This information session will provide an overview of the activities that will occur after the close of voting for a local council election that is being counted by computer. It will explain what a computer count is, who is involved, what the main stages of a computer count are, and what happens once it is complete.

The information is specifically intended for candidates and others who will not be present during the computer count, as well as for scrutineers who will represent the interests of candidates at the count, so that everyone can fully understand the process. The legislation governing local council elections allows for the votes to be counted electronically.

In a computer count, the preferences on each formal ballot paper are entered into the VEC's computer count application and a result is calculated by computer. The main stages in the conduct of a count are:

Preparation of ballot papers prior to the count. This process is usually performed twice – after close of voting, which is known as group A, and again after the close of the postal vote receipt period, which is known as group B. Entry of ballot paper preferences into the application. This stage is also usually performed twice, for group A and group B. Calculation of the results. This stage only occurs after all ballot papers have been entered and final reconciliation has taken place.

Our procedures have been developed in accordance with the legislation. The VEC conducts computer counts when there is more than one councillor to be elected per ward, or the council is unsubdivided. The proportional representation counting system is used in these counts. It also conducts them when there is one councillor to be elected per ward, or one team to be elected in the election, and we have determined that a computer count is appropriate. An example would be if a council has a larger number of candidates and/or ballot papers to be counted. The preferential counting system is used in these counts. It is also used to conduct countbacks in multi-vacancy elections where the original result was determined by computer.

The VEC has been successfully conducting computer counts in local council elections for 25 years, and our experience has shown that this is a very accurate way of counting. The VEC's computer count application is developed and maintained by the VEC. It has been independently audited and certified as being compliant with the legislative requirements. Our testing programs have also shown that the results calculated by the computer count application are accurate. Details about the VEC's computer count application and its independent certification can be found on the VEC website.

The following roles are involved in the conduct of a computer count: the election manager, computer count team leaders, or CCTLs, data entry operators, or DEOs, and scrutineers.

The election manager is responsible for overseeing the various stages of the computer count. Prior to the count, they are responsible for: communicating the arrangements for the computer count to candidates so that they can arrange scrutineers to represent their interests at the count, extracting ballot papers from ballot paper envelopes, and establishing balance totals, and securely delivering the ballot papers to the count centre.

During the count, the election manager has overall responsibility for the count process. This specifically includes ensuring that any scrutineers who are present are briefed on their rights and responsibilities, as well as the count process, and checking all informal ballot papers before a result is calculated. After data entry, the election manager will complete reconciliation activities, calculate the result, and check and distribute the result reports.

Computer count team leaders have a number of responsibilities. Prior to the count they are required to: set up the count site and verify the system configuration, create batches in the computer count application and print the batch cover sheets so they can be attached to the formal batches of ballot papers, reconcile all ballot papers upon their delivery to the count centre, and train data entry operators, or DEOs.

During the count they manage ballot paper batches and monitor workflow, perform quality assurance of entered batches and supervise DEOs, answer queries from DEOs, collect and reconcile all completed batches, and remove ballot papers deemed informal by the computer count application from completed batches, ready for checking by the election manager.

Data entry operators are responsible for entering preferences from each ballot paper into the application, and for marking a ballot paper as informal if it fails the formality check applied by the computer count application. Data entry operators have accurate keying skills and are experienced at numeric data entry. All DEOs will have signed the relevant impartiality and disclosure documents prior to appointment.

As candidates are not allowed to be present during counting activities, scrutineers can be appointed by candidates to represent their interests. Scrutineers may observe the entry of ballot papers into the computer count application, query the data entry of a specific ballot paper or batch by recording the batch number and, if possible, the ballot paper number of the appropriate batch and alerting the computer count team leader, and observe formality checking activities and challenge decisions about the formality of a ballot paper.

Scrutineers cannot interfere with the data entry operations. This includes entering into discussions with data entry staff and touching ballot papers. The role of the scrutineer is covered in detail in the Scrutineer handbook that was provided to candidates in the candidate kit. It is also available on the VEC website and at the computer count centre.

An Availability of results guide is also available on the VEC website, as well as at the count centre. It contains information for scrutineers about what information is available during the count and at what times.

For each election being counted, the election manager will advise candidates by email of the count arrangements for the group A extraction of ballot papers and data entry, including the number of scrutineers allowed per candidate. The group B extraction of ballot papers and data entry, including the number of scrutineers allowed per candidate. The calculation of the result.

The ballot papers to be extracted and data entered in group A comprise the ballot paper envelopes from the bulk mailout of ballot packs that have been returned by the close of voting. The ballot papers to be extracted and data entered in group B comprise the ballot paper envelopes from the bulk mailout, and any other ballot paper envelopes, signed and dated no later than the close of voting and received by 12 noon on the close of the postal vote receipt period.

The preparation for both the group A and group B computer count starts with the extraction process. During extraction processes, ballot paper envelopes, in bundles of 50, will be run through a letter opener twice. The first cut removes the declaration flaps without opening the envelope. The number of declaration flaps and envelopes are balanced and the flaps are packaged. The second cut opens the envelope. Ballot papers are extracted and the number of envelopes and ballot papers are balanced.

Prior to extraction, computer count team leaders will set-up the count venue and confirm the system configuration. They will also create formal batches in the computer count application for the number of ballot papers expected after extraction activities. Formal batch cover sheets, each with a unique batch identification number, will be printed. They will then be provided to the count team leaders at the extraction to attach to each batch of formal ballot papers once extraction is complete.

The batch numbers are unique and sequential. Each batch cover sheet contains the election name, which is the council name, the electorate name, which is the ward name if the council is subdivided, a sequential and unique batch identification number, and the number of ballot papers in the batch. Following the extraction, ballot papers are sorted to remove any obviously informal ballot papers. During the computer count, the count application will detect less obvious informal votes during the data entry process.

Scrutineers will have the opportunity to challenge formality during the computer count. Any obviously informal ballot papers detected after extraction are removed and replaced with the same number of formal ballot papers to maintain the bundle balance at 50. The printed formal batch cover sheets will be attached to the batches of 50 for data entry and packed for dispatch to the count venue.

If there are not enough formal batch cover sheets pre-prepared for each formal batch, these will be created, printed and attached once the ballot papers have been delivered to the count venue. Obviously informal ballot papers will also be bundled into 50s, however only the total number of informal ballot papers will be recorded. The informal bundle will not have a batch cover sheet. These votes will also be securely packed for dispatch to the count venue.

A Computer count batch advice summary will be completed for each election to provide to the computer count team leaders to advise of the number of ballot papers being sent in the dispatch. Here is a sample of the Computer count batch advice summary that will be completed. This will be placed in the first box of ballot papers for dispatch to the count centre. A separate form will be completed for each election being counted by computer.

During data entry for both group A and group B for each election being counted, the count will be conducted as follows: Before the count commences, equipment is given a final check and administrative tasks are completed.

During the count, for each election being counted: the scrutineers are briefed, the ballot papers are received and the security boxes are reconciled before they are opened and the batches and ballot papers are reconciled, Data entry operators are trained in the use of the VEC’s computer count application, preferences are entered into the system and formality checking occurs for any obviously informal ballot papers identified at extraction, as well as any ballot papers deemed informal by the computer count application. Quality assurance activities are conducted, and final reconciliation activities are performed. Rest breaks will be taken from time to time. Where a meal break is required, it will be staggered to ensure not all data entry operators go to lunch or dinner at the same time.

Let's now look at each of these steps in more detail.

At the start of the count, the number of boxes containing the ballot papers will be reconciled, and any discrepancies will be resolved. Once the boxes are reconciled, data entry will occur for each election in accordance with the timings provided. At the scheduled start time for each count, the security seals are removed and the boxes opened. Scrutineers will be invited to inspect the security seals prior to their removal from the boxes. The batches of ballot papers, as well as the number of ballot papers, will be reconciled by the computer count team leaders against the advice provided by the election manager on the Computer count batch advice summary.

Once reconciliation is complete, data entry can commence. Batches of formal ballot papers will be allocated to data entry operators, who will then be trained. They may receive more than one batch at a time but they will only data enter one batch at a time. Batch allocation is recorded by the computer count team leaders. The record includes the data entry operator’s computer identifier and the unique batch number so that any batch can be traced at a given time.

Data entry operators will enter ballot papers under their batch identification number into the computer count application. They will work as best as they can to ensure they can provide scrutineers with a view of the ballot papers. Ballot paper preferences are entered exactly as they appear on the ballot paper. Data entry operators receive clear instructions to ‘key it as they see it’.

The Ballot paper entry screen will look similar to this example. The batch number is at the top of the screen along with the Ballot paper number currently being entered as well as the number of ballot papers in the batch.

If a scrutineer would like to query a ballot paper, they may note the ballot paper number and the batch number then advise the computer count team leader, who will arrange to check the data entry and correct any errors if found. Preferences are entered against each candidate, who will be displayed in ballot draw order. When all preferences have been entered for the current ballot paper, the DEO proceeds to the next paper, and so on, until the last paper in the batch has been entered.

The VEC's computer count application will be configured to meet the formality requirements of the election. Ballot papers that do not meet the formality requirements will be identified by the application. The system won't allow: the number one to be missing, duplicate numbers, numbers not in sequence, or non-numeric characters. Formality rules are detailed in the Scrutineer handbook.

For example, where the data entry operator enters a ballot paper into the system that does not meet the formality requirements, the system will alert the user. When the last preference is keyed into the system and the 'Next' button selected, the computer displays a warning message. As shown in this example, the operator has entered two 2s.

The data entry operator will check that the ballot paper preferences have been entered accurately. If inaccurate, the operator is able to correct the entry and move on to the next ballot paper. If the entry was accurate, the ballot paper is marked as informal by clicking the 'Informal' button. The ballot paper will be removed from the batch at this stage. The 'Informal papers' box will increase by one, the total ballot papers will decrease by one, and the next ballot paper can be entered.

At the end of the batch, a batch summary will appear. The data entry operator will check that the details are correct and if so: complete the batch cover sheet, re-attach it to the completed batch that is then placed in a completed batch tray, and secure the ballot papers identified as informal during data entry on top of the batch cover sheet. Only then will the data entry operator save the batch and then continue onto the next batch that has been issued to them.

Completed batches will then be collected and reconciled by computer count team leaders. Ballot papers identified as informal will be removed from completed batches once they have been reconciled. It is important to note that all ballot papers identified as obviously informal during the extraction process and those identified as informal by the computer count application are thoroughly checked by the election manager to confirm formality. The election manager will confirm the formality of these ballot papers during the count. Formality is decided in line with the Ballot paper formality guide, which is included in the Scrutineer handbook.

The election manager may also use personnel specifically trained in formality checking to assist in this task. Any ballot papers deemed formal will be returned to the formal batches for data entry. If a preference number on a ballot paper needs to be clarified, staff will place a dot sticker next to the number on the ballot paper and write the interpretation of the preference number. This will ensure that the preference is entered by the data entry operator as it has been determined by the formality checking team. A scrutineer may challenge the formality of ballot papers. Challenged ballot papers will be escalated to the election manager. Be aware that the election manager's decision is final.

Certain reports will be available to scrutineers during data entry, as outlined in the Availability of results guide mentioned earlier. A first preferences report will be available periodically throughout the count. This will detail the number of first preference votes for each candidate at the time of printing. The cumulative number of first preferences counted will be printed and posted on a wall for scrutineers to view. Photographs of this report can be taken, but no other photos can be taken during a count, which is in accordance with the Conditions of entry for scrutineers.

The Ballot paper details report may be generated for a single batch number for audit and quality assurance purposes. This report will used if a scrutineer queries the data entry of a particular ballot paper or a batch. It will also be used by computer count team leaders to undertake quality assurance checks of data entry accuracy. More details about the VEC’s validation procedures can be found in the Availability of results guide. A full version of the Ballot paper details report is available on request of each day of data entry, as well as the completion of the count. Requests for this report can be made to the election manager.

Following the completion of data entry for both group A and group B counts, computer count team leaders will ensure that: All formality checking has been completed. All formal ballot papers have been entered into the computer count application. All Informal ballot papers have been counted and entered into the application.

Reconciliation activities will occur to ensure that the number of ballot papers sent to the count balances to the number of ballot papers in the computer count application, and all ballot papers will then be packed away in sealed security boxes and securely stored. A final reconciliation will take place once both group A and group B data entry is complete before the result is calculated. The computer count team leaders will validate that all data entry has been completed and that there are no outstanding ballot papers for the count. The total number of ballot papers entered in the count will be balanced back to the Computer count batch advice summary to ensure that all ballot papers are accounted for from both group A and group B.

The calculation of results for each election will occur at the time and date communicated to candidates by the election manager. The calculation is a public event and candidates and other interested parties are welcome to attend. The calculation will be projected to ensure that all attendees can see, and in subdivided councils results will be calculated in alphabetical order by ward. The election manager will explain the process to those in attendance.

The election manager will then confirm the number of ballot papers entered in the count for the election being calculated before pressing the 'Confirm' button. The 'Confirm' button will not be enabled unless the total unentered votes figure is zero. Once the election manager has pressed the 'Confirm' button, the application will move to the calculation screen. The election manager will then press the 'Calculate' button. The computer count application will then conduct the distribution of preferences for the election being calculated. The calculation time will vary depending on the number of ballot papers in the count, the number of candidates, and the required number of distributions.

As the result is calculated, the results will be displayed on the screen. A distribution report will be available once the result has been calculated. The computer count application is able to identify candidates to be excluded or surpluses to be distributed based on the votes for each candidate. If 2 or more candidates are tied at the point of exclusion or at the point of the distribution of a surplus, selection will be determined in accordance with the steps prescribed in the legislation. The computer count algorithm handles ties automatically.

Once all elections have been calculated, the First preference votes counted report and the distribution report will be printed and checked for each election. Once checked, copies will be available for interested parties. The distribution report will provide detail of the successful candidates, details of all exclusions, and for Proportional Representation counts, surplus distributions. The election manager will email provisional results to candidates once all calculations have been completed. The results will also be published to the VEC website.

The election manager will communicate arrangements for the declaration of results to candidates via email. The declaration will occur at least 4 hours after provisional results have been released. Any requests for recount must be received by the election manager in writing before the declaration of results. When the declaration is complete, the VEC website will show that the results have been declared.

This information session will provide an overview of the activities that will occur after the close of voting for the Melbourne City Council elections, where the count is being conducted by computer. It will explain what a computer count is, who is involved, what the main stages of a computer count are, and what happens once it is complete.

The information is specifically intended for candidates and others who will not be present during the computer count, as well as for scrutineers who will represent the interests of candidates at the count so that everyone can fully understand the process. The legislation governing Melbourne City Council elections allows for the votes to be counted electronically.

In a computer count, the preferences on each formal ballot paper are entered into the VEC's computer count application and a result is calculated by computer. The main stages in the conduct of a count are:

Preparation of ballot papers prior to the count. This process is usually performed twice – after close of voting, which is known as group A, and again after the close of the postal vote receipt period, which is known as group B. Entry of ballot paper preferences into the application. This stage is also usually performed twice, for group A and group B. Calculation of the results. This stage only occurs after all ballot papers have been entered and final reconciliation has taken place.

Our procedures have been developed in accordance with the provisions within the legislation. The VEC conducts computer counts when there is more than one councillor to be elected per ward, or the council is unsubdivided. The Proportional Representation counting system is used in these counts. It also conducts them when there is one councillor to be elected per ward or one team to be elected in the election and we have determined that a computer count is appropriate. An example would be if a council has a larger number of candidates and/or ballot papers to be counted. The preferential counting system is used in these counts. It is also used to conduct countbacks in multi-vacancy elections where the original result was determined by computer.

This means that the VEC conducts computer counts for all Melbourne City Council elections that it conducts: the leadership team election, which uses the preferential counting system, the councillor election, which uses the Proportional Representation counting system, by-elections to fill a vacancy for the Lord Mayor or Deputy Lord Mayor, and countbacks to fill a vacancy among the 9 councillors.

The VEC has been successfully conducting computer counts in local council elections for 25 years, including for all elections for Melbourne City Council since 2004. Our experience has shown that this is a very accurate way of counting. The VEC's computer count application is developed and maintained by the VEC. It has been independently audited and certified as being compliant with the legislative requirements. Our testing programs have also shown that the results calculated by the computer count application are accurate. Details about the VEC's computer count application and its independent certification can be found on the VEC website.

The following roles are involved in the conduct of a computer count: the election manager, computer count team leaders, or CCTLs, data entry operators, or DEOs, and scrutineers.

The election manager is responsible for overseeing the various stages of the computer count. Prior to the count, they are responsible for communicating the arrangements for the computer count to candidates so that they can arrange scrutineers to represent their interests at the count, securely delivering the ballot papers to the count centre, extracting ballot papers from ballot paper envelopes and establishing balance totals, and conducting a sort and count of above-the-line votes in the councillor election.

During the count, the election manager has overall responsibility for the count process. This specifically includes ensuring that any scrutineers who are present are briefed on their rights and responsibilities as well as the count process, and checking all informal ballot papers before a result is calculated. After data entry, the election manager will complete reconciliation activities, calculate the result, and check and distribute the result reports.

Computer count team leaders have a number of responsibilities. Prior to the count, they are required to set up the count site and verify the system configuration, create batches in the computer count application and print the batch cover sheets so they can be attached to the formal batches of ballot papers, reconcile all ballot papers upon their delivery to the computer count team, and train data entry operators (DEOs).

During the count, they manage ballot paper batches and monitor workflow, perform quality assurance of entered batches and supervise DEOs, answer queries from DEOs, collect and reconcile all completed batches, and remove ballot papers deemed informal by the computer count application from completed batches ready for checking by the election manager. In the councillor election, they are also responsible for entering the total ATL votes for each group and loading the group voting tickets.

Data Entry Operators are responsible for entering preferences from each ballot paper into the application, and for marking a ballot paper as informal if it fails the formality check applied by the computer count application. Data entry operators have accurate keying skills and are experienced at numeric data entry. All DEOs will have signed the relevant impartiality and disclosure documents prior to appointment.

As candidates are not allowed to be present during counting activities, scrutineers can be appointed by candidates to represent their interests. Scrutineers may observe the entry of ballot papers into the computer count application, including above-the-line vote totals for each group in the councillor election, query a particular ballot paper or batch by recording the batch number and, if possible, the ballot paper number of the appropriate batch and advise the computer count team leader, and observe formality checking activities and challenge decisions about the formality of a ballot paper.

Scrutineers cannot interfere with the data entry operations. This includes entering into discussions with data entry staff and touching ballot papers. The role of the scrutineer is covered in detail in the Melbourne City Council Scrutineer handbook that was provided to candidates in the candidate kit. It is also available on the VEC website and at the computer count centre.

An Availability of results guide is also available on the VEC website, as well as at the count centre. It contains information for scrutineers about what information is available during the count and at what times.

The election manager will advise candidates of the count arrangements for each election via email. For the leadership team election, these will be: the group A extraction of ballot papers and data entry, including the number of scrutineers allowed per candidate. The group B extraction of ballot papers and data entry, including the number of scrutineers allowed per candidate. The calculation of the result.

For the councillor election, these will be: the group A extraction of ballot papers, the manual sort and count of above-the-line, or ATL votes, and the data entry of the below-the-line, or BTL votes, including the number of scrutineers allowed per candidate. The group B extraction of ballot papers, the manual sort and count of ATL votes, and the data entry of the BTL votes, including the number of scrutineers allowed per candidate. The calculation of the result.

In both elections, the ballot papers to be extracted and data entered in group A comprise the ballot paper envelopes from the bulk mailout of ballot packs that have been returned by the close of voting. The ballot papers to be extracted and data entered in group B comprise the ballot paper envelopes from the bulk mailout, and any other ballot paper envelopes signed and dated no later than the close of voting and received by 12 noon on the close of the postal vote receipt period.

The preparation for both the group A and group B computer count starts with the extraction process. During extraction processes, ballot paper envelopes, in bundles of 50, will be run through a letter opener twice. The first cut removes the declaration flaps without opening the envelope. The number of declaration flaps and envelopes are balanced and the flaps are packaged. The second cut opens the envelope. Ballot papers are extracted and separated into two piles – one for the leadership team election ballot papers and one for the councillor election ballot papers – and the number of envelopes and ballot papers are balanced.

Prior to extraction, computer count team leaders will set-up the count venue and confirm the system configuration. They will also create formal batches in the computer count application for the number of ballot papers expected after extraction activities. Formal batch cover sheets, each with a unique batch identification number, will be printed. They will then be provided to the count team leaders at the extraction to attach to each batch of formal ballot papers once extraction is complete.

The batch numbers are unique and sequential. Each batch cover sheet contains the election name, which is the council name, the electorate name, which is the leadership team or councillor election, a sequential and unique batch identification number, and the number of ballot papers in the batch.

Following the extraction, leadership team ballot papers are sorted to remove any obviously informal ballot papers. During the computer count, the application will detect less obvious informal votes during the data entry process. Scrutineers will have the opportunity to challenge formality during the computer count. Any obviously informal ballot papers detected after extraction are removed and replaced with the same number of formal ballot papers to maintain the bundle balance at 50. The printed formal batch cover sheets will be attached to the batches of 50 for data entry and packed for dispatch to the count venue.

If there are not enough formal batch cover sheets pre-prepared for each formal batch, these will be created, printed and attached once the ballot papers have been delivered to the computer count team. Obviously informal ballot papers will also be bundled into 50s, however only the total number of informal ballot papers will be recorded. The informal bundle will not have a batch cover sheet. These votes will also be securely packed for dispatch to the computer count team.

A Computer count batch advice summary will be completed to provide to the computer count team leaders to advise of the number of ballot papers being sent in the dispatch. Here is a sample of the Computer count batch advice summary that will be completed for the leadership team. This will be placed in the first box of ballot papers for dispatch to the count centre.

After the extraction, the councillor ballot papers are sorted to above-the-line, below-the-line, and obviously informal. Above-the-line ballot papers are further sorted to each group and counted. Scrutineers may challenge the formality or sorting of an above-the-line ballot paper during this process. These totals are recorded before the above-the-line ballot papers are packed and placed in secure storage. The above-the-line ballot papers are not sent to the computer count and will not be reviewed again unless deemed necessary by the election manager.

The below-the-line ballot papers are batched into bundles of 50s for data entry and the printed formal batch cover sheets will be attached. If there are not enough formal batch cover sheets pre-prepared for each batch, these will be created, printed and attached once the ballot papers have been delivered to the computer count team. Obviously informal ballot papers will be bundled together into 50s, however only the total number of informal ballot papers will be recorded. The informal bundle will not have a batch cover sheet.

The below-the-line votes and obviously informal votes will then be securely packed for dispatch to the count venue. During the computer count, the count application will detect less obvious informal votes during the data entry process.

A Computer count batch advice summary will be completed to provide to the computer count team leaders to advise of the number of below-the-line and informal ballot papers being sent in the dispatch, as well as the number of above-the-line votes for each group.

During data entry for both group A and group B for both elections, the count will be conducted as follows: Before the count commences, equipment is given a final check and administrative tasks are completed.

During the count: the scrutineers are briefed, the ballot papers are received and the security boxes are reconciled before they are opened and the batches and ballot papers are reconciled, Data entry operators are trained in the use of the VEC’s computer count application, preferences are entered into the system and formality checking occurs for any obviously informal ballot papers identified at extraction, as well as any ballot papers deemed informal by the computer count application, quality assurance activities are conducted, and final reconciliation activities are performed.

Rest breaks will be taken from time to time. Where a meal break is required, it will be staggered to ensure not all data entry operators go to lunch or dinner at the same time.

Let's now look at each of these steps in more detail.

At the start of the count, the number of boxes containing the ballot papers will be reconciled, and any discrepancies will be resolved. Once the boxes are reconciled, data entry will occur for each election in accordance with the timings provided. At the scheduled start time for each count, the security seals are removed and the boxes opened. Scrutineers will be invited to inspect the security seals prior to their removal from the boxes. The batches of ballot papers as well as the number of ballot papers will be reconciled by the computer count team leaders against the advice provided by the election manager on the Computer Count Batch Advice Summary.

Once reconciliation is complete, data entry can commence. Batches of formal ballot papers will be allocated to data entry operators who will then be trained. They may receive more than one batch at a time, but they will only data enter one batch at a time. Batch allocation is recorded by the computer count team leaders. The record includes the data entry operator’s computer identifier and the unique batch number so that any batch can be traced at a given time.

Data entry operators will enter ballot papers under their batch identification number into the computer count application. They will work as best as they can to ensure they can provide scrutineers with a view of the ballot papers. Ballot paper preferences are entered exactly as they appear on the ballot paper. Data entry operators receive clear instructions to ‘key it as they see it’.

The Ballot paper entry screen for the leadership team will look similar to this example. The batch number is at the top of the screen along with the ballot paper number currently being entered as well as the number of ballot papers in the batch.

If a scrutineer would like to query a ballot paper, they may note the ballot paper number and the batch number then advise the computer count team leader, who will arrange to check the data entry and correct any errors if found. Preferences are entered against each team, which will be displayed in ballot draw order. When all preferences have been entered for the current ballot paper, the DEO proceeds to the next paper, and so on, until the last paper in the batch has been entered.

The process for the councillor election is the same, but the Ballot paper entry screen for the below-the-line preferences will look similar to this example. As per the physical ballot paper, the various groups will be displayed from left to right in ballot paper order across the screen, with ungrouped candidates at the end.

The VEC’s computer count application will be configured to meet the formality requirements of each election. Ballot papers that do not meet the formality requirements will be identified by the application. The system won’t allow: the number one to be missing, duplicate numbers, numbers not in sequence, non-numeric characters, and for the councillor election only – less than 90% of preferences to be entered. Formality rules are detailed in the Melbourne City Council Scrutineer handbook.

For example, where the data entry operator enters a ballot paper into the system that does not meet the formality requirements, the system will alert the user. When the last preference is keyed into the system and the 'Next' button selected, the computer displays a warning message. As shown in this example, the operator has entered two 2s. The data entry operator will check that the ballot paper preferences have been entered accurately. If inaccurate, the operator is able to correct the entry and move on to the next ballot paper. If the entry was accurate, the ballot paper is marked as informal by clicking the 'Informal' button.

For the leadership team election, the ballot paper will be removed from the batch and for the councillor election, the ballot paper will be flagged within the batch. The 'Informal papers' box will increase by one, the total ballot papers will decrease by one, and the next ballot paper can be entered.

At the end of the batch, a batch summary will appear. The data entry operator will check that the details are correct and if so will complete the batch cover sheet, and re-attach it to the completed batch that is then placed in a completed batch tray. For the leadership team election, they will secure the ballot papers identified as informal during data entry on top of the batch cover sheet. For the councillor election, they will place a red flag on the informal ballot paper and leave it in the batch. Only then will the data entry operator save the batch and then continue onto the next batch that has been issued to them.

Completed batches will then be collected and reconciled by computer count team leaders. Ballot papers identified as informal will be removed from completed batches once they have been reconciled. It is important to note that all ballot papers identified as obviously informal during the extraction process and those identified as informal by the computer count application are thoroughly checked by the election manager to confirm formality.

The election manager will confirm the formality of these ballot papers during the count. Formality is determined in line with the Ballot paper formality guide, which is included in the Melbourne City Council Scrutineer handbook. The election manager may also use personnel specifically trained in formality checking to assist in this task. Any ballot papers deemed formal will be returned to the count for data entry. Any below-the-line votes in the councillor election that are deemed formal above-the-line will be added to the ATL tally for the group.

If a preference number on a ballot paper needs to be clarified, staff will place a dot sticker next to the number on the ballot paper and write the interpretation of the preference number. This will ensure that the preference is entered by the data entry operator as it has been determined by the formality checking team. A scrutineer may challenge the formality of ballot papers. Challenged ballot papers will be escalated to the election manager. The election manager's decision is final.

Under the City of Melbourne Act 2001, ballot papers in the councillor election can be deemed formal and admitted to the count under clause 12 of Schedule 1: Certain votes with non-consecutive numbers to be formal. If a ballot paper appears to be informal but a change to only one marked preference (other than the first preference) on the ballot paper would make it formal, then the ballot paper can be considered formal. These ballot papers are returned to the count and the computer count system will exhaust the preferences at the last preference where the voter's intention is clear.

Certain reports will be available to scrutineers during data entry, as outlined in the Availability of results guide mentioned earlier. A first preferences report will be available periodically throughout the count. This will detail the number of first preference votes for each candidate at the time of printing, noting that this will be for below-the-line votes only in the councillor election. The cumulative number of first preferences counted will be printed and posted on a wall for scrutineers to view. Photographs of this report can be taken but no other photos can be taken during a count, which is in accordance with the Conditions of entry for scrutineers.

The Ballot paper details report may be generated for a single batch number for audit and quality assurance purposes. This report will used if a scrutineer queries the data entry of a particular ballot paper or a batch. It will also be used by computer count team leaders to undertake quality assurance checks of data entry accuracy. More details about the VEC’s validation procedures can be found in the Availability of results guide. A full version of the Ballot paper details report is available on request at the end of each day of data entry, as well as at the completion of the count. Requests for this report can be made to the election manager.

Following the completion of data entry for both group A and group B counts, computer count team leaders will ensure that all formality checking has been completed, all formal ballot papers have been entered into the computer count application, and all Informal ballot papers have been counted and entered into the application. For the councillor election only, the total above-the-line votes for each group are entered into the application.

The total above-the-line votes for each group will be the totals from the group A and group B above-the-line sort and count following extraction, as well as any formal above-the-line votes found during the computer count, where the votes were found to be informal below the line, but could be admitted as formal above the line. Once all above-the-line totals are entered and verified, the preferences from each group voting ticket are loaded. For groups with two tickets, the system will apply the legislated rules regarding the division of the tickets. The ticket allocation report will be generated once the tickets have been applied and can be printed and distributed for information purposes.

Reconciliation activities will occur to ensure that the number of ballot papers sent to the count balances to the number of ballot papers in the computer count application, and all ballot papers will then be packed away in sealed security boxes and securely stored. A final reconciliation will take place once both group A and group B data entry is complete, and for the councillor election, once the above-the-line votes have been loaded. The computer count team leaders will validate that all data entry has been completed and that there are no outstanding ballot papers for the count. The total number of ballot papers entered in the count will be balanced back to the Computer count batch advice summary to ensure that all ballot papers are accounted for, from both group A and group B.

The calculation of results for each election will occur at the time and date communicated to candidates by the election manager. The calculation is a public event and candidates and other interested parties are welcome to attend. The calculation will be projected to ensure that all attendees can see. The leadership team will be calculated first followed by the councillor election. The election manager will explain the process to those in attendance.

The election manager will then confirm the number of ballot papers entered in the count for the election being calculated before pressing the 'Confirm' button. The 'Confirm' button will not be enabled unless the total unentered votes figure is zero. Once the election manager has pressed the 'Confirm' button, the application will move to the calculation screen. The election manager will then press the 'Calculate' button. The computer count application will then conduct the distribution of preferences for the election being calculated. The calculation time will vary depending on the number of ballot papers in the count, the number of candidates and the required number of distributions. As such, the leadership team election will calculate more quickly than the councillor election.

As the result is calculated, the results will be displayed on the screen. A distribution report will be available once the result has been calculated. The computer count application is able to identify candidates to be excluded or surpluses to be distributed based on the votes for each candidate. If 2 or more candidates are tied at the point of exclusion, or at the point of the distribution of a surplus, selection will be determined in accordance with the steps prescribed in legislation. The computer count algorithm handles ties automatically.

Once both elections have been calculated, the First preference votes counted report and the distribution report will be printed and checked for each election. Once checked, copies will be available for interested parties. The distribution report will provide detail of the successful candidates, details of all exclusions and, for Proportional Representation counts, surplus distributions. The election manager will email provisional results to candidates once both calculations have been completed. The results will also be published to the VEC website.

Please note that the electronic version of the councillor election results will be much easier to view than the report that will be printed following the calculation, as the number of candidates in the councillor election can make the results very small to read when printed on A3 paper in the election office.

The election manager will communicate arrangements for the declaration of results to candidates via email. The declaration will occur at least 4 hours after provisional results have been released. Any requests for recount must be received by the election manager in writing before the declaration of results. When the declaration is complete, the VEC website will show that the results have been declared.