 in LPA no 550.2010 of Hon’ble High Court
of Delhi which has been upheld by the Hon’ble Supreme Court of India in their order dated
22.01.13 in Special Leave to Appeal (Civil) No. 23523/2012, will follow separately”.
4. The Committee has uploaded DRAFT MODALITIES on the website on 11.03.13,
calling for suggestions/views upto 5.30 pm on 15.03.13. The Committee received large number
of suggestions through email and letters from various stake holders and unions from all over the
Indian Railways.
5. On the basis of these suggestions, Railway Board advice dated 08.03.13 and specific
Terms of Reference assigned to the Committee, the Committee has framed the following FINAL
MODALITIES which are enclosed for information of all concerned. The FINAL
MODALITIES have been uploaded on the official website of Railway Board, under the webpage
titled “Secret Ballot Elections Committee”
6. It is requested that the enclosed Notice may be put up at prominent Notice Boards so that
all concerned may be able to access the FINAL MODALITIES on the website
7. Hindi version shall follow.
RAJIV KISHORE
Executive Director/ERP
& Member Secretary, Secret Ballot Election Committee.
(2)
GOVERNMENT OF INDIA
MINISTRY OF RAILWAY
(RAILWAY BOARD)
NOTICE
Sub: FINAL MODALITIES for Secret Ballot Elections for recognition of
Unions/Federations on India Railways
On the basis of Terms of Reference assigned to the Secret Ballot Election
Committee vide Railway Board vide order no. ERB-I/2012/23/49 dated 09.11.12
and views/suggestions received from Unions/Federations and Zonal Railways, the
Committee have framed FINAL MODALITIES which have been uploaded on the
official website of Railway Board under the webpage titled “Secret Ballot
Elections Committee”.
***********************************
ANNEXURE-I
CODE OF DISCIPLINE
All the contesting registered trade Unions undertake in writing that they will observe the Code of Discipline.
I. Management and Union(s) agree –
i) that no unilateral action should be taken in connection with any industrial matter and that
disputes should be settled at appropriate level ;
ii) that the existing machinery for settlement of disputes should be utilized with the utmost expedition ;
iii) that there should be no strike or lock-out without notice ;
iv) that affirming their faith in democratic principles, they bind themselves to settle all future differences, disputes, and grievances by mutual
negotiation, conciliation and voluntary arbitration ;
v) that neither party will have recourse to (a) coercion, (b) intimidation, (c) victimization or (d) go-slow ;
vi) that they will avoid, (a) litigation, (b) sit-down and stay in strikes and (c) lockouts ;
vii) that they will promote constructive co-operation between their representatives at all levels and as between workers themselves and abide by
the spirit of agreements mutually entered into ;
viii) that they will establish upon a mutually agreed basis, a grievance procedure which will ensure a speedy and full investigation leading to
settlement ;
ix) that they will abide by various stages in the grievance procedure and take no arbitrary action which would by-pass this procedure ; and
x) that they will educate the management personnel and workers regarding their obligations to each other.
II. Managements agree –
i) not to support or encourage any unfair labour practice such as (a) interference with the right of employees to ennrol or continue as Union
members, (b) discrimination, restraint or coercion against any employee because of recognized activity of Trade Unions and (c) victimization of
any employee and abuse of authority in any form ;
ii) to take prompt action for (a) settlement of grievances and (b) implementation of settlements, awards, decisions and orders ;
iii) to display in conspicuous places in the Railway offices the provisions of this Code ;
iv) to distinguish between actions justifying immediate discharge and those where discharge must be preceded by warning, reprimand, suspension
or some other form of disciplinary action and to arrange that all such disciplinary action should be subject to an appeal through normal grievance
procedure ;
v) to take appropriate disciplinary action against its officers and members in cases where enquiries reveal that they were responsible for
precipitation of action by workers leading to indiscipline.
III. Union(s) agree –
i) not to engage in any form of physical duress ;
ii) not to permit demonstrations which are not peaceful and not to permit rowdyism in demonstration ;
iii) that their members will not engage or cause other employees to engage in any Union activity during working hours, unless as provided for
by law, agreement or practice ;
iv) to discourage unfair labour practices such as (a) negligence of duty, (b)
careless operation, (c) damage to property , (d) interference with or disturbance to normal work and (e) insubordination ;
v) to take prompt action to implement awards, agreements, settlements and decisions ;
vi) to display in conspicuous places in the Union Offices, the provisions of this Code; and
vii) to express disapproval and to take appropriate action against office-bearers and members for indulging in action against the spirit of this Code.
ANNEXURE II
DECLARATION FOR PAYMENT OF DUES
I ………………………………. General Secretary …………………………….have paid all bills where there is no dispute or
issue involved and further undertake to pay all dues upto 31.12.12 on account of office rent, electricity
charges, telephone charges etc. for all facilities provided by the railway administration for various union
offices in …………. Railway by 31.12.13.
Or,
I ………………………………. General Secretary ……………………………..undertake to pay all dues upto 31.12.12 on
account of office rent, electricity charges, telephone charges etc. for all facilities provided by the railway
administration for various union offices in …………. Railway by 31.12.13.
(Strike option not applicable)
(This declaration is valid for all dues which have not been raised by the administration or for disputed bills
after disputes are resolved)
NAME..................................... GENERAL SECRETARY...................................... ADDRESS........................................................
NAME OF RAILWAY
ANNEXURE- III
MACHINERY TO ENFORCE CODE OF CONDUCT
As perTerms of Reference (ToR) no. 2. (ii) of Railway Board Order no. ERB-I/2012/23/49 dated 09.11.12 the following
machinery is being put in place for enforcing the Code of Conduct/Code of Discipline for the Secret Ballot Elections.
MACHINERY FOR ENFORCING CODE OF CONDUCT / DISCIPLINE DURING SECRET BALLOT
ELECTIONS ONINDIAN RAILWAYS
Sl.
No.
Offence/Misconduct
Proposed Penalty Authority competent to
initiate action
Authority
competent
to impose
penalty
Appellate
Authority
A OFFENCES ATTRACTING IMPOSITION OF MONETARY FINES
1 Convening/holding Public Meetings in connection with
election and display of any election matter through various
media sources and cultural performances during period of
forty eight (48) hours prior to the hour fixed for
commencement of poll and during the duration of polling
process.
Fine up to Rs.
5000/- on Trade
Unions.
Any officer authorized to
oversee free and fair conduct
of polling process
Presiding
officer
Returning
Officer
2 Any person illegally hiring or procuring any vehicle for free
conveyance of any elector other than self and the polling
agent, to or from any polling station commits an offence.
Fine up to Rs.
5000/- on Trade
Unions.
Polling officer or any officer
authorized to oversee free and
fair conduct of polling process
Presiding
officer
Returning
Officer
Sl.
No.
Offence/Misconduct
Proposed Penalty Authority competent to
initiate action
Authority
competent
to impose
penalty
Appellate
Authority
3 Whoever prints or publishes any election pamphlets, posters,
handbills or placards which do not bear on its face the name
and the address of the printer and the publisher commits an
offence.
Fine up to Rs.
5,000/- on Trade
Unions
Sr. DPO/DPO/Deputy
CPO/SPO authorized to
oversee conduct of free and
fair elections
Presiding
officer
Returning
Officer
4 Canvassing in or near polling station, soliciting votes and
persuading/coercing the voters to vote in a particular manner
or not to vote for a particular candidate or election on the date
of poll is prohibited and its violation constitutes an offence.
Fine up to Rs.
2000/- on Trade
Unions.
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
Presiding
officer
Returning
Officer
5 Causing damage to railway property in course of canvassing
by defacing/spoiling fixed and moveable assets and structures
Fine upto Rs. 5000/-
levied on the Trade
Unions.
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
Presiding
officer
Returning
Officer
6 Lodging false/incorrect complaint against another union Fine upto Rs. 5000/-
on the complainant
Union
Sr. DPO/DPO/Deputy
CPO/SPO authorized to
oversee conduct of free and
fair elections
Presiding
officer
Returning
Officer
B OFFENCES ATTRACTING PROVISIONS OF IPC and D&A RULES 1968
1 Every officer /clerk/agent or other person performing duty of
recording/counting of votes is liable to maintain secrecy of the
voting and its violation constitutes an offence.
Liable to attract
D&AR Rules 1968
Polling/Presiding authorized
officer overseeing counting of
votes
As per D&A
Rules
As per
D&A Rules
Sl.
No.
Offence/Misconduct
Proposed Penalty Authority competent to
initiate action
Authority
competent
to impose
penalty
Appellate
Authority
2 Misconduct in the polling station or disobedience of directions
of the polling officer shall result in removal of the voter from
polling station and any such voter attempting to re-enter the
polling station without the permission of polling officer is
liable to be taken up for criminal misconduct.
As per Indian Penal
Code (IPC)
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per IPC As per IPC
3 No person except on duty RPF/Police officials deputed to
conduct elections/ maintain law and order at the polling station
shall be permitted to carry arms at the voting booths and its
violation shall be treated as an offence.
As per IPC/ D&A
Rules
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per
IPC/D&A
Rules
As per
IPC/D&A
Rules
4 Any person suspected to have removed ballot paper out of
polling station can be searched/ detained by the Polling officer
and is liable to be taken up under the criminal proceedings.
As per IPC Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per IPC As per IPC
5 Booth capturing viz. seizure of polling station/place fixed for
polling and counting of votes, allowing only supporters to
vote, preventing/coercing other voters from exercising votes
and making polling authorities surrender the ballot papers/
shall constitute an offence
As per IPC Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per IPC As per IPC
6 Any act of fraudulently defacing/destroying any ballot
paper/official mark on any ballot paper or tampering with the
ballot box in any other manner by the voter shall constitute an
offence.
As per IPC Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per IPC As per IPC
Sl.
No.
Offence/Misconduct
Proposed Penalty Authority competent to
initiate action
Authority
competent
to impose
penalty
Appellate
Authority
7 Voting or applying for voting paper in a fictitious name, re-
applying for voting in own name and abetting, procuring or
attempting to procure voting in any such way shall constitute
an offence of Personation.
Liable to attract
D&A Rules
Polling/Presiding/officer
authorized officer overseeing
counting of votes.
As per D&A
Rules
As per
D&A Rules
8 Whoever voluntarily causes simple or grievous hurt or assaults
to deter a public servant from discharging his duty
As per IPC/ D&A
Rules
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per
IPC/D&A
Rules
As per
IPC/D&A
Rules
Sha
ll 9
Anyone who
i) Gives a gratification to any person with the
object of inducing him or any other person to
exercise any electoral right or of rewarding
any person for having exercise any such right;
or
ii) Accepts either for himself or for any other
person any gratification as a reward for
exercising any such right; or for inducing or
attempting to induce any other person to
exercise any such right, commits the offence
of bribery: constitutes an offence.
As per IPC/ D&A
Rules
Polling officer or any other
officer authorized to oversee
free and fair conduct of polling
process
As per
IPC/D&A
Rules
As per
IPC/D&A
Rules
Sl.
No.
Offence/Misconduct
Proposed Penalty Authority competent to
initiate action
Authority
competent
to impose
penalty
Appellate
Authority
C OFFENCES LEADING TO DISQUALIFICATION
1 Promoting feeling of enmity or hatred on grounds of religion,
race, caste, community or language amongst different classes/
categories of Railway Employees.
Individuals found
guilty of such
misconduct or found
abetting such
misconduct shall not
be extended
facilities available to
office bearers of
unions in the event
of her/his union
being recognized on
the basis of election
results.
On days of polling the polling
officer & Presiding officer and
prior to that Sr.
DPO/DPO/Deputy CPO/SPO
of the concerned
division/workshop shall be
responsible for initiating
action
Returning
officer
through
Presiding
officer
General
Manager
2 Filing of false affidavit, or concealing any information in the
affidavit filed by the TRADE UNION
Disqualification of
Union to contest the
elections
Returning officer General
Manager
through
Returning
officer
General
Manager
ANNEXURE-IV
Secret Ballot Elections Committee Secret Ballot- 2013
Appointment Letter of Presiding Officer
**********
I, __________ Returning Officer for__________ Railway appoint the following officials as Presiding officers for the division/workshop shown against the names of each official to conduct, supervise and perform all miscellaneous duties in connection with holding of secret polls for granting recognition to Registered Railway Trade Unions representing all categories of non-gazetted employees of Indian Railways notified vide ____________________no.
S.No. Name of Division/ Workshop
Name of Officer
Designation of Presiding Officer
Elections to be held on
______,______
Returning officer _________ Name__________________
Designation_____________ Date:___________________
Annexure-V
___________Railway Secret Ballot Elections - 2013
Appointment letters of Polling Teams In pursuance of Secret Ballot Election Committee’s decision to hold Secret Ballot on _________,________and ______, I hereby appoint the officers/officials specified in the Table below as Polling officers for the Polling booth specified below:
1. Dates and Hours of Secret Ballot _____ 2. Polling Booth No.___________________ 3. Location of Polling Booth____________
S.No. Category Name Designation Office Address Phone Signature
1. Polling Officer (1)
2. Polling Officer (2)
3. Polling Assistant
4. Polling Assistant
5. Polling Assistant
6. Polling Assistant
7. Polling Helper
8. Polling Helper
Date and Time of briefing _________________Venue ______________
(Presiding Officer)
_______________Railway Name______________
Designation______________ Date______________
(Returning Officer) Name______________ Designation___________ Date______________
ANNEXURE - VI
LIST OF FREE ELECTION SYMBOLS
Returning Officer may allot from the following election symbols as per choice
of the contesting Unions, subject to provisions of para 10 of the Modalities:
1. Table
2. Chair
3. Computer (Desktop)
4. Car
5. House
6. Tree
7. Suitcase
8. Mango
9. Banana
10. Pen
11. Flower (Rose)
12. Book
13. Mobile Phone
14. Telephone set
********************************************************
ANNEXURE-VII
NOMINATION FORM
1. Name of the Union :_______________________________
2. Abbreviation used by Union :_______________________________
3. Abbreviation in the local language (if any):_________________________
4. Registration No. :_______________________________
5. Date of Registration :(dd)________(mm)____(Year)_______
6. Name & Address of Registrar :_______________________________ of trade unions with whom :_______________________________
registered
7. Full Address of the Union at Zonal Hqrs, :_______________________________
_______________________________
Tel.No._________________________
8. Name & Address of Central Office _______________________________
bearers with their Designations _______________________________
in Railways. _______________________________
9. Checklist regarding stipulated declaration/enclosures being submitted with
Nominationpapers or not: (Copies of all declarations/enclosures to be attested
by the the General Secretary)
SN DECLARATION/ENCLOSURES
1 Accounts Statement and Annual Returns as on 31.12.2011 YES/NO
2 Certified copy of the Union’s Constitution YES/NO
3 Copy of Last Annual Return ( for year 2011) submitted to
the Registrar of Unions
YES/NO
4 Supporting signatures of at least SEVEN Railways
employees with name, designation and posting station
(this is subject to verification)
YES/NO
5 A declaration by the General Secretary of the Union that
they have read the modalities and Code of
Conduct/Discipline in regard to holding of Secret Ballot and
the same are acceptable to them
YES/NO
6 A declaration by the General Secretary of the Union that it
has never discriminated on the ground of religion, caste,
gender, language, region or any other basis, prohibited
under the law of the country.
YES/NO
7 A clear undertaking that the results of the Secret Ballot will
be binding on the Union for the purpose of obtaining
recognition from The General Manager.
YES/NO
8 Declaration by General Secretary regarding the symbol not
having any resembalce to any symbol allotted to political
parties by the ECI/SEC (ref para 10 of the modalities)
YES/NO
9 Declaration by the General Secretary of the union that all rules and conditions (updated) notified in chapters XXV & XXVI of IREM, Volume-II and Code of Discipline and Code of Conduct in terms of para 5 and 6 of the modalities are acceptable to them.
YES/NO
10 Declaration by the General Secretary of the Union that all information provided by the Union is correct and that in the event of same being found incorrect, the Competent Authority shall be free to take appropriate action as per Annexure III
YES/NO
11 Requisite numbers of No Dues Ceritificate/ Declaration regarding non possession of any railway facility.
YES/NO
DECLARATION
I, Shri/Km/Smt._____________________(Name &designation)
S/o/D/o/W/o____________________________holding the post of
General Secretary do hereby declare that all information provided as
above by the Union is correct and if any information is found incorrect,
the General Manager/ Railway will be free to take any
appropriate action.
Date: (Name in full)
Place: General Secretary,
(Name of the Union with full address)
ANNEXURE- VIII
REQUEST FOR POSTAL BALLOT
A. (For polling staff)
I______________(Name),---------------------------- S/o/D/o/W/o______________
(Designation)________________Working at _________________(Name of
the Office) have been deputed as Polling Assistant/Polling Helper vide letter
No. ____________dated_____________ issued by______________ I may
please be given Postal Ballot for casting my vote.
OR
B. (For training staff)
I______________(Name)_______________S/o/D/o/W/o_________________
(Designation) have been deputed to undergo training on the
_______________(name of program) at_____________(Full address of
Training Centre)______________vide letter
No._________dated______________with effect from _________ to
________________(period of training).. I may please be given Postal Ballot
for casting my vote.
OR
C.(For escort-duty staff)
I______________(Name)_______________S/o/D/o/W/o_________________
(Designation) am working as ______________under________________
(Name of Supervisor/Office)_and shall be away on train running duty during
the period ___________to__________. I may please be given Postal Ballot
for casting my vote.
(Strike out whichever is not applicable)
ANNEXURE-IX
_________________RAILWAY
SECRET BALLOT _ELECTIONS_-_2013 RECORD OF ELECTION PROCEEDINGS
NAME OF DIVISION__________ BOOTH No._________________
DATE:____________
Time In hrs.
(1)
Total No. of Ballot
Papers
(2)
Ballot Papers used
(3)
Serial No. of Ballot
Papers used (4)
Balance No. of Ballot
Papers
(5) (2-3)
Signature of Polling
Officer
(6)
Signature of Polling Agents
(7)
Position as at
8.00
8 to 13 hours
13.00
13 to 18 hours
18.00
ANNEXURE-X
_________________RAILWAY
SECRET BALLOT ELECTIONS -_2013 BALLOT PAPER ACCOUNT
NAME OF DIVISION__________ BOOTH No._________________
DATE:____________
1. Name & designation of Polling Officer: _______________________ 2. Number of Ballot Papers received
(with serial numbers) :________________________ 3. Total No. of votes polled :________________________ 4. Ballot Papers used*
(with serial numbers) :_________________________ 5. Unused Ballot Papers (S.No.2 – S. No.4):______________________
*Should match with S.No.3.
(Name, designation & Signature
of Polling Officer with date)
ANNEXURE-XI
_________________RAILWAY
SECRET BALLOT ELECTIONS -2013
PROFORMA FOR ELECTION REPORT
NAME OF DIVISION________ BOOTH No._______________
1. Name & designation of Presiding Officer:______________________
2. Number of Ballot Papers received
(with serial numbers) :________________________
3. Total No. of voters :________________________
4. Total No. of votes polled :________________________
5. Total No. of invalid votes :________________________
6. No. of votes polled in favour of each Union:
S.No. Name of the Union Number of votes polled
Name(s) & signature(s) of Name & Signature of Presiding Officer Polling Agents Name Signature Name Signature ________________________ ____________________________ ________________________ ____________________________ ________________________ ____________________________ ________________________ ____________________________
ANNEXURE-XII
Secret Ballot : 2013 Compilation of final result
__________Railway
Division/ worksho
p
Total No. of voters
Total votes polled
Invalid Votes
Net Valid Votes
Total No. of Postal Ballots receive
d
Invalid Postal Ballot
Net valid
Postal Ballot
Total Valid Votes Polled
No. of Votes polled in favour of each
union**
Votes polled calculated as a percentage of
total Electorate i.e. col11 as
%age of col.2
Votes polled calculated as a percentage of
total valid votes polled i.e. col 12 as %age of col.9
Name of Union
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) 3-4 6-7 5+8 A B C D A B C D A B
C D
Signature of Returning Officer__________________ Name:______________________________________ Designation _________________________________ Date________________________________________
**Number and names of unions will vary from Railway to Railway
1
FINAL MODALITIES
FOR
SECRET BALLOT
ELECTIONS
FOR
RECOGNITION OF
UNIONS/FEDERATIONS
ON INDIAN RAILWAYS
AUTHORITY: Railway Board Order nos.
(1) ERB-I/2012/23/49 dated 09.11.12&
(2) 2012/E(LR)III/LR/Misc/5(SB)-Pt. dated 08.03.13
2
As per Terms of Reference (ToR) no. 2. (i) (ii) & (iii) of Railway Board Order no. ERB-
I/2012/23/49 dated 09.11.12, the following FINAL modalities are proposed according to
which the secret ballot elections shall be conducted.
CONTENTS
1 UNIONS ELIGIBLE TO CONTEST THE ELECTIONS
2 EMPLOYEES ELIGIBLE TO VOTE& IDENTIFICATION OF VOTER.
3 EMPLOYEES NOT ELIGIBLE TO VOTE& TRANSFERRED EMPLOYEES
4 NORMS FOR RECOGNITION
5 CODE OF DISCIPLINE
6 CODE OF CONDUCT DURING ELECTION PROCEEDINGS
7 VOTERS’ LIST
8 AUTHORITY TO CONDUCT AND SUPERVISE SECRET BALLOT ELECTIONS
9 APPOINTMENT OF AUTHORITIES FOR CONDUCTING ELECTIONS
10 ALLOTMENT OF ELECTION SYMBOL
11 NOTIFICATION OF SECRET BALLOT ELECTION
12 FILING OF NOMINATIONS
13 SCRUTINY OF NOMINATIONS
14 WITHDRAWAL OF NOMINATIONS
15 POLLING DATES AND TIMING
16 PRINTING OF BALLOT PAPERS
17 POLLING BOOTHS
18 BALLOT BOXES
19 POLLING AGENTS
20 POLLING PARTIES AND THEIR RESPONSIBILITIES
21 POSTAL BALLOT SYSTEM
3
22 SHORT LEAVE FOR CASTING VOTE
23 PROCESS OF CASTING VOTE
24 RECORD OF ELECTION PROCEEDINGS
25 REPOLLING
26 CLOSE OF THE POLLING
27 COUNTING OF VOTES
28 INVALID VOTES
29 ELECTION REPORT
30 UNUSED BALLOT PAPERS
31 COUNTING & DECLARATION OF FINAL RESULT
32 EXISTING FACILITIES TO UNIONS
ANNEXURES
I CODE OF DISCIPLINE
II DECLARATION REGARDING PAYMENT OF DUES
III MACHINERY FOR ENFORCING CODE OF CONDUCT
IV APPOINTMENT LETTER OF PRESIDING OFFICER
V APPOINTMENT LETTER OF POLLING TEAMS
VI FREE ELECTION SYMBOLS
VII NOMINATION FORM WITH DECLARATION
VIII REQUEST FOR POSTAL BALLOT
IX RECORD OF ELECTION PROCEEDINGS
X BALLOT PAPER ACCOUNT
XI PROFORMA FOR ELECTION REPORT
XII COMPILATION OF FINAL RESULT
4
FINAL MODALITIES FOR CONDUCTING SECRET BALLOT ELECTIONS 2013 FOR THE PURPOSE OF GRANTING RECOGNITION TO REGISTERED RAILWAY TRADE UNIONS/FEDERATIONS*
( Norms for recognition of Federations shall follow)
Railway Board vide its Order no. ERB-I/2012/23/49 dated 09.11.12 has constituted a Secret Ballot Election Committee for framing modalities and for conduct & supervision of secret ballot elections over the Indian Railways, for giving recognition to trade unions/federations. As per the mandate and subsequent communication vide note no. 2012/E(LR)III/LR/Misc/5(SB)-Pt. dated 08.03.13from the Railway Board, the Committee had uploaded draft modalities on 11.03.13 and called for suggestions on the same.
On the basis of suggestions received from unions and administration the following FINAL MODALITIES are being issued for conducting the elections scheduled for 25th, 26th and 27th April 2013.
1. UNIONS ELIGIBLE TO CONTEST THE ELECTIONS:-
Trade unions fulfilling following conditions shall be eligible to contest the elections.
(a) All trade unions of the Railways which are registered under the Trade Union Act, 1926 for at least one year as on 31.12.2011 and which exclusively represent the interests of all non gazetted (erstwhile group ‘C and ‘D’) employees of the concerned zonal railways.
(b) These registered trade unions must not have been formed on the basis of any caste, tribe, region, linguistic or religious denomination or of any group within or section of such caste, tribe, region, linguistic or religious denomination.
(c)The registered jurisdiction of the Union should geographically conform to the jurisdiction of the concerned zonal General Manager to whom the application is made and who is competent to recognize the union and also competent to take any action against unions as and when necessary.*
{*Para 2(c) is under contest at Hon’ble High Court of Allahabad (Lucknow Bench)in W.P.(C) 7956 (M/B) of 2007 and is subject to final outcome of the case in terms of order dated 24.10.2007. Till such time, the provisions of then Member Secretary Secret Ballot Committee letter no. 2007/SBC/Rec/22 dated 30.10.2007 addressed to all CPOs shall remain in force, vide which the “clause 2(c) of the modalities stands annuled till the courts deliver final decision in the matter”.}
NB: The said clause 2 (c) appears as clause no. 1(c) in these modalities
(d)The unions contesting elections must have submitted the accounts statement and annual return for the previous year (2011) to the concerned Registrar of the trade unions.
A copy of last annual return ( for the year 2011) submitted to the concerned Registrar may be submitted to the concerned Returning Officer along with nomination papers. The Returning Officer shall get its documents verified from the Registrar’s office.
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(e) The Union should not have been involved in any action leading to breach of the Code of Discipline (Annexure I) during a period of one year immediately before notification of date of election.
(f) Unions participating in the election shall have their own constitution in conformity with Trade Union Act, 1926. A self attested copy shall be submitted to the Returning officer.
(g) TheUnion shall enclose a No Dues Certificate for having paid all charges on account of office rent, electricity, telephone and water, till 31.12.12.
In case there is any dispute about charges/bills to be paid by the Union, or in case of inability of administration to raise bills in time, a clear cut undertaking may be furnished by the Union to Railway Administration that the bill after settlement of disputes/raising of bills will be paid latest by 31.12.13. On the basis undertaking General Manager may permit the Union to contest the election. In such a case, the General Secretary will submit a declaration ( Annexure II) that the Union has paid all such bills where there is no dispute and/or an undertaking as specified.
A Union which is not in possession of any facility provided by the Railways, shall submit a declaration to this effect, which shall be treated as the No Dues certificate for that union.
(i) A refundable security deposit of Rs. 25,000/- by way of demand draft drawn in f/o FA&CAO of the concerned railway or Money receipt for remittance of Rs. 25,000/- in Cash Office of the concerned Railway, shall be submitted with the nomination papers. {The security deposit shall be debited in case any fine is levied on the union for violation of the Code of Conduct. Further in case the union fails to secure at least 5% of the polled votes, [fraction to be rounded off to the next higher figure] the security deposit would be forfeited}. After conclusion of the election process, the security deposit in full or its remaining part, as the case may be, shall be refunded to the union.
2. EMPLOYEES ELIGIBLE TO VOTE:-
The following categories of employees shall be eligible to vote.
a) All regular non – gazetted (erstwhile Group ‘C and ‘D’) employees and Substitutes with Temporary Status who are borne on the muster roll of the Railway establishment as on 01.02.13.
b) Employees who are on deputation may cast vote in the office where their lien is being maintained. However for employees on deputation to Railway Electrification/Construction projects, or any other project where cadre has not been closed and employees are still on deputation, Returning officer/Presiding officer shall organise voting in nearby polling booths where polling is arranged for other open line staff. Returning officer/Presiding officer shall arrange for the voters’ list in consultation with project office/ lien holding office. Close collaboration is required amongst the Returning Officer, Head of the Project and the Lien holding offices.
c) Employees in (-1S) Pay Band who are holding working post.
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d) Employees of Training centres/schools and Railway Schools/Colleges who are
permitted to be members of the unions, may be allowed to cast vote in nearby polling
booths. Polling booths should not be set up within the institution’s premises.
e) Ministerial employees working in the RPF/RPSF establishment but not belonging to RPF/RPSF cadre and who are not governed by RPF Act.
f) Only those persons whose names are borne on the voters’ list of a booth shall be eligible to vote at that polling booth.
Identification of Voter: For the purpose of casting vote, Photo I-Card is to be treated as the valid document for identification of voters. All units must ensure that valid I Cards get issued to all employees well before the date fixed for polling. However in rare cases where Photo I-Card is not available due to valid reason, any other valid proof of identification bearing clear photograph such as Driving licence, Voters’ I-Card, Passport, PRAN card and Aadhar card may be treated as valid identity proof. In case none of these proofs of identity is available, then an Authority along with photograph duly forwarded by the Controlling officer (not below JA grade level) and countersigned by concerned Personnel Officer Incharge (Sr.DPO/DPO/Dy. CPO/SPO) with clear mark of official stamp may be permitted.
3. EMPLOYEES NOT ELIGIBLE TO VOTE:-
The following employees shall not be eligible to vote.
a) Substitutes without Temporary Status, Casual/Contract labour and those engaged on daily wage basis.
c) Academic staff ( who are not permitted to be members of the unions) borne on the rolls of Training Institutes/Centres and Railway Schools/ Colleges. (However employees who are permitted to be members of the Unions shall be eligible to vote at nearby booths).
d) If an employee is promoted to Gr.’B’ service on or after 01.02.13, her/his name shall stand deleted from the voters’ list.
e) If an employee has superannuated, retired or voluntarily retired on or after 01.02.13, her/his name shall stand deleted from the voters’ list.
(Explanatory notes: Para 3(d) and 3(e) above imply that only those employees who continue to maintain their status of non gazetted employee on the date of voting as they had on 01.02.13, shall be eligible to vote.
While printing the voters’ list a column showing the date of retirement/due retirement in February and March 2013, may be shown, as the case may be. Or else a list of persons superannuated, voluntarily retired, expired, promoted after 01.12.13 may be given to the polling officers who shall cross check from it while establishing the identity of voters.
However Returning Officers may develop their own mechanisms to address this issue of employees who become ineligible to vote, subsequent to finalisation of voters’ list)
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f) RPF/RPSF personnel governed under the RPF Act are NOT eligible to vote.
Case of transferred employees:
Names of employees whose transfer is effected after 01.02.13, shall stand deleted from the original voters’ list. These names shall be added to the voters’ list at the new station of posting. This will be personally ensured by the immediate controlling officer/supervisor under whom the employee joins duty.
However such additions would be possible only till the voters list is finalised, for which the last date has been fixed as 18.03.13. In order to save the employees and the administration from any inconvenience, it may be ensured that transfers are not effected in a manner that employees have to move after this period. In rare situations where such transfers are inescapable, the employee may vote at the old station.
4. NORMS FOR RECOGNITION:-
i) All unions getting 30% or more of the single vote of the total electorate shall be considered recognized.
ii) If only one Union gets 30% or more of the single vote of the total electorate and some other union polling next maximum number of votes, gets at least 35% of the valid votes polled, then both of these Unions will get recognition. (This is on the premise that 35% of votes polled is less than 30% of the total electorate).
iii) If situation as stipulated in (i) and (ii) above does not arise, then the two Unions getting maximum number of votes will be recognized provided each one individually gets more than 35% of the valid votes polled.
iv) In case, no Union fulfils the conditions laid down in (i), (ii) and (iii) above, then Union getting maximum number of valid votes polled will be recognized provided it gets at least 20% of the valid votes polled. In this case only one Union shall get recognized.
v) If no Union gets even 20% of valid votes polled, then no Union shall stand recognized.
vi) Once a Union is recognized, it shall continue to remain recognized till its recognition is withdrawn/suspended by the competent authority for some special reason after following the due process.
Elections may be held periodically, fixing a tenure of six years for the recognised body/ies in normal course.
vii) The existing recognized trade unions/federations shall continue to remain as recognized unions/federations (subject to conditions) till election process is completed and its continuance shall depend upon the outcome of the elections.
5. CODE OF DISCIPLINE:-
All the contesting registered trade unions will have to give in writing that they shall observe the Code of Discipline, as per Annexure-I.
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Chapters XXV and XXVI of Indian Railway Establishment Manual, Volume-II, deal with the rules for recognition of unions of non-gazetted railway servants, conditions precedent to recognition of the unions and negotiating machinery for dealing with disputes between railway labour and railway administration etc. Participation in the election process is based on the premise that all the contesting trade unions accept all the rules and conditions laid down therein, except for those explicitly mentioned in these modalities.
Railway administration shall display the Code as per Annexure I on prominent notice boards as well as on the website.
6. CODE OF CONDUCT DURING ELECTION PROCEEDINGS:-
Apart from following the above Code of Discipline and provisons of Establishment Manual, all contesting unions shall follow the following Code of Conduct during the course of election process, violation of which is liable to attract penalties laid down in Annexure III:
a. No appeal by any of the contesting trade unions shall be made to voters on the grounds of religion, politics, caste, community, region and language. Any such appeal will be treated as a corrupt electoral practice and may attract penal action as per Annexure III.
b. No contesting trade union or its office bearers/representatives shall indulge in any activity which may cause tension with different categories, cadres, communities, religions etc.
c. Criticisms of rival trade unions should be confined to their policies and programmes, past records of work. Private life of individual shall not be talked about. Similarly, activities not connected with the railway working shall not be mentioned.
d. Criticisms of other trade unions or its office bearers or their workers based on unverified statements shall not be made.
e. Temples, mosques, churches and other places of worship/congregation shall not be used for propaganda purposes.
f. Campaigning by elected public representatives who are not holding post in any of the contesting unions or national federations or central trade unions to which the contesting Union is affiliated and is non-Railwaymen, is not permitted.
g. Canvassing within 100 meters of polling stations, holding public meetings during 48 hours prior to the start of the election process, is not permitted.
h. Intimidation of any type, threat or coercion in forcing any railway employee to vote in a particular manner is not permitted.
i. All authorized Polling agents of the contesting unions shall be in possession of valid identification cards (issued by the Presiding Officer) while entering a polling booth area.
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j.Possession of fire arms, slogan shouting, inciting communal/political/religious passion shall not be permitted at the voting booths and its violation is liable to attract action.
k. No special leave for campaigning shall be allowed to any railway employee or representative of the union.
l. If any contesting Union wants to have a gate meeting during lunch hours, prior permission of the administration would be required. However, no gate meeting will be allowed within 48 hours of election date. If more than one intimation is received the decision of the authority in-charge would be final.
m. Grant of gifts, cash etc. is strictly prohibited and such action will constitute corrupt electoral practices and attract penal action as per Annexure III.
n. Pasting of posters on stations, rolling stock, buildings and defacing including writing on the walls of office and other buildings in colonies, etc. is not allowed. However, appropriate space for this purpose shall be provided to every contesting Union by the administration till the process of election is completed.
o. No disrespect shall be shown to pictures of present and past national leaders in posters put up during canvassing and these shall be removed in proper manner after completion of the elections.
p. In addition to the above, any other campaigning activity extraneous, repugnant and contrary to the recognized sphere of Union activities and against staff tranquillity and public peace shall render the defaulter liable to penal action as per Annexure III.
Note: Code of conduct comes into force from the date of notification of election.
7. VOTERS’ LIST:-
Instructions regarding preparation of Voters’ list comprising of all eligible
voter was circulated vide Committee letter no. SBC/Union Elections/2012/2 dated
08.02.2013 and 22.02.13 to help the Railways start advance preparations. These are
confirmed in para 3 and 4 above.
The schedule for uploading draft and final Voters’ List is revised as under:
12.03.2013: Last date for uploading of draft voter’s list on official website.
14.03.2013: Last date for receiving representations by the Presiding officer
18.03.2013: Last date for disposal of representations by the Presiding officer
18.03.2013: Uploading of final voter’s list on official website with one soft copy to
all registered unions at this stage. (One hard copy of the voters’ list
shall be given after 02.04.13 to all unions whose nomination is found
to be valid.)
Instructions were issued to prepare centralised Voters’ list and upload it on the
Railnet of the respective Railway on or before the specified date.Unions/ Individual
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employees may submit their representation against inclusion/non inclusion/ mistakes
in the list to the Presiding officer or authorised Establishment Incharges
(DPO/Sr.DPO/SPO/Dy.CPO/AEN etc.) responsible for this task.
FORMAT OF VOTERS’ LIST
Name
(1)
Desgn.(2)
Identity card No./ Employee No./Token No.(3)
PF No./NPS No.(4)
Working
Under(5)
Station Where posted
(6)
( Returning officers may consider inserting a cloumn showing date of retirement of employees due retirement in March 2013)
8. AUTHORITY TO CONDUCT AND SUPERVISE THE SECRET BALLOT ELECTIONS:
The structure and machinery of the Authority to conduct Secret Ballot Elections would be as under :
i) The Secret Ballot Elections Committee (SBEC) shall be the nodal body for conducting and supervising the secret ballot elections.
ii) The overall supervision at the zonal level will be with the respective Chief Personnel Officers (CPOs) of the zonal railways who will be designated as the Returning Officers assisted by one Assistant Returning Officer in SAG/SG at Zonal level. At divisional and workshop level where elections would be held, the designated authorities shall be ADRM/CWM who would be the Presiding Officers to be assisted by Assistant Presiding Officers (Sr.DPO/DPO/Dy.CPO/SPO),nominated Polling Officers and Polling Assistants.
At HQ division and other extra divisional units, Returning Officer may appoint Presiding officer in SAG/SG/JAG level for conducting the election.
In the contingency of CPO not being available during the period of election, the Secret Ballot Elections Committee shall nominate another Officer of the rank of PHOD as Returning Officer in his place in consultation with the General Manager of the concerned Railway.In the contingency of the concerned ADRM/CWM not being available, Returning Officer will nominate another suitable senior officer in her/his place in consultation with the concerned DRM/PHODunder advice to SBEC.
9. APPOINTMENT OF AUTHORITIES FOR CONDUCTING ELECTIONS:-
The Chairman SBEC shall appoint the Returning Officer who in turn shall appoint the Presiding officers as per Annexure IV under advice to SBEC. She/He shall further approve the appointment of the Polling parties as per Annexure V on the basis of nominations received from the Presiding Officers.
The proforma containing the appointment orders will then be sent back to Presiding Officers to get signatures of all the staff. One copy of the signed proforma will be sent
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to the Returning Officers to establish the service of appointment letters on all the members of the Polling parties.
Any officer who had been an office bearer of any recognised unions during the last six years shall not be deployed as Polling officer. A declaration to this effect shall be taken from each officer appointed as Polling officer. However in case of adequate number of officers not being available for polling duty, Returning Officer in consultation with Presiding officer may appoint an officer in relaxation of this condition.
10.ALLOTMENT OF ELECTION SYMBOL:-
The eligible participating Unions would be allotted a distinct ‘Symbol’ on which it is going to contest the election. The ‘Symbol’ should not have any resemblance to the symbols allotted to any political parties by Election Commission of India/ State Election Commission and it should not have resemblance to any religious or sectarian motifs/ideas. The union shall submit a declaration that the ‘Symbol’ chosen by them has no resemblance to any symbol allotted to the political parties by Election Commission of India/State Election Commission in the election being contested in their Zonal railway.
Further the choice of symbol for elections shall conform to the following principle:
(i) A union may use its established logo as its symbol, irrespective of the same, bearing pictures of any object concerning railways
(ii) The symbol may carry the name of the union/federation. (iii) The symbol that was used by the union in the last election, may be used,
provided it does not have any connection with railways. Thus a ‘bogie’ used as a symbol would not be permissible even if the same was used in last election by them.
The union might choose its own symbol or opt for one available with the Returning Officer. However the Union shall not choose symbols like engines, track, bogie, coaches, signal etc. which have close connection with the railways. The ‘symbol’ allotment would be done by the Returning Officer in the following manner if a union chooses to opt for the symbol available with her/him:
The SBEC has identified a list of secular symbols as mentioned in Annexure VI. The Returning Officer may screen out symbols which are being used as election symbols by any of the regional political parties and make the remaining symbols available to the trade unions on first come first basis. In case any of the symbols had been used by one of the contesting unions in the last elections then the union may be given preference in allotment of that symbol. In case of conflicting demands from two or more unions the decision of Returning Officer shall be final.
11. NOTIFICATION OF SECRET BALLOT ELECTIONS:-
The Returning Officer shall notify the decision to hold elections along with the schedule of the conduct of the elections as finalised by the SBEC widely,by putting up Notices at prominent places and uploading the same on the official website.
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12. FILING OF NOMINATIONS:-
12.1. The Union/s meeting the eligibility criteria as in para 1 above may apply in the Nomination Form as per Annexure VII to be obtained from the Returning Officerof the respective zonal railway administration before the last date for filing nominationas per schedule notified in the election schedule by the SBEC/Returning Officer.
12.2. Nomination papers signed by the General Secretary of the Union shall contain the following information/documents:-
i) a) Full name and address of the Union along with telephone numbers.
b) Names and addresses of the central office bearers with their designations in the Railways;
ii) A Self attested**photocopy of the accounts statement and annual returns for the previous year (2011) submitted to the concerned Registrar who has territorial control falling within the jurisdiction of the concerned Zonal Railway;
(** all self attestations to be done by General Secretary of the union)
iii) A Self attested copy of the Union’s Constitution;
iv) a declaration by the General Secretary of the union that all rules and conditions (updated) notified in chapters XXV & XXVI of IREM, Volume-II and Code of Discipline and Code of Conduct in terms of para 5 and 6 of the modalities are acceptable to them;
v) Self attested declaration by the General Secretary of the Union that they have read and understood the Final Modalities and Code of Conduct/Discipline applicable to holding of Secret Ballot and that the same are fully acceptable to them;
vi) A clear and unequivocal undertaking by the General Secretary of the Union that the results of the Secret Ballot Elections shall be binding on the Union;
vii) Self attested declaration by the General Secretary of the Union that the said Union has never discriminated on the grounds of religion, caste, language, region, gender or any other grounds prohibited under the law of the country;
viii) a declaration by the General Secretary of the Union that all information provided by the Union is correct and that in the event of same being found incorrect, the Competent Authority shall be free to take appropriate action as per Annexure III;
ix) Signatures of seven Railway employees who are members, with name, designation and posting station (subject to verification) supporting the filing of nomination by the union;
x) A No Dues Certificate regarding payment of all dues on account of office rent, electricity charges, water charges, telephone bills etc. for offices under their possession. This NOC should cover period ending 31.12.12. Railway administrations shall immediately raise bills, wherever they are due. Separate NOC may be submitted for each Division covering all facilities in its jurisdiction.
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In case there is any dispute about charges/bills to be paid by the Union, or in case of inability of administration to raise bills in time, a clear cut undertaking may be furnished by the Union to Railway Administration that the bill after settlement of disputes/raising of bills will be paid latest by 31.12.13. On the basis undertaking General Manager may permit the Union to contest the election. In such a case, the General Secretary will submit a declaration ( Annexure II) that the Union has paid all such bills where there is no dispute and/or an undertaking as specified.
A Union which is not in possession of any facility provided by the Railways, shall submit a declaration to this effect, which shall be treated as the No Dues certificate for that union.
13. SCRUTINY OF NOMINATIONS:-
i) All the nominations received from unions shall be scrutinized by the Returning Officer and a list of Unions found eligible to contest the election shall be drawn and displayed as per election schedule notified.
ii) The ineligible Unions shall be advised of the reasons recorded by the Returning Officer regarding ineligibilty, to enable them to make representation. The decision of the Returning Officer shall be final in this regard.
14. WITHDRAWAL OF NOMINATIONS:-
A Union declared eligible to contest the election can withdraw from the same by making an application duly signed by the General Secretary, which must reach the Returning Officer on or before the specified date notified in the schedule of election.
15. POLLING DATES AND TIMING:-
The elections shall be held simultaneously on all the zonal Railways continuously for three days (except as specified) from 8.00 hrs. to 18 hrs. Election schedule once announced shall be followed even if some holiday falls on the dates announced.
However in Metro Kolkatta, Workshops and Store Depots, which have concentrated staff and do not have issues of running staff, the elections shall be held only on TWO days, which shall be the first two days of election.
16. PRINTING OF BALLOT PAPERS:-
The Ballot Paper should be in a tabular format in with five columns as per format shown below.
SERIAL NO NAME OF UNION
ABBREVIATION IN ENGLISH
ABBREVIATION IN HINDI
ELECTION SYMBOL
1
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( The empty space for stamping has been removed as it led to invalidation of vote if the voter stamped on the symbol or name of the union instead of the allotted space. The voter may affix stamp on any column against any one union in the present design of ballot paper.)
Ballot Papers shall be got printed as per Article 3(3) of The Official Languages Act, 1963 by the Returning Officer mentioning the names of all the participating unions in an alphabetical order, each with a distinct serial number. Serial number will be available only on the counter-foil of ballot paper merely for accountal purpose. The total number of the ballot papers so printed along with their serial number shall be intimated to the contesting unions.
Ballot paper shall be printed in most confidential manner with greatest security using the facilities which are under contract with RRBs and RRCs, on single tender basis. Returning Officers shall have full authority in this regard.
Ballot Papers with running Serial Numbers according to the employee strength of the Zonal Railways shall be got printed and a replica of the Ballot Paper shall be prominently displayed by the Railway Administration on Notice Boards and uploaded on the website as per schedule specified.
17. POLLING BOOTHS :-
The decision about actual number of booths to be set up on each Railway will be taken by the respective Returning Officers. However, Polling Booths may be set up following the principle of one polling station for 900-1200 employees for units which have concentrated staff and for road side stations and gang huts, on the consideration that one does not have to travel more than 30-35 kms. Returning Officers/Presiding Officers may use their discretion in deciding the location of booths by striking optimum balance between administrative compulsions and voters’ concerns.
Each polling booth shall be supervised by a team of two Polling Assistants under the charge of a Polling Officer in gazetted rank. The polling stations/booths shall be set up near the premises where the workers normally work. There shall be no canvassing/influencing of any voter within 100 metres of the polling booth on the days of election. The Returning officer shall ensure that RPF personnel are deployed at each Polling station. In sensitive areas, armed RPSF Personnel may be deployed & assistance of the State Police may also be obtained as per need.
Suitable arrangements should be made at the booth for female voters and those who are physically challenged.
The polling booth shall be so set up that entire process, except for the secret part of vote casting by the voter, is fully visible to the polling agents from their seats.
No Voter, Polling agent, Polling Assistant and Polling Helper shall be allowed to use mobile phone/Camera inside the booth. Only the Polling Officer shall be authorised to retain mobile phone for urgent requirements.
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An insertion shall be made in all Voters’ lists that voters MUST switch off their mobile phones before entering the polling booth and notices to this effect shall be displayed prominently outside the booths.
18. BALLOT BOXES:-
Adequate number of Ballot Boxes will be provided for each polling station by the Returning Officer/Presiding officer with requisite stationery, sealing wax, Paper seal with serial numbers etc. and these would be sealed before the start of polling and after end of polling every day in the presence of Polling Agents of the Unions and the Polling Officer or his authorized representative. The Ballot Boxes may be borrowed from Chief Electoral Officer of the stateor neighbouring states, and in case of any shortfall, metal boxes used in RRB/RRC examinations may be used by making suitable modifications in it for insertion of folded ballot papers. If there is still a shortfall, then new boxes may be purchased.
Separate Ballot Boxes will be used for each day of voting. After each day‘s voting the boxes shall be sealed as prescribed and stored in a safe and secured room under proper lock and paper seal, bearing signatures of representative of the Polling Officer and RPF staff. The seal of the room shall be opened only for storing the next day’s voting box in the presence of concerned persons and sealed once again following the same protocol. The Polling officer or an officer specifically nominated for this purpose shall be the custodian of the boxes. RPF/RPSF Guards shall be deputed for the security of ballot boxes. At the end of three days voting process the Polling officers shall make secured arrangement for safe transportation of the ballot boxes to the Presiding Officer for counting of votes.
Similar storage and security arrangements shall be made by the Presiding officer (ADRMs/CWMs) when sealed ballot boxes are received from the Polling officers at the end of voting process.
Place identified for storage of ballot boxes, shall be notified by concerned Returning Officer/Presiding Officer well in advance.
19. POLLING AGENTS:-
Each contesting Union will nominate two Polling Agents (only one to be present at a time) for each polling booth. The polling agents must be regular employees of the concerned Zonal Railway. The Polling Agents shall carry their identification proof to establish their bonafides. These Agents shall be shown empty ballot boxes before commencement of polls and boxes shall be locked and sealed in their presence. The Polling Officer shall take signature of Polling Agents as a token of their having witnessed locking and sealing of ballot boxes. The Polling Agents may remain present throughout the polling; however their absence shall not hold up the election processes.
To rule out situations of counting agents of any union not recognising the signature on the sealed ballot box, it is suggested that the Trade unions may provide sample signatures of their polling agents for all booths to the Presiding officer.
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Two polling agents per booth per day of polling shall be entitled for special casual leave on behalf of each union.
20. POLLING PARTIES AND THEIR RESPONSIBILITIES:-
The vote casting process shall be supervised by Polling Officers assisted by Polling Assistants. Railway employees working as Personnel Inspectors/Welfare Inspectors and other inspectorial/ministerial staff shall be deployed as Polling Assistants. Assistant/Senior scale officers shall be deployed to work as Polling Officers.
Each ballot paper should be signed in ink on the top by the concerned Polling Officer of the polling booth.
The Polling party shall be responsible to set up the booth in a manner which does not make the voters uncomfortable while awaiting for their chance to vote and allows proper secrecy for the actual vote casting process. Adequate sitting arrangement for Polling agents shall be made.
21. POSTAL BALLOT SYSTEM:-
Postal Ballot shall be permitted only for employees
(a) who are deployed for secret ballot election duty; (b) those who are deputed to various training programs at different divisional/zonal
and other training centres. (In this regard letter has already been sent to all Railways to ensure that training programs during the election week are kept to the minimum so that maximum number of employees are available on their working posts and are free to cast vote); and
(c) those who shall be away on train running/escort duties during the dates of polling.
I. The following steps may be followed for arranging postal ballots for employees on election duty:
a. The persons to be deployed for election duty may be identified well in advance, with reasonable number of reserve candidates.
b. All such persons may be provided with a form as per Annexure VIII for requesting postal ballots, and their Requests must be obtained, if they wish to cast postal ballot.
c. On the basis of such request the employees shall be provided with postal ballot along with a self addressed envelope - addressed to the Returning officer.
d. The employee may cast her/his vote in a confidential way and send the sealed envelope containing the ballot paper to the Returning officer so as to reach her/him latest by 27.04.13 ( 5.00 pm)
e. The Returning officer shall account for all such postal ballots separately and add them with the votes cast at the polling booths. The result shall be declared after counting votes by both the methods together.
II. The following steps may be taken for arranging postal ballots for employees on training:
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a. Returning officers shall arrange to deliver either directly or through the Presiding
officer, adequate numbers of forms as per Annexure VIIIat all training centres under their jurisdiction so that all trainees may be able to apply.
b. The completed forms shall be sent to Presiding officer who shall forward them to respective Returning officer after confirming the bonafides of the trainees requesting for postal ballot.
c. On receiving the confirmation Returning officer shall arrange to send postal ballots for each eligible candidate in sealed envelope to the Head of the training centre either directly or through the Presiding officer, who shall arrange to have them delivered to the trainees under clear signature of receipt.
d. The trainees shall cast their vote under complete confidentiality and send it by post to the Returning officer so as to reach her/him before the last date.
III. The following steps may be taken for arranging postal ballots to staff who are likely to be away in connection with train running duties during the duration of the polling dates:
a. Presiding officer shall issue guidelines to decide well in advance the names of persons who shall be deputed for train running duties (with suitable number of reserves) on the dates of polling, because of which they are likely to miss the opportunity to cast their vote.
b. Such persons would be required to apply for postal ballot as per Annexure VIII. c. On the basis of their requests and confirmation of bonafides by Presiding officer
the Returning officer shall issue postal ballot in sealed envelope and have it delivered to them through the Presiding officer.
d. The employees shall cast their votes in absolute confidentiality and send it by post to reach the Presiding officer before the last date.
PROCEDURE FOR ISSUE AND CASTING OF POSTAL BALLOT
i. Postal Ballot Papers must be delivered/despatched by 16.04.13 by respective
Returning officer/Presiding Officers. List of such persons in favour of whom postal
ballot is issued may be put on website.
ii. The words “Postal Ballot Paper” shall be stamped below the words “Secret Ballot
Paper-2013” appearing in normal ballot Paper;
iii. The name of voter as entered in marked copy of electoral roll should be noted on
counter-foil of Postal Ballot Paper and then Postal Ballot Paper detached from the
counter-foil;
iv. The letter “PB” should be written against the entry of electoral roll without
indicating the serial number of Ballot Paper issued;
v. Counter-foils of Postal Ballot Papers issued should be sealed in a separate packet and
brief description of the contents with serial numbers of the ballot papers dispatched
to employees and date on which the packet was sealed should be indicated;
vi. One self addressed and self stamped envelope for return of ‘Postal Ballot Paper’
should also be sent to the employee along with ballot papers. This envelope should
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be put inside the larger cover along with Postal Ballot Paper and the large cover shall
be addressed to the voter;
vii. The cover containing ‘Postal Ballot Paper’ and ‘return envelope’ should be
dispatched through speed post/registered post. The voter can also collect it
personally from the concerned Presiding Officer;
viii. Postal Ballots should be sent back to the Returning Officer’s office so as to reach
latest by 27.04.13. Postal Ballots received after 27.04.13 shall not be entertained
and will be treated as ‘invalid vote’;
ix. Returning Officer will not be responsible for any postal delay or postal losses;
x. The number of Postal ballot Papers received should be duly entered in the register
maintained for the purpose;
xi. Postal Ballots shall be counted in Returning Officer’s office in presence of ‘Counting
Agents’ of unions on 02.05.13.
xii. All postal movements of postal ballots may be done through Speed post/Registered
post to ensure firm and timely delivery.
22. SHORT LEAVE/PERMISSION FOR CASTING VOTE:-
Staff should be spared invariably to enable them to cast vote by allowing short leave. The Controlling Supervisor shall decide the extent of short leave which should be sufficient to allow the staff to cast his/her vote and return to duty. However, a judicious approach is required to ensure that crucial and sensitive train operations work does not suffer. It is for this reason that voting has been allowed on 3-day basis in such cases to ensure that all can vote without affecting train running.
The Supervisor In-charge shall decide, the duration of short leave to Gangmen, Construction staff and Track Machine Organization keeping in view local conditions staff. To ensure smooth voting by such way side working staff, Returning officer and Presiding officer shall hold due consultations with Heads of these organizations and identify voting booths which are in close proximity to their work place.
23. PROCESS OF CASTING OF VOTE :-
At the time of polling, the Polling Assistant will first establish the identity of the voter with the help of her/his photo I card. Then he shall score out the name of the voter from the master copy of the Voters’ list and put a mark with indelible ink on the voter’s left index finger and advise her/him to procure the Secret Ballot Paper from the Polling Officer. He shall also demonstrate to the voter the way to fold the ballot paper after stamping.
The Polling Officer shall again satisfy himself regarding the voter’s identity by rechecking the Identity Card and hand over One Ballot Paper as per serial number to the concerned employee after affixing his signatures on the reverse side of the ballot paper. The signatures of the employee casting the vote shall also be obtained on the counterfoil of the Ballot Paper. The employee will cast her/his vote by putting a stamp mark on the ballot paper in a separate enclosure kept in polling booth for this
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purpose. The stamp has to be put against the symbol of the union for which the voter wishes to vote. The voter shall fold the ballot paper thereafter and put it in the ballot box in the presence of the Polling Officer/Polling Assistant who shall ensure that the Ballot Paper is properly inserted in the box.
24. RECORD OF ELECTION PROCEEDINGS:-
At each polling booth, a register (proforma at Annexure IX) shall be maintained wherein the entire proceedings followed during the election shall be recorded. Such entries shall be signed by the Polling Officer & Polling Agents of the respective Unions.
25. REPOLLING:-
If a complaint is received from any union or some credible source regarding large scale electoral irregularity at some booth then the Presiding Officer shall hold an instant inquiry. On the basis of inquiry report and after holding consultation with the Returning Officer, the Presiding officer may order to conduct Re-polling at the said booth on the following day. Intimation of this decision shall be conveyed to the controlling authorities of all units for which the booth was set up. The controlling authorities in turn should arrange to put up Notice immediately and spare the voters to cast their votes again.
For Repolling the unused Ballot papers if available may be used, failing which additional ballot papers may be called for from the Returning Officer.
26. CLOSE OF THE POLLING:-
After the close of the polling, the Polling Officer shall furnish detailed Ballot Paper account in the prescribed proforma (Annexure X) indicating total Ballot Papers received, Ballot Papers used, unused Ballot Papers available etc. to the Presiding Officer. The sealed boxes shall then be collected and carried with adequate security to the place identified by the Presiding Officer who shall take over the custody of these ballot boxes.
27. COUNTING OF VOTES:-
The Ballot Boxes shall be opened in the presence of the Presiding Officer and authorized Polling/ Counting Agents of the Unions. If the authorized Polling or Counting Agents of any Union do not present themselves at the appointed time & place during the polling or at the time of counting of votes, it shall not invalidate the election or counting process and the polling & counting shall proceed as per schedule.
The Presiding/Assistant Presiding Officer shall grant special Casual Leave to adequate number of Counting agents for the counting of votes.
28. INVALID VOTES:-
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The Ballot Paper will be considered invalid when:-
i) Mark is put against more than one Union/Symbol; ii) Mark is put on the divider line in such a manner that less than two third of the stamp impression is made against any one Union/Symbol. Thus if the stamping is done in such a manner that more than two third falls on any one symbol/union name then it is to be treated as valid. iii) The Ballot Paper contains any doubtful indication like name of the voter, his signature, any form of written message, etc. In case of any dispute, decision of Presiding Officer will be final. 29. ELECTION REPORT:-
A statement, as per Annexure XI duly signed & certified by the Presiding Officer shall be dispatched in a sealed cover to the Returning Officer through Fax/or Special Messenger on day of counting itself.
30. UNUSED BALLOT PAPERS :-
The unused Ballot Papers will also be forwarded on the last day of poll to the Returning Officer via the presiding officer for retention & record.
31. COUNTING & DECLARATION OF FINAL RESULT :-
All sealed covers received from Presiding Officers containing election report & Postal Ballots received will be opened by Returning Officer in the presence of Union representatives to prepare & compile final election result (Proforma at Annexure XII). The result shall be declared according to the Union name/Symbol of the Zonal Railway.
Any dispute regarding elections/counting of votes shall be raised before the Returning Officer on the last day of the election/before declaration of result. After expiry of this period, the result declared by the Returning Officer of the Zonal Railway shall be treated as final.
32. EXISTING FACILITIES TO UNIONS:-
Certain facilities have been provided to the recognised unions. In order to provide level playing field to all contesting unions the recognised unions which are in possession of any railway facilities such as office premises provided free of rent under PREM(CEG), telephone, card passes etc. are barred from using them for their electoral purposes. Violations of these instructions shall be treated as corrupt election practices and violation of Code of Conduct. The onus shall be on the unions to prove that such facilities have not been misused.
The railway administration shall not hold any PNM or formal meeting with the recognised union after notification of the election.
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33. Within the overall frame work of the Modalities decided/notified, SEBC/ or the Returning Officer will have the authority to issue necessary clarification, administrative instruction, without changing the spirit and tenets of these Modalities for administrative convenience.