Election Day Contingency Procedures

Election
Day
Contingency
Procedures
PAGE 1
Commission on Elections
Intramuros, Manila
Flow of discussion
a) the issue/problem
b) the players involved
c)the procedures to be
followed

I. A. Misdelivered Official Ballots
PAGE 2
EB
1 Report it to EO.
EO
2Inform the Treasurer’s Office of the mis-delivery of
official ballots and seek assistance to locate the correct
ballots.
5 Report the incident to the CEMAC – Command Center.
6. EB to announce the delay and proceed with the
preliminaries to voting
EB on FTS Day VCM During FTS Day: Non-Technical VCM During FTS Day: Technical VCM on E-Day Day: Technical
VCM on E-Day: Non-Technical
3delivery of
misdelivered
ballots
a) Within the city/municipality/district:
EO
b) Within the province: PES/RED (NCR,
Cities of Zamboanga and Davao).
c) Within or outside the region: RED
PES.
4Collate the incident
report.

I. B. Shortage of ballots i n a clustered precinct due to approved Petitions for inclusion in
the voters list
PAGE 3
EB.
1Prepare a verified list of names of
voters not accommodated
2Inform the DESO.
EO.
8Collate the action/s taken.
6 Record
in the
Minutes:
a) the names of the voters
who were allowed to vote in
their assigned clustered
precinct (available official
ballots)
b) attach to the Minutes the
verified list of voters
DESO/DESO-SS.
3Coordinate with the EBs of the other
polling places with available ballots.
4Mono-precinct barangay (in case):
with the EBs of polling centers in nearby
barangays under their jurisdiction.
5 Distribute the voters to polling places
with available ballots.
7Inform the EO and CEMAC –
Command Center of the action/s taken.

I. C. Insufficient ballots delivered
PAGE 4
EB
1Report the shortage to the EO and DESO
2Proceed to open the voting process.
5Inform the DESO.
EO
3Report the shortage of
ballots to the CEMAC –
Command Center.
4If the ballots are all
used and there are
remaining voters who
are unable to vote due
to the shortage of
ballots:
prepare the
verified list of
voters not
accommodated
DESO/DESO-SS
6Coordinate with the EBs of the other
polling places with available ballots
7 Distribute them to various polling
places with available ballots
9 Inform the EO and CEMAC –
Command Center of the action/s taken.
8 Record in the
Minutes: a) the names of the voters who
were allowed to vote in their
assigned clustered precinct
(available official ballots)
b) attach to the Minutes the
verified list of voters

I. D. change in the size of the ballots due to weather, transport and other conditions causing
issues on compatibility with the VCM
PAGE 5
EB
1 report this matter to the
DESO and to the EO
EO
2Contact the CEMAC – NTSC for
guidance.
I. E. Missing items in the VCM box
1. All or majority of EB PINs/Passwords are unavailable or invalid
EB
1Call the DESO – TSS.
5 DESO-TSS will inform the CEMAC-NTSC
on the successful use of the PINs/Passwords
provided.
DESO-TSS.
2 Refer the matter to the CEMAC –
NTSC.
4 EB to proceed with the conduct of
voting once PINs/Passwords are
received.
CEMAC-NTSC.
3Recommend to the PMO
Director to authorize the
issuance of the
PINs/Passwords.

DESO-TSS
2Guide the EBs in conducting the opening of
the polls using the available iButtons.
3Report this incident to the CEMAC – NTSC
and to the EO.
EB
1Report the problem to the DESO –
TSS.
2. One iButton for operations is missing
EB
1Inform the EO and
DESO - TSS
DESO-TSS
2 Inform the CEMAC -
NTSC.
3Request for replacement/s
of the missing items.
CEMAC-NTSC
4Recommend to the PMO Director the
issuance of new iButtons/SD Card.
EO
4Collate the incident report.
3. All iButtons for operations are missing/ one or both SD Cards are missing
EO
5 Pick up the iButtons/
SD Cards at the
technical hub.

DESO-TSS
2 determine if the iButtons or SD Cards must be
replaced.
5 Turn over the defective SD Cards and iButtons
to the EO.
EB
1 report it to the EO and DESO – TSS.
6 EO bring them to the technical hub
for replacement.
4. All the iButtons/ SD Cards are defective
EB
1Inform the EO and DESO - TSS
of the lacking item/s.
EO
4 CEMAC –NTSC recommends to the
PMO Director issuance of the
iButtons for operations and SD
Cards to the EB.
5. Other items such as plug adapter, VCM power cord, battery cable, rolls of thermal paper, USB
modem with sim cards, cleaning sheets, marking pens, or security seal/sticker are lacking inside
the VCM box
EO
2 Get item/s from the contingency VCM boxes
3 If none is available, report this to CEMAC-NTSC
3 if yes: Request to the CEMAC – NTSC

DESO-TSS
EB
1Report this matter to the DESO.
I. F. Insufficient thermal paper for voter’s receipt and printing of audit logs and
ERs
EB
1Report this matter to the DESO.
3Use regular black ballpoint pen.
EO
3 Check the OEO for available
thermal paper.
I. G. Marking pens are all out of ink or the pens are all missing
DESO-TSS
2 Report this to the EO and CEMAC –
Command Center.
4 Check with other polling places for
extra thermal paper.

I. H. Non-inclusion or erroneous inclusion by the EB of election documents and
paraphernalia inside the ballot box which is already sealed
PAGE 9
EB
1Notify in writing the EO of the non-
inclusion or erroneous inclusion.
EO
4Opening shall be subject to the approval of the Commission En
Banc.
5Proper notice of the date and time to the concerned EB,
City/Municipal Treasurer, candidates, watchers, all parties and
stakeholders.
2a) Non-
inclusion
turn over the
documents to the EO.
3b) Erroneous inclusion
c) Immaterial no problem
d) Material Order the City/Municipal Treasurer to bring
the ballot box to the BOC for the purpose
of retrieving from the ballot box the
documents or paraphernalia.

I. I. sabotage, explosion, equipment robbery and other similar circumstances
PAGE 10
EB
.
EO
4 Notify CEMAC – Command Center of
the missing item/s.
1If required
to leave the
precinct:
a) report this to the EO.
b) immediately secure all equipment, election
forms and supplies.
c) inform all political party representatives,
citizens' arm and watchers present of the
transfer or suspension of voting.
2 If peace and
order is restored:
a) conduct inventory of all equipment,
forms and election supplies.
3 If there are
missing item/s
a) report to the EO.
b) local PNP for proper documentation
and investigation.

I. J. fire, flood, earthquake and others, or by reason of emergency or health/ IATF rules and
regulations in the locality
PAGE 11
EB EO
2 Report this to the CEMAC –
Command Center.
1If
required
to leave
the
precinct:
a) report this to the EO.
b) immediately secure all equipment, election forms and
supplies.
c) inform all political party representatives, citizens' arm and
watchers present of the transfer or suspension of voting.
DESO
2Inform the EO.
EB
1Inform the DESO o
EO
3Designate a substitute DESO - TSS.
4Report this substitution to CEMAC –
NTSC for record purposes.
I. K. DESO - TSS is absent/missing

II. A. VCM Malfunction
PAGE 12
EB on FTS Day VCM During FTS Day: Non-Technical VCM During FTS Day: Technical
VCM on E-Day Day: Technical
EO
DESO-TSS.
5 Perform the
replacement
procedure of the
VCM.
6 Report to the
CEMAC - NTSC
the fact of
replacement.
EB
1Call the DESO -
TSS
12Record this incident
in their Minutes.
2If
cann
ot
resol
ve
the
malf
uncti
on
report the
same to
the EO
and
CEMAC -
NTSC
CEMAC-NTSC
3 Assist the DESO - TSS in
troubleshooting the VCM.
4
Problem
remained
unsolved
for more
than 60
minutes
a) recommend
to the PMO
Director for the
replacement of
the VCM
b) authorize the
EO or the PES
to deploy a
contingency
VCM
11
Meantime
that the
VCM is
being
repaired
or
replaced,
EB shall
announce to
the voters
that they
have the
following
options:
a) proceed in casting their votes
by shading their ballots with
waiver of their right to be issued
a voter’s receipt:
ballots shall be temporarily
placed inside the Envelope for
Rejected Ballots, or half Torn
and which shall be batch-fed by
the EB before the close of polls
b) wait for the VCM malfunction
to be resolved or the
replacement VCM to arrive and
personally feed the ballot in the
VCM

II. B. Defective SD Cards
PAGE 13
EO
8Bring them to the technical hub for
reconfiguration.
DESO-TSS.
2Verify the reported
defect.
7Will turn over the
Main and Backup
SD Cards including
the two (2) iButtons
for operations to the
EO.
EB
1Call the DESO -
TSS
3If
confi
rmed
to be
defec
tive
report it
to the EO
& CEMAC
– NTSC
CEMAC-NTSC
5Instruct the DESO - TSS on
the procedures to be
performed.
6If the
problem
remains
unresolve
d
a) recommend
to the PMO
Director for the
reconfiguration
of the defective
SD Card
9 During
troubleshoot
ing or
reconfigurati
on of the SD
Cards/iButton
s for
operations,
EB shall
announce to
the voters
that they
have
the following
options:
a voter’s receipt; ballots shall be
temporarily placed inside the
Envelope for Rejected Ballots,or
Half or Torn Unused Official
Ballots which shall be batch-fed
by the EB before the close of
polls
b) wait for the VCM malfunction
to be resolved or the
reconfigured SD
Cards/iButtons for operations to
arrive and personally feed the
ballot in the VCM

II. C. Ballot jams
PAGE 14
DESO-TSS
3Assist in removing the ballot.
EB
4Install again the VCM on top of the ballot box.
5Return the ballot to the voter who shall re-feed the ballot to the VCM.
9Ensure the secrecy of the ballot.
1If the ballot is VISIBLE in
the VCM entry slot
gently pull out the ballot from the entry slot and
allow the voter to re-feed the ballot
2If the ballot is NOT
VISIBLE in the VCM entry
detach the VCM from the ballot box cover and
retrieve from the ballot exit slot the ballot causing
the jam
6If the ballot is rejected by reason
that it has already been counted
open the ballot box and place the ballot inside.
7If the EB has difficulty or
unable to remove the ballot
from where it is jammed
Do not force the ballot out of the VCM but
instead, call on the DESO
- TSS to assist them in removing the ballot
8If the cause of the ballot jam
is the improper stacking of
the ballots inside the ballot
box
open the ballot box, press the ballots in order to
make room for additional ballots, and thereafter,
close the ballot box

II. D. Thermal paper jam
PAGE 15
DESO-TSS
4Assist in removing the
problem.
EB
1Open VCM printer cover and gently pull the thermal paper.
2Once the jam has been removed, reload the thermal paper or
replace a new thermal paper roll, if required.
3If unable to resolve
this problem
call the DESO - TSS

II. E. Continuous rejection of ballots by VCM after initial acceptance of several ballots
PAGE 16
EO
8
8 Retrieve the
defective VCM from
the EB and shall keep
the same under
his/her custody.
DESO-TSS
3 Troubleshoot the rejection.
9Perform the replacement
procedure of the VCM.
11Report to the CEMAC - NTSC
the fact of replacement.
EB
1 clean the scanner
CEMAC-NTSC
2 Voter will
feed the
ballot in four
different
orientations.
If problem
persists
call the
DESO -
TSS
4 If the
problem
remains
Seek assistance from
CEMAC – NTSC
7If the
rejection
of ballots
by the
VCM
remains
unresolve
d
a) recommend
to the PMO
Director for the
replacement of
the defective
VCM
b) authorize the
PES or EO to
deploy a
contingency
VCM

II. F. The hash code of the VCM does not match the published hash code
based on the Final Trusted Build
PAGE 17
DESO-TSS
2Verify the hash code of
the VCM (compare it with
what was published
based on the Final
Trusted Build)
4Report to EB his/her
finding
EB
1Call the DESO - TSS to verify
the hash code of the VCM.
CEMAC-NTSC
6Recommend to the PMO
Director for the replacement
of the VCM.
5 hash code
does not
match
report to the EO
and CEMAC –
NTSC

II. G. VCM printer malfunctions
PAGE 18
EO
5Deploy contingency
VCM.
DESO-TSS
2 Troubleshoots it.
7Report to the CEMAC –
NTSC and the EO of
the successful
troubleshooting or
replacement of the VCM.
EB
1Call the DESO - TSS
CEMAC-NTSC
3If the
probl
em
remai
ns
Seek
assistance from
CEMAC - NTSC
4If the
problem
still
persists
recommend
to the PMO
Director the
deployment
of
contingency
VCM
6During the
process of
troublesho
oting or the
replacemen
t of the
VCM, shall
announce
to the
voters that
they have
the
following
options:
a voter’s receipt; ballots shall be
temporarily placed inside the
Envelope for Rejected Ballots,
Half or Torn Unused Official
Ballots which shall be batch-fed
by the EB before the close of
polls
b) wait for the VCM printer
malfunction to be resolved or
the contingency VCM to arrive,
for them to cast their votes and
personally feed the ballot in the
VCM

II. H. Absence of the Chairperson’s digital certificate and/or iButtons
PAGE 19
EB
1Announce to the watchers the fact of this error.
2Perform the necessary procedure in correcting the date and/or time of
the elections on the VCM.
DESO
3 Report to the CEMAC–NTSC
for instruction.
EB
1In case the Chairperson has no digital certificate, use the
iButtons for operations in transmitting the result to the BOC.
2In case the Chairperson lost the iButtons containing
his/her digital certificate, inform the DESO-TSS.
II. I. The date and/or time of the elections reflected on the VCM are incorrect

II. J. Power failure on election day
PAGE 20
EB
1 Connect the battery to the VCM to charge if there is
power in the polling place .
2If no power, EB shall notify the DESO-TSS who shall report the problem
to CEMAC – NTSC and EO.
DESO
2Notify the EO.
4 Inquire from the local electric
provider on the duration of power
interruption and advise the EB on
the matter.
EB
1Ensure that the VCM is connected to the battery and
report the power failure to the DESO.
II. K. The battery has been discharged after FTS
EO
3 Report to the CEMAC –
Command Center
5 If power cannot be restored
by 5:00 o’clock in the
afternoon on election day
provide
alternative lighting
provisions

II. L. Unable to close voting
PAGE 2 1
EB
1Check the VCM if it has the correct date and time.
EO
3Collate incident report.
2If date and
time are
incorrect
correct the date and time and will proceed to close
voting and report the same to the CEMAC – NTSC
and EO

II. M. Re-transmission failed after three (3) attempts
PAGE 22
DESO-TSS
2 Resolve the problem
3Make use of the Backup
transmission media.
4 Seek help from the
CEMAC- NTSC.
EB
1Call the DESO - TSS
8Complete the printing of 30 copies of ERs and post-election activities before transporting the VCM to the
nearest voting center.
11Explain in writing to the BOC the reason why they are not able to transmit.
7If the failure
persists,
transport the VCM to the nearest voting center where communication signal is strong
5 If the problem is
the transmission
device
may use a transmission device from another polling place that has finished
transmission
9 If after three (3)
unsuccessful attempts to
re- transmit
print the audit log and “write protect” and bring the VCM box containing the
VCM to the canvassing center with the Main and Back-up SD Cards still inside
the VCM
11 When transporting
the VCM to the
nearest voting
center or canvassing
center
ensure transparency in transporting the VCM
allow the watchers, or any interested parties, to accompany the same
for security reasons, may seek the assistance of the members of the PNP and/or
AFP

II. N. VCM does not write-protect the data
PAGE 23
EB.
1Hard press the power button.
2Remove the power adaptor from the power outlet.
3Disconnect the battery from the VCM.
DESO
4Call the CEMAC – NTSC.
5Perform the procedure given by
CEMAC – NTSC to solve this
problem.
EB
1Verify if the date and/or time of the VCM is correct.
.
II. O. VCM does not shutdown
2If
incorrect
Correct and proceed to execute the “write protect” function
of the VCM
3If correct but the problem
persists
call the DESO - TSS

III. VCM Contingency machine is unavailable
PAGE 23
DESO.
5Look for available
VCM from other polling
place that had
successfully completed
all task in the VCM.
EB.
1Notify the DESO and DESO – TSS.
3Announce to the voters that they shall proceed in casting
their votes by shading their ballots with waiver of their right
to be issued a voter’s receipt. Their ballots shall be
temporarily placed inside the Envelope for Rejected Ballots,
Half or Torn Unused Official Ballots and Other Half of Torn
Unused Official Ballots, and Counted Official Ballots and
which shall be batch-fed by the EB.
DESO-TSS.
2Notify the CEMAC –
NTSC.
6Perform the
necessary procedure
as instructed by the
CEMAC – NTSC.

Have Any
Query?
PAGE 25
Commission on Elections
Intramuros, Manila

Election Day Contingency Procedures

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