07 September 2008


Electoral Services - Frequently Asked Questions

,What is the Electoral Register?
,What is annual registration (September - November)
,What is rolling registration? ( December - August)
,How to register?
,How do I check if I am registered?
,What if I change my name?
,What if my name is missing from the register?
,How can I keep my vote when living abroad?
,Voters that are in the Services and Armed Forces
,How do I vote?
,What if I can't vote in person? - Postal & Proxy Voting
,What types of Election are there in South Bucks District?
,A list of countries whose citizens are eligible to register

What is the Electoral Register?
The electoral register is a list of everyone in the District who is entitled to vote. There are two versions of the register, the full register and the edited register.

Full Register
The full register lists everyone who is entitled to vote. Only certain people and organisations can have copies of the full register, and they can only use it for specified purposes. These include electoral purposes, the prevention and detection of crime and checking your identity when you apply for credit. The law says who can have a copy of the full register and what they can use it for. The list of such persons and purposes is given in the Representations of the People (England and Wales) (amendment) Regulations 2002. It is a criminal offence for them to pass it on or use it for any other purpose.

Edited Register
The edited register leaves out the names and addresses of people who have asked to be excluded from that version of the register. The edited register can be bought by anyone who asks for a copy and they may use it for any purpose. Anyone who wishes their name to be excluded from the edited register should inform the electoral services office. You can also state your preference on the annual canvass form sent out in September.

How to register
In order to register to vote you must be eligible to appear on the Electoral Register. Although you have to be 18 to vote, you can register to vote when you are 16, so long as you provide us with your date of birth.
You must be resident at the address at which you want to register at, and you must be a citizen of Britain, Republic of Ireland, a British Dependent Territory, a Commonwealth country or a European Union country.

Select this link for a list of countries whose citizens are eligible to register.

If you are the citizen of a country that is not listed you cannot register to vote - even if you are allowed to live in this country.

Select this link to download a voter registration form . Please complete and return the form by post to Electoral Services.

When completing your registration form, please make sure that you write in your nationality in the nationality box. Not all nationalities have the same voting rights and therefore it is important that we have the correct information for each elector. If you are a foreign national that has been granted British citizenship please state British.

How do I check if I am registered?
You can check the Register of Electors at the Council Offices between 9 am - 5.30 pm Monday to Wednesday and 9 am - 5 pm Thursday and Friday, except public holidays.

We can also confirm your registration by telephone on the Electoral Services Helpline on 01895 837200 between these times.  You must however give your full name and address.

What if I change my name?
If you change your name or wish to change any other details on the electoral register, you need to complete an amendment form. Please contact the Electoral Services Office for more details, or download an amendment form here . Please complete and return the form by post to Electoral Services.

What if my name is missing from the Register?
If you cannot find your name on the Register, or if you have recently moved into the district, you can complete an Electoral Registration Form. This asks for details of your full name, your present address and when you started living there, and your old address. Please note this is not an on-line form. You will need to print the form out, complete it and send it to the address shown below. A separate form needs to be completed by each person who must sign his or her own form. Please select this link to download a Voter Registration Form .

You can tell us that you have moved by using the free  i am Moving service.  Not only will you be able to inform us that you have moved, it will allow you to inform other local service providers like gas, water and electricity companies as well.

Where can I inspect the Electoral Register?
The Government has introduced new arrangements for inspecting the full register to ensure that information provided can be safeguarded. The full register can now only be inspected under supervision, and it is an offence to make copies other than by hand written notes. Misuse of data from the full register could lead to a fine of up to £5,000.

You can inspect the Register of Electors at the Council Offices between 9 am - 5.30 pm Monday to Wednesday and 9 am - 5 pm Thursday and Friday, except public holidays.

Rolling Registration (December - August)
To add your name to the electoral register, to download a Voter Registration Form select this link or contact Electoral Services for a form.

There are monthly updates of the Electoral Register between January and September. This is known as Rolling Registration. In order for your registration details to be updated during these months, you must complete and return an individual registration by each month's deadline.

Application Form Returned By: Date Name Added to the Register:
11th December 2007 2nd January 2008
10th January 2008 1st February 2008
8th February 2008 3rd March 2008
10th March 2008 1st April 2008
9th April 2008 1st May 2008
9th May 2008 2nd June 2008
9th June 2008 1st July 2008
10th July 2008 1st August 2008
8th August 2008 1st September 2008

The final monthly update of the year takes place on 1st September 2008. Applications to register must be received by 5th August 2008 so that changes can be included for 1st September 2008.

Applications received after 5th August 2008 will be included on the next published register on 1 December 2008.
When we receive your form, and if everything is in order, your name will be shown in the List of Alterations. Your details will take between two and six weeks to be added to the Register, dependent on when your form is received.

There is no monthly update during October or November during the annual canvass period when all households have to register.  
  
Annual Registration
(September - November) 

During most of the year the Electoral Register is updated once a month. However, between September and November each year all local authorities in the country must undertake the annual electoral registration audit. This is done to make sure that the Electoral Register is up to date. There are three stages to the annual registration audit:

Stage 1 - Registration Form: Registration forms will be delivered to every property in September, and residents must complete and return the form for their address, listing all eligible electors living there. It is actually a legal requirement for residents to complete the registration form that is delivered to them - even if there is no change to the information currently on the Electoral Register for their address. Failure to register to vote or deliberately giving false information could lead to a fine of up to £1000. If there are no changes to the information on the registration form residents can use the telephone or internet confirmation services - but only where there are NO changes. Instructions on using these services will be enclosed with the registration form.

Stage 2 - Reminder Form: If no response has been received by returning the form or using the telephone and internet services by 16 October, a reminder form will be sent out.

Stage 3 - Personal Visits: If there is still no response by 4 November, personal visits will be made to non-responding properties to get the information required.

How can I keep my vote when living abroad?
If you are a British citizen and you are living or working abroad, you may be eligible to vote at Parliamentary elections and European Parliamentary elections from your last registered address. To be eligible to register as an overseas voter the applicant must have been registered in the UK within a 15 year period.
 
Once registered as an overseas elector, you will be able to vote by post or proxy for all Parliamentary and European Parliamentary elections.
 
Who is eligible?

You can register as an overseas elector if:

  • You are a British Citizen living outside the United Kingdom
  • Your name was previously on the electoral register for an address within the district.
  • There is no more than 15 years between the qualifying date for the registration and the date of the application.
    Please Select this link for an overseas declaration form .

Voters who are in the Services and Armed Forces.

HM Forces Service Voters now have the choice of registering by declaration or on a household or monthly registration form. If a service voter registers as a 'normal' elector, they effectively cease to be categorised as a service voter. The declaration must be submitted via the relevant government department or the British Council.
Members of the armed forces and their spouses may register:

  • By service declaration (for a period of 36 months). The declaration must be received by the Electoral Registration Officer within three months of the date of the declaration and may be cancelled at any time by the declarant; or
  • At their home address (in the same way as civilian electors - using individual application forms or the annual canvass form). 

 Select this link for an Service Declaration Form .

Who is eligible ? 
H M Forces (Army, Royal Air Force, or Royal Navy), Crown Servants (Diplomats, Civil Servants), and British Council employees now have the choice of registering by declaration or on a household registration form as a service voter. Renewal forms are sent out three months prior to the renewal date. 
 
How do I vote? 
As long as your name is included in the Register of Electors, you will be entitled to vote.
Poll cards are delivered three weeks before an Election. Each member of the household who is eligible to vote should receive a poll card which informs them of the date of the election, where their polling station is and the hours of poll.  If you do not receive a poll card before an election, but think you are registered to vote please contact Electoral Services. You do not need to take the poll card with you to be able to vote:

  • The hours of poll for all elections is 7.00am to 10.00pm.
  • On arrival at your designated polling station, the Poll Clerk will ask you to confirm your name and address and will issue you with a ballot paper.
  • The ballot paper will be marked with an official stamp/barcode/watermark
  • You will be asked to sign for the ballot paper.
  • You should take the ballot paper to the voting booth and mark a 'X' to the right of the candidate(s) you wish to vote for.
  • Place your completed ballot paper in the ballot box.

There are also booths suitable for people with disabilities and 'selector' devices enabling people with visual impairments to vote independently.  All staff at polling stations are fully trained and will be very happy to answer any questions and assist in any way possible.

What if I can't vote in person?
If you are unable to go to your Polling Station on Election Day, you can apply to vote by post or proxy (a proxy is someone who votes on your behalf). All registered electors can vote by post on demand; however the rules regarding appointing a proxy are stricter than for the arrangement of a postal vote.
If you would like a postal vote application form, please contact the Electoral Services Office.  A separate form needs to be completed by each person, who must sign his or her own form.
Ballot papers can be sent out of the country, but as they are sent out approximately one week before an election, you may prefer to appoint a proxy to vote for you.
Postal votes must be returned by the close of poll on election day to be included in the count.
If you have been granted a postal vote you will not be entitled to vote in person.

By proxy
You can apply for someone to vote on your behalf, this person is called a 'proxy'. A reason must be given why you cannot vote in person.
You can apply to vote by proxy for an indefinite period or a particular election.
To vote by proxy for an indefinite period you must always give a reason, such as disability or employment, and your application may need to be supported by your doctor or employer. To vote by proxy in a particular election you cannot apply until after the election has been announced. You must give a reason but you do not need anyone to support your application.
The application form must be returned by 5pm on the sixth working day before the election (working days do not include weekends, bank holidays, Good Friday, Christmas Eve and Christmas Day).

Please Contact Electoral Service for a Proxy Application Form.

What types of Election are there in South Bucks District?

Type of election When held No of seats Wards/areas Who is eligible to Vote
District:  South Bucks District Council Every 4 years
Next scheduled elections  May 2011		   40 19 District Wards British, Commonwealth, Republic of Ireland and European Union citizens - excluding overseas electors
Parish Every 4 years
Next scheduled elections  May 2011		   141 12 Parish Wards British, Commonwealth, Republic of Ireland and European Union citizens - excluding overseas electors
County Every 4 years
Next scheduled elections  May 2009		   8 8 County Electoral Divisions British, Commonwealth, Republic of Ireland and European Union citizens - excluding overseas electors
European, Every 5 years
Next scheduled elections  June 2009		   11 1 South East Region British, Commonwealth, Republic of Ireland and European Union citizens.
Parliamentary Every 5 years
No later than May 2010		   1 1 Beaconsfield Constituency British, Commonwealth and Republic of Ireland citizens.