Abbreviations and acronyms

Term

Description

AAS Australian Accounting Standards
ABS Australian Bureau of Statistics
ACT Australian Capital Territory
AEC Australian Electoral Commission
AEO Australian Electoral Officer
AMLPS Australian Marriage Law Postal Survey
ANAO Australian National Audit Office
APS Australian Public Service
APSC Australian Public Service Commission
ARIR Annual Roll Integrity Report
BAC Business Assurance Committee
BRIDGE Building Resources in Democracy, Governance and Elections
DFAT Department of Foreign Affairs and Trade
DLER Directed Level of Election Readiness
EA Enterprise Agreement
ECANZ Electoral Council of Australia and New Zealand
EL Executive level
ELT Executive Leadership Team
ERP Election Readiness Program
ERRM Election Ready Road Map
FCC Fraud Control Committee
FDEU Federal Direct Enrolment and Update
FOI Freedom of Information
FRR Financial Reporting Rule
ICARE APS values—impartial, committed to service, accountable, respectful, ethical
ICT Information and communications technology
IPS Information Publication Scheme
JSCEM Joint Standing Committee on Electoral Matters
NEDC National Election Delivery Committee
NEM National Election Manager
NRS National Relay Service
NTEU National Training and Education Unit
OHC Organisational Health Committee
PBS Portfolio Budget Statement
PGPA Act Public Governance, Performance and Accountability Act 2013
PIANZEA Pacific Islands, Australia and New Zealand Electoral Administrators
SES Senior executive service
SMS Short message service
VITS Victorian Interpreting and Translating Service
WHS Work health and safety

Glossary

Term

Description

Amortisation Reductions in the value of assets to reflect their reduced worth over time.
Ballot A secret vote, normally written.
Ballot box The sealed container into which voter places a completed ballot paper.
Ballot paper A paper that shows the questions to be put or the names of the candidates who are standing for election and on which voters mark their vote.
By-election An election held to fill a single vacancy in the House of Representatives.
Candidate A person standing for election to the House of Representatives or Senate.
Certified list The official electoral roll used to mark off voters at an election.
Claims for enrolment Application form to enrol to vote or update enrolment.
Close of rolls The date the electoral roll closes for the federal election, which is 8pm local Australian time on the seventh calendar day after the writs are issued.
Compulsory voting The requirement for Australian citizens aged 18 years and over to enrol to vote and to vote at each election.
Constitution (Australian) The document that sets out the structure under which the Australian Government operates. It can only be amended through a referendum.
Court of Disputed Returns A court (in Australia, the High Court) that determines disputes about elections.
Declaration vote Any vote where, instead of the voter being marked off the certified list, the vote is sealed in an envelope and signed by the voter and admitted to the count only after further checks are completed.
Declaration of nominations Formal announcement of registered candidates, whose names will appear on a ballot paper in an election.
Depreciation A method of allocating the cost of a tangible asset over its useful life.
Elector A person whose name appears on an electoral roll.
Electoral cycle The period from one federal election to the next, usually three years.
Electoral division The voting area, containing approximately equal numbers of voters, for which one member is elected to the House of Representatives. Australia is divided into 150 electoral divisions.
Electoral roll The list of people entitled to vote in an election or referendum.
Electorate See ‘electoral division’ above.
Employee Member of staff that is ongoing, non-ongoing, intermittent or irregular.
Enrolment form Application form to enrol to vote or update enrolment.
Federal election A general election for the House of Representatives and Senate.
Fee-for-service election An election or ballot conducted on a full cost recovery basis.
Financial disclosure return A document detailing information on the receipts and expenditure of participants in the political process.
Formality or formal vote A vote in an election or referendum where the ballot paper has been marked correctly and is counted towards the result. A ballot paper incorrectly marked is called informal.
Franchise The right to vote.
Funding and disclosure Public funding of election campaigns and disclosure of certain financial details by candidates, political parties and others.
General postal voter A voter who is registered to have postal ballot papers sent automatically.
House of Representatives The house of Parliament in which the government is formed. Under a preferential voting system, each electoral division elects one member of the House of Representatives.
Inventory balance The worth of held goods and materials.
Joint Standing Committee on Electoral Matters The parliamentary committee that reports on, and refers inquiries into, matters relating to electoral laws, practices and administration.
Member Any person elected to Parliament, but commonly used for the House of Representatives.
Mobile polling team Polling officials who bring polling to hospitals, nursing homes and remote locations.
Nomination Submission for candidacy for election to the Senate or House of Representatives.
Operating deficit Financial status in which expenditure exceeds revenue.
Ordinary vote A vote cast on or before election day within the electoral division in which the voter is enrolled.
Outposted centre Premises established to house key election activities such as scrutinies and despatch and return of materials to and from polling places.
Poll An election – a count of votes or opinions.
Polling day The day fixed for the election.
Polling place A location for people to vote.
Postal vote Ballot papers sent to a voter and posted back.
Preferential voting A system of voting where a voter shows an order of preference for candidates by numbering their choices.
Pre-poll vote A vote cast before election day.
Protected action ballot A workplace voting system whereby employees participate in a fair and secret ballot to determine whether industrial action should proceed in their workplace.
Provisional vote Vote cast at a polling place where the elector’s name cannot be found on the roll, the name has been marked off, or the voter has a silent enrolment.
Redistribution A redrawing of electoral boundaries to ensure (as closely as possible) the same number of voters in each electoral division.
Referendum A vote to change the Constitution.
Returned candidate Candidate who is officially declared elected by a returning officer.
Returning officer The person responsible for conducting an election in a particular area. A divisional returning officer is responsible for conducting the House of Representatives election in their electoral division. An Australian electoral officer is the returning officer for the Senate election in their state or territory.
Registered political party A party registered with the AEC under Part XI of the Commonwealth Electoral Act 1918.
Revenue appropriations Federal funds set aside each year for specific government programs.
Roll The list of people entitled to vote in an election or referendum.
Scrutineer Someone nominated by a candidate to watch the counting or scrutiny of votes.
Scrutiny The counting of votes is also known as the scrutiny.
Secret ballot A vote made in secret.
Senate The house of Parliament representing the states. A total of 76 senators are elected – 12 from each state and two from each territory – under a proportional representation system.
Silent elector A voter whose address does not appear on the electoral roll for reasons of personal safety.
Turnout The percentage of people who voted in the election (formal and informal votes as a percentage of eligible enrolled electors).
Vote To choose a representative, or indicate a preference, in an election.
Writ A document commanding an electoral officer to hold an election, containing dates for the close of rolls, the close of nominations, the election day and the return of the writ.

Index to list of annual report requirements

Section and description

Requirement

Opening pages

Letter of transmittal

Mandatory

Table of contents

Mandatory

Internet home page address and internet address for report

Mandatory

Contact officer(s)

Mandatory

Reader guides

Index

Mandatory

Glossary (including abbreviations and acronyms)

Mandatory

List of requirements

Mandatory

Review by accountable authority

Review by Commissioner

Mandatory

Summary of significant issues and developments

Suggested

Overview of agency performance and financial results

Suggested

Outlook for following year

Suggested

Significant issues and developments – portfolio

Suggested for portfolio departments (N/A)

AEC overview

Role and functions (including agency purpose)

Mandatory

Organisational structure

Mandatory

Outcome and program structure

Mandatory

Where outcome and program structures differ from Portfolio Budget Statements/Portfolio Additional Estimates Statements or other portfolio statements accompanying any other additional appropriation bills (other portfolio statements), details of variation and reasons for change

Mandatory if applicable (N/A)

Portfolio structure

Mandatory for portfolio departments (N/A)

Report on performance

Annual performance statement

Mandatory

Performance report in relation to deliverables and key performance indicators set out in Portfolio Budget Statements/Portfolio Additional Estimates Statements or other portfolio statements

Mandatory

Where performance targets differ from the Portfolio Budget Statements/Portfolio Additional Estimates Statements, details of both former and new targets, and reasons for the change

Mandatory

Narrative discussion and analysis of performance

Mandatory

Significant changes in nature of principal functions/services

Suggested if applicable (N/A)

Performance of purchaser/provider arrangements (performance statement and managing supply chain)

Suggested

Factors, events or trends influencing agency performance

Suggested

Discussion and analysis of the agency’s financial performance

Mandatory

Discussion of any significant changes in financial results from the prior year, from budget or anticipated to have a significant impact on future operations

Mandatory

Agency resource statement summarising the total resources and total payments of the entity

Mandatory

Management and accountability

Corporate governance

Agency heads are required to certify their agency’s actions in dealing with fraud (also see letter of transmittal)

Mandatory

Information on preventing, detecting and dealing with fraud

Mandatory

Outline of structures and processes in place for implementing principles and objectives of corporate governance

Mandatory

Statement of any significant issue reported to the responsible minister that relates to non-compliance with finance law

Mandatory if applicable (N/A)

Names of the senior executive and their responsibilities

Suggested

Senior management committees and their roles

Suggested

Internal audit arrangements including approach adopted to identifying areas of significant financial or operational risk and arrangements to manage those risks

Suggested

Policy and practices on the establishment and maintenance of appropriate ethical standards

Suggested

How nature and amount of remuneration for Senior Executive Service officers is determined

Mandatory

External scrutiny

Significant developments in external scrutiny

Mandatory

Judicial decisions and decisions of administrative tribunals and by the Australian Information Commissioner

Mandatory

Reports by the Auditor-General, a Parliamentary Committee, the Commonwealth Ombudsman

Mandatory

Capability reviews released during period

Mandatory if applicable (N/A)

Management of human resources

Assessment of effectiveness in managing and developing human resources to achieve agency objectives

Mandatory

Workforce planning, employee retention and turnover

Suggested

Enterprise or collective agreements, individual flexibility agreements, determinations, common law contracts and Australian Workplace Agreements

Mandatory

Non-salary beneftis; salary ranges

Mandatory for APS staff

Training and development undertaken and its impact

Suggested

Work health and safety performance

Suggested

Statistics on APS employees (ongoing and non-ongoing)

Mandatory

Number of SES and non SES employees covered by Agreements

Mandatory

Performance pay

Mandatory

Assets management

Assessment of effectiveness of assets management

Mandatory if applicable

Purchasing

Assessment of performance against Commonwealth Procurement Rules

Mandatory

Consultants

Summary statements detailing the number of new consultancy services contracts let during the year; the total actual expenditure on all such contracts (GST incl.); the number of ongoing consultancy contracts entered into in a previous year; and the total actual expenditure in the reporting year on the ongoing consultancy contracts (GST incl.)

Mandatory

Summary of policies for selecting and engaging consultants; procedures for selecting consultants; and main categories of purposes for which consultants were engaged

Mandatory

Statement noting that information on contracts and consultancies is available on the AusTender website

Mandatory

Australian National Audit Office access clauses

Absence of provisions in contracts allowing access by the Auditor-General

Mandatory

Exempt contracts

Contracts exempted from publication in AusTender

Mandatory

Small business

Procurement practices to support small business

Mandatory

Financial statements

Financial statements

Mandatory

Other mandatory information

Work health and safety (Schedule 2, Part 4 of the Work Health and Safety Act 2011)

Mandatory

Advertising campaigns (section 311A of the Commonwealth Electoral Act 1918) statement

Mandatory

Ecologically sustainable development and environmental performance (section 516A of the Environment Protection and Biodiversity Conservation Act 1999)

Mandatory

Compliance with the agency’s obligations under the Carer Recognition Act 2010

Mandatory if applicable

Grants awarded

Mandatory

Disability reporting – mechanisms of disability reporting, including reference to website for further information

Mandatory

Information Publication Scheme statement

Mandatory

Correction of material errors in previous annual report

Mandatory if applicable (N/A)

Agency resource statements and resources for outcomes

Mandatory