2.34 You should identify staffing requirements for your postal vote issuing and opening sessions. The following staff may be required:

 specially trained supervisory staff

 clerical staff

 IT staff

2.35 Your decision on whether to do a combined or separate issue of postal votes may have an impact on the number of staff required for the issuing (if this is to be done in-house) and opening of postal votes, and you will need to plan for this accordingly.

2.38 Even if you decide to outsource all or part of the postal vote issuing process you should designate a member of the project team to monitor outsourced work and the work of the contractor, and specifically to attend those parts of the issuing process that have been contracted out. This person should monitor the work of the contractor, which should include carrying out tasks such as spot checks to ensure that the postal ballot packs are being correctly collated and that those postal votes that need to go overseas are being prioritised. Further guidance on managing contractors and suppliers can be found in Section 4, below.

Postal vote issue and opening staff

3.14 You should make arrangements for the briefing of all postal vote issue and opening staff. Briefings on the particular procedures to be followed may be provided to postal vote issue and opening staff immediately prior to commencement of the issuing or opening processes. All staff should, however, be provided with guidance notes in advance.

3.15 Also, you should consider training supervisory staff a day or two in advance of the issuing or opening session so that they are fully aware of their duties and what will be expected of them.

3.16 Whether you are issuing in-house or have contracted out the issuing of postal votes, you should ensure that supervisory staff are appropriately trained to carry out the required quality assurance checks.