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  10. What will happen this year?

What will happen this year?

What is the canvass?

Each year the Electoral Registration Officer (ERO) has a legal requirement to conduct an annual canvass to ensure the electoral register is accurate and complete. The annual canvass was reformed in 2020 by the Cabinet Office. They have set new instructions for the ERO to follow and these instructions are set in law.

How does the canvass work?

Step 1: Data Matching

  • The Electoral Register is sent securely to the Department for Work and Pensions (DWP) database to be matched with their records in June. Electors names and addresses will be matched against National Insurance details and other information held by the DWP. In addition to this the ERO can use local data (e.g. Council Tax records) to carry out a local data matching exercise as well.
  • If all the people registered to vote at the property can be matched with either of these databases the property will be sent down the Route 1 canvass path.
  • If there are any people at a property that cannot be matched then the property will be sent down the Route 2 canvass path.
  • Care homes, nursing homes and all other properties that have a responsible person (e.g. a Duty Manager) will be sent down the Route 3 canvass path.

Step 2: Routes of Communication

Route 1

  • If we hold an email address for you we will send you an email to ask you to confirm that the details we hold for the property are correct. If changes need to be made you will be asked to do this. Emails are being sent out 9 August 2024.
  • Within the email there will be a web address to access your property details - www.householdresponse.com/south-holland
  • You will receive two security codes in the email. These are used to login to identify your property and are pre-filled once you click on the link.
  • You need to then enter the postcode that we have you registered at - if you have moved house within the last year and not re-registered, you will need to enter your previous postcode.
  • After logging in you will be able to confirm the details we hold for the property are correct or make changes to the details we hold for the property.
  • If we do not hold an email address for you, or we do not receive a response from that email, we will hand deliver the property a form with the elector details listed on it. These forms known as CCA's will be delivered from 2 September 2024. If the elector details are correct you do not need to do anything more. If you need to add or remove someone from the property or make any other changes, go to the website address and use the security codes on the form to login and complete the change.
  • If you do not wish to respond online and you have no changes to submit you can call 0800 8840701 or text 80212 for the automated response service. 
  • If you do not wish to respond online and you have changes to make you can post the form back to us addressed to:
    Electoral Registration Officer
    South Holland District Council
    Council Offices
    Priory Road
    Spalding
    Lincolnshire
    PE11 2XE

Route 2 

  • We will send a form to the property through the post which will have elector details listed on it if we are aware of registered electors.  A blank form will be delivered if no one is registered to vote at the property. These forms known as CCB's are being posted  out on 22 October 2024.
  • We need a response from this form even if there are no changes to report.
  • If you would like to add or remove someone from the property or make any other changes, go to the website address and use the security codes on the form to login and complete the change.
  • If you do not wish to respond online and you have no changes to submit you can call 0800 8840701 or text 80212 for the automated response service. 
  • If you do not wish to respond online and you have changes to make you can post the form back to us addressed to:
    Electoral Registration Officer
    South Holland District Council
    Council Offices
    Priory Road
    Spalding
    Lincolnshire
    PE11 2XE
  • If we do not receive a response from the form we send we will make every attempt to get a response from you. This may be by sending reminder forms, (being sent out on 22 October 2024) by telephone or by a visit to the property. 

Route 3

  • Care Managers or Duty Managers will be contacted separately with a list of electors registered to vote at the address. 
  • We need a response from this form even if there are no changes to report.
  • If you would like to add or remove someone from the property or make any other changes please return the form as instructed in the intitial contact
  • If you do not wish to respond online and you have changes to make you can post the form back to us addressed to:
    Electoral Registration Officer
    South Holland District Council
    Council Offices
    Priory Road
    Spalding
    Lincolnshire
    PE11 2XE
  • If we do not receive a response from the form we send we will make every attempt to get a response from you. This may be by sending reminder forms, by telephone or by a visit to the property.