The Voting Process

PHASE 1

Planning and Preparation

This phase ensures we understand your requirements and prepare the service accordingly. It also provides the opportunity for clients to understand and become comfortable with the process. 

Planning

  • Our representatives work with you to prepare a plan/schedule and confirm the voting media best suited for your ballot/election (in accordance with Governance)
  • Prepare a proposal based on initial conversations.
  • We ensure our clients have a clear understanding of the voting process and how the agreed voting system works.
  • Once the proposal/quotation has been accepted, we request the ballot specific information from the client, then build/prepare the voting service.

Preparation

  • Review the information provided by the client, then build/prepare the voting service according to agreed services.
  • The client is then provided the opportunity to “Test” the voting service, check the information is correctly displayed, and approve in readiness for ballot opening. At the same time, we will send a “Draft” copy of the Voting Instructions (step-by-step process) for review/approval.
  • For employee voting services, we work closely with your IT department in regards to access and delivery within organisational parameters. This is an important step to ensure there are no client internal blockages preventing voter access.
  • Approximately 72 hours prior to the ballot opening, the client is required to send the Password Protected Voter Roll, either via email or “Sharepoint” (depending on their preferred delivery method). The password protection is paramount to protecting your company and employees’ personal privacy. It also assists us to remain compliant with our data obligations under the Privacy Act 1988.

PHASE 2

Voting goes “Live”

This is the “Live” voting phase of the process. 

For electronic services

  • We finalise the voter roll, by applying random Passwords and commence cross-checks / verification processes to ensure accuracy (pre-ballot audit). At this stage the Password protection is changed from client Password to a random Password only available to AustElect staff who may have an interaction with the ballot.
  • The voting data (PIN and Passwords) are loaded onto the voting service prior to ballot/election opening.
  • The step-by-step Voting Instructions (including random password) are loaded for Email and/or SMS distribution. The email/SMS blast is scheduled for 15 minutes prior to the ballot opening.
  • We closely monitor the returned/bounced emails, and provide a list to the client for updating, then we resend the voting instructions.
  • The voting service will open at the scheduled date/time. Our representatives will check/monitor the service throughout the ballot period.
  • If required, voter participation rates (never results) are available during the voting period.
  • The voting service will automatically close at the scheduled date/time.
  • Our Helpdesk is based in our Australian office and operates from 8.30am – 5pm AEST every weekday. We assist voters with a range of questions and provide independent support to enable them to cast their vote. Our aim to ensure every eligible voter has the opportunity to cast their vote, which also increases the voter participation.

For postal voting

  • For Declaration Postal Voting – Postal Voting packs (including Ballot Paper, Declaration Envelope and Reply Paid envelope) are despatched for completion and return by eligible voters.

For attendance (on-site) voting

  • For Attendance & on-site Voting – A representative will attend the location to conduct polling (issue and receipt of ballot papers) for the agreed scheduled dates/times.

PHASE 3

Result Compilation and Reporting (Declaration of Result)

The final step in the voting process… the compilation and provision of Results. 

  • Data reconciliation and compilation of results are prepared and provided to Returning Officer.
  • The process is audited by the Returning Officer, and the ballot report is prepared.
  • The result is available almost instantaneously, however, as per above, we apply our checks and balances before any results are released. We generally provide our clients the basic Yes/No result within 15 minutes of the ballot closing, and the report follows shortly after.
  • The detailed report provides comprehensive information of the process (from start to finish), voter statistics and Declaration of Result.
  • The report is provided directly to our client contact. AustElect will never release any results.
  • Continued support is available/provided when required by the client.
Request a Quote or Enquire Now

We engaged Australian Election Company to manage the election process with a clear
need for a secure, transparent, and efficient solution. Their oversight of our attendance
based method – was instrumental in ensuring accessibility and integrity throughout the
process….

Greg Pickering

Canterbury League Club

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We have had the successive pleasure of engaging the outstanding services of the Australian Election Company a number of times whereby AustElect has been holding our Board of Directors Elections from start to finish, for three consecutive years…

David Walsh

Gladesville RSL and Community Club

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Australian Election Company has handled our Director Elections via postal ballots to our membership for many years. They consistently exceed our expectations and deliver the process with care and professionalism.  We appreciate their support in providing an election that meets our requirements in the remotest of locations.

Michele Galagher

Droughtmaster Australia

Enterprise agreement ballots are a crucial part of the process for approving enterprise agreements between employers and employees. These ballots ensure that employees have a say in the terms and conditions of their employment.

Australian Election Company offers comprehensive services to manage these ballots…

Michael Bourke

Aurizon Operations

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Our Directors are elected using the Hare-Clark electoral system, which adds a layer of technical complexity that the Australian Election Company oversees with ease

AustElect services enhance the efficiency of our election processes and ensures independence and integrity to our Director elections.

The team at AustElect are professional and knowledgeable,  and provide excellent service.

MFAA (Mortgage & Finance Association of Australia)

As Chief Executive Officer of Canterbury League Club, I am pleased to provide this   testimonial regarding the professional services delivered by the Australian Election   Company during our last three (3) Board Elections. 

We engaged Australian Election Company to manage the election process with a clear need for a secure, transparent, and efficient solution. Their oversight of our attendance based method – was instrumental in ensuring accessibility and integrity throughout the  process. 

Their team demonstrated exceptional professionalism, discretion, and responsiveness.  

The process was streamlined, saving valuable time and resources, and most  importantly, instilled full confidence in the outcome among stakeholders. 

Personally, I found their service to be of high value. Their attention to detail and  commitment to impartiality were evident at every stage. I would strongly recommend  

Australian Election Company to any organisation seeking a reliable partner for employee ballots, board elections, or governance-related voting processes.

Greg Pickering

Canterbury League Club

We have had the successive pleasure of engaging the outstanding services of the Australian Election Company a number of times whereby AustElect has been holding our Board of Directors Elections from start to finish, for three consecutive years. 

AustElect ran hybrid elections for our organisation and handled the entire process with exceptional coordination and transparency. From the integrity of the voting process and seamless clarity of the communication, down to the reliability of the technology that was brough to bear, their professionalism gave our members complete confidence on the nomination’s progression onto a just and befitting election course. 

Thank you for your commitment on upholding the enduring democratic values we strive to adhere to.  The latter support ultimately produced the outcomes far exceeding our expectations. 

Please extend out thanks to everyone involved. We deeply value our partnership and look forward to working with you again for our future governance events. 

David Walsh

Gladesville RSL and Community Club

Enterprise agreement ballots are a crucial part of the process for approving enterprise agreements between employers and employees. These ballots ensure that employees have a say in the terms and conditions of their employment.

Australian Election Company offers comprehensive services to manage these ballots, ensuring they are conducted fairly, securely, and in compliance with the Fair Work Commission’s regulations. Australian Election Company has provided quality service for my Team since 2013 by:

  • Providing secure voting systems – utilising both online and telephone ballots to accommodate different workplace environments.
  • Ensuring all legal requirements are met, including proper notification periods and transparent voting processes.
  • Handling all aspects of the ballot process, from planning to execution, to ensure a smooth and efficient experience for all parties involved.
  • Being responsive when faced with short notice.
  • Providing one on one personal service.
  • Having complete confidence with the outcome.

I have no hesitation in recommending Wade and Team at Australian Election Company.

Michael Bourke

Aurizon Operations