Electoral Roll

Revising the Electoral Roll and Preparation of a New Electoral Roll

The Church of England Parish Resources website has guidance information and all of the forms you will need: https://www.parishresources.org.uk/pccs/apcms/

This brief guide from Derby Diocese aims to help you through the steps to revise/ prepare your Electoral Roll.

 

About the Electoral Roll:

  • The Church Electoral Roll is the foundation for all Church governance
  • The Electoral Roll contains the names & addresses of everyone who can vote at the Annual Parochial Church Meeting (APCM)
  • The Electoral  Roll is revised  every year
  • Every six years a new Electoral Roll must be prepared (including in 2019)

To be on the Electoral Roll a person must be baptised, at least 16 years old and either:

    • Living in the Parish and a member of the Church of England (or a Church in communion with the Church of England)
    • Not resident in the Parish but a member of the Church of England (or a Church in communion with the Church of England) and has regularly attended worship in the Parish during the six months prior to enrolment or
    • A member in good standing of a Church which subscribes to the doctrine of the Holy Trinity and they are prepared to declare themselves a member of the Church of England, having regularly attended worship during the six months prior to enrolment.

Revising the Electoral Roll:

At least two weeks before the APCM, display a notice that the Roll will be revised

People will  need to fill  in an application if:

  • They have  moved  into the parish
  • They have joined the church
  • They have turned 16 (since  the last revision  of the Roll)

 

  • Each Parish should have one Electoral Roll, even if there is more than one place of worship within the Parish
  • When someone leaves the Parish and the name is removed from the Electoral Roll, a notice should be sent to their new Parish.
  • When someone applies to be added to the Electoral Roll, a notice should be sent to their former Parish Electoral Roll Officer.
  • Announcements made in church on each of the Sundays while the notice is displayed
  • Revision of the Roll completed not less than 15 days or more than 28 days before the APCM (which must be before 30th April)
  • After the Roll is revised, no names to be added or removed until after the APCM
  • Number certified includes members of daughter or district churches

 

Preparing a New Electoral Roll:

  • Must be done every six years (including 2019)
  • Notice displayed near the main door of every Church in the Parish
  • At least two months before the APCM
  • Notice must stay up for at least 14 days
  • Announcements made in Church during the 14 days that the notice is up to say that the Roll is being prepared
  • PCC must ensure that reasonable efforts are made to let everyone      on the old Roll know that a new Roll is being prepared
  • Exception is anyone no longer qualified to be on the Roll (e.g. someone who no longer worships regularly in the Parish and lives outside the Parish)
  • Members of the previous Roll need to fill in applications (no one is automatically included)
  • New people  may also  apply by filling in an application  for enrolment
  • New Roll must be complete on a fixed date between 15 and 28 days before the APCM
  • Completed new Roll is posted near the main church door at least  14 days  before the APCM
  • During this time corrections may be made (e.g. correcting a misspelling) but no new names added or removed

 

Annually after the APCM:

  • Electoral Roll Certificate (SG7) completed and signed
  • Copy sent to Diocese (Church House, Full Street, Derby DE1 3DR or enquiries@derby.Anglican.org)
  • Copy posted near the principal door of the church for 14 days
  • Copies also posted at doors of any daughter churches for 14 days

 

Timetable for Revising  the Electoral Roll:

Action

When it needs to happen

        Date in your parish

Put up the notice of the
revision of the Roll

At least 14 days before

the start of revision

 

Undertake the revision

A fixed date 15 to 28 days before the APCM

 

 

Display the revised Roll with a  list of the
names that have been removed

At least 14 days before the APCM

 

APCM

By 30th April

 

 

Timetable for Preparing the New Electoral Roll:

Action

When it needs to happen

Date in your parish

Put up the notice that a new Roll
will be prepared

At  least 2 months before the APCM

 

Announcements during services

The first two Sundays once the notice is up

 

PCC informs those on
the previous Roll

Once the notice is up

 

Completion of the new Roll

A fixed date 15 to 28 days before the APCM

 

Display the completed Roll

At least 14 days before the APCM

 

APCM

By 30th April

 

 

Electoral Roll & GDPR:

The Church Representation Rules (CRR) require publication of the Electoral Roll, so the publication of the Roll will be considered a legitimate activity of a not-for-profit body under the General Data Protection Regulation. 

The CRR prescribe the relevant forms for PCC administrative matters, so the Electoral Roll forms should not be altered.   

The forms state that the names of individuals will be published on or near the church door, so if they do not object by applying to have their name entered on the Roll they are consenting to the publication of their name in the manner set out.

For further guidance regarding GDPR, visit the Church of England Parish Resources website: https://www.parishresources.org.uk/gdpr/

 

>> Download these guidance notes as a PDF

The Diocese of Derby

Contact Us

Derby Church House

Full Street, Derby DE1 3DR

01332 388650 (reception)

Church House reception: 

enquiries@derby.anglican.org