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.

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: