Organization of American States

Manual for
OAS
Electoral
Observation
Missions

General Secretariat of the Organization

of American States (GS/OAS)

José Miguel Insulza

Secretary General

Albert R. Ramdin
Assistant secretary General

Víctor Rico Frontaura

Secretary for Political Affairs

Pablo Gutiérrez
Director
Department of Electoral Cooperation and Observation
 Organization of American States

INTRODUCTION

Electoral Observations Missions (EOMs) are a political cooperation tool that the Organization
of American States (OAS) has at its disposal to help strengthen the hemisphere’s electoral
processes, as essential components of modern democracies. The evolution of international
election observation in the Americas has coincided with the strengthening of democratic
governments, from the ad hoc approach to observation missions of the 1960s to the current
professional, standardized approach.

In recent years, the OAS has made efforts to institutionalize the observation of electoral
processes, thereby increasing its professional and technical capacity. To this end, it has
prepared and published an observation methodology for the day of elections, based on
international instruments and standards. It has also systematized the knowledge accumulated
through the identification and exchange of best practices observed in different elections held
in the region. Additionally, it has led to greater cooperation between the OAS and the various
member countries as they work to perfect their own electoral systems.

It is along these lines of institutional development that the General Secretariat, for the
first time, is producing a Manual for OAS Electoral Observation Missions (OAS/EOMs). This
publication rigorously defines the objectives of an OAS/EOM, spells out what is being observed
and how, and provides detailed procedures for organizing and implementing a mission.

This manual is specifically geared toward all those observers who participate annually in OAS
Electoral Observation Missions. Deployed across the length and breadth of a country, they are
the ones who provide the mission with firsthand information, not only on the day of the voting
itself, but also in the days leading up to and following the election. The observers also serve
as representatives of our hemisphere’s democracies at each polling place they visit. Thus, the
training these volunteers receive not only helps them perform their jobs well during the EOM;
it also seeks to prepare them as citizens who are committed to improving and consolidating
the democracies of the Americas.

José Miguel Insulza

OAS Secretary General
 Organization of American States

TABLE OF CONTENTS
PAGE

SECTION I. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9
CHAPTER I. THEORETICAL FRAMEWORK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 5
A. Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
1. International Election Observation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2. International Electoral Observation Mission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
B. CONDITIONS FOR ACCEPTING A MEMBER STATE’S INVITATION FOR AN OAS/EOM . . . . . . . . . . . . . . . . . . . . . . . . 10
C. SPECIFIC OBJECTIVES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
D. FUNDAMENTAL PRINCIPLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
CHAPTER II: LEGAL-REGULATORY FRAMEWORK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
A. BINDING INSTRUMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1. Charter of the Organization of American States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2. Inter-American System for the Protection of Human Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3. Resolutions of the General Assembly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
4. Agreements Signed between the GS/OAS and the Member States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
B. NON-BINDING INSTRUMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1. Declaration of Principles for International Election Observation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2. Code of Conduct for International Election Observers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
CHAPTER III: METHODOLOGY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
A. CRITERIA FOR ELECTION OBSERVATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
CHAPTER IV: THE ELECTORAL PROCESS AS THE SUBJECT OF OBSERVATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
A. PRE-ELECTORAL PERIOD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1. Election Laws and Regulations in Effect and their Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2. Duties of the Electoral Authority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3. Government Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4. Activities of the Armed Forces, Law Enforcement, and Security Forces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
5. Activities of Political Actors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
6. Role of the News Media. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
7. Activities of Social Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
B. ELECTION DAY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1. Voting Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2. Vote Counting at Polling Stations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
3. Transmission and Tabulation of Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
C. POST-ELECTORAL PERIOD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1. Final Vote Tabulation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2. Exercise of Electoral Powers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3. Post-Election Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
 Organization of American States

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PAGE
SECTION II.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-21
6 CHAPTER I: INTERNATIONAL OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
A. GENERAL CONSIDERATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
B. CATEGORIES OF INTERNATIONAL OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1. Long-Term International Observers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2. Short-Term International Observers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
3. Observers who are Residents of the Host Country . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
C. ELIGIBILITY REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
D. STANDARDS OF CONDUCT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
E. PROHIBITIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
F. MEASURES FOR FAILURE TO FULFILL DUTIES AND ON PROHIBITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
G. EVALUATION OF INTERNATIONAL OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
CHAPTER II: STRUCTURE OF OAS/EOMs AND DUTIES OF THEIR MEMBERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
A. DECO DIRECTOR. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
B. CHIEF OF ELECTORAL OBSERVATION SECTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
C. CHIEF OF MISSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
D. DEPUTY CHIEF OF MISSION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
E. GROUP OF SPECIAL ADVISERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
F. CORE GROUP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
1. General Coordinator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2. Press Specialist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3. Electoral Organization Specialist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4. Legal Specialist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
5. Electoral Technology Specialist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
6. Electoral Analysis Specialist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
7. Indicators Specialist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
8. Administrative Specialist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
9. Specialist of the Secretariat for Administration and Finance (SAF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
10. Logistics Specialists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
G. REGIONAL COORDINATORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
H. INTERNATIONAL OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
I. MOBILE GROUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
CHAPTER III: ELECTION OBSERVATION PROCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
A. INITIAL PHASE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
B. SET-UP PHASE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
C. OBSERVATION PHASE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
D. FINAL PHASE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
 Organization of American States

TABLE OF CONTENTS
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LIST OF ANNEXES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38-39

7
SECTION III: ANNEXES
ANNEX 1: INTER-AMERICAN DEMOCRATIC CHARTER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
ANNEX 2: MODEL AGREEMENT ON PRIVILEGES AND IMMUNITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
ANNEX 3: MODEL AGREEMENT ON OBSERVATION PROCESS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
ANNEX 4: METHODS FOR ELECTION OBSERVATION: A MANUAL FOR OAS ELECTORAL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
OBSERVATION MISSIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
ANNEX 5: AGREEMENT FOR SPECIAL GUESTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
ANNEX 6: AGREEMENT FOR INTERNATIONAL OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
ANNEX 7: MODEL EVALUATION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
1. MODEL FORM FOR EVALUATING CORE GROUP SPECIALISTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
2. MODEL FORM FOR EVALUATING INTERNATIONAL OBSERVERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
3. MODEL FORM FOR EVALUATING REGIONAL COORDINATORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4. MODEL FORM FOR EVALUATING OAS/EOMs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
ANNEX 8: DECLARATION OF PRINCIPLES FOR INTERNATIONAL ELECTION OBSERVATION AND CODE OF
CONDUCT FOR INTERNATIONAL ELECTION OBSERVERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
ANNEX 9: CHECKLIST FOR THE CLOSING OF THE OAS/EOM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
ANNEX 10: TRAINING AGENDA TEMPLATE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
ANNEX 11: REPORT OF REGIONAL COORDINATOR AND CORE GROUP TEMPLATE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
ANNEX 12: COMPLAINTS FORM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
ANNEX 13: MODEL PRELIMINARY VISIT AGENDA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
ANNEX 14: DOCUMENTS FOR ELECTORAL OBSERVATION MISSIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
ANNEX 15: CONSIDERATIONS FOR LOGISTICS PLAN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
ANNEX 16: FLOW CHART FOR THE INVITATION AND ARRIVAL OF OAS/EOM OBSERVERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
ANNEX 17: FLOW CHART FOR THE ELECTION OBSERVATION PROCESS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
ANNEX 18: OUTLINE FOR FINAL REPORT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
 SECTION I

THEORETICAL FRAMEWORK
LEGAL-REGULATORY FRAMEWORK
METHODOLOGY
THE ELECTORAL PROCESS AS THE
SUBJECT OF OBSERVATION
 Organization of American States

CHAPTER I THEORETICAL FRAMEWORK

A. Definitions 3. To help create an atmosphere of public trust and
encourage citizen participation.
1. International Election Observation: An international
10 election observation can be defined as a process 4. To serve as a channel to seek and build consensus in
whereby an organized group of individuals from outside situations of conflict among the different participants in
the host country systematically carries out a series of the electoral process, as requested.
complex actions and activities to observe an electoral
5. To make recommendations in order to help improve the
process in a direct, complete, and precise manner. The
subject of the observation is the process. electoral system.

2. International Electoral Observation Mission: This is the 6. To demonstrate international support and Inter-
legal instrument, with its own organization, by which an American solidarity for the development of an electoral
international election observation is carried out. process that is impartial, transparent, and reliable.

B. Conditions for accepting a member D. Fundamental Principles

state’s invitation for an OAS/EOM OAS/EOMs are guided by the following fundamental
An invitation extended by a Member State may be accepted, principles of international electoral observation2:
under the terms of the Inter-American Democratic Charter,1
when the following requirements are met: 1. Objectivity and neutrality. The work of an EOM
depends on its impartiality, neutrality, and
a. The electoral process in question is expressly independence. These basic characteristics of OAS/
provided for in the Member State’s legal regulations. EOMs are reflected, among other things, in the
b. Organizing and judging the electoral process are actions of the international observers as well as in
exclusively the purview of the national or federal the statements and declarations of the OAS/EOM.
electoral body or the state/provincial/regional 2. Respect for the host country’s domestic laws. Doing
body, as the case may be. the work of observation implies complete respect
c. The invitation from the Member State originates of the constitution and laws of the country where
with the electoral body, which will send it to the the electoral process is taking place. The privileges
Member State’s Ministry of Foreign Affairs for and immunities granted to international observers,
formal presentation to the General Secretariat of such as immunity against arrests, searches and
the OAS (GS/OAS). seizures, and/or legal proceedings, are intended
to ensure that the international observers can
d. The OAS/EOM is not subject to any legal or act independently in carrying out their specific
regulatory limitations. functions.
e. Conditions are guaranteed for security, free access
3. Non-substitution of national actors in the process.
to information, and broad cooperation with the
EOMs do not substitute any of the actors in an
OAS/EOM.
electoral process. The ultimate and exclusive
responsibility for carrying out an electoral process
C. Specific Objectives falls on the institutions and leading actors in the
The specific objectives of OAS/EOMs are as follows: host country. It is not up to international observers
to approve, disapprove, or correct the decisions of
1. To observe the performance of the principal actors the electoral authority; replace or question political
in the electoral process in order to verify compliance party poll-watchers; or increase the human or
with election laws and regulations in place in the host material resources of any participant in the process,
country; to analyze the development of the electoral including the competent national authority, which
process in the context of standards adopted by the OAS is the only arbiter of the process.
Member States; and to take note of what is observed
and inform the Secretary General and the Permanent
Council.
2. To work with governmental and electoral authorities, 1
Chapter V, Inter-American Democratic Charter.
and with citizens in general, to ensure the impartiality, 2
See Annex 8, Declaration of Principles for International Election
transparency, and reliability of the electoral process. Observation and Code of Conduct for International Election Observers.
 Organization of American States

CHAPTER II LEGAL-REGULATORY FRAMEWORK

The legal framework of OAS/EOMs determines these since Electoral Observation Missions serve as one of the
missions’ existence, regulates their operations, assigns their instruments utilized by the OAS to consolidate democracy
duties, and sets the limits of their exercise. It contains legal in the hemisphere, the legislation contained in the OAS
instruments that are binding and other provisions that are Charter defines the sphere of action of OAS/EOMs. 11
not obligatory. The rules contained in these instruments are
indicated below. The OAS Charter establishes respect for the principle of self-
determination of peoples and fundamental rights that are
free from discrimination.6 It also indicates that the political
organization of the Member States should be based on
representative democracy.7 It additionally establishes an
important link between the consolidation of the democratic
system and development; noting that extreme poverty must
be eliminated to attain integral development, in accordance
with the democratic principles of the Inter-American
system.8

The Charter also confers on the General Assembly the

authority to sanction governments that do not conform to
the principles and standards of democratic preservation
that exist in the region, establishing the mechanism for the
decision to suspend a Member State.9

2. Inter-American System for the Protection of Human

Rights

Principles on the protection of human rights—known as

the Inter-American system for the protection of human and
political rights—are based on the American Declaration of
the Rights and Duties of Man10 and the American Convention

3
The Charter of the Organization of American States was first signed at the
IX International Conference of American States, held in Bogotá, Colombia,
on April 30, 1948, and entered into effect on December 13, 1951. It was
later amended by the Protocol of Buenos Aires, on February 27, 1967;
the Protocol of Cartagena de Indias, on December 5, 1985; the Protocol
of Washington, on December 14, 1992; and the Protocol of Managua, on
June 10, 1993.
A. Binding Instruments 4
This principle is contained in Article 2, paragraph b) of the OAS Charter,
which was introduced during the General Assembly that approved the
Protocol of Cartagena de Indias in 1985, amending the OAS Charter and
1. Charter of the Organization of American States3 introducing important rules related to representative democracy and
democratic institutions.
5
Contained in Article 3, paragraph d) ibid., related to the principles
This treaty created the Organization of American States, reaffirmed by the Member States; this was expanded as part of the
which from its beginnings considered respect for democracy reforms introduced by the Protocol of Cartagena de Indias.
6
See Article 3, paragraphs e) and l), ibid.
to be fundamental. However, it was successive reforms of 7
Article 2, paragraph d), ibid.
the Charter that placed a high level of priority to the legal 8
See Article 2, paragraph g), Article 31, and Article 45, paragraph f), ibid.
commitment to democracy in the region, along with respect 9
Article 9, ibid., which was incorporated in 1992 by the Protocol of
Washington.
for the principle of nonintervention.4 12
The American Declaration of the Rights and Duties of Man was approved
by the IX International Conference of American States, held in Bogotá in
Firstly, it should be noted that although the OAS Charter 1948, the same conference that created the Organization of American
States. Historically, this was the first international agreement on human
does not include a direct mandate for observing elections rights, predating the Universal Declaration of Human Rights, adopted six
in the region, it contains the basic precepts for promoting months later. Some countries, such as Argentina, have included it in the
and consolidating representative democracy as one of constitution, giving it constitutional standing.
the fundamental principles of the OAS.5 In this regard,
 Organization of American States

CHAPTER II LEGAL-REGULATORY FRAMEWORK

on Human Rights, or Pact of San José, Costa Rica,11 and form the holding of transparent and periodic electoral processes
an integral part of the legal framework of OAS/EOMs that express the will of citizens, with clear respect for the
principle of non-intervention contained in Article 19 of the
12 The American Declaration recognizes multiple rights OAS Charter. This Charter establishes that the organization
including the right to vote and duty of citizens, the right and deployment of electoral observation missions will be
to participate in government, and the duty to refrain carried out at the request of the Member States.
from political activities in foreign countries. It reaffirms
the intention to consolidate democratic institutions in the The resolution recommends observing the development of
hemisphere and the system of personal liberty and social each period of the electoral process and the importance of
justice, based on respect for the essential rights of man. conducting comprehensive observations. It also stipulates
It also recognizes, among other things, political rights of that public, periodic reports should be issued as a result
citizens to equally participate in public affairs, the right of the on-site observation process. Finally, it states that,
to vote and to be elected in free and fair elections. This where possible, observation efforts should not affect the
includes genuine periodic elections, by universal suffrage Organization’s budget
and by a secret ballot that guarantees the free expression of
the will of the voters, without any limitations beyond those b. Inter-American Democratic Charter (2001). 15 The
prescribed by law. Inter-American Democratic Charter was approved by
resolution of the General Assembly. It constitutes the
3. Resolutions of the General Assembly most significant step forward on democracy in the
hemisphere due to its precision regarding the scope
The General Assembly is the supreme body of the OAS, of this concept. It also includes the application of
and the Member States are represented therein by their collective measures for the protection of democracy
ministers of foreign affairs.12 The General Assembly issues and establishes the nature of electoral observation
declarations, resolutions, and recommendations.13 This missions as instruments to strengthen democracy in
manual refers generally to those resolutions related to the the hemisphere.16
consolidation of democracy and specifically to those that
substantively develop the concept of electoral observation With the adoption of the Democratic Charter, observation
in the hemisphere. missions were redefined. The Democratic Charter
established explicitly how the missions should be carried
There are General Assembly resolutions that promote and out and how they could contribute to strengthening and
strengthen representative and participatory democracy, developing institutions and electoral processes; bearing in
while others link the concept of democracy with civil society mind it is the Member States themselves that are responsible
participation, the citizen, democratic culture, and education for organizing and ensuring free and fair electoral processes
in democratic values and practices. Additional resolutions and for requesting electoral observation missions.17
refer to the strengthening of democratic systems, and
matters relating to election campaigns, electoral technology,
and political parties. Others relate to access to public
information, governance, human rights, and democratic
security; as well as provide a link between the concept of
11
The American Convention on Human Rights (Pact of San José) was signed
democracy and that of socioeconomic development. at the Inter-American Specialized Conference on Human Rights, held
November 7-22, 1969, in San José, Costa Rica. The Third Special Inter-
Included in the OAS General Assembly resolutions are rules American Conference (Buenos Aires, 1967) approved the incorporation
of wider rules on economic, social, and educational rights into the OAS
related to the observation of elections as follows: Charter, and resolved that an inter-American convention on human
rights would determine the structure, competence, and procedures of
a. Resolution on Human Rights and Democracy – Electoral the bodies in charge of this area.
12
Article 1 of General Assembly Resolution AG/RES No. 1737 (XXX-O/00) of
Monitoring (1989).14 This is the first resolution that June 5, 2000.
expressly mentions the observation of electoral 13
Article 80, ibid.
processes as a means by which to strengthen democracy 14
See AG/RES. 991 (XIX-O/89), handed down at the Nineteenth Regular
Period of Sessions, held in Washington, D.C., United States of America,
in the region. November 13-19, 1989.
15
See AG/RES. 1838 (XXXI-O/01), ibid. This resolution was approved during
It states that the basis for the observation of electoral the fourth plenary session held on June 5, 2001. However, it should be
mentioned that it was adopted in Lima, Peru, on September 11, 2001. Its
processes is to contribute and consolidate systems that text is available in Annex 1 of this manual.
are genuinely democratic and participatory, based on 16
See Chapter V of the Inter-American Democratic Charter, “Democracy and
respect for human rights. It makes particular reference to Electoral Observation Missions.”
 Organization of American States

CHAPTER II LEGAL-REGULATORY FRAMEWORK

According to Chapter V of the Democratic Charter, it
is up to the Member State to ask the GS/OAS to send
electoral observation missions and up to the GS/OAS to
determine the scope of its operations, in order to ensure its 13
effectiveness and independence.18 Finally, the Democratic
Charter establishes the obligation to present reports on the
holding of free and fair elections to the Permanent Council,
through the GS/OAS.19

4. Agreements Signed between the GS/OAS and the

Member States

For an Electoral Observation Mission, the GS/OAS enters

into two agreements with the host country; these establish
the conditions for the observation process. They constitute
the only legal instruments signed with the host country
regulating the actions of the OAS/EOM.

a. Agreement on Privileges and Immunities 20: This

establishes the privileges and immunities that the host
country grants the OAS/EOM and the international
B. Non-Binding Instruments
observers. It is signed by the Minister of Foreign Affairs
1. Declaration of Principles for International Election
of the host country and the Secretary General, as
Observation23
the first step toward the installation of an OAS/EOM.
The privileges and immunities include freedom of
This instrument compiles the fundamental freedoms and
movement and communication of the OAS/EOM within
political rights enshrined in universal and hemispheric
the host country; provisions related to the possession
instruments related to elections. It recognizes genuine
of foreign currency; those related to customs and
democratic elections as the human right that allows for
taxes; immunity against detentions, arrests, or legal
the free expression of the will of the citizens, so long as it
proceedings; as well as the inviolability of OAS/EOM
is exercised in accordance with the rule of law and respects
installations and documents. Immunities are provided
fundamental freedoms and other human and political rights.
against illegal searches and legal proceedings in
The declaration highlights the importance of international
general.21
election observation in helping to achieve democratic
elections.
b. Agreement on the Electoral Observation Process22: This
is signed by the host country’s electoral authorities
It also states that international electoral observations
and the Secretary General prior to the installation of
should be public and should conduct an analysis that is
an OAS/EOM, and it establishes the conditions under
impartial, professional, and focused on the process during
which the electoral observation will be carried out.
all periods of an election, through a comprehensive, long-
It details the objectives of the OAS/EOM and the
functions of the international observers, ensuring
not only the autonomy of the OAS/EOM but also the 17
Artículo 23, ibid.
degree of access it has to electoral institutions and
18
Artículo 23, ibid.
19
See last part of Article 24 and Article 25, ibid.
authorities, including voting centers and the vote 20
See Model Agreement in Annex 2 of this manual.
count. This agreement may also establish that the 21
For more details about the waiver of immunities with respect to an
OAS/EOMs will serve as mediator or facilitator among observer, see Chapter I, Section II, of this manual, related to international
observers.
electoral authorities and/or any other interested party, 22
See Model Agreement in Annex 3 of this manual.
if so requested. 23
The Declaration and Code of Conduct for International Election Observers
were conceived as technical instruments that as such would not be
of a binding nature. However, it should be noted that the signatory
organizations made a commitment to do everything possible to ensure
compliance with both instruments. See Annex 8 of this manual.
 Organization of American States

CHAPTER II LEGAL-REGULATORY FRAMEWORK

term observation using appropriate techniques. The analysis aware of the contents of the Code and for them to behave
should reflect the conditions in which the election is being accordingly, in order to ensure the integrity of the election
carried out, and its conclusions must be impartial so that observation.
14 the recommendations made can improve the integrity and
effectiveness of the electoral process without interference. Among the provisions included in the Code of Conduct
The declaration recognizes that each State is called on to are the obligation to respect national sovereignty and
determine the credibility and legitimacy of its electoral international human rights principles, the laws of the host
processes. It states that the role of the observation process country, and the authority of the electoral bodies, and the
is to report on compliance with international principles and obligation to maintain strict political impartiality at all times,
domestic law in this area. to not obstruct election processes, to provide appropriate
identification, to maintain accuracy of observations,
This declaration also determines the role of international to refrain from making comments to the public or the
election observation organizations in relation to the media before the mission speaks, to cooperate with other
government of the host country and its national international election observers, and to maintain proper
authorities (including electoral bodies), the political actors personal behavior.
in the process, and citizens, as well as other national and
international election observation organizations. It also
touches on suitable qualities that members of international
election observation missions should possess. In addition, it
includes the minimum guarantees that must be in place so 24
The organizations that endorsed both the Declaration of Principles
for International Election Observation and the Code of Conduct for
that international observation missions can perform their
International Observers at the Act of Commemoration held on October
functions. 27, 2005, at the United Nations in New York were: the African Union;
Council of Europe – Parliamentary Assembly; Pacific Islands, Australia &
Finally, this declaration recognizes the substantial progress New Zealand Electoral Administrators’ Association (PIANZEA); The Carter
Center; Center for Electoral Promotion and Assistance (CAPEL); Council
that has been made in establishing standards, principles, and
of Europe European Commission for Democracy through Law (Venice
commitments concerning genuine democratic elections. Commission); European Commission; Pacific Island Forum; IFES; Electoral
Institute of Southern Africa (EISA); International IDEA; International
2. Code of Conduct for International Election Observers24 Republican Institute (IRI); United Nations; National Democratic Institute
(NDI); Organization of American States (OAS); Organization for Security
and Cooperation in Europe, Office of Democratic Institutions and Human
This code provides the standards of behavior for Rights (OSCE/ODIHR); Asian Network for Free Elections (ANFREL);
international observers. It indicates that observers’ activities European Network of Election Monitoring Organizations (ENEMO);
must be based on the principles of objectivity, transparency, Commonwealth Secretariat; Electoral Reform International Services
(ERIS); and the Inter-Parliamentary Union (IPU).
and impartiality. It requires participants in a mission to be
 Organization of American States

CHAPTER III METHODOLOGY

This methodology and these criteria are implemented with
the participation of observers who are specialized in electoral
criteria who have the capacity to carry out the research and
analysis necessary for each election. 15
The specialists in charge of implementing the methodology
in each election prepare a Document of Indicators that
summarizes and analyzes the status of each of these
components in the host country. This summary is based
on a review of the host country’s constitution and the laws
that provide the legal framework for holding elections, as
well as any other decision handed down by the national
electoral authority. The report prepared by the international
observers in charge of methodology also takes into account
the observations made by the OAS/EOM, especially by
A. Criteria for Election Observation the Core Group and the regional coordinators deployed
throughout the country (including rural and urban areas),
The OAS has been in the process of systematizing a series of and by the international observers who conduct observations
indicators in order to: (1) provide a rigorous and objective at a statistically representative sample of polling stations in
methodological framework for election observation; (2) each election.
conduct a serious evaluation based on documented evidence
from electoral processes; and (3) have at its disposal criteria Another key instrument is the Election Day Questionnaire,
for comparing elections within the same country. By having which includes questions about the conditions of the process
a standardized framework based on clearly defined electoral at the sample polling stations at three points during the day:
criteria, it also seeks to follow up on recommendations that the opening of the polling station, during the voting, and the
the GS/OAS makes in each Electoral Observation Mission. closing of the polling station. Certain observations are also
documented immediately following the closing of the polls.
According to the methodology that has been designed, These include those relating to the transfer of materials and
based on the fundamental rights provided for in the the transmission of results, as well as the certification of the
instruments of the inter-American system, democratic winning candidates, among other things. On the one hand,
elections are considered to be those that have four basic the methodology thus has a qualitative aspect found in the
components: they are inclusive, clean, and competitive, laws and decisions of the electoral authority, among other
and the main public offices are filled through regular documents that are central to the electoral process. At the
elections.25 These components are broken down into 14 same time, it has a quantitative aspect acquired through
subcomponents, which describe the degree to which an the use of a questionnaire, based on observations made by
election is democratic. These include the status of: universal international observers and members of the OAS/EOM Core
and equal suffrage; the registration or civil registry; the Group.
electoral roll; polling station access; the casting of votes;
the integrity of voter preferences; the faithful recording of
voter preferences; the right to run for public office; equal
security; equal opportunity; the right to free press and to
information; freedom of association, assembly, expression,
For more detailed information, see “Methods for Election Observation: A
25
and movement; the frequency of regular elections for top Manual for OAS Electoral Observation Missions,” 2007, Washington, D.C.
national offices; and the irreversibility of election results. Please see Annex 4 for information on this manual.
 Organization of American States

CHAPTER IV THE ELECTORAL PROCESS AS THE

SUBJECT OF OBSERVATION
In each electoral process, three periods can be identified: is in charge of preparing and distributing voting
16 the pre-electoral period, the day of the voting, and the post- materials, distributing and exhibiting the electoral
electoral period. These three periods are subject to the roll, summoning the members of the polling
observation carried out by OAS/EOMs. stations, designating voting locations, accrediting
party poll-watchers, and training staff who work for
A. Pre-Electoral Period the electoral authority, among other tasks.

This period begins with the call for elections and ends on the c. Registering candidates or parties. The process of
day of the voting. During this period, the OAS/EOM observes registering parties and/or candidates determines
the organization and the political aspects of the electoral the degree of openness and transparency of
process. This includes, for example, monitoring compliance elections. OAS/EOMs carefully observe this process
with the election calendar. The OAS/EOM’s presence during and pay special attention to the laws governing
the pre-electoral period is limited by the date on which the the creation, dissolution, and operation of political
host country issues the invitation and by the procurement parties.
of funds.
d. Registering voters and preparing the electoral roll.
During this period, members of the OAS/EOM observe: OAS/EOMs carefully observe the voter registration
process, especially the accuracy of the electoral roll.
1. Election Laws and Regulations in Effect and their
Application e. Conducting civic information campaigns and
electoral training. OAS/EOMs observe the efforts
During this period, the legal framework governing the made by the electoral authorities to disseminate
electoral process is analyzed, including rules found in the information related to the electoral process.
constitution, laws, and other regulations of lesser standing, It is critical for citizens to have the necessary
as well as the decisions of the electoral authority. This lays information to be able exercise their vote
the groundwork for recommendations to be made that can responsibly, understanding the basic procedures
help to improve the electoral system. and political options. In addition, the electoral
authorities are responsible for training members
Election rules include those relating to the electoral process
in general, such as the designation of electoral authorities,
the demarcation of electoral districts,26 the registration of
voters and preparation of electoral rolls,27 the determination
of candidate slates, the registration of political parties and 26
Usually, boundaries are determined based on population census figures
and/or on information provided by the voter registration process.
candidates,28 standards for electoral observation, procedures 27
This refers to the establishment of and compliance with criteria and
for voting and counting votes, and the processing and review conditions for citizen identification to determine who are able or eligible
of complaints, among other things. 29 to exercise the right to vote and to keep those who do not meet the
criteria from participating in the election.
28
This process fulfills the right to take part in the conduct of political affairs
2. Duties of the Electoral Authority
and the right to be elected in democratic elections, contained in Article
23, paragraphs a and b, of the American Convention on Human Rights;
The electoral authority is the institution or institutions in in Article 3 of the Inter-American Democratic Charter, which indicates
charge of organizing and managing the electoral process that access to power is one of the essential elements of representative
democracy; and also in Article 25 of the International Covenant on Civil
and carrying out the duties under its purview. OAS/EOMs
and Political Rights. The purpose of observing this process within the
observe the exercise of the duties described as follows: general election process is to identify any discriminatory or arbitrary
application of national or international laws in effect in this area. It
a. Complying with the electoral calendar: The election includes observation of the laws regulating the creation, dissolution,
or operation of political parties, as well as the procedures included in
timetable is the systematic organization, by date,
the law for reinstating rights that have been infringed upon, in cases in
of the activities that make up the electoral process. which an impediment may exist for the registration of a political party or
OAS/EOMs observe whether these timetables are a particular candidate. A subsequent matter for consideration is how such
followed. provisions are applied to the reality of the activities carried out during the
electoral process.
29
This refers to procedures involving appeals of electoral matters or
b. Organizing elections. The electoral authority procedures for the processing of complaints presented during the pre-
manages and implements the election process. It election period.
 Organization of American States

CHAPTER IV THE ELECTORAL PROCESS AS THE

SUBJECT OF OBSERVATION
of the polling stations to give them the capacity to Over the course of the day, the international observers
fulfill their duties. and regional coordinators gather the information through 17
specially designed questionnaires.30 They communicate
3. Government Activities with the mission’s call center to transmit the results of
the questionnaires so that these can be tabulated and
The OAS/EOM observes how the government carries out consolidated. In addition, the observers maintain contact
its role of contributing to the normal development of the with their regional coordinators, just as the regional
electoral process, in accordance with the laws in effect. coordinators do with the general coordinator. This enables
the OAS/EOM leadership to obtain more information about
4. Activities of the Armed Forces, Law Enforcement, and how the election is proceeding in real time.
Security Forces
The observation focuses on the processes involving the
The OAS/EOM observes the actions taken by the armed opening of polling stations, the voting, the vote count, and
forces, law enforcement, and security forces in their role of the tabulation or transmission of results to the regional and
providing a secure environment for holding elections. national tallying centers.

5. Activities of Political Actors 1. Voting Process

OAS/EOMs observe the actions of the various political Voting is the individual, secret act by which an individual
actors, taking into account their participation at different expresses his or her support or preference for a particular
stages of the process. The missions place special emphasis electoral option. The Election Day Questionnaire for
on the observation of election campaigns and the various International Observers is specifically designed to capture
proselytizing activities. This makes it possible to conduct a information on three time periods that are considered
complete analysis of the general climate of the campaign, crucial: the installation and opening of polling stations;
the levels of media access, the dissemination of available the progress of the voting halfway through the day; and
proposals and candidate statements, and campaign the closing of polling stations and the vote count.31 The
financing, among other things. transmission of information and communicating about
events that are observed takes place in real time; thus it is
6. Role of the News Media imperative to have a constant flow of information between
the international observers and their respective regional
The mission observes the standards that govern the work coordinators.
of the media during the electoral process and the level of
access of the different contenders. Analysis is also done on On the day of the voting, the following factors are observed:
the regulations that govern the dissemination of opinion
polls and the companies that conduct such polls.
a. Composition of polling stations (with the designated
7. Activities of Social Organizations members or their substitutes)
b. The set-up of polling stations
The international observers take note of the activities of the c. Basic voting procedures
social organizations that participate in the electoral process d. Design of ballots and voter education level
by organizing debates or conducting campaigns to promote e. Security and access to voting centers
civic education or information about the process or other f. Presence and performance of members of polling
types of campaigns. stations

B. Election Day
The day of the voting is when an OAS/EOM has the greatest 30
For more information on the OAS observation methodology, see the publication
visibility, since the broadest geographical deployment of “Methods for Election Observation: A Manual for OAS Electoral Observation
international observers happens at that time. One of the Missions.” Please see annex 4 for information on this manual.
31
It also contains a general evaluation based on the observations made at the
main goals of OAS/EOMs is to have their members observe polling station throughout the day and on the subsequent transfer of the tally
the voting in the greatest possible number of electoral sheets, as well as an evaluation based on observations made at a polling station
districts and polling centers. visited at any point during the day.
 Organization of American States

CHAPTER IV THE ELECTORAL PROCESS AS THE

SUBJECT OF OBSERVATION
g. Presence and performance of party poll-watchers c. Methods and conditions for transporting election
18 h. Presence and performance of other international materials, including ballot box, to the electoral
observers. authority’s state, regional, and/or national voting
i. Potential proselytizing activities at voting centers centers and counting centers
j. Possible acts of intimidation, fraud, or violence
k. General order maintained inside and outside voting C. Post-Electoral Period
centers
l. Respect for the secrecy of the ballot The post-electoral period begins at the close of the voting day
m. Number of voters registered for each polling station and ends with the official declaration of the results. During
n. Attendance and flow of voters this period the definitive vote count is done, and any claims,
complaints, and challenges are presented. Thus, whenever
2. Vote Counting at Polling Stations
possible, OAS/EOMs designate regional coordinators and
even international observers to observe this period.
The vote-counting process is done at the polling stations,
and it includes the examination of votes to determine their
The last step in this period is the declaration of final results;
validity; the counting of each vote; and the formal recording
accordingly, the mission also observes the acceptance of the
of the results on a tally sheet, in compliance with certain
results by all those who participated in the electoral process
formalities established by the law. During this process, OAS/
and by the citizens in general.
EOMs observe the following aspects, among others:

a. Compliance by members of the polling station with Among the aspects to be observed during this period, the
election norms following bear noting:
b. Number of valid, invalid, and/or challenged votes
c. Legitimacy of procedures used to determine that a 1. Final Vote Tabulation
vote is invalid, in accordance with the host country’s
election laws This refers to the verification of the preliminary results that
d. Legitimacy of procedures used to determine are transmitted from the polling stations via tally sheets
challenged votes, in accordance with the host and then tabulated or compiled nationally. The OAS/EOM
country’s election laws observes, among other things:
e. Observers’ access to the vote-counting process
f. Access by poll-watchers and/or party delegates a. Electoral authorities’ compliance with election
g. Security conditions during the vote count norms
b. Number of valid, invalid, and/or challenged votes or
3. Transmission and Tabulation of Results challenged tally sheets
c. Legality of procedures followed to determine the
The transmission of preliminary results consists of the invalidity of a vote or tally sheet, in accordance with
communication process established between the voting the host country’s election laws
centers and the counting centers set up to tabulate the d. Legality of procedures used to determine the votes
election results. that are challenged, in accordance with the host
country’s election laws
The OAS/EOMs observe the transmission of the results e. Access of observers to the vote-counting process
from the polling stations to the municipal, state, or regional f. Access of party delegates
electoral offices and from there to the national vote- g. Security conditions during the vote count
counting center. At the national center, the OAS/EOM
observes the procedures used to receive and process the 2. Electoral Dispute Resolution
results (tabulation).
During this period, electoral and judicial authorities
During this period, OAS/EOMs observe the following: hear complaints or requests for challenges over alleged
irregularities related to the election and the vote count,
a. Transmission and publication of results and even over the tabulation of votes. It should be noted
b. Means and conditions by which the results are that although the OAS/EOM also receives complaints, it
transmitted to the state, regional, and/or national is the electoral authority that has the authority to rule on
counting centers these matters.
 Organization of American States

CHAPTER IV THE ELECTORAL PROCESS AS THE

SUBJECT OF OBSERVATION
The OAS/EOM closely follows the process by which the
competent authorities handle and resolve disputes, 19
observing the application of the laws, compliance with time
frames, and the decision-making process, among other
factors.

3. Post-Election Events

OAS/EOMs also observe the official declaration of results.

They note the reactions of the participants during the post-
electoral period, closely observing any development that
could affect the political atmosphere in the host country.
 SECTION II

INTERNATIONAL OBSERVERS
STRUCTURE OF OAS/EOMs AND
DUTIES OF THEIR MEMBERS
ELECTION OBSERVATION PROCESS
 Organization of American States

CHAPTER I INTERNATIONAL OBSERVERS

a. General Considerations to the diplomatic or consular staff of a foreign country or any
other international organization, and are not citizens of the
OAS international observers are those who have an host country. These observers must meet the general criteria
22 accreditation as members of an OAS/EOM, pursuant to for eligibility, and in addition the following exclusions apply:
the terms and conditions established by the Organization. they must not be married to a citizen of the host country;
All members of an OAS/EOM are considered international they must not have lived for more than three consecutive
observers: the Chief and Deputy Chief of Mission, the years in the host country; they must not have any ties to or
Core Group specialists, the regional coordinators, and the affiliation with political organizations and/or institutions in
international observers. the host country; they must not have a contract in place with
any organ of the centralized or decentralized government of
GS/OAS officials preferably hold key technical posts within the host country or with any company in the host country
the Core Group—such as general coordinator, press in which the host country government has an ownership
specialist, logistics specialist, administrative specialist, and stake; nor must they have participated in any other entity
electoral analysis specialist, among others. These specialists that might compromise their impartiality.
must meet the respective eligibility requirements.
C. Eligibility Requirements
During the process of selecting international observers,
the GS/OAS does not discriminate against persons for any For the selection of international observers, the Deputy
reason, including age, disability, gender, race, religion, or Chief of Mission prepares a list obtained from the observer
sexual orientation. database of the Department of Electoral Cooperation and
Observation (DECO). The participation of candidates is
In the case of the international observers, the eligibility approved by the DECO Director. The eligibility requirements
requirements described in this manual are taken into taken into consideration on a preferential basis are:
account. International observers may not participate in more
than one election per calendar year, unless there is more 1. Natural persons. Only natural persons may be
than one election in the same country. considered international observers.

Without prejudice to the provisions outlined in this manual, 2. Of Legal age. International observers must have
staff members of the GS/OAS or their relatives—as well as reached the legal age of adulthood as determined
relatives of consultants (CPRs), of elected officials of any by the laws of the State of which they are citizens.
OAS body, or of representatives or delegates of the Member
States and Permanent Observers—will not be eligible to 3. Legally qualified. International observers may not
participate as international observers.32 have been interdicted or declared legally incapable;
they must not have lost their political rights; nor
B. Categories of International may they be in the process of being prosecuted in a
criminal court or have been convicted of a serious
Observers crime.
OAS/EOMs are made up of different types of international
observers: long- and short-term observers, and observers
who are residents of the host country.33

1. Long-Term International Observers: This category

corresponds to international observers who are deployed 32
Family members are understood to be the following persons: spouse,
son or daughter, stepson or stepdaughter, father or mother, stepfather
when the preliminary visit is conducted and withdrawn once
or stepmother, brother or sister, half brother or half sister, stepbrother
the results have been declared. or stepsister, uncle or aunt, nephew or niece, first cousins, father- or
mother-in-law, son- or daughter-in-law, or brother- or sister-in-law.
2. Short-Term International Observers: This category 33
Without prejudice to the categories of international observers, when it
is appropriate and necessary for the interests of the OAS/EOM, the GS/
corresponds to international observers who are deployed
OAS may issue invitations to certain individuals who are designated as
after the preliminary visit and withdrawn prior to the special guests and appointed by the DECO Director, taking into account
declaration of results. the eligibility requirements laid out in this manual. Their functions
will be defined by the DECO Director, and they will sign an agreement
whereby they are required to fully comply with what is established in the
3. Observers who are Residents of the Host Country: This
manual. See Agreement for Special Guests in Annex 5. The number of
exceptional category of international observers corresponds special guests may not surpass five percent of the total number of EOM
to those who legally reside in the host country, do not belong observers.
 Organization of American States

CHAPTER I INTERNATIONAL OBSERVERS

4. Nationality. The GS/OAS will not contract credentials provided by the GS/OAS and by the host
international observers who were born in or are country’s electoral authority.
citizens of the host country, even in the case of
those who live abroad or who hold dual citizenship. 2. Use and allocate the property and resources of 23
There should also be a balance among the the OAS/EOM exclusively for its functions and
nationalities of those who make up an OAS/EOM. purposes.
The percentage of OAS/EOM members from the
same country should not exceed 15 percent, unless 3. Comply with the instructions of their immediate
authorized by the DECO Director due to exceptional supervisor, in accordance with the OAS/EOM’s
circumstances in the host country. structure.

5. Interests. International observers should 4. Bring any questions, concerns, or problems

demonstrate interest in matters having to do exclusively to the attention of their immediate
with the promotion of democracy and democratic supervisor.
values.
5. Report any situation that places or could place the
6. Public officials. Applicants will not be eligible if at the objectives of the OAS/EOM or of its members at
time of the invitation they are fulfilling the duties risk.
of minister, deputy minister, director, member of
congress or parliament (whether national or state/ 6. Fulfill assigned duties promptly.
provincial), members of a national constituent
assembly, or judiciary magistrates. This prohibition 7. Inform their immediate supervisor in advance of
also extends to active members of the armed forces any absences they may have to incur.
and security forces.
8. Remain in their work area during the entire time
7. Political affiliations. Those who at the time of the required.
invitation serve on the national board of directors
of a political party will not be eligible. 9. Comply with the OAS/EOM’s security regulations
and instructions.
8. Professional profile. Ideally, international observers
will have professional training or experience in the 10. Inform their immediate supervisor about any
social sciences. accident or injury to themselves or any other
member of the OAS/EOM in the performance
9. Gender. The selection of international observers of their duties, as well as any accident in which a
will seek to achieve gender balance. vehicle of the OAS/EOM is involved.

10. Languages. International observers should have an E. Prohibitions

advanced command, both verbal and written, of
the official language of the host country. Prohibited actions for members of an OAS/EOM include the
following:
D. Standards of Conduct
1. Actions contrary to the interests of the OAS/
International observers are subject to a series of standards EOM: No-member of an OAS/EOM should act
contained in this manual, in the Code of Conduct for in such a way as to compromise the neutrality,
International Election Observers, 34 in the contract professionalism, or objectives of OAS/EOMs.
documents, in the rules of the GS/OAS, and in the instructions 2. Failure to comply with instructions: This includes
issued by the leadership of the OAS/EOM. Complying with all failing to comply with instructions given by
these provisions is obligatory, and a failure to comply could immediate supervisors in the exercise of duties
result in the termination of the respective contracts and of an OAS/EOM, consistent with its hierarchical
agreements and in ineligibility for future OAS/EOMs.
International observers must sign the pledge to comply with the Code of
34

Among their obligations, members of an OAS/EOM must: Conduct for International Election Observers, contained in Annex 8 of this
manual.
1. Carry in a visible place and at all times the valid
 Organization of American States

CHAPTER I INTERNATIONAL OBSERVERS

structure, or assuming duties which they have not the OAS/EOM and ineligibility to participate in other such
been expressly authorized to perform. missions. These measures shall be taken by the DECO
Director.
24 3. Dissemination of information without due
authorization: This includes making available G. Evaluation of international
to third parties any OAS/EOM information that
has not been published officially or without prior observerS36
authorization from the leadership of the OAS/EOM.
In each OAS/EOM, the international observer’s performance
is evaluated through standardized forms. The following
4. Public statements: Making public statements of
positions must be evaluated on an obligatory basis as part
any nature about any aspect of the OAS/EOM,
of the OAS/EOM. It should be noted that the evaluations
the electoral process, or internal affairs of the
will become part of the background information recorded in
host country is prohibited, whether or not such
the database of international observers maintained by the
statements are made in the person’s capacity as an
DECO.
international observer.
1. Members of the Core Group
5. Publication of information: Observers are 3. Regional Coordinators
prohibited from publishing, directly or indirectly or 4. International Observers
via any means, any information about the election
observation process or about the knowledge The forms to be completed are the following:
acquired through this process, for one calendar
year from the day of the election in question. 1. Form for Evaluating Core Group Specialists: This
form is used to evaluate the performance of
6. Communication or dealings with actors in the members of the Core Group. It is administered by
electoral process and with third parties: Members of the Deputy Chief of Mission and later sent to the
the OAS/EOM are prohibited from communicating DECO Director.
or dealing with any actors in the electoral process
who could compromise the image of strict 2. Form for Evaluating Regional Coordinators: This
neutrality of OAS/EOMs. These include diplomatic form is provided by the general coordinator so it
representatives, international organizations in the can be filled out by the international observers
host country, and nongovernmental organizations, under a regional coordinator’s direction.
among others.
3. Form for Evaluating International Observers: This
7. Inappropriate use of resources: Using or allocating form is also provided by the general coordinator
property or resources of OAS/EOMs for any activity and allows the regional coordinators to evaluate
not related to the mission’s functions and objectives the international observers.
is prohibited.
Finally, the information contained in these forms is
confidentially processed and filed by the DECO, and the
8. Harassment: GS/OAS standards prohibiting
content is entered into the database of international
workplace harassment and sexual harassment, as
observers. The performance evaluation is taken into account
well as their definitions, apply to the members of
in the future selection of observers.
an OAS/EOM.35

F. Measures for failure to fulfill duties

and on prohibitions
Without prejudice to disciplinary sanctions that apply to GS/
OAS staff, which are established in the General Standards
to Govern the Operation of the General Secretariat and
in the Staff Rules of the General Secretariat, failure by
members of an OAS/EOM to comply with their duties and 35
These standards are contained in Executive Order No. 95-07, “Prohibition
with the prohibitions may bring as a consequence, among
Against Sexual Harassment,” and Executive Order No. 05-07, “Prohibition
other measures, a change of duties, a change in the place of Against Workplace Harassment,” and are available on the website of the
deployment, or the termination of the respective contract Department of Legal Services, at http://www.oas.org/legal/intro.htm.
or agreement, with a resulting immediate separation from 36
See Annex 7, Model Evaluation Forms.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS37
OAS Electoral Observation Missions are carried out at the B. Chief of Electoral Observation
request of the interested Member State.38 25
Section
Each OAS/EOM is organized into three groups. The Core
Group is composed of the Chief and Deputy Chief of This person’s main function is to assist the DECO Director in
Mission, the general coordinator and specialists, along with carrying out his or her duties, as well as to carry out various
the Mobile Group; the second group includes the regional other duties, including the following:
coordinators; and the third is made up of the international
observers. The leadership of the OAS/EOM consists of the 1. Ensure that all relevant documents of the OAS/EOM
Chief and Deputy Chief of Mission. are sent to GS/OAS headquarters in Washington,
D.C., and placed on file by the DECO.
This chapter contains the duties that each member of an 2. Standardize the documents related to OAS/EOMs
OAS/EOM must fulfill. (terms of reference for international observers and
members of the Core Group, guidelines for the final
report, and others).
OAS
Secretary General
3. Implement projects to follow up on OAS/EOM
recommendations in non-electoral periods.
Secretary for
Political Affairs
4. Propose any modifications of OAS/EOMs to the
DECO Director.
DECO Director 5. Carry out other duties assigned by the DECO
Director.
Chief of Electoral
Observation Section

Chief of Mission
C. Chief of Mission
Deputy Chief of Mission
OAS/EOMS are headed by a Chief of Mission, who is
designated by the OAS Secretary General based on the
Core Group General
Mobile Group person’s high level of experience and sound judgment. That
Specialists Coordinator
person will preferably be from outside the Organization. His
Regional or her duties include the following:
Coordinators

International
Observers
1. Lead the OAS/EOM.
2. Participate in the exploratory mission to the host
country.
3. Work in coordination with the Deputy Chief
A. DECO Director of Mission to ensure compliance with GS/OAS
standards and procedures.
Among the duties related to the organization of an OAS/ 4. Participate in coordination meetings with the Core
EOM, the following should be noted: Group.
5. Hold meetings with the highest electoral and
1. Determine the general parameters of the mission: governmental authorities and with actors in the
geographical scope; size and composition of the electoral process.
OAS/EOM; and designation of the Deputy Chief of 6. Review all official reports and public statements of
Mission, general coordinator, and members of the the OAS/EOM.
Core Group, among others. 7. Present the OAS/EOM verbal report to the OAS
2. Review and approve the logistics plan and the Permanent Council.
budget before it is presented to donors to request 8. Keep the Secretary General and the Secretary for
funds. Political Affairs informed, via the DECO Director,
3. Supervise the fundraising strategy. about any matters related to the OAS/EOM.
4. Approve the reports and other official documents, 37
This structure may be modified by the DECO Director based on the nature
including public statements by the Chief of Mission and circumstances of each OAS/EOM that the OAS Secretary General has
and press releases, without prejudice to other assigned to the DECO.
officials’ powers and attributions as described in 38
Chapter 5, Article 24, of the Inter-American Democratic Charter.
this manual.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
Administrative Management Services, based on
26 GS/OAS standards. These agreements and contracts
should have been awarded in accordance with the
relevant GS/OAS standards and procedures.
8. Prepare the final report of the OAS/EOM, which
must be presented to the Permanent Council no
later than three months following the Chief of
Mission’s verbal report to the Permanent Council.
9. Supervise the translation of the OAS/EOM final
report.
10. Monitor the fundraising strategy, including the
identification of potential donors, and serve as
liaison between the representatives of the donor
country and the GS/OAS.
11. Ensure the appropriate utilization of OAS/EOM
goods and services, in coordination with the
D. Deputy Chief of Mission administrative specialist and the specialist of the
Secretariat for Administration and Finance.39
This is the highest-ranking GS/OAS official in the OAS/ 12. Approve the work plans of the Core Group
EOM and the person who is in charge of operational and specialists.
administrative matters. This post will always be filled by a 13. Manage the team of specialists who make up the
DECO specialist. The Deputy Chief of Mission is in charge of Core Group.
supervising the work of all members of the Core Group. He 14. Delegate and supervise these specialists’
or she is designated by the DECO Director. The Deputy Chief responsibilities to ensure that the duties described
of Mission also serves as liaison between the DECO and the in this manual are carried out.
OAS/EOM. His or her duties include the following: 15. Receive any internal complaints about members
of the OAS/EOM and convey them to the DECO
1. Assist the Chief of Mission in complying with GS/ Director.
OAS standards and procedures during the OAS/ 16. Evaluate the performance of the members of the
EOM. Core Group and present this information to the
2. Accompany the Chief of Mission on visits to the DECO Director.
host country. 17. Keep track of all relevant documents of the OAS/
3. Keep the Chief of Mission informed about the EOM to ensure that they are sent by members
activities of members of the Core Group, based on of the Core Group to GS/OAS headquarters in
the reports they present. Washington, D.C., and ensure that they are properly
4. Coordinate the preparation of all documents placed on file so they can be used in the future.
related to the OAS/EOM. 18. Supervise the closing of the OAS/EOM.40
5. Prepare the Agreement on Privileges and Immunities 19. Perform any other duties assigned by the DECO
and the Agreement on the Electoral Observation Director.
Process, and coordinate their review by the
Department of Legal Services and the Department
of Financial and Administrative Management E. Group of Special Advisers
Services, so that these documents can then be
presented to the host country’s Ministry of Foreign Depending on the situation, a group of special advisers may
Affairs and its electoral authority, respectively. be formed. It would be composed of high-level individuals
6. Obtain the delegation of authority of the Secretary who could advise and support the Chief of Mission, in
General for the signing of the Agreement on particular, and the OAS/EOM in general.
Privileges and Immunities and the Agreement on
the Electoral Observation Process.
7. Sign, on behalf of the GS/OAS, the agreements and 39
The specific financial procedures for OAS/EOMs, including procedures for
contracts for the purchase of goods and services authorizing the expenses of the OAS/EOM, are available for consultation
for the exclusive use of the OAS/EOM, after the in the Internal Financial and Administrative Manual in effect for SAP
corresponding review by the Department of Legal Electoral Observation Missions.
40
See the list of tasks for the closing of an OAS/EOM, included in Annex 9.
Services and the Department of Financial and
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
F. Core Group g. Prepare and conduct training sessions for the
regional coordinators and international observers, 27
The Core Group consists of a group of specialists in different in accordance with the standards developed by the
areas that are of critical importance for an OAS/EOM. These DECO.41
specialists work on a permanent and systematic basis on h. Determine which members of the Core Group
the substantive issues that enable the OAS/EOM to observe should participate in the training sessions.42
the quality of the electoral process from a comprehensive i. Prepare and lead the meetings in which the
perspective. These issues include, among others, electoral international observers and regional coordinators
organization and legislation, complaints, political campaigns, exchange experiences and opinions at the
political parties and civil society, electoral technology, conclusion of the OAS/EOM.
financing, logistics, and security. j. Ensure that the questionnaires to evaluate
members of the Core Group, regional coordinators,
To ensure the application of GS/OAS standards and and international observers are submitted on time
procedures, Core Group posts are preferably held by GS/OAS and filled out properly.
officials. The members of the Core Group must participate k. Forward all documents received by the regional
in coordination meetings with the Chief and Deputy Chief coordinators to the Deputy Chief of Mission and
of Mission. The duties of the specialists are described as ensure that these are filed with the DECO once the
follows: OAS/EOM has ended.
l. Send the final report, in its official format, to the
1. General Coordinator Permanent Council once it has been approved by
the Secretary General.
The general coordinator is always a DECO specialist appointed m. Be familiar with this manual.
by the DECO Director. The person should preferably have an n. Sign and comply with the Code of Conduct for
educational background in social sciences and experience in International Election Observers.43
GS/OAS electoral observations. Along with the Deputy Chief o. Perform any other duties assigned by the DECO
of Mission, the general coordinator organizes the training Director.
and deployment of the international observers, as well as
the regional coordinators, and serves as liaison between the 2. Press Specialist
regional coordinators and OAS/EOM headquarters, receiving
the coordinators’ reports and comments. Among the general The press specialist is in charge of coordinating relations
coordinator’s duties: between the OAS/EOM and the national and international
press. The person in this post must be a GS/OAS staff member.
a. Prepare a work plan and present it to the Deputy He or she should have experience as a journalist or press
Chief of Mission the day after arriving at mission specialist, an educational background in communications,
headquarters. and experience in press coverage and electoral observations.
b. Prepare the deployment plan for the regional The person’s duties include the following:
coordinators and international observers, in
coordination with the logistics specialists and the a. Prepare a work plan and present it to the Deputy
administrative specialist. Once completed, ensure Chief of Mission the day after arriving at mission
that it is sent to the Deputy Chief of Mission for headquarters.
approval. b. Assist the Directors of the DECO and the
c. Organize a preliminary meeting at GS/OAS Press Department in preparing the press and
headquarters with staff members who will be communications strategy for the OAS/EOM.
participating in the OAS/EOM. This meeting will
preferably include the participation of the Chief of
Mission so as to be able to brief him or her on the 41
See Annex 10, Model Training Agenda.
various work plans. 42
The indicators specialist and the legal specialist always participate in this
d. Approve the regional coordinators’ work plans. session. They train the international observers in the procedures to fill
e. Maintain permanent contact with the regional out the questionnaires, transmit its contents, and receive complaints.
If necessary, during the training sessions a specialist on security issues
coordinators and send them any instructions from instructs the international observers on security in the host country and
the Chief and Deputy Chief of Mission. on some basic security procedures.
f. Receive and systematize all reports sent by the 43
See Annex 8, Declaration of Principles for International Election
regional coordinators during the OAS/EOM. Observation and Code of Conduct.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
c. Identify and develop contacts with the media in the local level, and give this contact information to
28 host country and prepare a list of those contacts. the Deputy Chief of Mission and the regional
d. Participate in the training of the regional coordinators.
coordinators and international observers. e. Participate in the training of the regional
e. Prepare a daily summary of relevant news stories coordinators and international observers.
for the OAS/EOM and distribute it via e-mail to the f. Prepare reports at the request of the OAS/EOM
Secretary for Political Affairs, the DECO Director, leadership or the DECO Director.
the Director of the Press Department, the Chief of g. Prepare a report on all activities carried out during
Mission, the Deputy Chief of Mission, the members the OAS/EOM and send it to the Deputy Chief of
of the Core Group, and the regional coordinators. Mission when the OAS/EOM ends.
f. Prepare and publish OAS/EOM press releases, with h. Be familiar with this manual.
the prior authorization of the Chief of Mission, the i. Sign and comply with the Code of Conduct for
DECO Director, and the Press Director. International Election Observers.
g. For the period of time spent in the host country, j. Perform any other duties assigned by the DECO
ensure that all press releases are sent to the Director.
OAS Department of Press, the local media, and
embassies or official representatives of the OAS 4. Legal Specialist
Member States and donor countries.
h. Accompany the Chief and Deputy Chief of Mission This specialist should be knowledgeable about the legal
to meetings as required. framework of the electoral process, taking into account the
i. When necessary, receive news summaries prepared host country’s constitution, election law, and other relevant
by the regional coordinators. legal instruments such as regulations and resolutions issued
j. Organize press conferences for the Chief of Mission. by the electoral authority. This specialist preferably will be
k. Maintain contact with the OAS Department of a lawyer with the Department of Legal Services. His or her
Press. duties include the following:
l. Coordinate with the Deputy Chief of Mission on the
preparation of material for the OAS/EOM website. a. Prepare a work plan and present it to the Deputy
m. Create a packet containing all the aforementioned Chief of Mission the day after arriving at mission
material and send it to the Deputy Chief of Mission headquarters.
once the OAS/EOM has ended. b. At the request of the OAS/EOM leadership,
n. Be familiar with this manual. participate in OAS/EOM meetings.
o. Sign and comply with the Code of Conduct for c. Hold meetings with electoral officials and the
International Election Observers. various political actors to understand how they
p. Perform any other duties assigned by the DECO interpret the law and the electoral process.
Director. d. Analyze election law and any modifications made
to it during the electoral process and, along
3. Electoral Organization Specialist with the other OAS/EOM specialists, advise the
mission leadership about potential problems,
This specialist is the liaison between the OAS/EOM and the inconsistencies, or gaps in election law, taking
host country’s electoral body. This specialist will preferably into account the interpretations of the electoral
be a GS/OAS staff member and should have prior experience authorities and other political actors.
in this area. The specific duties of the electoral organization e. Participate in the training of regional coordinators
specialist include the following: and international observers.
f. Assist the OAS/EOM with regard to any legal
a. Prepare a work plan and present it to the Deputy problems related to the operation of the OAS/EOM
Chief of Mission the day after arriving at mission that may arise in the course of its activities, taking
headquarters. into account the legal structure of the GS/OAS and
b. Maintain permanent contact with the electoral national laws.
authority. g. Systematize the complaints received during the
c. Analyze the issues related to compliance with the OAS/EOM.
election calendar. h. Coordinate the OAS/EOM leadership’s presentation
d. Identify contacts with the responsible electoral of the complaints to the electoral authorities of the
authorities at the national, departmental, and host country.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
i. Prepare a final report with all the information f. Be familiar with this manual.
relevant to the duties of the legal specialist g. Sign and comply with the Code of Conduct for 29
during the course of the OAS/EOM, including any International Election Observers.
complaints lodged and any recommendations that h. Perform any other duties assigned by the DECO
may be necessary. Director.
j. When requested by the DECO Director, work with
DECO specialists to monitor complaints lodged with 6. Electoral Analysis Specialist
the host country’s electoral authorities.
k. Be familiar with this manual. This person should preferably be a specialist from the
l. Sign and comply with the Code of Conduct for Department of Sustainable Democracy and Special Missions
International Election Observers. of the OAS Secretariat for Political Affairs. In general, this
m. Perform any other duties assigned by the DECO specialist’s duties include the following:
Director.
a. Prepare a work plan and present it to the Deputy
5. Electoral Technology Specialist Chief of Mission the day after arriving at mission
headquarters.
This specialist observes all aspects related to electoral b. Inform the Chief and Deputy Chief of Mission about
technology. He or she should have broad experience in issues relevant to the electoral process.
information technology and security systems, and should c. Draft a preliminary report on the electoral
preferably be a GS/OAS staff member. The duties of the situation of the host country to be included in the
electoral technology specialist include the following: Informational Document for Regional Coordinators
a. Prepare a work plan and present it to the Deputy and International Observers.
Chief of Mission the day after arriving at mission d. Analyze and monitor campaign activities carried
headquarters. out by the candidates and/or political parties, and
b. Serve as liaison between the OAS/EOM and the produce reports on these activities for the OAS/
technical personnel of the electoral bodies in EOM leadership.
order to analyze all aspects related to electoral e. Accompany the Chief and Deputy Chief of
technology. Mission to meetings as required and prepare the
c. Exchange information with the technical experts corresponding informational minutes.
from the political parties and other international f. Participate in the training of the regional
observer groups. coordinators and international observers.
d. Advise the Chief and Deputy Chief of Mission on g. Once the OAS/EOM has concluded, present a
matters related to the technological aspects of the final report that contains all relevant information
electoral process. obtained during the process.
e. Prepare a report that includes all activities carried h. Be familiar with this manual.
out and any observations and recommendations i. Sign and comply with the Code of Conduct for
related to the technological aspects of the electoral International Election Observers.
system. j. Perform any other duties assigned by the DECO
Director.

7. Indicators Specialist

The Indicators Specialist should be trained in the social

sciences and have experience in electoral observation.
This person should also have been trained by GS/OAS staff
in using the methodology implemented in OAS/EOMs.
The indicators specialist is responsible for preparing the
Document of Indicators on the Electoral Process and
coordinating the application of the OAS/EOM observation
methodology, as reflected in the Election Day Questionnaire.
He or she should also gather all the information collected by
other members of the OAS/EOM on all relevant indicators in
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
order to conduct an assessment of the electoral process.44 b. Prepare the budget, following the guidelines in the
30 The indicators specialist’s duties include the following: Financial and Administrative Manual for Electoral
Observation Missions and in this manual.
a. Prepare a work plan and present it to the Deputy c. Ensure that the finances of the OAS/EOM are
Chief of Mission the day after arriving at mission managed in accordance with GS/OAS standards and
headquarters procedures.
b. Adapt the questionnaire in accordance with the d. Coordinate the purchase of goods and services for
characteristics of the process being observed. the implementation of the OAS/EOM.
c. Participate in the training sessions for regional e. Be in charge of the operational set-up of the OAS/
coordinators and international observers, and train EOM during the preliminary visit.
them in the use of the questionnaire. f. Monitor requests to donors and the implementation
d. Set up and manage the OAS/EOM call center, and of agreements with donors.
train the personnel who will receive the information g. Be familiar with this manual.
sent in by the international observers on the day of h. Sign and comply with the Code of Conduct for
the election. International Election Observers.
e. Prepare the documents used to enter data, and i. Perform any other duties assigned by the DECO
process and present the results. Director.
f. Digitalize the data received at the call center.
g. Process and tabulate the results of the questionnaire 9. Specialist of the Secretariat for Administration and
and forward them to the Chief and Deputy Chief of Finance (SAF)
Mission.
h. Collect the information gathered through the The Administrative Specialist is joined by a SAF specialist.
questionnaire by other members of the Core Group, This person complements the work of the administrative
regional coordinators, and international observers specialist in order to facilitate the financial process of the
on election day. OAS/EOM.
i. Based on the foregoing information, prepare the
Document of Indicators on the Electoral Process. 10. Logistics Specialists45
j. Present the Document of Indicators on the Electoral
Process to the Deputy Chief of Mission within two The Logistics Specialists are in charge of organizing and
weeks after election day. implementing the operational aspects of the OAS/EOM,
k. Prepare a report that includes all the activities following the guidelines established by the Deputy Chief
carried out during the OAS/EOM and send it to the of Mission. The logistics team is composed of at least one
Deputy Chief of Mission before the conclusion of specialist contracted by the GS/OAS from a country other
the OAS/EOM. than the host country, and another from the host country.
l. Be familiar with this manual. The duties of the logistics specialists include the following:
m. Sign and comply with the Code of Conduct for
International Election Observers. a. Prepare a work plan and present it to the Deputy
n. Perform any other duties assigned by the DECO Chief of Mission the day after arriving at mission
Director. headquarters.
b. Interview local personnel for the OAS/EOM
8. Administrative Specialist (including secretaries, drivers, etc.).
c. Train local personnel.
his person must be a specialist with the Secretariat for d. Assist the Deputy Chief of Mission, the general
Political Affairs (SAP), and he or she is responsible for coordinator, and the administrative specialist in the
administrating the resources and assets of the OAS/EOM.
The administrative specialist is designated by the SAP
Administrative and Financial Coordinator, in coordination
with the DECO Director. The duties of the administrative
specialist include the following:
44
For more detail on the Document of Indicators on the Electoral Process,
please refer to “Methods for Election Observation: A Manual for OAS
Electoral Observation Missions,” GS/OAS, 2007 Please see annex 4 for
a. Prepare a work plan and present it to the Deputy information on this manual.
Chief of Mission the day after arriving at mission 45
Annex 15 of this manual presents some considerations for the logistics
headquarters. plan of an OAS/EOM.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
preparation of a logistics plan and the deployment d. Establish and maintain contacts with all relevant
plan for the international observers. local actors in the electoral process, including 31
e. Supervise the drivers as well as the maintenance of representatives of the electoral authorities;
the OAS/EOM vehicles. political parties and candidates; civil society
f. Supervise the installation and maintenance of the groups; national and international observers;
OAS/EOM communications equipment. and armed forces, security forces, and law
g. Assist the indicators specialist in the set-up of the enforcement.
call center for election day. e. Observe the activities of the relevant local actors
h. Supervise the implementation of security measures in the process and report daily to the general
for the OAS/EOM. coordinator, using the official OAS/EOM format,46
i. Be familiar with this manual. with a copy to the DECO Director.
j. Sign and comply with the Code of Conduct for f. Confirm the arrival and set-up of the international
International Election Observers. observers.
k. Perform any other duties assigned by the DECO g. Organize the logistics and observation routes
Director. for the international observers assigned to the
particular region.
G. Regional Coordinators h. Comply with the standards and procedures
established by the GS/OAS.
Regional coordinators are assigned to different regions of i. Instruct the international observers on the
the host country in order to organize and supervise the practical and procedural aspects of the OAS/EOM,
work of the international observers deployed to these including how they should conduct themselves on
regions. They also serve as liaisons between the general the day of the elections.
coordinator and the international observers. j. Supervise and inform the international observers
assigned to that region about the work conditions
Regional coordinators must have experience as and characteristics of the area, and about
international observers. They should also have received instructions and information received from
positive evaluations. Their duties include the following: mission headquarters.
k. Prepare a pre-election report on all the
a. Prepare a work plan and present it to the Deputy activities carried out during this period, using
Chief of Mission the day after arriving at mission the information provided by the international
headquarters. observers.
b. Participate in all training sessions organized by l. Forward any formalized complaint47 to the legal
the OAS/EOM, including the training in financial specialist.
processes led by the administrative specialist. m. Prepare a report about the day of the elections,
c. Set up and organize the OAS/EOM in the assigned using information gathered by the international
region. observers.
n. Evaluate the performance of the international
observers under his or her supervision and the
OAS/EOM in general, using the evaluation forms
provided by the general coordinator.
o. Participate in work sessions with the general
coordinator and other members of the Core Group
following election day.
p. Give the general coordinator the final report, all
other reports that have been compleated, the
international observers’ questionnaires, and the

46
See Annex 11, Model Report of Regional Coordinator and Core Group.
47
See Annex 12, Complaint Form.
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
originals of formalized complaints within the time
32 frames that have been set.
q. Be familiar with this manual.
r. Sign and comply with the Code of Conduct for
International Election Observers.
s. Perform any other duties assigned by the DECO
Director.

H. International Observers
The duties of an international observer include the
following:

a. Participate in the OAS/EOM training sessions, the observation process.

as well as in training meetings organized by the n. Be familiar with this manual.
regional coordinators. o. Sign and comply with the Code of Conduct for
b. Follow the work plan established by the regional International Election Observers.
coordinators. p. Perform any other duties assigned by the DECO
c. Observe and report on the activities of the Director.
electoral authorities in the areas that have been
assigned. I. Mobile Group
d. Establish contact with the political and electoral
authorities and with community organizations in This group is generally composed of DECO specialists
the areas where the observer has been assigned. and/or the regional coordinators, and its purpose is to
e. Observe and report to the regional coordinator on anticipate the presence of the OAS/EOM throughout the
coverage by the local media. entire country. This group of international observers is
f. Observe the opening of the polls, the voting preferably deployed during the preliminary visit and may
process, and the closing of the polling stations on stay in the host country until results are officially declared.
the day of the elections. Its duties include the following:
g. Fill out the forms and questionnaires in accordance
with the guidelines established in the training a. Prepare a work plan and present it to the Deputy
sessions. Chief of Mission the day after arriving at mission
h. Send any formalized complaint 48 to the legal headquarters.
specialist. b. Conduct an on-site monitoring of the electoral
i. Produce and give the regional coordinator a pre- process in the regions that are assigned.
election report that contains all aspects that have c. Establish direct contacts with authorities in the
been observed. assigned regions, including electoral officials,
j. Evaluate the performance of the regional representatives of political parties, and members
coordinator and of the OAS/EOM in general, using of community organizations.
the evaluation forms49 provided by the general d. Make recommendations for areas that require the
coordinator. OAS/EOM’s attention.
k. Prepare a final report that contains all aspects e. Prepare proposals for work plans and deployment
observed during the OAS/EOM and include the plans for the regional coordinators assigned to
respective recommendations, within the specified their regions. These proposals will be handed in to
time frames. the general coordinator.
l. Give all the aforementioned documents, reports,
and questionnaires to the regional coordinator
within the specified time frames. 48
See Annex 12, Complaint Form.
49
See Annex 7, Evaluation Form.
m. Turn in any other relevant information regarding
 Organization of American States

CHAPTER II STRUCTURE OF OAS/EOMs AND

DUTIES OF THEIR MEMBERS
f. Prepare reports on the on-site monitoring of the h. Sign and comply with the Code of Conduct for
electoral process in the regions assigned by the International Election Observers.50 33
general coordinator. i. Perform any other duties assigned by the DECO
g. Be familiar with this manual. Director.

50
See Annex 8, Declaration of Principles for International Election
Observation and Code of Conduct for International Election Observers.
 Organization of American States

CHAPTER III THE ELECTION OBSERVATION PROCESS51

OAS Electoral Observation Missions are generally present and establish the general parameters of the OAS/EOM.
during the three stages of the electoral process: the pre- Exploratory missions may be one of the following two
election stage, the day of the voting, and the post-election types, among others:
34 stage. Following are the various phases and the activities
required for the deployment of an OAS/EOM for an electoral 1. Advance mission: This type of mission, of a
process. logistical nature, is composed of the administrative
specialist and one specialist chosen by the GS/OAS
A. Initial phase Office of Procurement Services. During this visit,
possible locations are identified for offices and
The initial phase of an OAS/EOM begins when the Member for the international observers’ lodging, and the
State asks the OAS Secretary General to send an Electoral logistical and budgetary needs of the OAS/EOM
Observation Mission and ends when the OAS/EOM is set are established.
up in the host country. The Secretary General instructs the
DECO to begin organizing the OAS/EOM. 2. Preliminary mission: This type of mission, of a
technical-electoral nature, is composed of the
This phase includes tasks52 such as: Chief of Mission, the DECO Director, the Deputy
Chief of Mission, the Electoral Analyst and the
1. Designating the Chief and Deputy Chief of Mission Press Specialist, among others. The installation of
2. Preparing the proposal and budget for the donor the OAS/EOM takes place with this first visit of the
countries OAS/EOM.
3. Naming the members of the Core Group
4. Preparing the list of international observers The preliminary mission initiates contact with the various
5. Organizing the preliminary mission actors who participate in the electoral process, including
government officials, electoral authorities, representatives
In this stage, the general coordinator, under supervision of political parties or movements, representatives of civil
of the Deputy Chief of Mission, prepares the list of society, and members of the diplomatic community.53
international observers. The list is presented to the DECO
Director for authorization of the final selection. The results of the preliminary mission are summarized in a
report that lays the groundwork for the preparation of the
The OAS/EOM proposal includes the essential elements deployment plan and logistics plan.
that characterize each OAS/EOM in particular, taking into
account the observation methodology of the GS/OAS, the The logistics plan is the document that establishes, among
electoral context, and information about the objectives, other things:
work plan, and preliminary budget of the OAS/EOM. The
proposal is prepared by the Deputy Chief of Mission and is 1. Location of OAS/EOM offices
reviewed and approved by the DECO Director. 2. Procurement of supplies and materials, as well as
transportation and lodging for the international
The draft budget is prepared by the administrative observers
specialist. This task should be done in coordination with the 3. Management of relations with suppliers
Secretariat for Administration and Finance and under the 4. Storage and transport of equipment and materials
supervision of the Deputy Chief of Mission, who forwards it
to the DECO Director for review and approval. The Informational Document54 for International Observers
is prepared by the General Coordinator. It contains a
Given that OAS/EOMs are funded by donor countries, summary of all the relevant information regarding the
letters and the proposal that has been prepared are sent electoral process.
at this point to the OAS Member States and Permanent
Observers, following the procedures established by the
GS/OAS. The Deputy Chief of Mission is responsible for
following up on the requests.

Without prejudice to the provisions of Article 25 of the 51

See Annex 17, Flow Chart for Electoral Observation Process.
Inter-American Democratic Charter, prior to the set-up
52
For more information on the initial tasks of an OAS/EOM until the
observers’ arrival in the country, see Annex 16, Flow Chart for Invitation
of an OAS/EOM, one or more exploratory missions are and Arrival of OAS/EOM Observers.
conducted. These serve to determine the conditions under 53
See Annex 13, Model Preliminary Visit Agenda
which the elections will be held, ascertain logistical needs, 54
See Annex 14, Documents of Electoral Observation Missions.
 Organization of American States

CHAPTER III THE ELECTION OBSERVATION PROCESS

This stage also includes the preparation of the Agreement country. The headquarters of the OAS/EOM is established
on Privileges and Immunities55 and the Agreement on the at that time.
Electoral Observation Process.56 The Deputy Chief of Mission
drafts the agreements and has their contents reviewed by During this phase, the deployment plan is prepared. This 35
the Department of Legal Services and the Department of proposal indicates the method of deploying international
Financial and Administrative Management Services. observers to the different geographical areas of the host
country. The following factors should be considered in
The Agreement on Privileges and Immunities is signed by the preparing the plan: availability of resources, size of host
host country’s Minister of Foreign Affairs and the Secretary country, geographical characteristics, type of elections,
General. The Agreement on the Electoral Observation areas that could present potential problems, and other
Process is signed by the host country’s election authority considerations of a socioeconomic or ethnic nature, as well
and the Secretary General. If the Secretary General is not as any other determining factors.
the person who signs these agreements, he or she should
process a Delegation of Authority for the appropriate With the assistance of the general coordinator and the
signature. logistics specialist, the Deputy Chief of Mission drafts
the deployment plan for the consideration and eventual
Finally, copies of the agreements should be placed on file by approval of the DECO Director and the Chief of Mission. The
the Deputy Chief of Mission, along with other documents deployment plan should take into account that international
that are relevant to the OAS/EOM, and the originals should observers should arrive with plenty of time to be trained and
be sent to the GS/OAS Secretariat for Legal Affairs as deployed to the assigned region.
repository of treaties and agreements.
Once the Core Group has been set up, the regional
B. Set-up Phase coordinators arrive. Subsequently, the international
observers are installed.
An OAS/EOM enters into the set-up phase once the members
of the Core Group and the Mobile Group arrive in the The first activity organized with the regional coordinators and
international observers is the training session.57 It provides
the opportunity to complement information contained in
the Informational Document prepared for that purpose.

The training includes the following information:

1. Election observation and methodology of OAS/

EOMs: The international observers receive
information about the theoretical and practical
aspects of international election observation,
specifically about the observation work of the GS/
OAS. They receive training in the objectives of OAS/
EOMs, the principles involved, and the importance
of the role of the international observer,
among other things. In the training session the
international observers are coached in how to
proceed during the observation, the methods and
tools used to gather information (how to fill out the
questionnaires), the observation strategy and press
strategy, and the conduct that should be followed
to receive complaints.

55
See Annex 2, Model Agreement on Immunities and Privileges.
56
See Annex 3, Model Agreement on Observation Process.
57
See Annex 10, Model Training Agenda.
 Organization of American States

CHAPTER III THE ELECTION OBSERVATION PROCESS

2. Electoral process: This covers information on the observer should give it to the legal specialist. Any other
characteristics of the particular electoral process information related to alleged irregularities in the process
being observed, including issues related to the will be duly reported and catalogued as a complaint.60
36 political, legal, and electoral context, as well as the
various actors involved in the process (electoral A record should be kept that includes the allegations and
officials, political parties, candidates, etc.). complaints presented to the OAS/EOM as well as those
lodged directly with the electoral authorities and/or the
3. Logistics: The international observers are also government.
trained in logistical and organizational issues
involving OAS/EOMs. These include deployment D. Final phase
plans, communication and coordination among
the observers and their regional coordinators, During this stage, the information obtained during the
procedures for the installation of regional offices, observation in the host country is processed, leading to
management of resources, and security plans, as concrete results and final comments. The withdrawal of the
well as any financial or logistical aspect in general. international observers begins, and activities get underway
to evaluate the electoral process that has been observed.
Finally, once the international observers have been The analysis is done through the following activities:
deployed to their designated areas, they receive a special
training session with their respective regional coordinators. 1. Working meetings: Once the election-day
The international observers receive information on the observation is over, the members of the OAS/EOM
practical and procedural aspects of the OAS/EOM electoral share their observations in a meeting led by the
observation in the respective region. These meetings Chief and Deputy Chief of Mission and the DECO
provide the opportunity for new international observers to Director. Depending on the structure of the OAS/
be instructed on how to conduct themselves on the day of EOM, one meeting is held only with the short-
the elections, how to approach the polling stations and the term international observers and another with the
authorities, and how to conduct the necessary interviews to regional coordinators and long-term international
gather the information required. observers.
2. Presentation of reports of the OAS/EOM members:
C. Observation Phase All members of the OAS/EOM are required to
present reports. International observers assigned
Prior to voting day, the OAS/EOM observes the transfer of the to a specific region should send in the Election Day
various election materials (polling booths, ballots, machines, Questionnaires for International Observers to their
etc.) to the places where they remain under guard until the regional coordinators, so these can serve as input
polling stations are set up. The observation conducted on the for the report that each coordinator presents to the
day of the election follows the GS/OAS methodology. This general coordinator. Reports by the members of
stage includes observation of the following: the Core Group should be sent to their supervisors.
3. Evaluation of the OAS/EOM members: This is done
1. Set-up of the polling stations and opening of the based on a form61 the international observers and
polls regional coordinators use to evaluate each other.
2. How the day and the voting proceed They also do an evaluation of the OAS Electoral
3. Closing of the polls Observation Mission. Members of the Core Group
4. Vote count at the polling stations who are not GS/OAS staff are evaluated by the
5. Transmission and tabulation of the votes Deputy Chief of Mission.

Apart from the role as an observer, the OAS/EOM has the

function of receiving formal complaints58 about the process,
i.e. information, evidence, or documents on the alleged
commission of a crime or offense related to the electoral 58
See Annex 12, Complaint Form.
process. 59
If the complainant so requests, the OAS/EOM keeps the person’s identity
confidential.
An international observer who receives a complaint should 60
It is important to stress that the OAS/EOM does not have jurisdictional
verify the identity of the complainant59 and receive the authority. The role of the OAS/EOM is to receive complaints and to
monitor their timely handling by the competent authorities in the host
respective evidence to support the allegation the person is country.
making. Once the complaint is received, the international 61
See Annex 7, Model Evaluation Forms.
 Organization of American States

CHAPTER III THE ELECTION OBSERVATION PROCESS

The logistical closing of the OAS/EOM also takes place at this

stage. This is the responsibility of the respective specialists, 37
who must ensure that they carry out the following duties:

1. Receipt and inventory of vests and equipment:

All members of the OAS/EOM must turn in their
vests and equipment to the logistics specialists.
The destination of the equipment is agreed on in
advance, and thus should be established in the
agreement between the donor and the GS/OAS.
2. Terminate local contracts: The administrative
specialist is the person responsible for settling and
terminating any contracts with local personnel and
settling any pending accounts of the OAS/EOM.
4. Departure of the OAS/EOM from the host country:
During this period, the following reports should be
The departure of the international observers
presented:
occurs gradually, in the following order: first the
international observers, then regional coordinators,
1. Verbal Report: This is presented by the Chief of
and finally, members of the Core Group. Since the
Mission and/or the DECO Director to the OAS
post-election period continues until the official
Permanent Council.
declaration of results, in most elections some
2. Final Report: This is prepared by the Deputy Chief
members of the Core Group, the Mobile Group,
of Mission within the three-month period following
and/or regional coordinators remain in the host
the presentation of the verbal report to the
country until this last stage has concluded.
Permanent Council. The Deputy Chief of Mission
sends the report to the Chief of Mission for review
The administrative specialist and logistics specialists are
and then to the DECO Director for preliminary
those responsible for ensuring that the international
approval. This document is presented to the OAS
observers comply with the final administrative steps, such
Secretary General for consideration and approval,
as providing an accounting of expenses and returning the
and is then sent to the Permanent Council for
vests and equipment, as well as ensuring that they receive
distribution.
their payments and return to their respective countries on
3. Closing Financial Report: The OAS/EOM is
the anticipated dates. If international observers remain in
considered closed once all financial and
the host country after their official departure date, once they
administrative matters have been resolved and the
are no longer international observers, they do so of their
verbal report and final report have been presented
own accord and under their entire responsibility.
to the Permanent Council.
ANNEX 1: INTER-AMERICAN DEMOCRATIC CHARTER
ANNEX 2: MODEL AGREEMENT ON PRIVILEGES AND IMMUNITIES
ANNEX 3: MODEL AGREEMENT ON OBSERVATION PROCESS
ANNEX 4: METHODS FOR ELECTION OBSERVATION: A MANUAL FOR OAS ELECTORAL
OBSERVATION MISSIONS
ANNEX 5: AGREEMENT FOR SPECIAL GUESTS
ANNEX 6: AGREEMENT FOR INTERNATIONAL OBSERVERS
ANNEX 7: MODEL EVALUATION FORMS
1. MODEL EVALUATION FORM FOR CORE GROUP SPECIALISTS
2. MODEL EVALUATION FORM FOR INTERNATIONAL OBSERVERS
3. MODEL EVALUATION FORM FOR REGIONAL COORDINATORS
4. MODEL EVALUATION FORM FOR OAS/EOMs
 SECTION III: ANNEXES
ANNEX 8: DECLARATION OF PRINCIPLES FOR INTERNATIONAL ELECTION OBSERVATION AND
CODE OF CONDUCT FOR INTERNATIONAL ELECTION OBSERVERS
ANNEX 9: CHECKLIST FOR THE CLOSING OF THE OAS/EOM
ANNEX 10: MODEL TRAINING AGENDA
ANNEX 11: MODEL REPORT OF REGIONAL COORDINATOR AND CORE GROUP
ANNEX 12: COMPLAINTS FORM
ANNEX 13: MODEL PRELIMINARY VISIT AGENDA
ANNEX 14: DOCUMENTS OF ELECTORAL OBSERVATION MISSIONS
ANNEX 15: CONSIDERATIONS FOR LOGISTICS PLAN
ANNEX 16: FLOW CHART FOR THE INVITATION AND ARRIVAL OF OAS/EOM OBSERVERS
ANNEX 17: FLOW CHART FOR THE ELECTORAL OBSERVATION PROCESS
ANNEX 18: OUTLINE FOR FINAL REPORT
 Organization of American States

ANNEX 1 INTER-AMERICAN DEMOCRATIC CHARTER

40

http://www.oas.org/OASpage/eng/Documents/Democractic_Charter.htm
 Organization of American States

ANNEX 2 MODEL AGREEMENT ON PRIVILEGES

AND IMMUNITIES62
AGREEMENT
41
BETWEEN
THE GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
AND
THE GOVERNMENT OF [HOST COUNTRY]
ON THE PRIVILEGES AND IMMUNITIES OF OBSERVERS
OF THE [TYPE OF ELECTIONS] TO BE HELD ON [DATE]

The Parties to this Agreement, the General Secretariat of the HAVE AGREED AS FOLLOWS:
Organization of American States (hereinafter the GS/OAS)
and the Government of [HOST COUNTRY] (hereinafter the CHAPTER I
Government),
PRIVILEGES AND IMMUNITIES OF THE GROUP OF OAS
INTERNATIONAL OBSERVERS
WHEREAS:
ARTICLE 1
The Government of [HOST COUNTRY], in a communication
sent to the OAS Secretary General on [DATE], requested the The privileges and immunities of the OAS Group of
sending of an OAS Electoral Observation Mission (hereinafter International Observers for the [TYPE OF ELECTIONS] to be
the Mission) for the [TYPE OF ELECTIONS] to be held on held on [DATE] in the Republic of [HOST COUNTRY] shall
[DATE]; be those accorded to the OAS, to its organs, and to its staff
The GS/OAS accepted the invitation in a note dated and property, pursuant to the provisions of Articles 133,
[DATE] and has established an OAS Group of International 134, 135, and 136 of the OAS Charter, whose instrument
Observers to carry out an Electoral Observation Mission in of ratification was deposited by the Government of [HOST
[HOST COUNTRY] for the [TYPE OF ELECTIONS] to be held COUNTRY] on [DATE].
on [DATE];
The Mission will be composed of officials of the GS/OAS ARTICLE 2
and international observers contracted by the GS/OAS to
participate in the Mission; The property and effects of the OAS Group of International
Article 133 of the OAS Charter provides that: “The Observers, located in any part of the territory of [HOST
Organization of American States shall enjoy in the territory of COUNTRY] and in possession of any person, shall enjoy
each Member such legal capacity, privileges, and immunities immunity against any type of judicial proceeding, save in
as are necessary for the exercise of its functions and the those specific cases for which said immunity is expressly
accomplishment of its purposes”; and waived. However, it is understood that said waiver of
The privileges and immunities enjoyed by the OAS, the immunity shall not have the effect of subjecting any such
GS/OAS, and its staff and property in [HOST COUNTRY], property and effects to any type of measure of execution.
in addition to the provisions of the OAS Charter, whose
instrument of ratification was deposited by the Government ARTICLE 3
of [HOST COUNTRY] on [DATE], are set out in the Agreement
The premises occupied by the OAS Group of International
on Privileges and Immunities of the Organization of American
Observers shall be inviolable. Moreover, its property and
States, adopted on [DATE], whose instrument of accession
effects, in any part of the territory of [HOST COUNTRY] and
was deposited by the Government of [HOST COUNTRY] on
in possession of any person, shall enjoy immunity against
[DATE];
search and seizure, confiscation, expropriation, and against
any form of intervention, be it executive, administrative,
judicial, or legislative.

62
This agreement may vary depending on the Member State involved.
 Organization of American States

ANNEX 2 MODEL AGREEMENT ON PRIVILEGES

AND IMMUNITIES
ARTICLE 4 b) The inviolability of all papers and documents;
42
The files of the OAS Group of International Observers and all c) The right to communicate with the GS/OAS via
of the documents pertaining to it or in its possession shall be radio, telephone, satellite, or other means, and to
inviolable wherever they are located. receive documents and correspondence through
messengers or in sealed pouches, enjoying for
ARTICLE 5 that purpose the same privileges and immunities
accorded to diplomatic mail, messages, and
The OAS Group of International Observers shall be: pouches;

a) Exempt from any internal taxation, it being d) The right to utilize, for their movements throughout
understood, however, that they may not claim any the national territory, any means of transportation,
type of tax exemption that is in fact remuneration be it by air, by water, or over land;
for public services;
e) Exemption, in respect of their persons and that
b) Exempt from any type of customs duty, prohibition, of their spouses and children, from any type of
and restriction in respect of articles and publications immigration restriction and registration of aliens
that they may import or export for their official use. and any type of national service in [HOST COUNTRY].
It is understood, however, that the articles they
import duty-free may be sold in the host country f) The same privileges accorded to representatives of
only in accordance with conditions agreed upon foreign governments on official temporary missions
with the Government; and in respect to possible foreign-currency restrictions.

c) Exempt from being affected by tax ordinances, g) The same immunities and privileges in respect
regulations, or moratoriums of any kind. Moreover, of their personal baggage as are accorded to
they may have currency of any type, carry their diplomatic envoys; and
accounts in any foreign currency, and transfer their
funds in foreign currency. h) Such other privileges, immunities, and facilities as
are compatible with the foregoing, and enjoyed by
CHAPTER II diplomatic envoys, with the exception that they
shall not enjoy any exemption from customs duties
MEMBERS OF THE OAS GROUP on imported merchandise (that is not part of their
OF INTERNATIONAL OBSERVERS personal effects) or sales taxes or consumer taxes.

ARTICLE 6 ARTICLE 8

The members of the OAS Group of International Observers The provisions contained in the preceding article do not
(hereinafter the Observers) shall be those persons who have apply to nationals of [HOST COUNTRY] working as local
been duly designated by the OAS Secretary General and staff in the Mission, except in respect of acts performed or
accredited with the authorities of [HOST COUNTRY]. statements issued in the exercise of their functions.

ARTICLE 7 ARTICLE 9

For the period during which the Observers exercise The Mission may establish and operate in the territory of
their functions and during their trips to and from [HOST [HOST COUNTRY] an independent radio communications
COUNTRY], the Observers shall enjoy the following privileges system to provide an ongoing communications link connecting
and immunities: the Observers and the vehicles used by the Mission with the
Mission’s regional offices and headquarters; between the
a) Immunity from personal detention or arrest and regional offices and the Mission’s central headquarters; and
immunity from any type of legal proceeding in between the latter and the headquarters of the GS/OAS in
respect of their actions and statements, be they Washington, D.C. To this end, the Government shall provide
oral or written, done in the performance of their any necessary technical and administrative support.
functions;
 Organization of American States

ANNEX 2 MODEL AGREEMENT ON PRIVILEGES

AND IMMUNITIES
CHAPTER III and so long as such waiver does not prejudice the interests
of the OAS. 43
COOPERATION WITH THE AUTHORITIES
CHAPTER V
ARTICLE 10 IDENTIFICATION

The Observers shall cooperate with the relevant authorities ARTICLE 14

of [HOST COUNTRY] to prevent any occurrence of abuse in
respect of the privileges and immunities accorded. Similarly, he Government recognizes the “official travel document”
the relevant authorities of [HOST COUNTRY] shall do issued by the GS/OAS as a valid and sufficient document for
whatever possible to provide the cooperation requested of purposes of travel by the Observers.
them by the Observers.
The Government of [HOST COUNTRY] shall provide each of
ARTICLE 11 the Observers with an identity document, which shall include
the person’s full name, position or rank, and a photograph.
Without prejudice to the privileges and immunities accorded, The Observers will not be obligated to hand over said
the Observers shall respect the laws and regulations existing document but to show it whenever the authorities of [HOST
in [HOST COUNTRY]. COUNTRY] so require.

ARTICLE 12
CHAPTER VI
The Government and the OAS Secretary General shall take GENERAL PROVISIONS
any measures necessary to procure an amicable arrangement
in the proper settlement of: ARTICLE 15

a) Any disputes that may arise in contracts or other This Agreement may be amended by mutual consent of the
questions of private law; and Government and the GS/OAS

b) Any disputes to which any of the Observers may be ARTICLE 16

parties with respect to matters in which they enjoy
immunity. This Agreement shall enter into force on the date of its
signature and shall cease to have effect once the Observers
have completed their work with respect to the entire
CHAPTER IV electoral process, in accordance with the terms of the
NATURE OF PRIVILEGES AND IMMUNITIES invitation issued by the Government of [HOST COUNTRY].

ARTICLE 13 IN WITNESS WHEREOF, the undersigned do hereby sign this

Agreement, in duplicate, on [DATE OF SIGNING].
The privileges and immunities are granted to the Observers
in order to safeguard their independence in the exercise of The Electoral Authority and the General Secretariat of the
their functions of observing the [TYPE OF ELECTIONS] to be Organization of American States (hereinafter the GS/OAS),
held on [DATE] in [HOST COUNTRY], and not for personal
gain or to perform activities of a political nature in [HOST
COUNTRY].
WHEREAS:
On [DATE OF INVITATION] the [ELECTORAL AUTHORITY]
Thus, the OAS Secretary General shall waive the privileges
requested that the Secretary General of the Organization of
and immunities of any Observer in the event that he
American States (hereinafter the Secretary General) send an
determines, in his discretion, that the exercise of said
OAS Observation Mission (hereinafter the Mission) with the
privileges and immunities may obstruct the course of justice

FOR THE GOVERNMENT FOR THE GENERAL SECRETARIAT

OF [HOST COUNTRY]: OF THE ORGANIZATION
OF AMERICAN STATES:

_________________________________________________
_ _________________________________________________
_
 Organization of American States

ANNEX 3 MODEL AGREEMENT ON

OBSERVATION PROCESS63
AGREEMENT
44
BETWEEN
[THE ELECTORAL AUTHORITY]
AND
THE GENERAL SECRETARIAT OF THE ORGANIZATION OF AMERICAN STATES
ON THE ELECTORAL OBSERVATION PROCESS IN THE
[TYPE OF ELECTIONS] TO BE HELD ON [DATE OF ELECTIONS]

purpose of observing the electoral process with respect to THE PARTIES AGREE AS FOLLOWS:
the elections to be held in [NAME OF HOST COUNTRY] on
[DATE]; First: Guarantees

In Resolution AG/RES. 991 (XIX-O/89), the OAS General a) The [ELECTORAL AUTHORITY] shall guarantee the
Assembly recommended to the Secretary General that Mission access to all facilities for the adequate
“when a member state so requests in the exercise of its fulfillment of the observation of the elections in
sovereignty, missions should be organized and sent to said [HOST COUNTRY], in accordance with the relevant
state to monitor the development, if possible at all stages, of laws and standards of [HOST COUNTRY] and the
each of its electoral processes”; terms of this Agreement.

Article 24 of the Inter-American Democratic Charter states: b) The [ELECTORAL AUTHORITY] shall guarantee
“The electoral observation missions shall be carried out at that its authorities will be duly instructed so that
the request of the member state concerned. To that end, the International Observers are granted complete
the government of that state and the Secretary General access to all of its installations, as well as to timely
shall enter into an agreement establishing the scope and information regarding the development and
coverage of the electoral observation mission in question. progress of the election calendar.
The member state shall guarantee conditions of security,
free access to information, and full cooperation with the c) The [ELECTORAL AUTHORITY], on the day of the
electoral observation mission….”; and elections, shall guarantee the Mission access
to voting locations, from the installation of the
In a note dated [DATE OF NOTE], the GS/OAS accepted the polling stations until the official count is tabulated
invitation from [HOST COUNTRY] and arranged to send an nationally.
OAS Electoral Observation Mission (hereinafter the Mission)
to [HOST COUNTRY] with the objective of observing the Second: Information
[TYPE OF ELECTIONS] to be held on [DATE],
a) The [ELECTORAL AUTHORITY] shall furnish the
Mission with all information having to do with
the organization, direction, and supervision of
the electoral process. The Mission will be able
to request of the [ELECTORAL AUTHORITY] any
information as is necessary for the exercise of its
functions, and the [ELECTORAL AUTHORITY] shall
provide such information promptly.

b) The Mission shall inform the relevant authorities

about any irregularities or interference which it may
observe or about which it may learn. Similarly, the
Mission shall be able to request information from
the relevant authorities regarding any measures
63
This agreement may vary depending on the Member State involved.
that may have been taken with respect to such
irregularities.
 Organization of American States

ANNEX 3 MODEL AGREEMENT ON

OBSERVATION PROCESS
c) The relevant authorities shall provide the Mission and disseminate the contents of this Agreement
with information related to the electoral rolls and among all electoral bodies responsible for the 45
other computerized electoral data referring to electoral process.
the same. Similarly, they shall provide all other
information relative to the computer systems used Fourth: Privileges and Immunities
on election day, and will offer demonstrations of
the systems’ operations to the Mission. No provision of this Agreement shall be construed as
a waiver of the privileges and immunities enjoyed by
d) The [ELECTORAL AUTHORITY] shall guarantee the the OAS, any of its organs, their staff, and their property
Mission access to all electoral bodies responsible under the OAS Charter, whose instrument of ratification
for vote counting. Similarly, the [ELECTORAL was deposited by the government of [HOST COUNTRY];
AUTHORITY] shall permit the Mission to conduct the Agreement on Privileges and Immunities of the
any evaluations the Mission deems necessary of the Organization of American States, adopted on May 15,
voting system and of the communications utilized 1949, whose instrument of accession was deposited
to transmit electoral results. At the same time, by the Government of [HOST COUNTRY] on [DATE];
the [ELECTORAL AUTHORITY] must guarantee the the Agreement between the Government and the GS/
Mission complete access to the complaints process OAS on the Operation of the Office of the GS/OAS in
and quality controls that occur before and after the [HOST COUNTRY] and on its Privileges and Immunities,
electoral process. signed on [DATE]; and the Agreement on Privileges and
Immunities of the OAS Group of International Observers
e) The [ELECTORAL AUTHORITY] shall guarantee the related to the electoral process in [HOST COUNTRY],
Mission access to all polling stations throughout the signed on [DATE].
national territory of [HOST COUNTRY].
Fifth: Resolution of Disputes
f) The [ELECTORAL AUTHORITY] shall guarantee the
Mission access to information on the provisional The Parties shall attempt to resolve through direct
tabulation and the final tabulation of results, and negotiations any disputes arising in relation to
shall guarantee access by members of the Mission the interpretation and/or implementation of this
to the respective vote counting centers, as well as Agreement. If such a resolution should not be possible,
copies of documents printed electronically. the matter shall be resolved through any procedure
agreed to by the Parties.
Third: General Provisions
Sixth: Entry into Force and Termination
a) The GS/OAS shall communicate to the President
of the [ELECTORAL AUTHORITY] the names of This Agreement shall enter into force upon the signature
the persons who will comprise the Group of of the Parties’ duly authorized representatives and shall
International Observers, who will be duly identified remain in effect until the Mission has concluded all
with an identification credential issued by the GS/ of its duties related to the electoral process in [HOST
OAS and by the [ELECTORAL AUTHORITY], produced COUNTRY].
especially for the Mission. This Agreement may be terminated by either Party
without cause by means of written notice to the other
b) The Mission shall act impartially, objectively, and Party, no less than five days prior to the termination
independently in the fulfillment of its mandate. date.

c) The Secretary General shall send the President IN WITNESS WHEREOF, the representatives of the Parties,
of the [ELECTORAL AUTHORITY] a copy of the being duly authorized to this effect, sign this Agreement in
Mission’s final report. equally valid duplicates at [LOCATION OF THE SIGNING] on
d) The [ELECTORAL AUTHORITY] shall make known [DATE OF THE SIGNING].

FOR THE ELECTORAL AUTHORITY: FOR THE GENERAL SECRETARIAT

OF THE ORGANIZATION
OF AMERICAN STATES:

_________________________________________________
_ _________________________________________________
_
 Organization of American States

ANNEX 4 METHODS FOR ELECTION

OBSERVATION: A MANUAL FOR OAS
ELECTORAL OBSERVATION
46 MISSIONS

http://www.oas.org/en/spa/docs/Methods%20manual.pdf
 Organization of American States

ANNEX 5 AGREEMENT FOR SPECIAL

GUESTS
I, ___________________________________, a citizen of
__________________________________, an employee of f. Using or allocating property or resources of the 47
________________________________, bearer of Passport OAS/EOM to perform any activity not related to the
No. ______________________________, and residing at functions and objectives of the OAS/EOM.
____________________________, hereby declare the
following: g. Publishing any information, directly or indirectly, via
any means, on the electoral process observed by
1. I have been designated by the General Secretariat the OAS/EOM or on the experience or knowledge
of the Organization of American States (GS/OAS) to acquired during the course of the OAS/EOM, for a
participate as a Special Guest in the OAS Electoral period of one calendar year from the date of the vote
Observation Mission (OAS/EOM), on the occasion of in question.
___________________ [write in the electoral process
to be observed]. The period of my participation is for (1) In the event that I fail to comply with the
_______ days, beginning on _________________ and provisions of this paragraph, the GS/OAS may
ending on ________________. bring legal action against me in any court, in
any country the GS/OAS chooses, in order to
2. I certify that in the event that I am a public official, I have legal measures imposed against me and
have the authorization of my government, or the to obtain compensation that includes the costs
governmental entity to which I belong, to participate as of the legal proceeding and attorney fees.
a Special Guest of the OAS/EOM.
(2) If the GS/OAS files a legal action against me
3. I have read the Manual for OAS Electoral Observation in any court for failure to comply with the
Missions (the Manual), which is an integral part of provisions of this paragraph, I will accept and will
this Agreement, and in my capacity as Special Guest, I not challenge the jurisdiction and competence of
pledge to fulfill any functions that the Director of the the court chosen by the GS/OAS with respect to
Department of Electoral Cooperation and Observation my person or my property.
(DECO) of the GS/OAS may assign me.
5. I understand and accept that failure to comply with
4. The following prohibitions specifically apply to me: the provisions included in this Manual and in this
instrument, as well as any act of insubordination, shall
a. Acting in a way that could compromise the constitute just cause for my immediate separation from
neutrality, professionalism, or objectives of the the OAS/EOM.
OAS/EOM.
6. I am neither an employee nor a contractor with the GS/
b. Failing to comply with assigned duties, or assuming OAS, and I will receive no compensation whatsoever for
duties I have not been expressly authorized to my participation in the OAS/EOM as a Special Guest.
perform.
7. I recognize the privileges and immunities enjoyed by
c. Disseminating information about the OAS/EOM the GS/OAS, its staff, and its property, and with the
that has not been published officially or without exception of the provisions of Paragraph 4.g, any dispute
prior authorization from the OAS/EOM leadership. in relation to this Agreement should be resolved through
conversations with representatives of the GS/OAS or,
d. Making public statements of any kind, whether or failing that, through arbitration in Washington, D.C.,
not in my capacity as Special Guest, on any aspect pursuant to the Arbitration Rules of the United Nations
of the OAS/EOM, the electoral process, or the host Commission on International Trade Law (UNCITRAL).
country’s internal affairs.

e. Establishing communication with actors in the ________________

electoral process or with third parties which Name and Signature
could compromise the image of strict neutrality Date:
of the OAS/EOM; these include diplomatic Place:
representatives, international bodies, and
nongovernmental organizations, among others.
 Organization of American States

ANNEX 6 AGREEMENT FOR INTERNATIONAL

OBSERVERS
1. I, ___________________, a citizen of _______________, h. Bring any questions, concerns, or problems
48 bearer of Passport No. _____________, and residing at exclusively to the attention of my immediate
________________, accept the offer of the General supervisor.
Secretariat of the Organization of American States (GS/
OAS) to join the OAS Electoral Observation Mission i. Comply with the security rules and instructions of
(OAS/EOM) as an International Observer, on the the OAS/EOM.
occasion of _________________[write in the electoral j. Inform my immediate supervisor about any accident
process to be observed]. The period of my participation or injury to my person or to another member of
is for_______ days, beginning on __________________ the OAS/EOM in the fulfillment of my functions, as
and ending on ____________. well as about any accident involving an OAS/EOM
vehicle.
2. I certify that I meet the eligibility requirements laid
out in the Manual for OAS Electoral Observation k. Establish contact with the political and electoral
Missions (the Manual), which is an integral part of this authorities and with civil society organizations in
Agreement, and that in the event that I am a public the assigned geographical area.
official, I have the authorization of my government, or
the governmental entity to which I belong, to participate l. Observe and inform my immediate supervisor
as an International Observer in the OAS/EOM. about activities of the electoral authorities in the
assigned geographical area.
3. I have read the Manual and in my capacity as
International Observer, and pursuant to the needs of m. Observe and inform my immediate supervisor
the OAS/EOM and instructions from my supervisors in about the coverage of the local press.
the OAS/EOM, I specifically pledge to meet the following
n. Produce and give to my immediate supervisor a pre-
obligations:
election report that includes all aspects observed.
a. Participate in the training sessions of the OAS/EOM,
o. Observe the opening and development of the
as well as in the training meetings organized by the
voting process and the closing of polling stations on
regional coordinators.
the day of the elections.
b. Sign the “ The Code of Conduct for International
Election Observer” and comply with the provisions p. Fill out the forms and questionnaires in keeping
in the documents contained in the “Declaration of with the guidelines established in the training
Principles for International Election Observation sessions.
and Code of Conduct for International Election q. Send any formalized complaint to the OAS/EOM
Observers.”. legal specialist.
c. Carry, in a visible place and at all times, the valid r. Evaluate the performance of the regional
credentials provided by the GS/OAS and by the coordinator and of the OAS/EOM in general, using
electoral authority of the host country. the evaluation forms provided by the general
d. Remain in my work area for the entire time required coordinator.
and inform my immediate supervisor in advance s. Prepare a final report that contains all aspects
about any necessary absence I may have to incur. observed during the OAS/EOM and include the
e. Follow the work plan established by the regional respective recommendations, within the specified
coordinators. time frames.

f. Follow the instructions of my immediate supervisor. t. Turn in to my immediate supervisor all the
aforementioned documents, reports, and
g. Inform my immediate supervisor of any situation questionnaires within the specified time frames.
that places or could place the objectives of the
OAS/EOM and/or its members at risk. u. Provide any other relevant information regarding
the observation process.
 Organization of American States

ANNEX 6 AGREEMENT FOR INTERNATIONAL

OBSERVERS
4. The following prohibitions specifically apply to me: (2) If the GS/OAS files a legal action against me
in any court for failure to comply with the 49
a. Acting in a way that could compromise the
provisions of this paragraph, I will accept
neutrality, professionalism, or objectives of the
and will not challenge the jurisdiction and
OAS/EOM.
competence of the court chosen by the GS/
b. Failing to comply with instructions given by my OAS with respect to my person or my property.
immediate supervisor in the exercise of duties of
5. I understand and accept that failure to comply with
the OAS/EOM, or assuming duties I have not been
the provisions included in this Manual and in this
expressly authorized to perform.
instrument, as well as any act of insubordination,
c. Disseminating information about the OAS/EOM shall constitute just cause for the termination of this
that has not been published officially or without Agreement and my immediate separation from the
prior authorization from the OAS/EOM leadership. OAS/EOM. In the event that the purpose of my visit to
the host country is my participation in the OAS/EOM as
d. Making public statements of any kind, whether or an International Observer, I will voluntarily leave the
not in my capacity as International Observer, on host country no later than twenty-four hours following
any aspect of the OAS/EOM, the electoral process, the respective notification by the leadership of the
or the host country’s internal affairs. OAS/EOM. In no case shall the GS/OAS be obligated
to effect the payment mentioned in the sixth clause
e. Establishing communication with actors in the
of this Agreement after the day of termination of my
electoral process or with third parties which
participation in the OAS/EOM.
could compromise the image of strict neutrality
of the OAS/EOM; these include diplomatic 6. I am neither an employee nor a contractor of the GS/
representatives, international bodies, and OAS, and I will receive no compensation whatsoever for
nongovernmental organizations, among others. my participation in the OAS/EOM. Nevertheless, the GS/
OAS will cover the reasonable cost of my international
f. Using or allocating property or resources of the travel, any local travel necessary to carry out the
OAS/EOM to perform any activity not related to the functions that have been assigned to me, as well as a
functions and objectives of the OAS/EOM. living allowance equivalent to US$____ per day for the
g. Publishing any information, directly or indirectly, period of my participation.
via any means, on the electoral process observed by 7. I recognize the privileges and immunities enjoyed by
the OAS/EOM or on the experience or knowledge the GS/OAS, its staff, and its property, and with the
acquired during the course of the OAS/EOM, for a exception of the provisions of Paragraph 4.g, any dispute
period of one calendar year from the date of the in relation to this Agreement should be resolved through
vote in question. conversations with representatives of the GS/OAS or,
(1) In the event that I fail to comply with the failing that, through arbitration in Washington, D.C.,
provisions of this paragraph, the GS/OAS may pursuant to the Arbitration Rules of the United Nations
bring legal action against me in any court, in Commission on International Trade Law (UNICITRAL).
any country the GS/OAS chooses, in order to
have legal measures imposed against me and
to obtain compensation that includes the costs
of the legal proceeding and attorney fees.

FOR THE GENERAL SECRETARIAT OF FOR THE VOLUNTEER INTERNATIONAL

THE ORGANIZATION OF AMERICAN STATES: OBSERVER:

_________________________________________________ _________________________________________________
Signature Signature

______________________________ ______________________________
Name and Position Name and Position
Date: Date:
Place: Place:
 Organization of American States

ANNEX 7 MODEL EVALUATION

FORMS
1. Model Evaluation Form for Core Group Specialists
50

Department of Electoral Cooperation and Observation

Evaluation Form
Core Group Specialists

Name of specialist: _____________________________________________________________________________________

Position in Core Group:__________________________________________________________________________________
Nationality: ___________________________________________________________________________________________
OAS/EOM in which the specialist is participating: _____________________________________________________________

1.- Specialist’s interest in electoral processes High Medium Low

2.- Level of motivation/dedication High Medium Low
3.- How would you characterize the specialist’s level of expertise in his or her area of work? High Medium Low
4.- Is the specialist able to work on a team? Yes No
5.- Does the specialist work well under stress? Yes No
6.- Was the specialist able to work independently? Yes No
7.- Has the specialist been willing to abide by GS/OAS standards and procedures
in the performance of his or her duties? Yes No
8.- Is the specialist open to criticism or suggestions? Yes No
9.- Does the specialist meet his or her responsibilities professionally and on time? Yes No
10.- Was the specialist able to find solutions to and manage any problems that arose? Yes No
11.- Are there negative aspects about the specialist and/or to the quality of his or her work? Yes No
12.- Would you recommend the specialist for future OAS/EOMs? Yes No
Additional comments:

DEPUTY CHIEF OF MISSION:

Signature: ___________________

Name: _________________

Date: ___________________
 Organization of American States

ANNEX 7 MODEL EVALUATION

FORMS
2. Model Evaluation Form for International Observers
51

Department of Electoral Cooperation and Observation

Evaluation Form
International Observers
Name of observer: ____________________________________________________________________________________
Nationality: __________________________________________________________________________________________
OAS/EOM in which he or she is participating: ________________________________________________________________

1.- Observer’s interest in electoral processes High Medium Low

2.- Level of motivation/dedication High Medium Low
3.- Level of understanding of the electoral process High Medium Low
4.- Willingness to work within a team Yes No
5.- Willingness to do field work Yes No
6.- Willingness to work in changing or uncertain circumstances Yes No
7.- Is the observer willing to attend training sessions? Yes No
8.- Is the observer willing to follow the instructions indicated? Yes No
9.- Does the observer have the qualities it takes to solve problems? Yes No
10.- Is the observer interested in participating in another OAS/EOM? Yes No
Why?
11.- Do you think the observer could eventually perform the functions
of a regional coordinator? Yes No
12.- Does the observer have any special qualities that stand out among the areas
that make up the OAS/EOM? Yes No
What qualities?
13.- What languages does the observer speak? Spanish/English French/Portuguese
14.- Are there any negative aspects about the observer and/or the quality of his or her work? Yes No
What negative aspects?
15.- Would you recommend the observer for participation in another OAS/EOM? Yes No
Additional comments:

REGIONAL COORDINATOR:

Signature: ___________________

Name: _________________

Date: ___________________
 Organization of American States

ANNEX 7 MODEL EVALUATION

FORMS
3. Model Evaluation Form for Regional Coordinators
52

Department of Electoral Cooperation and Observation

Evaluation Form
Regional Coordinators

Name of regional coordinator: ____________________________________________________________________________

Nationality: ___________________________________________________________________________________________
OAS/EOM in which he or she is participating: _________________________________________________________________

1.- Coordinator’s interest in electoral processes High Medium Low

2.- Level of understanding of the electoral process High Medium Low
3.- Coordinator’s level of knowledge about social-political current affairs High Medium Low
4.- Do you consider your coordinator to be a good team leader? Yes No
5.- Does the coordinator communicate easily? Yes No
6.- Does the coordinator get along well with people? Yes No
7.- Does the coordinator resolve unexpected changes practically and efficiently
and solve problems? Yes No
8.- Did the coordinator introduce him or herself to you and explain your role as an observer? Yes No
9.- Did the coordinator review the forms with you and explain how to fill them out? Yes No
10.- Was the coordinator willing to clear up any concerns you had? Yes No
11.- Did you feel secure while you were under the coordinator’s responsibility? Yes No
12.- Was the logistical and operational support provided by your coordinator
(hotel stay, orientation on the city and on operations, etc.) efficient? Yes No
If No, how could it be improved?
13.- Do you think your coordinator’s conduct and experience were adequate
to handle the job? Yes No
14.- Are there any negative aspects about the coordinator and/or the quality of his or her work? Yes No
If so, what are they?
15.- Would you recommend the coordinator for participation in a future OAS/EOM? Yes No
Additional comments:

INTERNATIONAL OBSERVER

Signature: ___________________

Name: _________________

Date: ___________________
 Organization of American States

ANNEX 7 MODEL EVALUATION

FORMS
4. Model Evaluation Form for OAS/EOMs
53

Departamento para la Cooperación y Observación Electoral

Formulario de Evaluación de la
Misión de Observación Electoral

Name of observer: ______________________________________________________________________________________

Nationality: ___________________________________________________________________________________________
OAS/EOM being evaluated: _______________________________________________________________________________

MANAGEMENT OAS-WASHINGTON
1.- If you wrote or called the DECO, did you receive a response to your request? (Respond only if you wrote or called.) Yes No
2.- How many days in advance did you receive the invitation?
3.- Did you receive timely and helpful support in obtaining a visa? (Respond only if you requested help with your visa.) Yes No
4.- Was the information you received regarding the OAS/EOM clear? Yes No
5.- Did you receive your itinerary on time? Yes No
LOGISTICS
1.- Was there someone waiting for you when you arrived? Yes No
2.- Did you have the contact information for the person in charge of logistics? Yes No
3.- Was your hotel reservation in line with what had been agreed to in advance? Yes No
4.- Did you receive your accreditation on time? Yes No
5.- Were the vehicles adequate for the job? Yes No
6.- Did the driver who was assigned to you know the area? Yes No
7.- Did the driver drive carefully? Yes No
8.- What logistical aspects of the OAS/EOM would you improve? Yes No
FINANCES
1.- Did someone explain to you how and when you would be paid? Yes No
2.- Did someone explain that you should bring a certain amount of money to cover your initial
costs while you were waiting for your cash advance? Yes No
STRUCTURE
1.- Do you understand clearly the functions of the Core Group? Yes No
2.- Did you know what your responsibilities were? Yes No
3.- Were you familiar with the structure of the OAS/EOM, including the procedures
to report information? Yes No
 Organization of American States

ANNEX 7 MODEL EVALUATION

FORMS
SECURITY
54
1.- Did you feel safe during your participation in the OAS/EOM? Yes No
2.- Were you informed about what to do in case of contingencies? Yes No
GENERAL EXPECTATIONS
1.- Did the OAS/EOM meet your expectations? Yes No
2.- What aspects do you think could be improved?

ADDITIONAL COMMENTS

INTERNATIONAL OBSERVER

Signature: ___________________

Date: ___________________
 Organization of American States

ANNEX 8 DECLARATION OF PRINCIPLES FOR

INTERNATIONAL ELECTION
OBSERVATION AND CODE OF
CONDUCT FOR INTERNATIONAL 55

ELECTION OBSERVERS

http://128.177.27.229/files/1923_declaration_102705_0.pdf
 Organization of American States

ANNEX 9 CHECKLIST FOR THE CLOSING OF THE OAS/EOM

DEPARTMENT FOR ELECTORAL COOPERATION AND OBSERVATION
[HOST COUNTRY/YEAR] ELECTORAL OBSERVATION MISSION
56
CLOSING-OFF CHECKLIST
Before completing this form, make sure the administrative specialist of the OAS/EOM has completed the OAS/EOM general
checklist with respect to the agreements and reports for donors.

Once the OAS/EOM has ended, the Deputy Chief of Mission should complete this form and include any comments he or she
deems necessary. By checking off the boxes on the following list, the Deputy Chief of Mission indicates that the required
reports and actions undertaken using donated funds have been completed on time. After filling out this form, the Deputy
Chief of Mission should send it to the Director of the Department of Electoral Cooperation and Observation (DECO) for his or
her final review. Finally, the Deputy Chief of Mission should make copies of this form and place them on file in the following
folders: 1) OAS/EOM – Financial Reports; 2) OAS/EOM – Narrative Report; and 3) OAS/EOM – Closing-Off Checklist.

Verbal report to the OAS Permanent Council

All final financial reports have been sent to each of the donors.

All required substantive reports have been sent to each of the donors.

The final report of the OAS/EOM has been given to the OAS Permanent Council.

Any excess funds from donors have been reimbursed to each of them.

The final report of the OAS/EOM has been given to the government of the host country and to its electoral authority.

Comments: _______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_________________________ _______________
Signature: Deputy Chief/OAS/EOM Date

_________________________ ______________
Signature: Director, DECO Date
 Organization of American States

ANNEX 10 MODEL TRAINING

AGENDA64
1. WELCOME 4. TRAINING ON VOTING PROCESS IN HOST COUNTRY
Time: 9:00 – 9:30 a.m. Time: 2:00 – 3:30 p.m. 57
• Deputy Chief of Mission: Welcome remarks, Introduction • Conducted by the national electoral body.
on the type of EOM, the number of international • Should provide support materials for the international
observers, and general form of deployment. Introduction observers on the voting process: electoral code, sample
of the Chief of Mission. ballots, tally sheets, etc.
• Chief of Mission: Summary of political context and what • Include a question-and-answer period.
the OAS/EOM expects to achieve.
COFFEE BREAK
2. POLITICAL-ELECTORAL CONTEXT Time: 3:30 – 3:45 p.m.
Time: 9:30 – 10:30 a.m.
• The specialist from the Department of Sustainable 5. LOGISTICS AND SECURITY
Democracy and Special Missions should prepare this, or Time: 3:45 – 4:30 p.m.
someone proposed by him or her. • Test of communications equipment.
• General considerations about the current situation in • Distribution of reports.
which the electoral process is taking place. Analysis of • Code of conduct for international observers in the
the main options in the election (candidates, parties, field. How to address members of the polling stations,
etc.). authorities, and security forces.
• Include a question-and-answer period.65 • Procedures in case of emergency, insurance, and
medical attention.
COFFEE BREAK
Time: 10:30 – 10:45 a.m.

3. OAS ELECTION OBSERVATION METHODOLOGY H o r a :

Time: 10:45 – 12:00 p.m.
• Presented by the General Coordinator.
• Use PowerPoint presentation on OAS/EOM general
guidelines. Emphasize observation activities, no
contact with the press, monitoring of complaints, and
communication with the regional coordinators. Activities
in the pre-election stage, the day of the election, and
the post-election stage.
• Review election-day forms.
• Include a question-and-answer period on methodology.

LUNCH _______________________________________
Time: 12:00 – 2:00 p.m.

64
This model agenda may be adapted for the training sessions for regional
coordinators.
65
Members of the Mobile Group, if there is one, could participate in this
part of the training.
 Organization of American States

ANNEX 11 MODEL REPORT FOR THE REGIONAL

COORDINATOR AND CORE GROUP
58 Minutes:
Minutes of:

Attendees


Time Date Place
Subject of the Meeting

Development of the Meeting

Executive Summary

Relevant Local News

 Organization of American States

ANNEX 12 COMPLAINTS FORM

Organization of American States
Electoral Observation Mission
[TYPE OF ELECTIONS]
[NAME OF HOST COUNTRY] [DATE] 59

COMPLAINTS FORM
OBSERVER: ____________________________________________________________________ Date: _________________
PLACE OF COMPLAINT: _________________________________________________________________________________

COMPLAINING PARTY SUBJECT OF COMPLAINT

________________________________________________ ________________________________________________
Political organization Political organization

________________________________________________ ________________________________________________
Private party (includes organizations) Private party (includes organizations)

________________________________________________ ________________________________________________
State agency State agency

________________________________________________ ________________________________________________
Address of complaining party Address of subject of complaint

________________________________________________
Name and signature of complaining party

ALLEGATIONS BY COMPLAINING PARTY Date on which they occurred: _______________________

Description:
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
 Organization of American States

ANNEX 13 MODEL PRELIMINARY

VISIT AGENDA
60 • Appointment with Foreign • Meeting with the Supreme
Minister and signing of Agreement Electoral Council or Tribunal
on Privileges and Immunities, at • Signing of Agreement on the
the Ministry of Foreign Affairs Electoral Observation Process
• Appointment with the President • Appointment with candidate of XX
of the Republic or the Prime Party
Minister
• Appointment with candidate of XX
• Meeting with diplomatic Party
community and donor countries
• Appointment with Public
• Appointment with Supreme Court Prosecutor of the Republic
of Justice
• Appointment with Attorney
General of the Republic
• Appointment with law
enforcement and security
forces
• Appointment with President of
Congress/Head of Parliament
 Organization of American States

ANNEX 14 DOCUMENTS OF ELECTORAL

OBSERVATION MISSIONS
INFORMATIONAL DOCUMENT evaluation will allow the OAS/EOM and OAS/DECO to be
This should consist of eight chapters in the following order: prepared for the result.67 61
VI. Recommendations: This includes the political, logistical,
I. Profile of the host country. This includes general and operational aspects that should be taken into
information about the host country, including account by the OAS/EOM.
information on whom to contact in case of emergency,
with telephone numbers and contact names. The Deputy Chief of Mission prepares the report and
II. Political system. This includes the political context. presents it to the DECO Director for approval. This document
III. Constitutional framework. This includes a constitutional is for internal circulation only.
and legal analysis, as well as analysis of any other
regulations or laws that may have content of an THE OAS/EOM PROPOSAL
electoral nature. The OAS/EOM proposal is structured as follows:
IV. Electoral system.
V. Political organizations participating in the electoral I. Background: A detailed description of the political
process. This should include political parties and situation of the electoral process. This includes all
candidates or others participating in the election. observations made by the exploratory mission during
VII. OAS election observation. This covers the guiding its visit and evaluations of the conditions in which the
principles, the functions of election observation, and process is taking place.
the hierarchical structure of the OAS/EOM.66 II. Objectives: A summary of the objectives of OAS/EOMs
VII. Public statements. This includes indications on how to in general, as well as the specific objectives of the OAS/
handle the news media. EOM in question.
VIII. Handling of complaints. This includes information on III. The OAS/EOM Plan: An outline of the tasks that will be
how to receive complaints. performed to observe the electoral process, including
the time the OAS/EOM will last and other operational
The general coordinator prepares the informational subjects related to the different phases of deployment
document and presents it to the Deputy Chief of Mission and observation as such.
for approval. This document is for internal circulation only. IV. Budget.

REPORT OF THE EXPLORATORY MISSION The Deputy Chief of Mission prepares the OAS/EOM
The exploratory mission’s report contains all the information proposal, which is reviewed and approved by the DECO
gathered during the preliminary visit and should be Director. The proposal is presented to potential donors
structured as follows: to inform them about the focus of the OAS/EOM and the
methodology used for observing elections.
I. Introduction: A brief summary of the tasks that
precede the deployment of the exploratory mission, PRELIMINARY REPORT
including the invitation from the host country and the This refers to the public report which in some cases is
response from the Secretary General, the signing of written and distributed before the day of the election. The
the agreements, and the designation of the Chief of preliminary report may be composed of three types of
Mission. content:
II. Background: A description of the electoral process and
the conditions under which it has been organized. 1. Organization of the OAS/EOM in the host country: It
III. Political context: A synthesis of the political context of should contain the timetable of activities to be carried
the electoral process, including a general description out, the members of the OAS/EOM and the positions
of the political actors interviewed by the exploratory they hold, and the groups of individuals who have been
mission and their points of view on the process, and will be interviewed.
including preparations for the campaign and opinion
polls. 69
The informational document includes a copy of the Declaration of
IV. Main concerns: A general impression of the potentially Principles for International Election Observation as well as the Code of
problematic areas identified by the OAS/EOM through Conduct for International Election Observers (see Annex 8). The latter
document is signed by all OAS observers before their deployment. They
interviews held in the host country. must also sign a statement establishing that they have read and fully
V. Possible scenarios: An analysis of possible outcomes of understand all their obligations.
the electoral process, including an evaluation of each 70
While the report of the exploratory mission establishes possible scenarios
scenario and its respective political repercussions. This for the electoral process, it is important to emphasize that the OAS/EOM
is not concerned about the results as such, but about the potential impact
on the political stability of the host country.
 Organization of American States

ANNEX 14 DOCUMENTS OF ELECTORAL

OBSERVATION MISSIONS
2. Information on the electoral system and the context in For this reason, the executive summary should include the
62 which the election is taking place: This should contain a following:
description of the pre-election climate, the development
and organization of the election, problems detected, and 1. General characteristics of the OAS/EOM:
complaints presented. ¬ Type of elections or processes observed and
the task assigned by the GS/OAS to support the
3. Suggestions and recommendations: One of the objectives electoral process
of OAS/EOMs is to produce specific recommendations ¬ Focus of the OAS/EOM (technical support,
that help to improve the system and electoral process political support, etc.)
observed. ¬ Size of group, duration, and coverage
¬ Funding.
FINAL REPORT
The final report of the OAS/EOM serves the following 2. Results obtained by the OAS/EOM (results versus
functions: objectives and proposed goals)

1. To inform the Secretary General, the Permanent Council, ¬ Verifiable contributions (technical advances,
and the different areas of the GS/OAS, as well as donors, training achievements)
about the activities carried out by the OAS/EOM, and ¬ Contributions from a political standpoint
about the specific context and characteristics of the (electoral climate, voter participation,
electoral process that took place. confidence of different political actors)
2. To report on the results obtained in relation to the OAS/ ¬ Impact in terms of supporting democratic
EOM’s objectives and on the mission’s contribution from institutions in the State in question
both a political and technical point of view, and above all,
from the perspective of providing support to democratic 3. Summary of results of the electoral process
institutions in the Member State.
3. To provide a record of the activities and experience of the ¬ Citizen participation statistics and other
GS/OAS in the Member States in fulfilling the mandates relevant data from the voter rolls
related to the protection and promotion of democracy, ¬ Main political actors
particularly those related to electoral processes and ¬ Election results
to citizen participation in decision-making. OAS/EOM
reports are also firsthand documents on the political Chapter I: Introduction
development process in the OAS Member States.
¬ Previous OAS/EOMs in the host country, if any
OAS/EOM final reports should contain the following ¬ Invitation by the host country and response
information: from the GS/OAS
¬ Appointment of Chief of Mission
¬ Definition of the general characteristics of
Executive Summary the OAS/EOM (type of OAS/EOM in terms of
the number of members and duration; the
This summary, which is an essential part of the report, nature of the processes observed: presidential,
should not exceed 1,000 words and should be focused on parliamentary, or municipal elections,
providing the most precise information possible on the referendums, and the various stages of these
objectives proposed for the OAS/EOM and its results. It is processes)
recommended that this part of the document be prepared ¬ Information on the international observers
in such a way as to include sufficient information to satisfy (number, nationality, gender)
donors’ requirements in terms of the narrative account of ¬ How information in this report will be organized
activities.
 Organization of American States

ANNEX 14 DOCUMENTS OF ELECTORAL

OBSERVATION MISSIONS
Chapter Ii: Political System And Electoral Chapter Iv: Conclusions
63
Organization
Besides including some general observations, it is
¬ Political system (political parties, electoral recommended that this chapter recount as succinctly as
rolls, geopolitical statistics) possible the conclusions the OAS/EOM reached based on
¬ Election laws and regulations specific to the its observations. This chapter should include:
process
¬ Electoral authorities ¬ General conclusions
¬ Broad features of the political environment in ¬ Verification of compliance with the election
which the process is taking place (political and calendar
security characteristics, for example) ¬ Verification of compliance with election laws
¬ Political financing ¬ Verification of the implementation of
recommendations made by previous missions,
Chapter Iii: The Oas/Eom: Activities and if any
¬ Electoral indicators
Observations
1. Pre-election stage: Chapter V: Recommendations
¬ Steps taken and relevant information of In all cases the report should also incorporate
a political nature (contacts with officials, recommendations that are applicable and in line with the
political actors, civil society, and the media) content of the rest of the report.
¬ Procedures for support and verification of
election-related technology
Chapter Vi: Financial Report
¬ Media coverage
¬ Logistical and administrative organization of
Besides general data on income and expenses, this
the electoral process
report or reports should provide an accounting of the
¬ Election campaign, including official campaign
contributions by the different donors, if such is the case,
closings, debates, etc.
with information broken down by each donor. This report
should be certified, in all cases, by the official accredited by
2. Election day
the GS/OAS to do so.
¬ Coverage and activities of the observation
itself Appendices
¬ Organization of the elections
¬ Voting processes (set-up and opening of Appendices may include:
polling places, voting, closing of polls)
¬ Processes of counting and totaling votes ¬ Invitation and acceptance letters
nationally and regionally ¬ Agreements between the GS/OAS and the
¬ Transmission and publication of results respective electoral authorities
¬ Electoral political environment ¬ Agreements on the privileges and immunities
¬ Media coverage of international observers
¬ Samples of ballots, if applicable
3. Post-election stage ¬ Official bulletins of results
¬ List of international observers
¬ Final tabulation of votes ¬ Press releases
¬ Declaration of results ¬ Pre-election and post-election reports
¬ Reactions of political actors ¬ Election calendar
¬ Resolution of election-related conflicts
(challenges, null votes, etc.) THE TOTAL LENGTH OF THE DOCUMENT SHOULD NOT
¬ Post-election political environment EXCEED 30 PAGES (NOT INCLUDING APPENDICES)

4. Complaints
 Organization of American States

ANNEX 15 CONSIDERATIONS FOR

LOGISTICS PLAN
The administrative specialist and logistics specialists of the VEHICLES
64 OAS/EOM should take into account the following aspects in One function of the logistics specialist is to ensure that the
preparing a logistics plan. international observers have the appropriate vehicles to do
their jobs. If conditions of the terrain so require, the vehicles
OFFICES should be 4x4s, with special tires and appropriate shock
In selecting offices for the OAS/EOM, factors to be taken into absorber systems. If the vehicles will be used in areas with
consideration include space availability, the surroundings of insufficient technical service, they should be equipped with
the chosen location, security, and access to the buildings. additional spare tires, gasoline or diesel cans, towropes, fire
Offices may be established in a hotel or in private residences, extinguishers, and a first-aid kit. If the vehicles are needed to
although it is preferable to have them in the same hotel transport equipment, they should have roof racks.
where the international observers are staying. Offices of
the regional coordinators in other parts of the country are The regional coordinators and other members of the OAS/
chosen according to the same criteria. In areas where there EOM must have the necessary resources to buy gasoline for
is no electricity, the OAS/EOM may consider the possibility their vehicles and thus be ensured that they can mobilize at
of installing an electric generator. any time.

The place chosen for the headquarters of the OAS/EOM EQUIPMENT

should include the following work areas: a room or large, The logistics specialist prepares the list of office materials that
secure space for storing materials, vests, and equipment; the OAS/EOM needs and makes arrangements to purchase
a common work area for the international observers; a them, either locally or through the Office of Services and
room in which to set up the call center; a room for press Purchasing of the Secretariat for Administration and Finance.
conferences; and a room where the drivers can be when they If possible, arrangements may be made to reuse equipment
are at headquarters. If possible, the building should also have from other missions, including vests, decals for the vehicles,
separate spaces to serve as offices for the Chief of Mission etc.
(with an additional room for a reception area), the Deputy
Chief of Mission, the general coordinator, the administrative EMBLEMS AND FLAGS
specialist, and the press specialist. The building should also All international observers should wear the vests and
have a parking area for all OAS/EOM vehicles. credentials provided by the OAS/EOM, and should travel in
properly identified vehicles. OAS/EOM vehicles are always
LODGING identified with the acronym of the Organization (OAS) on
For cost-related reasons, the international observers will the hood and on the front doors on either side. For security
stay in hotels or private residences that have been selected reasons, it is important to ensure that the decals are always
by the members of the exploratory mission. The selection of under the control of the OAS/EOM. Once the OAS/EOM has
these places should take into account, among other factors, concluded, the international observers should ensure that
security conditions. Based on the number of international their drivers have removed all decals from the vehicles.
observers and the length of their stay in the hotel, the best
possible terms should be negotiated, such as special rates The logistics specialist is also in charge of placing the flags of
or additional services such as breakfast or Internet access the GS/OAS and of the host country at official ceremonies at
at no cost. mission headquarters and at press conferences.
 Organization of American States

ANNEX 16 FLOW CHART FOR INVITATION AND

ARRIVAL OF OAS/EOM OBSERVERS
65
Selection of observers

Invitation sent

Observer accepts the invitation

Final list of observers prepared

Request for information/forms sent to observers

Information/forms arrive from observers

a. Observer’s travel reservations made
b. Contract/agreement with observer prepared and
processed
c. Observer accepts reservation
d. Travel tickets purchased
e. Tickets sent to observer
f. Visas verified
g. Chart of observer itineraries prepared (to be sent to the
logistics specialist)

Acceptance of itinerary by observer

a. Informational document, Manual for OAS Electoral
Observation Missions, Methods for Election Observation,
and other logistical information (hotel, pickup at airport,
etc.) sent to observer.

Arrival of observer in host country

a. The observer should report to the EOM office to be given
his or her vest, work materials, and information about
training.

Training and deployment of observers

 Organization of American States

ANNEX 17 FLOW CHART FOR ELECTION

OBSERVATION PROCESS
66
• The interested State issues an invitation addressed to the Secretary General.
• The Secretary General accepts or declines the invitation. If the invitation is accepted, the
following steps are followed.
• Designation of Chief and Deputy Chief of Mission
• Preparation of proposal and budget for donor countries
• Sending of letters, proposal, and budget to donors
• Preparation and signing of agreements (on Immunities and on Process)
• Selection and invitation of members of the Core Group
• News monitoring
• Preparation of list of international observers
INITIAL • Authorization by DECO Director
PHASE • Organization of advance mission and preliminary mission
• Installation of Mobile Group, if applicable
• Preparation of preliminary report
• Installation of OAS/EOM offices
• Provision of supplies and materials, and decisions about transportation and lodging of
international observers
• Relationship established with vendors
• Storage and transfer of equipment and materials
• Preparation of informational document
• Preparation of OAS/EOM website

• Establishment of OAS/EOM headquarters

• Arrival of Chief of Mission, Deputy Chief of Mission
• Arrival of Core Group
• Arrival of regional coordinators
SET-UP • Arrival of observers
PHASE • Preparation of mobilization and deployment plans
• Approval by Chief of Mission and DECO Director
• Presentation of work plan for members of the Core Group to the Deputy Chief of Mission
• Training of regional coordinators and international observers

• Deployment of regional coordinators

OBSERVATION • Deployment of international observers
PHASE • Receipt and processing of complaints

• Withdrawal of regional coordinators

• Withdrawal of international observers
• Collection and inventory of vests and equipment
• Processing of information obtained during the observation process
• Working meetings
• Presentation of reports of the OAS/EOM members
FINAL • Evaluation of Core Group, regional coordinators, and observers
PHASE • Departure of OAS/EOM members from the country
• Closing of OAS/EOM headquarters
• Presentation of reports (verbal report and final report of the OAS/EOM)
• Closing of the OAS/EOM at GS/OAS headquarters
• Placing of documents on file
 Organization of American States

ANNEX 18 OUTLINE FOR FINAL REPORT

OUTLINE FOR FINAL REPORT

XXXX ELECTORAL OBSERVATION MISSION 67

Person responsible for preparing the final report: [NAME]

I. EXECUTIVE SUMMARY
Sub-chapter Person responsible Date due
1. General characteristics of the EOM General coordinator
2. Results obtained by the EOM: results versus
Deputy Chief of Mission
proposed objectives and goals
3. Summary of results of electoral process General coordinator and
specialists responsible

CHAPTER I: INTRODUCTION
General information, background, number of
General coordinator
observers

CHAPTER II: POLITICAL SYSTEM AND ELECTORAL ORGANIZATION

Political system/political environment DSDSM
Election law, electoral authorities Legal & electoral organization
specialists
Political financing DSDSM

CHAPTER III: THE MISSION: ACTIVITIES AND ELECTORAL OBSERVATION

1.Pre-election stage: political nature DSDSM
1.Pre-election stage: Procedures for support and
Electoral organization & information systems specialists
electoral technology
1. Pre-election stage:
DECO
Media coverage
1. Pre-election stage: Organization, logistics,
Electoral organization specialist
and management of process
1. Pre-election stage: Election campaign, including
DSDSM
campaign closings, debates, etc.

2. Election day: Coverage and

General coordinator
observation activities
2. Election day: Electoral Organization Electoral organization specialist
2. Election day: Process of voting General coordinator & indicators specialist
2. Election day: Process of counting and General coordinator and electoral organization,
tabulating votes at national and regional leveL information systems, and indicators specialists

2. Election day: Transmission and publication

Electoral organization specialist
of results
 Organization of American States

ANNEX 18 OUTLINE FOR FINAL REPORT

Sub-chapter Person responsible Date due
2. Election day: Political environment DSDSM
68
2. Election day: News media Media, DECO

3. Post-election stage: Final vote tabulation Electoral organization & information systems specialists

3. Post-election stage: Declaration of results Electoral organization specialist

3. Post-election stage: Reactions of actors in process DSDSM
3. Post-election stage: Resolution of conflicts Legal specialist
3. Post-election stage: Political environment following the elections DSDSM

4. Complaints Legal specialist

CHAPTER IV: CONCLUSIONS AND RECOMMENDATIONS

General conclusions Deputy Chief of Mission

CHAPTER V: FINANCIAL REPORT

General information Financial specialist, DECO/SAP

APPENDICES
Invitation and acceptance letters, agreements, official
bulletins of results, list of observers, press releases, General coordinator
pre-election and post-election reports, election
calendar