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Annual Check of the Electoral Register - Canvass

Canvass Reform 2020

The Annual Canvass - The Electoral Registration Officer (ERO) is required by law to conduct an annual canvass each year in order to maintain a complete and accurate electoral register. This involves making contact with households across the District to ensure that any changes to individuals residing within a property have completed registration if they are eligible or to remove those who are no longer in residence. Previously, we would issue an A3 form called a ‘Household Enquiry Form’ (HEF) to all properties for completion to gather this information. However, due to the Canvass Reform now taking place, this will no longer be the case.

The Canvass Reform - From July 2020, Canvass Reform will be introduced. This will mean there will be a number of changes to the methods we use to ensure accurate data is generated for the Electoral Register. At the start of each canvass, properties will undergo an annual national data matching step, alongside a discretionary local data matching step. This data matching process will then determine how we communicate with you.

 

What is Data Matching?

National Data Matching – This will involve the District’s Electoral Register being securely sent to the Department of Works and Pensions (DWP) database in August. Electors’ names and addresses will then be matched against information held by the DWP.

Local Data Matching – This will involve the District’s Electoral Register being matched against locally sourced records such as Council Tax to try and match any electors who have been unable to be matched at the national data matching stage above.

How does this affect me?

The data matching stage will break your property down into one of three routes which will determine how we communicate with you to verify information on your property. The three routes are as follows:

Route 1 – all individuals within a property have been matched with either national or local data.

Route 2 – only some/none of all individuals within a property have been matched with either national or local data.

Route 3 – residential/nursing homes and student accommodation

How do I know what route my property is in and what do I need to do?

I have received one of the following from you…

 

An A4 form with the letters 'CCA-E' in the bottom corner.

This communication will be sent on or around 18 September 2020.

Please respond ASAP to ensure we hold the correct information for your property.

New applications for the electoral register will need to be received by 20 November 2020.

Property Route: 1

Why have I received this:
We have been able to provide a match with national or local data on all residents we hold on record for your property and need to verify these details with you.

What we need you to do:
If details for your property and those in residence are correct then you do not need to respond and you will not be required to take any further action.

If your details are incorrect or additional people need adding:
We will need you to inform us of the correct details for your property either:

Online by:

Visiting the website: www.registersecurely.com/southnorfolk

Entering your unique security codes noted on your form and your postcode.

Updating your household information as required and clicking submit.

Once you have responded:
If you are removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property and you have your National Insurance number to hand you can complete the registration on the website.

Otherwise we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving this by post, once you have responded to the form following the instructions above, any newly added people can completed registration by visiting www.gov.uk/register-to-vote.

 

An A3 Canvass form with the letters ‘CF-E’ or ‘CF-B-E’ in the bottom corner.

This communication will be sent on or around 18 September 2020.

You need to respond by 4 October 2020 to avoid receiving further communication from us.

Property Route: 2

Why have I received this:
We have been unable to provide a match with national or local data on some or all residents we hold on record for your property.

What we need you to do:
You are legally required to respond. The deadline to respond to this letter is 4 October 2020. Please check all listed elector's details on the form to ensure they are correct.

If your form is blank, we will need you to inform us of any individual/s permanently residing at the property of the age 16 years or above only. If the property is a second home or empty, the relevant person can inform us of this using the online method below.

You can inform us of any changes via the following methods:

Online by:

Visiting the website: www.registersecurely.com/southnorfolk

Entering your unique security codes noted on your form and your postcode

Updating your household information as required and clicking submit

Alternatively, if there are no changes to your property:

By telephone:

Call 0800 0488607 and enter your unique security codes when prompted

By text:

Text your unique security codes followed by NOCHANGES to 07903 572333

Once you have responded:
If you are removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property and you have your National Insurance number to hand you can complete the registration on the website, otherwise we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving the Invitation to Register form by post, once you have responded to the Canvass Communication Letter using the above instructions, any newly added people can complete registration by visiting www.gov.uk/register-to-vote.

 

An A4 form with the letters CCB-E in the bottom corner

This communication will be sent on or around 19 October 2020.

You need to respond by 9 November 2020 to avoid receiving further communication from us.

Property Route: 2

Why have I received this:
We will have previously sent out a ‘CF-E’ or ‘CF-BE’ form to your property for completion but either have not received a response or have not received a response by the required deadline.

What we need you to do:
You are legally required to respond. The deadline to respond to this letter is 9 November 2020. Please check all listed elector's details on the form to ensure they are correct.

If your form is blank, we will need you to inform us of any individual/s permanently residing at the property of the age 16 years or above only. If the property is a second home or empty, the relevant person can inform us of this using the online method below.

You can inform us of any changes via the following methods:

Online by:

Visiting the website: www.registersecurely.com/southnorfolk

Entering your unique security codes noted on your form and your postcode

Updating your household information as required and clicking submit

Alternatively, if there are no changes to your property:

By telephone:

Call 0800 0488607 and enter your unique security codes when prompted

By text:

Text your unique security codes followed by NOCHANGES to 07903 572333

Once you have responded:
If you are removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property and you have your National Insurance number to hand you can complete the registration on the website, otherwise we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving the Invitation to Register form by post, once you have responded to the Canvass Communication Letter using the above instructions, any newly added people can complete registration by visiting www.gov.uk/register-to-vote.

 

A telephone call or personal visit from a canvasser asking for information in relation to my property.

This will begin from 10 November 2020 and will consist of a telephone call or door knock to a property ensuring that all relevant social distancing guidelines are followed.

Please respond by 20 November 2020 to avoid receiving further communication from us.

Property Route: 2

Why have I received this:
We have been unable to provide a match with national or local data on some or all residents we hold on record for your property.

We will have previously sent out a ‘CCB-E’ or ‘CCB-B-E’ form to your property for completion but either have not received a response or have not received a response by the required deadline.

What we need you to do:
Please follow the steps outlined in the message left by our canvasser.

 

A letter/email requesting information on those residing in a residential/nursing home or student accommodation.

Property Route: 3

Why have I received this:
We will be contacting an individual member of staff at all residential/nursing homes and student accommodation rather than sending communications out to each resident. The aim behind this is to identify a Single Responsible Person (SRP) for each complex to which we will contact on an annual basis requesting verification of residents’ details to ensure all those who should be registered actually do so.

What we need you to do:
Complete the communication as requested, identifying any electors who may no longer be in resident and identifying any new individuals who are now eligible to vote. For residential homes, we may also request further information in order to get residents registered as easily as possible with minimum impact on the individual.