• Jeffrey Ian Dy

Memo 003-2021: Supplemental Election Rules and Election Timetable.

Updated: Aug 23, 2021

In its meeting on July 10, 2021, The Electoral Tribunal has promulgated a “Supplemental Rules and Regulations Governing the Conduct of an Automated Election of the Board of Trustees of the Supreme Council of the Knights of Rizal for the Rizalian Year 2021-203”. This is to pave the way for an automated election allowing remote voting by overseas voters, and select Philippine-based voters.

The Supplemental Election Rules is attached herewith in this memorandum as “Appendix A”.

In lieu of the promulgation of these rules, the following election timetable is also hereby published for everyone’s information. Please note the important dates and deadlines in relation to the upcoming Election for the Board of Trustees of the Supreme Council scheduled on September 19, 2021.


Annex A: Supplemental Rules for Automated Elections



Section 2 Short title. The short title of these Rules shall be the SUPPLEMENTAL RULES FOR AUTOMATED ELECTIONS which is hereinafter referred to as the “Supplemental Election Rules”.

Section 3 Scope. These rules supplement the promulgated RULES AND REGULATIONS GOVERNING THE CONDUCT OF ELECTION OF THE TRUSTEES OF THE SUPREME COUNCIL OF THE KNIGHTS OF RIZAL FOR RIZALIAN YEAR 2021-2023promulgated in February 19, 2021, which is hereinafter referred to as the “General Election Rules”.

(a) These rules shall apply only on the conduct of Automated Elections. An Automated Election is when an electronic device is used in all of the following elements of an election:

(i) Capturing votes for any, or all contests (e.g. absence of a paper ballot);

(ii) Counting of votes cast;

(iii) Canvassing and consolidation of votes;

(b) These Supplemental Rules amend Rules VIII, X and XI of the General Election Rules. All provisions contained therein that is inconsistent with the provisions of these Supplemental Rules are hereby repealed or modified accordingly. All other provisions not amended herein remain in effect and applicable during the conduct of Automated Elections.

Section 4 Declaration of Principles. These Rules are intended to facilitate and ensure the holding of fair, orderly, clean and credible elections pursuant to the provisions of the Amended By-Laws of the Order. The following principles are hereby universally adhered to::

(a) The secrecy of the ballot is inviolable. No person in any authority within the Knights of Rizal, hereinafter referred to as the “Order” shall have knowledge either directly, or indirectly, who a voter voted for any contest.

(b) No partial result of any electoral contest shall be made known to any person inside or outside the Order.

(c) All processes of the election from preparation, until the winners are proclaimed shall be transparent. Any knight may reasonably request any records or logs of the election to prove sufficiently that his votes were recorded and processed by the election system.

(d) The Electoral Tribunal shall ensure that all voters are properly authenticated before they cast their votes and that no voter can cast more than one ballot.

Section 5. Automated Election System Characteristics. The chosen electronic voting system must have all of the following minimum capabilities:

(a) Must be a web-hosted commercial solution over the web and not created exclusively for this election.

(b) Must have been used in other similar elections for corporate board members or shareholders, universities, professional organizations, and, etc.

(c) Must not allow anyone to reveal, either directly or indirectly, who they voted for;

(d) Must contain a voter verification receipt which the voter can use to verify if his ballot was counted.

(e) Must only show the election results after the election is closed.

(f) Must have the capability to audit the following:

(i) If voters were added or deleted from the list at any specific time.

(ii) If there are voters voting collectively from a single place or IP address.

(iii) If the election administrator surfaced the keys and passwords of voters.

These capabilities shall be demonstrated by the Election Administrator during the mock election.

Section 6 Circularization of the individual Voters List.

(e) The Election Administrator shall submit to the Election Tribunal the list of voters at least seventy (70) calendar days before the day of the election. The tribunal shall cause the list to be circularized to all chapters not later than sixty (60) days before the day of the election.

(f) No Knight of the Order whose name does not appear on the said List shall be allowed to vote in his individual capacity.

(g) After the complete details of voters have already been captured by the Electoral Tribunal as per Section 7 of these Supplemental Rules, the Election Administrator may once again re-circulate the list of voters for confirmation of the accuracy of each voters’ email address and mobile numbers.

Section 7 Complaints on eligibility of individual voters. Any complaint on the eligibility of a voter included on the VotersList, or the non-inclusion in the said list of members entitled to vote in their individual capacity, shall be filed with the Legal Committee (LegCom) within one (1) week after the date of circularization of said List specifying in writing the reasons therefore. The LegCom shall decide the complaint within one (1) week from its filing. The decision of the LegCom may be appealed by an aggrieved party to the Tribunal within five (5) calendar days from his receipt of the decision. The decision of the Tribunal shall be final and immediately executory.

Section 8 List of Electoral Delegates. The Tribunal shall cause the circularization of the list of all Electoral /Alternate Delegates ten (10) days before the day of the election. If no correction of the said List has been requested by the Chapters concerned within five (5) days before the day of the election, the said List shall become final and no Knight whose name does not appear on the List shall be allowed to cast the Chapter Votes on behalf of his Chapter.

The list of Electoral Delegates shall contain the voter’s full name, group (Overseas or Philippine-based), official mobile number and email address.

Section 9 Request for additional data of voters.

(a) For purposes of the Automated Election, the respective Chapter Commanders shall furnish the Election Administrator and/or the IHQ Secretariat the email addresses and mobile numbers of each voter in appearing in the Voters List and Electoral Delegates.

(b) From the time of circulation, until before the voters’ list is submitted to the Electoral Tribunal for its validation as per Section 9 of these Supplemental Rules, the voters’ group, mobile number, or email address may be updated. The said voter’s details may be updated upon a written request sent electronically to the International Headquarters (IHQ)secretariat and/or the Election Administrator.

Section 10 Validated Voters List. Pursuant to the restriction on proxy voting, the individual and Electoral Delegates’ Voters’ Lists may still be reduced if the voter failed to register for the General Assembly. However, under no circumstances can a new voter be added to the circularized individual and chapter voters lists unless it has been approved by the LegCom in accordance with Section 5 of these Supplemental Rules.

(a) The Voters List and the Electoral Delegates List shall be presented to the Electoral Tribunal for their validation no later than three (3) days before the election. The Electoral Tribunal shall validate the final voters list based on the following criteria:

(i) All names contained in the Voters List also appeared in the circularized list as amended pursuant to Section 7 of these Supplemental Rules;

(ii) The Electoral Delegates list is in accordance to Section 8 of these Supplemental Rules;

(iii) The IHQ Secretariat attests that the voters appearing in the final Lists have registered for the General Assembly and have paid all necessary registration fees that may apply.

(b) The final versions of the Voters List and the Electoral Delegates List submitted for validation of the Electoral Tribunal shall contain the voters’ email addresses, mobile numbers, and group membership (e.g. Overseas, of Philippine Delegates).

(c) The Electoral Tribunal shall validate the Lists by signing the hard copy of the Lists in triplicate. One copy of each of the Lists shall be given to the Supreme Council, the other shall be kept on record by the Electoral Tribunal, and the third validated set of Lists shall be provided to the Election Administrator.

Section 11 Uploading the Voter’s List to the Election System. The validated set of Lists of Voters and Electoral Delegates shall be uploaded by the Election Administrator of the Order to the Automated Election System (AES) at least one (1) day before the election. The uploading shall be witnessed by all candidates, and/or their assigned poll watchers.

Section 12 Poll Watchers. Every candidate may appoint a watcher who shall have the right to observe election preparations, conduct, and canvassing. Any objection by a watcher shall be brought to the attention of the Tribunal for its disposition. The ruling of the Tribunal shall be final and immediately executory.

Every candidate desiring to appoint a watcher must send the name of the watcher to the Tribunal not later than thirty (30) days before the day of the election. Only Knights of the Order in good standing who are not past Supreme Commanders, or incumbent members of the Supreme Council, may be appointed watchers.

Section 13 Mock Elections. A mock election shall be done at a designated place by the Electoral Tribunal at least 5 days before an election. Invited to attend the mock elections are all members of the Supreme Council, Council of Elders, the Electoral Tribunal and their sub-committee members, Candidates and Poll Watchers.

(a) The Mock Election shall use a similar equipment using the same election security configuration for both remote and onsite voters.

(b) The Election Administrator shall demonstrate the election configuration used to ensure that the election is secure and conforms to these rules and regulations.

(c) Those present shall then be allowed to cast their votes in the same manner as the votes would be cast in the actual election.

(d) The Election Administrator shall then demonstrate how the votes will be counted, audited, and winners proclaimed.

(e) The candidates appearing in the electronic ballots for each contest in the mock election shall not contain names or nicknames of the candidates.

Section 14. Official Date and Time of Elections.

(a) The election of Trustees of the Supreme Council shall be held at the same time as the General Assembly of the Order on such date, time, and place as may be fixed by the Supreme Council.

(b) The Election shall open at nine o’ clock in the morning and shall close at two o’ clock in the afternoon.

(c) An extension of the time of voting for thirty minutes may be approved by the Electoral Tribunal on clearly meritorious reasons if there are still voters, who have not voted.

(d) Remote voting may be allowed by the Electoral Tribunal during the election.

Section 15 Manner of Voting.

(a) The electronic voting system shall not allow a voter to cast a vote that is less than the required number of candidates.

(b) Abstentions shall not be allowed.

(c) The Automated Election System (AES) shall have two contests. The first contest shall be entitled “Board of Trustees (Non-overseas)”. It shall contain the non-overseas candidates. In this contest, voters shall be asked to choose by ticking the box next to the name of the candidates they are voting for. Voters shall be instructed to choose exactly eight (8) candidates from this list.

(d) The second contest shall be entitled “Board of Trustees (Overseas Representative)” and shall contain the list of all nominees as overseas members’ representative to the Board of Trustees. Voters shall be asked to choose exactlyone (1) candidate from this list.

Section 16 Canvassing. After all the voters have cast their ballots, or the closing time has arrived, the Tribunal shalldeclare the voting closed.

(a) The Electoral Tribunal shall then invite all poll watchers, candidates and members of the Tribunal to the Election Administration Room. Once all poll watchers, and all members of the Electoral Tribunal are present, the Election Administrator shall then proceed to close the election.

(b) Without yet showing the results of the election, the Electoral Tribunal shall direct the Election Administrator to show the election statistics and voters’ logs.

(c) After showing the Election logs, the Electoral Tribunal shall direct the Election Administrator to show the electronic canvassing results. The electronic canvassing results shall then be downloaded and printed by the Election Administrator.

Section 17 Objections to the Canvassing. Any objection by a candidate, or his watcher, may lead to an invalidation of a vote cast by a voter. which shall be resolved by the CanCom. If the candidate or his watcher is not satisfied with the ruling, the objection shall be noted down in writing and signed by the objecting party but shall in no case stop the counting canvassing of the votes.

Section 18 Minutes of the Canvassing. The CanCom shall prepare and submit to the Tribunal the Minutes of the canvassing, together with all the objections raised therein. The Minutes of the Canvass shall include the report of the electronic canvassing showing the number of votes received by each candidate arranged arranged from the candidate who received the highest number of votes down to the candidate who received the least number of votes.

Section 19 Proclamation of winners. The proclamation of Winning Candidates shall be done as provided for under Rule XII of the General Election Rules.

Section 20. Special Election for overseas voters. The Electoral Tribunal may conduct a Special Election for overseas voters at a time and date to be specified by them provided that:

(a) the total duration when the Special Election shall remain open shall not exceed seventy-two (72) hours.

(b) A separate mock election in accordance with Section 13 of these Supplemental Rules shall be conducted for the Special Election.

The manner of voting and/or canvassing for the Special Election may be different and if so, the Electoral Tribunal shall publish a separate memorandum to describe the manner of voting during the Special Election.


ETMemo #003 - Election Timelines and Supplemental Rules
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