DAY 4: Dynamics in an ESR
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This document provides information about training on establishing and operating an Election Situation Room (ESR). It discusses procedural considerations for convening an ESR, including setting up databases, communicating with observers, and simulating the ESR process. It also covers operationalizing the ESR on-site and in-house, managing observers, developing communication strategies, monitoring electoral violence and the media. Finally, it discusses ensuring gender equity and diversity are mainstreamed in the ESR planning and implementation.
DAY 4: Dynamics in an ESR
- 1. Election Situation Room Professional Development Training AfRO Welcome
- 2. DAY 4 Dynamics in an ESR
- 3. 3© 2016 DAY 4 4.1 ESR implementation: Talent Contest Group 1 & 2: To compose a song using the rhythm of a popular song with the words of the activities in the Scheduling Phase as lyrics. Groups 3 & 4: To compose a rap with the activities in the Realization Phase as lyrics.
- 4. 4© 2016 DAY 4 4.2.1 Convening an ESR: Procedural considerations Put these 13 steps into a logical order: Set database to generate observer codes Prepare list of observers with relevant coordinators Receive final list of observers General simulation with observers Print final list of observers Call observers to communicate their polling stations and observation codes Text message observers their station code and the station they will observe Return list of observers (with observer codes) to relevant coordinators Text message observers to remind them of their station code and the station they will observe ESR communication Simulation for the implementation of the ESR Implementation of the ESR with three chambers: Technical Room, Intermediate Room, Political Room Verify list of observers and add observers unaccounted, due to omission or forgetfulness.
- 5. 5© 2016 DAY 4 4.2.2 Convening an ESR: Procedural considerations 1–7 Logical order 1–7 1. Prepare list of observers with relevant coordinators 2. Verify list of observers and add observers unaccounted, due to omission or forgetfulness. 3. Receive final list of observers 4. Set database to generate observer codes 5. Return list of observers (with observer codes) to relevant coordinators 6. Call observers to communicate to them their polling stations and observation codes 7. Text message observers their station code and the station they will observe (List continued on next slide)
- 6. 6© 2016 DAY 4 4.2.3 Convening an ESR: Procedural considerations 8–13 Logical order (continued) 8–13 8. General simulation with observers 9. Text message observers to remind them of their station code and the station they will observe 10. Print final list of observers 11. Simulation for the implementation of the ESR 12. Implementation of the ESR with three Rooms: Technical Room, Intermediate Room, Political Room 13. ESR communication
- 7. 7© 2016 DAY 4 4.3 Operationalization of an ESR: on-site & in-house • Structure the ESR desks dedicated to collection of the data, analysis and interpretation, the definition and implementation of rapid response • Set up the Situation Room at its headquarters • Information on the results and highlights • Manage internal and external relationships • Provide documentation, monitor and track the initiative
- 8. 8© 2016 DAY 4 4.4.1 Importance of observer management to ESR success Observers are the primary source of data to the ESR, without whom there could not possibly be an ESR.
- 9. 9© 2016 DAY 4 4.4.2 Importance of observer management to ESR success Group work Group 1: Develop a checklist for observers at a voter registration, exhibition of voters roll and campaign period. Group 2: Develop a checklist for observers at voting, counting and election result management and declaration.
- 10. 10© 2016 DAY 4 4.5 ESR communication strategies Group work: Determine the most relevant modes of communication for their stakeholder, and the strength & weakness of each mode. Determine what types of resources the ESR needs to communicate with each stakeholder group – e.g. contact lists of names & numbers for security agencies.
- 11. 11© 2016 DAY 4 4.6 ESR electoral violence monitoring • Identify the group’s target • Evaluate the underlying causes of tensions and violence in the country • Identify potential triggering mechanisms or hotbeds of tension during the election cycle • Define specific indicators of violence warning signs as well as acts of violence to be monitored • Identify high-risk geographical areas, and • Develop a monitoring strategy and methodology as well as how a monitoring unit will be deployed . Consider the following guidelines when planning to monitor violence and/or establish an early warning system:
- 12. 12© 2016 DAY 4 4.7.1 Media monitoring in an ESR The media is a primary stakeholder whose actions or inactions can have major consequence on the integrity of the electoral process and outcome
- 13. 13© 2016 DAY 4 4.7.2 Media monitoring in an ESR • What are the types of media? • What are the types of media ownership that exist in your country? • What are professional media standards? (Provide examples) • How does the type of ownership generally influence the performance of the media? • How can the performance of the media be improved? • What is media monitoring and what does it intend to achieved during and electoral event? Respond to the following questions and record your answers on an A4 sheet.
- 14. 14© 2016 DAY 4 4.7.3 Media monitoring in an ESR Guiding principles of election management: 02 Neutrality, impartiality, integrity 01 National service- mindedness 03 Transparency (right to information) 04 Respect for the law 05 Professionalism
- 15. 15© 2016 DAY 4 4.8.1 Appreciating gender equity in ESR • What are the electoral rights of women? • How can gender and diversity be mainstreamed in the ESR scenario? For an election to be free and fair the systems and procedures should enhance the political participation and representation of women. Similarly, the planning implementation and interventions of the situation room should take into consideration challenges that women face in accessing their electoral rights.
- 16. 16© 2016 DAY 4 4.9.1 Appreciating diversity in ESR 1. What is meaning of diversity, with reference to the composition of a population? 2. What advantages are there to recruit both men and women, disabled people or people from different age groups in the conduct of an election? 3. Are there any roles that could not be done by a disabled person, a woman, or someone who speaks a minority language in an ESR? 4. What might prevent an EMB from recruiting a cross-section of society? (Questions continued on next slide) Brainstorm, using the following ESR diversity question:
- 17. 17© 2016 DAY 4 4.9.2 Appreciating diversity in ESR 5. How a can the issues of diversity (political, ethnic, religious, ages, economic, sex, etc.) be addressed in the electoral process with regards to: – Design of electoral system – Civic & voter education – Voter registration – Candidate selection – Polling – Electoral security 6. What might prevent an ESR from hiring a cross-section of society? 7. What strategies could be used to compensate for a lack of skills by some of the groups above? Brainstorm, using the following ESR diversity question: