KEY MILESTONES TIMELINE
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1 FEB JAN KEY MILESTONES TIMELINE LOCAL GOVERNMENT ELECTIONS SCOTLAND 4 MAY 2017 (All Products) 27 Jan 10:00 Live Election available on EasyPrint 1 Feb * By 11:00 Variable data confirmed order screen confirmed and locked down *By 10:00 Envelope data confirmed - Royal Mail Licences and exact corresponding addresses and postcodes confirmed to match Royal Mail Order. 3 Feb *By 10:00 EasyPrint poll card / mailer proofs showing variable data confirmed *By 15:00 Outer envelope proofs & envelope B proofs uploaded to EasyPrint 6 Feb 12:00 Printer poll card / Mailer proofs showing variable data uploaded to EasyPrint 14:00 Envelope & Envelope B Proofs signed off TUE 7 Feb update registration application deadline TUE/ / 7/8/9 Feb By 15:00 Revised mailer Reproofing Printer Proofs showing variable data (if required) 9 Feb By 17:00 Printer poll card / Mailer proofs showing variable data signed off 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 1 of 7
2 MARCH FEB ACTIO N COUN CIL - TUES 10 Feb 14 Feb Test data uploaded to EasyPrint Ballot Book, Candidate, Absent Vote Data, data reports signed off Test Candidate proofing confirmed on EasyPrint 13 Feb Envelope B, Outer Envelope and Envelope A sent to Royal Mail for approval. 16 Feb *By 17:00 Test proofs mailer/ballot papers available on EasyPrint 17 Feb Test proofs signed off on EasyPrint / 17 Feb / 1 2 nd Mock election if required by councils Publication Publication of Update 1 Sample Postal Vote Statements Produced and Dispatched to all customers 12:00 1 st upload of poll card data to suppliers 2 17:00 1 st Upload Poll Card data & sign off data report when processed () 10:00 1 st Run Poll Card proofs uploaded to EasyPrint ( 3 14:00 1 st Poll card proofs signed off ( 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 2 of 7
3 MARCH TUE/ 13 14/15-35 Publication Publication of Notice of Election (Direction 3) 1 st Run of poll cards dispatched (Direction 4) customers FIENA registration application deadline FIENA application determination deadline TUE *15:00 Live Ballot book data uploaded to EasyPrint & data report signed off -23 Publication FIENA published 29 SIENA registration application deadline Live Candidate data uploaded to EasyPrint 29 By 19:00 Confirm Candidate Proofing 30 **10:00 to Confirm Candidate Proofing 13:00 Ballot paper printer proofs uploaded 17:00 Ballot paper proofs signed off 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 3 of 7
4 APRIL By 16:00 1 st Upload of Absent Voter (to include all AVs approved for registered electors as at 29 FIENA) data Data report signed off 12:00 FIENA poll card data upload 3 April By 11:00 1 st Run Mailer proofs uploaded to EasyPrint for sign off By 13:00 2 nd Upload of Poll Card data & sign off report when processed ( By 15:00 1 st Mailer proofs signed off By 15:00 2 nd Poll card proofs uploaded on EasyPrint for sign off By 17:00 2 nd Poll card proofs signed off on EasyPrint ( TUES 4 April By 12:00 Electronic copy of ballot papers available to download from EasyPrint 6 April Siena application determination deadline 2 nd Poll cards dispatched for delivery 7 April Publication SIENA published / TUE 10/11 April By 15:00 1 st Live inspection boxes signed off / Site visits complete (staggered between 10 th & 11 th April / 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 4 of 7
5 APRIL DAY TIME TASK 10 April 10:00 Interim data upload (include all AV s approved from registered electors as at 7 April SIENA) 10:30 Data report signed off 10 April 14:00 Proofs uploaded 16:00 Proofs signed off S 13 April 14 April 1 st run Mailers dispatched to Royal Mail (registered electors as at 29 ) Scanned copies of live inspection packs sent to councils & signed off (if required) Interim run Dispatched to Royal Mail (registered electors as at 7 April) Mon 17 April -12 Final election Notice of Alteration (FENA) application deadline TUE 18 April April -10 (17:00) Between 17:00 21:00 Once Processed ** By 10:00 ** By 10:30 By 11:00 for applications to vote by post or to change existing absent vote details (e.g. cancellation, redirection of ballot papers etc..) Third (FENA) Upload Absent voter Data File / poll card data file Sign off data report to upload 3rd run Absent Voter Data File to (To ensure dispatch date of 25 th April for 3 rd run Postal Packs) to sign off data report Poll card file and sign off data report (if required) ( 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 5 of 7
6 APRIL DAY TIME TASK 19 April April -7 By 14:00 ** By 16:00 3 rd run Mailer Proofs Poll card proofs uploaded to EasyPrint 3 rd run Mailer Proofs signed off ** By 17:00 3 rd run poll card proofs signed off Final live inspection box delivered and signed off / Site visit completed 3 rd Upload Poll cards dispatched ( / FENA poll cards issued TUE 25 April -6 TUE 25 April -6 (17:00) FENA applications determination deadline Final Postal Packs dispatched to Royal Mail / Station Ballot Books delivered to for applications to vote by proxy 26 April -5 Publish FENA published S 4 May 0 07:00 22:00 Polling Day 17:00 Emergency proxy for disability, occupation, service or employment FR I N/A 21:00 Correction of clerical errors to registers Rejected AV data to s (strictly due to sealing) 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 6 of 7
7 Definitions: FIENA First Interim Electoral Notice of Alteration SIENA Second Interim Electoral Notice of Alteration FENA Final Election Notice of Alteration Colour Coding: RO ecount poll card customers Mock Election AV packs/poll cards for electors verified post 18/19 April i.e. will be issued locally by ROs; similarly proxy poll cards. **Item times shown with an ** are deadlines for receipt of data or sign off of proofs / data reports. Dispatch dates cannot be guaranteed unless these deadlines are met. If ROs are having any difficulties with respect to the deadlines they must contact their print controller immediately. 19 December 2016 KEY MILESTONES TIMELINE 4 MAY 2017_Scotland_v17.docx page 7 of 7
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