Scottish Borders

Annual Canvass of Electors 2009

The annual canvass of all households has started and registration forms will be posted to every address by 3 September. You must make a return, as soon as possible, using one of the methods listed below.

Method 1 - If Changes Required
If changes are required (e.g. new electors' names to be added, existing electors' names to be removed) please complete, sign and return the form to the Electoral Registration Officer in the reply-paid envelope provided. If the reply envelope is missing please telephone the Helpline on 01835 825100 to have a replacement issued; any forms returned without postage are surcharged by Royal Mail and will not be collected.

Method 2 - If No Changes Required

TELEPHONE/INTERNET RESPONSE
If all details are correct and there are no changes/additions, other than to add or remove existing members of the household from the Edited Register, you can continue your registration by either:

Telephoning the freefone number shown on the canvass form.

You will be asked to key in the unique reference number which is printed immediately below the telephone number, follow the prompts provided to confirm whether electors in the household wish to "opt out" of the Edited Register (which means their details may not be provided to third parties, except those detailed in legislation - see notes below).

If anyone in the household requires a postal vote application form you will be asked to key in the number which is printed to the left of the elector name in Section A, or zero (0) if there are none. (This form will be issued to the individual following the conclusion of the annual canvass in December).

You will receive confirmation at the end of the call that your registration is complete and you do not need to return the form to me.

Internet - by logging on to the web address provided on the canvass form. You will be required to key in the unique reference number and the internet password printed below the telephone number; then follow the prompts to complete your registration.

YOU NEED ONLY RETURN YOUR FORM BY POST IF THERE ARE CHANGES TO BE MADE.

GUIDANCE NOTES

I will publish the revised register on 1 December, or shortly before. It will be available at Scott House, Sprouston Road, Newtown St Boswells, Melrose, TD6 0QD. If for some reason you have been missed off the register, or your details change after 15 October 2009 (for example, because you have moved), you should contact me immediately.

WHO CAN REGISTER TO VOTE?

Age
People must be 18 or older to vote. However, persons aged 16-18 can be added to the Register.

Residence
People can register only for the address where they are resident. You should include:
• People who are temporarily away – for example, away working, on holiday, in student accommodation or in hospital.
• Any other residents, lodgers or guests (but not short stay visitors) at your address.

Nationality
People who are entitled to register to vote:
• British citizens
• Citizens of the Irish Republic
• Citizens of other European Union countries

EU citizens will be registered as local government electors only (except citizens of Cyprus, Malta, or the Irish Republic, who can vote at all elections). Local government electors can vote at Scottish Parliamentary elections. For more information about registering to vote at European Parliamentary elections, please contact the Helpline on 01835 825100.

• Qualifying Commonwealth citizens. This means Commonwealth citizens who:
- have leave to enter or remain in the UK; or
- do not require such leave.

Details of people at this address
For each person, you need to include:
• Name: Surname, first name and middle initials
• Nationality: This will usually be as shown on the person’s passport.
• Whether the person wants to opt out of the edited register. More details below.
• Whether the person wants a postal vote application form. You do not need to tick this box if the person already receives a postal or proxy vote (a cross will be shown in the box if this is the case).

16 and 17 year olds
Please provide the details of any 16 and 17 year olds in the property. Make sure you include their date of birth so that they can vote as soon as they are 18.

TWO VERSIONS OF THE REGISTER
Electoral Registration Officers make and keep two versions of the electoral register – the full register and the edited register.

The Full Register
The full register lists the names and addresses of everyone who is registered to vote. You can check it by calling at council contact centres or at some local libraries. Only certain people and organisations can have copies of the full register and they can use it only for specified purposes. These include electoral purposes, the prevention and detection of crime and checking your identity when you have applied for credit. The law says who can have a copy of the full register and what they can use it for.

The Edited Register
The edited register is available for general sale and can be used for any purpose. It can be bought by any person, company or organisation and can be used for commercial activities such as marketing. If you do not wish your details to appear on the edited register you must put a tick in the "Edited Register" box.

Please put a tick in Part A, “Edited Register” against the name of any person who wishes their details to be excluded from the edited register; you must ask each of them their preference before completing this form. Each elector must decide each year whether they want their details to be excluded from the edited register; if they were excluded last year this box will contain a # which should be deleted if they have changed their mind.