| # | Questions | Clarifications |
|---|---|---|
| 1. | Can election procedure be operated through mobile? Guidelines | Yes, Election Procedure Para 2 specifies Smartphone can be used. |
| 2. | Is there a Limit to the maximum number of hubs that can be formed? | No, There is no Limit of to no. of Hubs specified. It depends upon the strength of Branch.(But lesser number of hubs shall expedite the election process. |
| 3. |
If Lockdown Persists and Movement is further Restricted, Satsangis Cannot come to Hub. Can Individual
Satsangis Cast Vote If a Satsangi is in another city, Can they participate in this election process? |
Yes, provided that at least 5 initiated Satsangis should be physically present. |
| 4. | If Hub Location is at Border of Uttrakhand &U.P. and non availability of IT person in the Hub, with Border sealed movement is restricted. What is recommended in this case | Wherever, the facilitator can be provided, the voter can assemble and participate, with social distancing norms i.e. masks etc. But the condition of the presence of minimum 5 initiated Satsangis will remain applicable. |
| 5. | Will result be compiled hub wise cumulative? | Result will be generated by the System, which can be seen / downloaded by Chairperson’s Login. |
| 6. | Can the number of satsangis in the Hub be less than 5? | No |
| 7. | If any satsangi, jigyasu or Satsangi's son / daughter is not eligible for a facilitator in the hub, then who will operate the hub? Can the Hub be merged with another Hub with increased no of Satsangis? | Formation of hub should be done in such a way that atleast one tech savvy person can be arranged in each hub to actor Facilitator. Jigyasus or Children (adult) of Satsangi parents can also be facilitator. Jigyasus or Children (adult) of Satsangi parents can also be facilitator. If such technical person is not available, then the ECT team should chip in to help. |
| 8. |
Due to paucity of computer literate people, can the restrictions on number of people in a hub be
relaxed. Can the Hubs have more number of people say Upto 15. |
It can be done. |
| 9. | Will all the processing related to the election of branch secretary be available in Hindi? Names of Candidates to be available in Hindi for Satsangis who cannot read in English? If not available in Hindi, Can the Facilitator read out the names for each Satsangi to vote? In an Extreme case If Facilitator also does not know English | Web portal is bi-lingual. Facilitator can announce the names of candidates to each Satsangi for enabling them to vote. |
| 10. | Due to restrictions on movement because of Pandemic situation, how the Br. Secy., who are away from their cities, can they participate remotely? (Is this already a case in any Branch or is this hypothetical Q?) | Every Satsangi can participate remotely, through Video Conferencing with a single rider that at least 5 initiated Satsangis should be present at Hub. |
| 11. | Will the Schedule be decided Centrally by Sabha or Locally by District / Branch | Regional President in consultation with the Branch Secretary shall communicate the schedule to Sabha. Schedule be decided by the concerned Regional President. |
| 12. |
If an Area turns into Lockdown and Red Zone then is there a provision for a Satsangi to Participate
alone? Same as Q 3 |
Same as Q 3 |
| 13. | Can the Election in a Branch be split across multiple days? | No. Election process is one day process. |
| 14. | In a District would the dates of Election be same or Different for Different Branches? | As per the schedule designed by Regional President – Maximum 5 Branches on a particular day. |
| 15. | Is there a Preference for Video Conference Platform - can a Branch use Zoom video conferencing? | Any Video Conferencing platform can be used. |
| 16. | Is the summarized report after voting to be forwarded to the chairperson by the facilitator? | Facilitator is to help in giving the number of persons where are present and in taking the attendance on the Attendance sheet to be forwarded to Chairperson. Result of voting shall be system generated; only Chairperson can view this report. |
| 17. | What is the maximum size limit of the files such as PDF of attendance sheet to be uploaded? | 20 Mb per file. Multiple files can be uploaded. |
| 18. | In same Satsang district, all branches conduct the elections on same or different dates and time? | As per schedule (5 branches on a day). |
| 19. | Is it possible to arrange multiple setups (e.booths stations) in branches where Satsang Bhawan/Ghar is available? It will require less number of volunteers as long as it is done with proper social distancing. | Satsang Bhawan/ Ghar cannot be used, until there is relaxation from Central/ Local Government with regard to place-of- worship. |
| 20. | In any rural branch, is it possible to conduct voting where regular weekly Satsang held? | Can be but with social distancing norms, in an ideal condition, at least 2 hubs should be created by Chairperson, keeping in view any local Administrative Advisory. |
| 21. | How to manage privacy of Satsangi during election? Any partitioning to prevent onlookers? | Privacy will be maintained by Facilitator and should be ensured by Chairperson. Precautions should be taken by Facilitator. |
| 22. |
Does the observer need to be present online? If in person, how will be possible in multiple e-booths scenarios ? |
Observer will be from Region but not from the Branch where election is held. Participating Online on Zoom / VC platform and all Booths will be connected so will be able to observe all ebooths. Observer will be connected through same VC. |
| 23. | In reference to Point 6 of page 2, please clarify, how will the record of notices be maintained, if the majority of the members of the branch are not present on WhatsApp or Email? | By Phone call, message, personal interaction to the extent possible, sending post card. |
| 24. | In reference to point 1, a contradiction is present regarding making hubs with not more than 10 people and keeping number of hubs restricted and minimized. Please clarify, how to execute the same in branches having more than 350 members. Does that mean we need to make more than 35 hubs | There is no upper limit on the number of Satsangis at a hub it can be increased subject to local laws/condition / Govt advisory. |
| 25. | In reference to Point 7(b) and 10(b), please clarify the modus operandi to be adopted for seconding the names proposed for the post of Branch Secretary/ Chairperson. To be specific, whether one round of opportunity will be given to all the hubs for proposing the names of the candidate and following that the second round of opportunity would be given for seconding the name or simultaneously all the hubs will be asked either to propose a name or second the name already taken and not seconded. | Through Video Conferencing mode- simultaneously. When a name is proposed by someone in a Hub, he will be visible and audible to all at different Hubs. This name can be seconded by any one from any hub. Once this is done, the Chairperson will note this – proposer, seconder and the candidate’s name. |
| 26. | In reference to the overall responsibility of the Chairperson under the guidelines, please clarify, how will the technical knowhow of the Chairperson or the facilitator present at the hub of the elected Chairperson’s hub matches to the additional requirements needed? | ECT/ Facilitator will provide technical help to Chairperson |
| 27. | Please clarify how the participation of members presents in remote areas, without/with poor internet connection or presence of smartphone will be ensured? | Branch Secretary should anticipate and assess the needs of such areas before hand and then depute a tech-savvy member with logistic support to that area. Alternatively bring such people to another location which has the required facilities. |
| 28. | In reference to Point 1, please clarify the expandability of the word “close by” for the creation of hubs, especially in branches wherein members resides at a distance minimum of 10 km. | Depends upon understanding and movement permitted in local areas. |
| 29. | In reference to Point 2, please clarify, how to ensure compliance of 2 meters distancing of a congregation of 5 – 10 people, at branches wherein the houses of members lack adequate space. | This can be arranged in any place available – Open space/ ground etc. |
| 30. | Provision of Rectification example, Number of Candidates for Branch Secretaries, or Number of Hubs or Quorum Details? Till what Stage can these be rectified if an error has been made in entering data or say Counting at th Hub. Example entered Hub Strength 8, actual 7 or 9. System will not allow submission if Votes are less than Hub Strength. Or if an Additional Registered Satsangi reaches late, total hub strength would need to be augmented. Who would authorize and enable this modification? | Incase of any error, Facilitator will contact to Chairperson, who will communicate to Admin ICT / Sabha. People should be informed to reach to reach their hubs 15 mins before the scheduled time. Once the duly elected Chairperson takes the attendance and submits, then that is fixed. No new entrants will be allowed thereafter. |
| 31. | If Satsangis reach late at the Hub and their presence completes the Quorum - would the process be allowed to continue. Rectification of Quorum as in Q above? | Once the Chairperson takes the attendance and submits, then that is fixed. No new entrants will be allowed thereafter. |
| 32. | Who uses the Admin Portal? | Admin(ICT) Sabha. |
| 33. | These are used interchangeably | No interchange is permitted. |
| 34. |
Local branches of Dayalbagh have approx strength of 1800 members each (Adan Bagh ~2000, Agra City ~
2000 and Ellora branch ~ 1750), 180+ hub creation and equal number of facilitators (who also need to
be trained) is required in a vast geographical area. Agra City Branch may not have provision of creating hubs with 10 members because of far off locations. How to solve this issue? |
Related to Q6. Minimum members in a Hub can be 5? Local Branch Challenge of large number of Hubs (Adan Bagh, Agra City & Ellora). Their members can be permitted to do seva in an open Agricultural fields say at Tannery in the morning hours (after regular Field work) and 40 hubs or 50 hubs can be created for them at Tannery where they can vote. |
| 35. | All registered satsangis may not have smartphones. This consideration may be taken into account. | Only Hub Coordinator needs to have a Device – if no one else has it. This has to be anticipated and catered for – much in advance. |
| 36. | Will there be a dry run of the entire process with all the facilitators after they are trained or will the election process take place directly?. Can the system be made operational for Hub Facilitator Training | Branch or District level Training of Facilitators - Central Training for UPRSA Facilitators. The system has the facility for conducting a dry-run in advance. |
| 37. | What platform to be used for connecting 180+ hubs simultaneously for a few hours? What device should the facilitator use? How to manage if hubs get disconnected? | Zoom can be used. It is being used successfully for eSatsang and SYTC Activities |
| 38. | Will the entire election process at all hubs be simultaneous and in synchronous mode? For local Agra branches, the numbers of hubs will be approx 200 per branch. | From the Documents Provided - Yes it will be a Simultaneous Process at all Hubs as Names will have to be proposed etc |
| 39. | Procedure says that the Chairperson will be elected just before Election of Secretary from the Satsangis of Branch by raising of hands (He can be anyone from any hub). As all the major activities to be done by Chairperson himself, how he will be trained for that if the name is unknown till the time of election. Also he will need Laptop & Printer at his location. It will be difficult to arrange Laptop & printer at each hub. | For Local Agra Branches – please refer to point number 34 (above). The ECT Team shall come to the help of such an elected Chairperson who may be at some distance. The process may get delayed a little only for the duration till the ECT help reaches the Chairperson. |