Annual Canvass 2021

What is the Annual Canvass/Canvass Reform?

The Canvass Reform - From July 2020, Canvass Reform was introduced. This meant a number of changes took place to the methods we use to ensure accurate data is generated for the Electoral Register. At the start of each canvass, properties will now undergo an annual national data matching step, alongside a discretionary local data matching step. This data matching process will then determine how we communicate with you.

The Annual Canvass - The Electoral Registration Officer (ERO) is required by law to conduct an annual canvass each year in order to maintain a complete and accurate electoral register. This involves making contact with households across the borough to ensure that any changes to individuals residing within a property have completed registration if they are eligible or to remove those who are no longer in residence. Previously, we would issue an A3 form called a ‘Household Enquiry Form’ (HEF) to all properties for completion to gather this information. However, due to the Canvass Reform now taking place, this will no longer be the case.

What is Data Matching?

National Data Matching – This involves the borough’s Electoral Register being securely sent to the Department of Works and Pensions (DWP) database and takes place in June. Electors’ names and addresses will then be matched against information held by the DWP.

Local Data Matching – This involves the borough’s Electoral Register being matched against locally sourced records such as Council Tax to try and match any electors who have been unable to be matched at the national data matching stage above.

How does this affect me?

The data matching stage will break your property down into one of three routes which will determine how we communicate with you to verify information on your property. The three routes are as follows:

  • Route 1 – all individuals within a property have been matched with either national or local data.

  • Route 2 – only some/none of all individuals within a property have been matched with either national or local data.

  • Route 3 – residential/nursing homes and student accommodation

How do I know what route my property is in and what do I need to do?

I have received one of the following from you…

An email listing names of people believed to be in residence at my property and asking me to confirm if this is correct.

This communication will be sent on or around 20 July 2021.

Please respond by 09 August 2021 to avoid receiving further communications from us.

 

 

 

 

 

 

 

 

 

 

Property Route: 1

Why have I received this:
We have been able to provide a match with national or local data on all residents we hold on record for your property and need to verify these details are correct with you.

What we need you to do:
Respond to the email by 09 August 2021 to confirm whether the information is correct or incorrect by:

  • Following the instructions received in the email:
    • Visiting the website: www.householdresponse.com/nulbc
    • Entering your unique security codes noted on your form.
    • Working through the sections onscreen following the prompts to add/remove people, update any details or confirm details are correct as necessary. Submit to us by ticking the declaration box in Section 4 and confirming.

Once you have responded:
If you are confirming no changes or removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property, we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving the Invitation to Register form by post, once you have confirmed details using the above instructions, any newly added people can complete registration by visiting www.gov.uk/register-to-vote.

Please note:

This email may go to more than one occupant at the property - only one person at each property is required to respond. Once we have received a response from one occupant, the system will not allow another response from anyone else at the property.

An A4 form with Reference Number 'CCB'.

This communication will be sent on or around 20 July 2021.

You need to respond by 09 August 2021 to avoid receiving further communication from us.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Property Route: 2

Why have I received this:
We have been unable to provide a match with national or local data on some or all residents we hold on record for your property.

What we need you to do:
You are legally required to respond. The deadline to respond to this letter is 09 August 2021. Please check all listed elector's details on the form to ensure they are correct.

If your form is blank, we will need you to inform us of any individual/s permanently residing at the property of the age 16 years or above only. If the property is a second home or empty, the relevent person can inform us of this using the online method below.

You can inform us of any changes via the following methods:

  • Online by:
    • Visiting the website: www.householdresponse.com/nulbc
    • Entering your unique security codes noted on your form
    • Working through the sections onscreen following the prompts to add/remove people, update any details or confirm details are correct as necessary. Submit to us by ticking the declaration box in Section 4 and confirming.

Alternatively, if there are no changes to your property:

  • By telephone:
    • Call 0800 197 9871 and enter your unique security codes when prompted
  • By text:
    • Text NOCHANGE followed by your unique security codes to 80212.

Once you have responded:
If you are confirming no changes or removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property, we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving the Invitation to Register form by post, once you have responded to the Canvass Communication Letter using the above instructions, any newly added people can complete registration by visiting www.gov.uk/register-to-vote.

An A4 form with Reference Number: CCA

This communication will be sent on or around 24 August 2021.

Please respond ASAP to ensure we hold the correct information for your property.

New applications for the electoral register will need to be received by 22 November 2021.

 

 

 

 

 

 

 

 

 

Property Route: 1

Why have I received this:
We have been able to provide a match with national or local data on all residents we hold on record for your property and need to verify these details with you.

What we need you to do:
If details for your property and those in residence are correct then you do not need to respond and you will not be required to take any further action.

If your details are incorrect or additional people need adding:
We will need you to inform us of the correct details for your property either:

  • Online by:
    • Visiting the website: www.householdresponse.com/nulbc
    • Entering your unique security codes noted on your form.
    • Working through the sections onscreen following the prompts to add/remove people, update any details or confirm details are correct as necessary. Submit to us by ticking the declaration box in Section 4 and confirming.

Once you have responded:
If you are removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property, we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving this by post, once you have responded to the form following the instructions above, any newly added people can completed registration by visiting www.gov.uk/register-to-vote.

An A3 'Canvass Form' communication letter

This communication will be sent on or around 24 August 2021.

Please respond ASAP to ensure we hold the correct information for your property.

New applications for the electoral register will need to be received by 22 November 2021.

Property Route: 2.

Why have I received this:
We have been unable to provide a match with national or local data on some or all residents we hold on record for your property.

We will have previously sent out a ‘CCB’ form to your property for completion but either have not received a response or have not received a response by the required deadline.

What we need you to do:
You are legally required to respond to this form and will need to do so ASAP. Please check all listed elector’s details on the form to ensure they are correct. If your form is blank, we will need you to inform us of any individual/s permanently residing at the property of the age 16 years or above only.

If the property is a second home or empty, the landlord or relevent person will need to return this to us by ticking the appropriate boxes and signing the declaration on the form. Alternatively, this can be done via the online method below.

If you have changes to make, these can be done:

  • Online by:
    • Visiting the website: www.householdresponse.com/nulbc
    • Entering the unique security codes noted on your form
    • Updating your household information as required and clicking submit
  • Or by post:
    • Fill in the A3 form, checking all details are correct.
    • Sign and date the declaration box
    • Pop the form in the provided self-addressed envelope and return via a postbox.

Alternatively, if there are no changes to your property:

  • By telephone:
    • Call 0800 197 9871 and enter your unique security codes when prompted.
  • By text:
    • Text NOCHANGE followed by your unique security codes to 80212.

Once you have responded:
If you are confirming no changes or removing a person from your property, you will then not be required to take any further action.

If you are adding an additional person to the property, we will send a new A3 form (called an Invitation to Register/Register to Vote form) or an invitation email (if an email address has been provided) to the newly added individual requesting further details to get them registered.

If you would like to sidestep receiving the Invitation to Register form by post, once you have responded to the Canvass Communication Letter following the instructions above, any newly added people can complete registration by visiting www.gov.uk/register-to-vote.

A letter/email requesting information on those residing in a residential/nursing home or student accommodation and I work within a residential home or student accommodation.

 

 

 

 

Property Route: 3

Why have I received this:
We will be contacting an individual member of staff at all residential/nursing homes and student accommodation rather than sending communications out to each resident. The aim behind this is to identify a Single Responsible Officer (SRO) for each complex to which we will contact on an annual basis requesting verification of residents’ details to ensure all those who should be registered actually do so.

What we need you to do:
Complete the communication as requested, identifying any electors who may no longer be in resident and identifying any new individuals who are now eligible to vote. For residential homes, we may also request further information in order to get residents registered as easily as possible with minimum impact on the individual.

If, at any point, you are unsure whether the communication you have received from us is genuine, please contact us at electreg@newcastle-staffs.gov.uk or telephone 01782 717717 where we will be able to verify this for you.

 

 


Last updated 14 July 2021

Rate this page

We value your feedback. How do you rate the information on this page?

Good OK Poor

 
 
Back to the top of the page