What IEBC Expects from Polling Agents: Training, Conduct, and Responsibilities

The Independent Electoral and Boundaries Commission (IEBC) has specific, documented expectations for every polling agent deployed in a Kenyan election. These are not suggestions — they form the standard of conduct that agents must meet. The ORPP Agents Quick Guide consolidates these expectations into a clear framework that every candidate and party should use for agent training.

An agent who does not understand these expectations is a liability, not an asset. Agents who fail to show up on time, who campaign inside the station, who refuse to sign forms, or who leave before counting is complete can inadvertently undermine their own candidate's position — or worse, provide grounds for an opponent to challenge the results.

The 10 Expectations

1. Attend Training Organized by Party or Candidate

Before election day, every agent should attend a comprehensive training session organized by the nominating party or candidate. The ORPP guide recommends that this training cover:

• The legal framework governing elections (Elections Act, Political Parties Act, IEBC regulations)
• The agent's rights and prohibitions
• The voting process from opening to closing
• The counting process and result form completion
• How to identify and report irregularities
• The agent communication hierarchy
• The Electoral Code of Conduct

Untrained agents are the number one cause of agent failure. A well-trained agent knows exactly what to look for, when to object, and how to report problems without creating new ones.

2. Report to Polling Station on Time (by 5AM)

Polling stations in Kenya open at 6:00 AM. But the process begins before that. The PO arrives by 5:00 AM to set up the station, unpack materials, test the KIEMS kit, and show the empty ballot boxes to those present. Agents must be at the station by 5:00 AM to witness these critical pre-opening steps.

What happens before 6:00 AM matters immensely:

• The agent verifies that ballot boxes are empty before being sealed
• The agent checks that all required materials are present (ballot papers, result forms, indelible ink, KIEMS kit)
• The agent confirms the KIEMS kit is functioning and loaded with the correct station register
• The agent takes their designated seat within the station

An agent who arrives at 7:00 AM has already missed the most vulnerable point of the entire process.

3. Be Objective and Impartial in Observations

While agents represent a specific candidate or party, their observations must be factual and objective. The IEBC expects agents to report what happened, not what they wish happened. This means:

• Do not exaggerate the severity of irregularities
• Do not fabricate incidents that did not occur
• Record observations accurately, including times and details
• Acknowledge when processes are running correctly, not just when they are not

Objective agents are more credible witnesses in court proceedings. Biased or exaggerated reports undermine the agent's value as evidence.

4. Sign Statutory Forms as Witness

One of the agent's most important duties is to sign the official result forms (Forms 34A through 39A) as a witness to the count. By signing, the agent affirms that they were present during counting and that the results recorded on the form reflect what was counted. This is a statutory obligation, not an optional courtesy.

Key points about form signing:

• The agent has the right to sign every result form
• The PO must allow every accredited agent to sign
• If the agent disagrees with the count, they can still sign and note their objection on the form
• If the agent refuses to sign, this does not invalidate the form — but it weakens the party's position in any subsequent dispute
• The agent must receive a copy of each signed form — this is a legal entitlement

5. Do Not Campaign Inside or Near the Station

This prohibition is absolute. No campaigning of any kind is permitted inside the polling station or within the legally defined perimeter (typically 400 metres). This includes:

• Wearing or displaying party colours, logos, or campaign merchandise
• Distributing campaign materials
• Attempting to influence voters verbally or through gestures
• Using a mobile phone to show voters campaign content

Agents found campaigning can be removed from the station by the PO and may face criminal charges.

6. Follow PO's Instructions on Station Management

The Presiding Officer is the authority within the polling station. The IEBC expects agents to comply with the PO's instructions on:

• Seating arrangements and movement within the station
• The order of voting and counting procedures
• Communication protocols (when and how agents can speak)
• Breaks and relief (agents may step out briefly with PO's permission)
• Management of the queue and voter flow

If the agent disagrees with the PO's instructions, the proper response is to note the disagreement and report it through the agent hierarchy — not to defy the PO's authority within the station.

7. Report Irregularities Through Proper Channels (Not Social Media)

When an agent observes an irregularity, the reporting chain is:

1. Raise it with the Presiding Officer at the station
2. Report to the Constituency Chief Agent
3. If necessary, escalate to the party's legal team or the IEBC's dispute resolution mechanism

What agents should not do: broadcast irregularities on social media before they are formally reported and verified. Premature social media posts can cause public panic, undermine the process, and may even constitute a criminal offence (spreading false information about an election). The ORPP guide is clear: use proper channels first.

8. Maintain Secrecy of Ballot

The secrecy of the ballot is a constitutional right. Agents must never:

• Attempt to see how a voter marks their ballot
• Ask a voter who they voted for
• Communicate how a specific voter voted to anyone
• Position themselves where they can see inside the voting booth

Violation of ballot secrecy is both a criminal offence and a breach of the Electoral Code of Conduct.

9. Cooperate with Other Agents and Observers

A polling station may have agents from multiple parties, plus domestic and international observers. The IEBC expects all of them to cooperate professionally:

• Respect other agents' rights to observe and sign forms
• Do not intimidate or obstruct observers
• Share the physical space of the station fairly
• Engage in constructive dialogue if disagreements arise about the process

10. Leave the Station Only When Counting Is Complete and Forms Are Signed

The final expectation is perhaps the most important: stay until the end. An agent who leaves the station before counting is finished and result forms are signed has failed in their primary duty. The ORPP guide warns that agents who leave early:

• Cannot verify the final count
• Cannot sign the result forms
• Cannot receive their copy of the forms
• Cannot testify about the counting process in a petition
• Leave the candidate effectively unrepresented at the most critical stage of the process

Election day is long — agents may be at the station from 5:00 AM until midnight or later. But leaving before the process is complete is never acceptable.

The Consequences of Non-Compliance

Agents who fail to meet IEBC expectations face several consequences:

Key Takeaways

1. Training is non-negotiable: Untrained agents are the number one cause of agent failure
2. Arrive by 5AM: Missing the pre-opening setup means missing the most vulnerable moment
3. Sign all result forms: This is the agent's primary statutory duty and legal entitlement
4. Report through channels: PO first, then Chief Agent, then legal team — not social media
5. Stay until the end: An agent who leaves before forms are signed has failed their candidate

Source: This article draws from the ORPP Agents Quick Guide (June 2022), published by the Office of the Registrar of Political Parties with support from the National Democratic Institute (NDI).

Prepared agents deliver results. Votrack combines agent training, real-time communication, and digital results submission into one platform. Equip your agents with the tools they need. Request a demo before 2027.