Reader guides

Abbreviations and acronyms, glossary, index to the list
of annual report requirements and a general index

Reader guides

Abbreviations and acronyms

Term Description

AAS

Australian Accounting Standards

AAT

Administrative Appeals Tribunal

ABS

Australian Bureau of Statistics

ACSC

Australian Cyber Security Centre

ACT

Australian Capital Territory

AEC

Australian Electoral Commission

AEO

Australian Electoral Officer

ANAO

Australian National Audit Office

APS

Australian Public Service

APSC

Australian Public Service Commission

ARIR

Annual Roll Integrity Report

ASL

Average Staffing Level

BAC

Business Assurance Committee

BRIDGE

Building Resources in Democracy, Governance and Elections

CALD

culturally and linguistically diverse

CSOC

Cyber Security Operations centre

DAC

Disability Advisory Committee

DFAT

Department of Foreign Affairs and Trade

DLER

Directed Level of Election Readiness

DoF

Department of Finance

EA

Enterprise Agreement

ECANZ

Electoral Council of Australia and New Zealand

ECL

Electronic Certified List

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

ICE

Industrial and Commercial Elections

ICT

Information and Communications Technology

IEPP

Indigenous Electoral Participation Program

IEPWG

Indigenous Electoral Participation Working Group

IFES

International Foundation for Electoral Systems

International IDEA

International Institute for democracy and Electoral Assistance

IPS

Information Publication Scheme

JSCEM

Joint Standing Committee on Electoral Matters

NEEC

National Electoral Education Centre

NEDC

National Election Delivery Committee

NEM

National Election Manager

NRS

National Relay Service

NTEU

National Training and Education Unit

OTM

Other Trust Monies accounts

OHC

Organisational Health Committee

PBS

Portfolio Budget Statements

PGPA Act

Public Governance, Performance and Accountability Act 2013

PIANZEA

Pacific Islands, Australia and New Zealand Electoral Administrators

PMP

Privacy Management Plan

PSPF

Protective Security Policy Framework

SES

Senior Executive Service

SMS

Short message service

SOETM

Other Entities and Trust Moneys Special accounts

SOG

Services for other Government

TEW

temporary election workforce

UNDP

United Nations Development Programme

UNEAD

United Nations Electoral Assistance Division

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 a 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

Electronic Certified List

An electronic list of eligible electors which is accessed through an electronic device to allow polling officials to efficiently search the list of eligible electors and record that an elector has been handed a ballot paper

Employee

Member of staff that is ongoing, non-ongoing, intermittent or irregular

Enrolment form

See ‘claims for enrolment’ above

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

Out-posted 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
Letter of transmittal

Letter of transmittal signed and dated by accountable authority

Mandatory

Aids to access

Table of contents

Mandatory

Alphabetical index

Mandatory

Glossary of abbreviations and acronyms

Mandatory

List of requirements

Mandatory

Contact officer

Mandatory

Website address

Mandatory

Electronic address of report

Mandatory

Review by accountable authority

A review by the accountable authority of the entity

Mandatory

Overview of the entity

A description of the role and functions

Mandatory

A description of the organisational structure

Mandatory

A description of the outcomes and programmes administered

Mandatory

A description of the purposes of the entity in the corporate plan

Mandatory

Name of accountable authority

Mandatory

Position title of accountable authority

Mandatory

Period as the accountable authority or member of the accountable authority within the reporting period

Mandatory

An outline of the structure of the portfolio of the entity

Portfolio departments mandatory

Where the outcomes and programs administered by the entity differ from any Portfolio Budget Statement, Portfolio Additional Estimates Statement or Portfolio Estimates Statement

If applicable, mandatory

Report on the performance of the entity

Annual performance statements

Annual performance statement in accordance with paragraph 39(1)(b) of the Act and section 16F of the Rule

Mandatory

Report on financial performance

A discussion and analysis of financial performance.

Mandatory

A table summarising the total resources and total payments

Mandatory

Any significant changes in the financial results during or after the previous or current reporting period, information on those changes, including: the cause of any operating loss of the entity; how the entity has responded to the loss and the actions that have been taken in relation to the loss; and any matter or circumstances that it can reasonably be anticipated will have a significant impact on the entity’s future operation or financial results

If applicable, mandatory

Management and accountability

Corporate governance

Information on compliance with section 10 (fraud systems)

Mandatory

A certification by accountable authority that fraud risk assessments and fraud control plans have been prepared

Mandatory

A certification by accountable authority that appropriate mechanisms for preventing, detecting incidents of, investigating or otherwise dealing with, and recording or reporting fraud are in place

Mandatory

A certification by accountable authority that all reasonable measures have been taken to deal appropriately with fraud

Mandatory

An outline of structures and processes in place to implement principles and objectives of corporate governance

Mandatory

A statement of significant issues reported to Minister under paragraph 19(1)(e) of the Act that relates to non compliance with Finance law and action taken to remedy non compliance

If applicable, mandatory

External scrutiny

Information on the most significant developments in external scrutiny and the entity’s response to the scrutiny

Mandatory

Information on judicial decisions and decisions of administrative tribunals and by the Australian Information Commissioner that may have a significant effect on the operations of the entity

If applicable, mandatory

Information on any reports on operations of the entity by the Auditor General (other than report under section 43 of the Act), a Parliamentary Committee, or the Commonwealth Ombudsman

If applicable, mandatory

Information on any capability reviews released during the period

If applicable, mandatory

Management of human resources

An assessment of the entity’s effectiveness in managing and developing employees to achieve entity objectives

Mandatory

Statistics on the AEC’s employees on an ongoing and non ongoing basis

Mandatory

Statistics on the AEC’s APS employees on an ongoing and non ongoing basis

Mandatory

Information on any enterprise agreements, individual flexibility arrangements, Australian workplace agreements, common law contracts and determinations under subsection 24(1) of the Public Service Act 1999

Mandatory

The number of SES and non SES employees covered by agreements etc. identified in paragraph 17AG(4)(c).

Mandatory

The salary ranges available for APS employees by classification level

Mandatory

A description of non salary benefits provided to employees

Mandatory

Information on the number of employees at each classification level who received performance pay

If applicable, mandatory

Information on aggregate amounts of performance pay at each classification level

If applicable, mandatory

Information on the average amount of performance payment, and range of such payments, at each classification level

If applicable, mandatory

Information on aggregate amount of performance payments

If applicable, mandatory

Assets management

An assessment of effectiveness of assets management where asset management is a significant part of the entity’s activities

If applicable, mandatory

Performance

An assessment of entity performance against the Commonwealth Procurement Rules

Mandatory

Consultants

A summary statement detailing the number of new contracts engaging consultants and the expenditure

Mandatory

New consultancy contracts—statement

Mandatory

A summary of the policies and procedures for selecting and engaging consultants and the main categories of purposes for which consultants were selected and engaged

Mandatory

Actual expenditure on contracts for consultancies and reference to the AusTender website—statement

Mandatory

Australian National Audit Office access clauses

If an entity entered into a contract with a value of more than $100 000 (inclusive of GST) and the contract did not provide the Auditor General with access to the contractor’s premises, the report must include the name of the contractor, purpose and value of the contract, and the reason why a clause allowing access was not included in the contract

If applicable, mandatory

Exempt contracts

Exempted contracts or standing offer—statement

If applicable, mandatory

Small business

Supporting small business participation in the Commonwealth Government procurement market and reference to the Department of Finance website—statement

Mandatory

An outline of the ways in which the procurement practices of the entity support small and medium enterprises

Mandatory

If the entity is considered by the Department administered by the Finance Minister as material in nature, a statement of recognition of the importance of ensuring that small businesses are paid on time, and reference to the Treasury website

If applicable, mandatory

Financial statements

Inclusion of the annual financial statements in accordance with subsection 43(4) of the Act

Mandatory

Executive remuneration

Information about executive remuneration

Mandatory

Other Mandatory Information

Advertising campaigns conducted—statement and reference to the Department of Finance website

If applicable, mandatory

If the entity did not conduct advertising campaigns, a statement to that effect

If applicable, mandatory

A statement on grants awarded by the AEC

If applicable, mandatory

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

Mandatory

Website reference to where the entity’s Information Publication Scheme statement can be found

Mandatory

Correction of material errors in previous annual report

If applicable, mandatory

Information required by other legislation

Mandatory