Election Materials at a Kenyan Polling Station: A Complete Guide

Every polling station in Kenya must be equipped with a precise, standardized set of election materials before it can open on election day. Missing or defective materials can delay opening, invalidate ballots, or undermine the integrity of the entire process. For polling agents, knowing exactly what should be present is the first step in effective election monitoring.

This article is based on the ORPP Agents Quick Guide (June 2022), published by the Office of the Registrar of Political Parties, which specifies the materials that must be present at every polling station.

The KIEMS Kit (Kenya Integrated Election Management System)

The KIEMS kit is the most technologically important piece of equipment at the polling station. It is a tablet-based biometric device that performs two critical functions:

1. Voter identification: The KIEMS kit uses fingerprint biometrics and/or facial recognition to verify that a person presenting themselves to vote is actually the registered voter they claim to be. The kit contains the biometric data of all voters registered at that specific station.
2. Results transmission: After counting is complete and Form 34A is filled in, the Presiding Officer uses the KIEMS kit to photograph and electronically transmit the results form to the IEBC's national results system. This electronic transmission supplements the physical form, which is transported separately.

If the KIEMS kit fails or malfunctions, the station can still operate using the printed voter register for manual identification. However, KIEMS failure must be recorded in the station diary and reported to the Constituency Returning Officer. In the 2017 election, KIEMS kit failures at multiple stations contributed to the Supreme Court's decision to annul the presidential results.

Printed Voter Register

Every polling station receives a printed copy of the voter register for that specific station. This register lists every voter registered to vote at that station, including their name, national ID number, and registration details. The printed register serves as the backup identification method if the KIEMS biometric system fails and is also used by Clerk 2 for the initial ID/register cross-check.

Colour-Coded Ballot Boxes

Kenya uses a system of six colour-coded ballot boxes, one for each elective position. The colour coding prevents voters from depositing their ballot paper in the wrong box and simplifies the counting process. Agents must verify that all six boxes are present and correctly labelled before voting begins.

The colour coding is consistent across all 46,229 polling stations in the country. Voters are informed of the colour system through voter education materials posted at the station and through pre-election civic education campaigns. Clerk 6 (Ballot Box Management) is specifically responsible for directing voters to the correct boxes.

Ballot Papers

Each polling station receives ballot papers for all six positions. The ballot papers are printed on security paper with anti-counterfeiting features and are serialized with unique serial numbers. Key details about ballot papers:

• Six separate ballot papers are issued to each voter, one for each position
• Ballot papers include the candidate's name, photograph, and party symbol
• Each ballot paper has a unique serial number and security watermark
• The number of ballot papers sent to each station is based on the registered voter count, with a small surplus to account for spoiled papers
• Ballot papers must be stamped with the IEBC date stamp on the back before being issued to the voter. An unstamped ballot is rejected during counting
• Unused ballot papers are counted and recorded after voting closes to ensure accountability (issued + unused + spoiled must equal total received)

IEBC Date Stamp

The IEBC official date stamp is a critical authentication device. Before each ballot paper is handed to a voter, Clerk 4 stamps the back of all six ballot papers with this stamp. The stamp imprints the IEBC logo and the election date.

During counting, any ballot paper that does not bear the IEBC date stamp is automatically rejected, regardless of how the voter marked it. This mechanism prevents the introduction of fraudulent ballot papers into the count. Agents should observe that every ballot is stamped before being issued.

Indelible Ink

Indelible ink is applied to the voter's left little finger (typically) after they receive their ballot papers but before they enter the voting booth. The ink is designed to be visible for at least 72 hours and cannot be washed off easily. Its purpose is to prevent double voting: before a voter is issued ballot papers, Clerk 5 checks their finger for existing ink marks. If ink is found, the voter is denied a ballot.

The indelible ink is typically silver nitrate-based and has been used in Kenyan elections since 2002. It is one of the simplest but most effective anti-fraud mechanisms in the system.

Serialized Tamper-Proof Seals

Every ballot box is sealed with IEBC-issued tamper-proof seals after the empty boxes are displayed to agents at the opening procedure. Each seal has a unique serial number that is recorded in the station diary and on the relevant forms. The seals serve two purposes:

• Tamper evidence: If a seal is broken or replaced, it indicates unauthorized access to the ballot box.
• Chain of custody: Seal serial numbers are recorded at the station and verified at the constituency tallying centre when the boxes arrive, confirming that the boxes have not been opened or substituted in transit.

Agents have the right to record the serial numbers of all seals and to affix their own seals alongside the IEBC seals. This provides an additional independent verification layer.

Polling Booths

Each station must have at least one polling booth (voting booth) that provides voter privacy. The booth must be positioned so that no one, including agents, clerks, or security personnel, can see how the voter marks their ballot. Multiple booths may be provided at high-traffic stations to reduce wait times.

Agents should verify that the booths are properly set up: they should have a flat writing surface, be well-lit (or have adequate lighting nearby), and face away from other people in the station.

Stationery and Other Materials

In addition to the major items above, each polling station receives a standard kit of stationery and administrative materials:

• Station diary: A bound notebook where the PO records all events, from time of opening to agent complaints to counting results
• Statutory forms: Pre-printed forms for results declaration (Form 34A for presidential, Forms 35A-39A for other positions), tally sheets (Form 33), and the Oath of Secrecy (Form 32)
• Pens and markers: For form completion and tallying
• String and packing materials: For sealing and packaging election materials after counting
• Voter communication materials: Posters showing how to mark the ballot, the colour-coding of ballot boxes, and the voting procedure
• Queue management materials: Rope, barriers, or other materials for managing voter queues
• Torch/flashlight: In case counting extends after dark or in areas without electricity
• Transparent tamper-evident envelopes: For storing used, unused, and spoiled ballot papers separately after counting

What Agents Should Verify

During the opening procedure, before voting begins, agents should verify the following about election materials:

1. All six ballot boxes are present and correctly colour-coded
2. All ballot boxes are empty (the PO must display the interior of each box to agents)
3. KIEMS kit is functional and has been tested with a known fingerprint
4. Printed voter register is present and corresponds to the correct station
5. Ballot papers are present for all six positions and in sufficient quantity
6. IEBC date stamp is present and in working condition
7. Indelible ink is present
8. Serialized seals are intact and serial numbers are recorded
9. All statutory forms are present (Form 32, Form 33, Form 34A, etc.)
10. Polling booth(s) are set up correctly with privacy guaranteed

Key Takeaways

1. KIEMS kit performs biometric voter verification and electronic results transmission
2. Six colour-coded ballot boxes: White (President), Yellow (Senator), Purple (CWMNA), Green (MNA), Blue (Governor), Beige (MCA)
3. IEBC date stamp authenticates every ballot paper — unstamped ballots are rejected
4. Serialized tamper-proof seals on every ballot box, with agents allowed to affix their own
5. Indelible ink prevents double voting — applied after ballot issuance
6. Agents must verify all 10 categories of materials during opening procedures

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