The Police Federation of England and Wales (PFEW) has outlined proposals for how officers will be able to vote in the forthcoming industrial rights ballot.
Every police officer in the country is being asked whether they want the Federation to pursue a change in the law that would allow officers to take industrial action.
Following discussions with Electoral Reform Services (ERS), the organisation which will oversee the process, the ballot will take place electronically.
An online registration site will be created for voters to register an interest in participating in the ballot, backed by awareness raising from PFEW and local and regional representatives.
It is expected the site will be live from 1 January, 2013.
Officers will then be asked to supply the following information:
· Their JBB or active area· Collar number
· PNN address or alternative email if PNN not applicable
Should officers wish to vote by post rather than electronically they will be able provide an address where the relevant information can be posted.
ERS will then automatically verify the voter’s details using information already received from the officer’s Joint Brach Board (JBB). If ERS is unable to verify the details, it will send them to the JBB for confirmation of the voter’s eligibility. Once an officer has registered to vote, they will receive a confirmation email or letter.
If a JBB is able to provide lists of officers with the verification details required, ERS will automatically confirm the officer is able to vote when they register on the website. Some forces have, however, refused to allow the JBB to
share the information required with PFEW or ERS. In such cases, ERS will send daily emails to JBBs with a list of officers who have registered on the site and ask the JBB to verify their warrant numbers and PNN addresses. These
details will need to be provided as quickly as possible and JBBs are advised to ensure they have enough resources in place.
Officers who have chosen to vote online will be sent an email on 31 January 2013 with a link to the online voting site and a freephone telephone number voting number and security codes should they wish to vote via phone.
ERS believes the proposed process addresses any concerns over data protection issues and provides a robust enough system to stand up against any scrutiny of the ballot. It also ensures that everyone who wants to vote has the opportunity to do so. The ballot will close on 28 February 2013.
All of the data gathered by ERS during the process will be destroyed after the ballot has been completed. Any information given to the PFEW nationally will also be destroyed unless the officer has given permission for the Federation to contact them after the ballot.
Once the website has been set up, JBBs will be asked to advertise the address to officers and encourage them to register to vote. Due to the volume of emails required, JBBs are encouraged to approach their force for permission to use their email system and give them notice of the large number of emails that will be sent out. Forces may also need to make changes to their permitted website lists so the emails are not blocked by force firewalls. It would be beneficial for JBBs to communicate this to their respective forces as early as possible. Force IT departments will also need to assist in ensuring bulk email dispatches from ERS containing voting instructions are permitted.
ERS will also update JBBs daily on how many officers from their force have registered to vote.
JBBs are being asked to contact forces immediately to ensure that any potential problems with communicating with officers using the PNN system are ironed out as soon possible. ERS will also need time to liaise with force IT departments to ensure bulk emails do not bounce back.
More information on the ballot can be found on the dedicated section of PFEW’s website, including the Industrial rights, know the facts booklet and explanatory video with Chair-elect Steve Williams. The website will be regularly updated.
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