Policy
This policy outlines school obligations relating to requests to use school premises as voting centres and polling places for state and federal elections (including by-elections) and a referendum.
Summary
- The Victorian Electoral Commission and the Australian Electoral Commission may use Victorian government schools as voting centres and polling places respectively.
- Further information on political activities and other related matters, both during and outside of an election or referendum period is available in the following policies:
- Political Activities: for information on the rights and obligations of Victorian government school employees when participating in political activities
- Elections — Employees Contesting Parliamentary Elections: for information on Victorian government school employees standing as a candidate in a state or federal election
- Members of Parliament and Candidates Visiting Schools: for information on Members of Parliament and political candidates visiting schools
- Community Use of Schools – Hiring and Licensing: for information about how schools can enter hire and licence agreements to facilitate community use of school facilities.
Details
Schools as voting centres and polling places
The Victorian Electoral Commission (VEC) is empowered by the Electoral Act 2002 to use schools as voting centres during Victorian state elections. The Australian Electoral Commission (AEC) is empowered by the Commonwealth Electoral Act 1918 to use schools as polling places during federal elections or a referendum.
The school premises must be made available to the VEC or AEC for use as a voting centre or polling place, even if another event was planned on election day.
Schools are encouraged to be as accommodating as possible to assist the VEC and AEC.
If the VEC intends to use your school as a voting centre for a state election, the minimum amount of notice they will provide will be 7 days and they will confirm the arrangements in writing.
Cardboard furniture and other voting materials will be delivered after this initial notification, which in most instances will occur in the 3 weeks before election day. Furniture collection will occur in the 3 weeks after the event. The booking and collection of furniture will occur on a first-in – first-out basis to ensure that the total period furniture is stored at a school is as short as practicable.
The VEC is not required to pay a fee to use a school as a voting centre, however, the VEC must pay reasonable costs for lighting, air conditioning and cleaning of the premises. The prescribed allowance payable to a school used as a voting centre is $400.
If the AEC intends to use your school as a polling place for a federal election or referendum, you will be contacted by them, and the arrangements are to be recorded in a licence (refer to details below).
Working with Children Check
Working with Children are not required by law where VEC or AEC staff will not be engaged in child-related work or working directly with children: refer to the Working with Children Checks and other Suitability Checks for School Volunteers and Visitors Policy.
As a general rule, the VEC or AEC will conduct inspections and set up polling stations out of school hours, in consultation with the principal.
In some circumstances, the VEC or AEC may need to attend the school premises during school hours for the following reasons:
- an advance visit to see the space where polling will be set up
- delivery and collection of cardboard furniture and other voting materials
- access to set up polling stations the day before the election.
In these instances, when the visit occurs during school hours, a member of the school staff will need to escort the VEC or AEC staff while on the premises.
Licensing
For federal elections or a referendum, schools must enter a polling place licence with the AEC. A licence template (staff login required) is available. The licence sets out the arrangements that will be in place prior to and on election day, including when the AEC can access the school and the licence fee payable.
For state elections, schools are not required to enter a licence with the VEC.
For advice on licensing, contact the Legal Division at legal.services@education.vic.gov.au or 03 9637 3146.
Cleaning – federal election or a referendum
Before and after the event
The school must ensure that the venue is cleaned:
- prior to the event (that is, standard clean at the end of the prior day)
- following the event, prior to the next school day.
Schools should arrange the relevant cleaning with their cleaning services provider, then invoice the AEC for reimbursement of the cost of post-event cleaning. This is consistent with the standard licence agreement.
Cleaning – state election
The VEC voting centre manager is responsible for ensuring that the venue is left tidy with cardboard neatly stacked in the agreed storage location. Rubbish is to be placed in the bins provided by the school. An appropriate storage location will be agreed between the VEC and the school during site inspection.
The school must ensure that the venue is cleaned:
- prior to the event (i.e. standard clean at the end of the prior day)
- following the event, prior to the next school day.
Pre- and post-event cleaning should be in line with relevant department routine cleaning guidelines active at the time of the election.
Review of policy
This policy will be reviewed and updated from time to time in accordance with COVID-19 related health advice and VEC and AEC advice on the use of schools as voting centres and polling places.
Related policies
- Cleaning
- Code of Conduct
- Community Use of Schools — Hiring, Licensing and Shared Use of School Facilities
- Elections — Employees Contesting Parliamentary Elections
- Fundraising Activities (including fetes)
- Members of Parliament and Candidates Visiting Schools
- Political Activities
- Visitors in Schools
- Working with Children Checks and other Suitability Checks for School Volunteers and Visitors
Relevant legislation
Reviewed 06 September 2023