SOP of SUVIDHA-Permission Module

 Online SUVIDHA permission system for election campaign starts from the date of announcement of
election.
 The applicants i.e. representative of Political Parties, Candidates, Candidate’s Representatives,
Election Agents or others submit online application directly using SUVIDHA application available in
both web-version and mobile application version.
 Political Parties and Candidates may authorize their representatives Assembly segment-
wise/Parliament constituency-wise/District-wise for online submission of application for election
campaign. Authorization letter in hard copy may be submitted before DEO/RO/ARO before the
online submission of application for campaign permission for smooth and speedy processing of
applications.
 Applicant will apply in SUVIDHA for permission through mobile registration and OTP authentication.
Applicant shall have to enter his/her profile details during first time login into the system.
 Applicant have to select permission type from respective field. Necessary documents which are
required to submit for getting the permission, will be shown. Applicant can download copy of each
document. Properly filled up mandatory documents need to be uploaded at the time of application.
 After successful submission, system generated receipt can be obtained.
 Application has to be made subject to a maximum of 120 Hrs and minimum remaining period of
48 hrs of time limit from event time.
 For the applicant who is unable to apply online, there will be a facilitation centre at each ARO
level. Candidate/Political Party shall have to bring copies of application and other required
documents necessary for the permission. All hard copies will be digitized and permission will
be granted after processing the application through the SUVIDHA platform.
 Permissions will be disposed of by the competent authority based on the existing norms and
guidelines, NOCs of the related departments and instructions of the Election Commission of
India.
 Single Window System:

 Single Window System should be made available at ARO/RO/DEO level for facilitating
applicants i.e. representatives of political parties and contesting candidates or their
representatives/ agents for permission of public meeting, Rally, procession, helicopter
landing, Construction of helipad, street corner meeting, construction of Rostrum / Barricade,
issuance of vehicle permit etc.
 Nodal Officer at all respective level should be designated by the concerned departments.
Nodal Officer will be responsible for NOC of the concerned department.
 In Single Window System, Nodal Officers of all concerned Departments should be present
for better coordination and faster processing of applications. Nodal Officer can also use
mobile application for issuing NOC for permission.
 Representative of Political Party, Candidate, Candidate’s Representative, and Election Agent will
submit application containing detailed enumeration of projected expenditure in Annexure-
D 1 and other documents required for the permission.
 For facilitation of submission of the applications, facilitation counters will remain open preferably
between 1000 Hrs to 1800 Hrs.
 Mandatory documents shall have to be uploaded by the applicants at the time of online submission
of application or for offline applications, properly filled up mandatory documents shall have to be
submitted at the facilitation centre.
 All sample formats are available in SUVIDHA online platform. Applicants can download these
sample blank formats at any time from SUVIDHA for their use.

Following are the types of permission and documents required for each category of permission-

SUVIDHA Permission Matrix

Validity Disposal
SL Application Type Document
in Days Level
Application in Prescribed Format Mandatory

No Objection From OC/IC

Application for
permission to hold No Objection From Land Owner/Head the Institution
1 1 ARO Mandatory
meeting & Loud
Speaker Order For Use of Loud Speaker
Probable Expenditure Statement (ANNEXURE-D1) Mandatory
 Application in Prescribed Format Mandatory
Description of Vehicle Mandatory
Application for Attach A Copy of The Registration / Insurance / Tax-Token
2 1 ARO
Vehicle Permit Mandatory
Probable Exp. Statement (ANNEXURE-D1) Mandatory

Application in Prescribed Format Mandatory

Application for Permit Full Details of Vehicles Mandatory

to take out No Objection From OC/IC
3 1 ARO
Procession & Loud Order for use of Loud Speaker
Speaker
Probable Expenditure Statement (ANNEXURE-D1) Mandatory

Application in Prescribed Format Mandatory

Application for Permit
for Street Corner NOC From OC/IC
4 1 ARO
Meeting & Loud Order for Use of Loud Speaker
Speaker
Probable Expenditure Statement (ANNEXURE-D1) Mandatory
Application in Prescribed Format (Helipad) Mandatory

Application in Prescribed Format (Helicopter Landing)

Mandatory
NOC From Land Owner / Institution Mandatory
Application for
5 1 DEO
Helicopter & Helipad NOC From OC/IC & Police Station
NOC From Fire Service (Helipad)
NOC From PWD For Construction & Helipad
Probable Exp. Statement (ANNEXURE-D1) Mandatory
Application in Prescribe Format Mandatory

Permit for Clearance from Executive Engineer PWD

6 construction of 1 ARO NOC Form PWD Electrical / WBSEDCL / CESC
Rostrum/Barricade NOC of Fire Service
Probable Exp. Statement (ANNEXURE-D1) Mandatory
Application in Prescribed Format Mandatory

Application for Description of Vehicle Mandatory

7 Vehicle Permit (Intra 30 DEO Attach A Copy of The Registration / Insurance / Tax-Token
District) Mandatory
Probable Exp. Statement (ANNEXURE-D1) Mandatory
Application in Prescribed Format Mandatory
Application for
Construction of NOC of Land Owner Mandatory
8 30 ARO
Temporary Party No Objection From OC/IC
Office Probable Expenditure Statement (ANNEXURE-D1) Mandatory
Application in Prescribed Format Mandatory
Vehicle Permit for
Probable Expenditure Statement (ANNEXURE-D1) Mandatory
District Level Office
9 30 DEO
Bearer of Recognized Description of Vehicle Mandatory
Political Parties Attach A Copy of The Registration / Insurance / Tax-Token
Mandatory
 Application in Prescribed Format Mandatory
Application for loud
10 1 ARO Probable Expenditure Statement (ANNEXURE-D1) Mandatory
speaker permit
Order for use of Loud Speaker
Application in Prescribed Format Mandatory
Probable Expenditure Statement (ANNEXURE-D1) Mandatory
Application for
11 Vehicle with Loud 1 ARO Description of Vehicle Mandatory
Speaker Attach A Copy of The Registration / Insurance / Tax-Token
Mandatory
Order for use of Loud Speaker
Application in Prescribed Format Mandatory

Application for Probable Expenditure Statement (ANNEXURE-D1) Mandatory

12 Holding Meeting 1 ARO
No Objection From OC/IC
without Loud Speaker
No Objection From Land Owner/Head the Institution
Mandatory
Application in Prescribed Format Mandatory

Application for Description of Vehicle Mandatory

13 Vehicle Permit within 30 RO Attach A Copy of The Registration / Insurance / Tax-Token
PC Mandatory
Probable Exp. Statement (ANNEXURE-D1) Mandatory

SUVIDHA (Encore): Roles and Responsibility of Users

Permission Module:
All online or offline applications received from Political Parties or Candidates, Election agent of candidates
or others will be managed through Encore SUVIDHA Permission module.
Following users have important role in this permission module-

By User Critical Tasks

Candidate/ Political party Apply permission Online/ Offline
CEO Master data update of Permissions
ARO (AC segment) Update Nodal officers’ details
ARO (AC segment) Mapping of Police Station
ARO (AC segment) Digitization of Offline Permissions
ARO (AC segment) Processing of Permissions
CEO/DEO/RO/ARO Monitoring/ Dashboard/ Reports

 Time duration: Different kinds of permission will be processed from through this online application
from the date of announcement of elections to the end of election campaign period.
 Important Pre-requisites:
 All the master data should be updated well before the announcement of elections.
 All the steps marked mandatory should be done as per the timelines
 Verify the data before clicking the finalization button
 Follow the steps as mentioned in the user manual
 Any discrepancy should be immediately reported to ECI

A. Responsibility at DEO level:

The DEOs got very specific responsibility in their permission module that includes creation of master data
that help them to enter the details of the nodal officers of the nodal departments, apply offline permission
from their login, processing of permission and creation of agent that can digitize the physically received
permission request being approved at DEO level.
1. Steps to create/update master data:
I. Login to ENCORE
II. Click on Menu
III. Select the permission Menu
IV. Select “Add / Update Master data”
V. Click on Add Nodal Officer
VI. Enter the details and Save
2. Apply Offline Permission
The system allows the DEO to apply physically received permissions received at the DEO office. Here in the
ENCORE system, the DEO can only apply those permission from his login that are getting approved at his
level only. For the rest of the other level, the DEO will not be able to digitize the physically received
permission.
3. Accept/Reject Permission
DEO can take action (accept/reject/cancel) the permission. The permission getting approved at DEO level
will be available in the Menu of permission. Here, DEO needs to click on the reference ID of the permission.
The DEO can view the details of permission, decision of the Nodal officer and the attachment provided by
him. DEO can upload the copy of the order stating approval or rejection of the application. Decision of the
DEO will show in the login of the applicant. Applicant can also download the copy of the order.

4. Create DEO-Agent
This option helps the DEO to create an agent that can digitize all those permissions that are being
physically received at DEO office (Only DEO Level permission). The agent user will only get option to
digitize the forms; no other option will be available at agent level.
 B. Responsibility at ROPC level:
The ROPCs got very specific responsibility in their permission module that includes creation of master data
that help them to enter the details of the nodal officers of the nodal departments, apply offline permission
from their login, processing of permission and creation of agent that can digitize the physically received
permission request being approved at ROPC level.
1. Steps to create/update master data:
I. Login to ENCORE
II. Click on Menu
III. Select the permission Menu
IV. Select “Add / Update Master data”
V. Click on Add Nodal Officer
VI. Enter the details and Save

2. Accept/Reject Permission

ROPC can take action (accept/reject/cancel) the permission. The permission getting approved at ROPC level
will be available in the Menu of permission. Here, ROPC needs to click on the reference ID of the permission.
The ROPC can view the details of permission, decision of the Nodal officer and the attachment provided by
him. ROPC can upload the copy of the order stating approval or rejection of the application. Decision of the
ROPC will show in the login of the applicant. Applicant can download the copy of the order.

3. Create ROPC-Agent

This option helps the DEO to create an agent that can digitize all those permissions that are being
physically received at DEO office (Only DEO Level permission). The agent user will only get option to
digitize the forms, no other option will be available at agent level.

4. Apply Offline Permission

The system allows the ROPC to apply physically received permissions received at the ROPC office. Here in
the ENCORE system, the ROPC can only apply those permission from his login that are getting approved at
his level only. For the rest of the other level, the ROPC will not be able to digitize the physically received
permission.
 C. Responsibility at Assistant Returning Officer (ARO) PC Level
ARO level user has following important role-
a) Update the master data: Before making the application live i.e. before the announcement of
elections, update all the mater data.
b) Update details of the different authorities (Nodal Officers): Update the details of Nodal officers of
different Authorities/ Departments from where the NOCs are required by the candidates/ Political
parties for applying permissions
c) Update list of Police stations in AC segment: All Police Station(s) falling under an Assembly Segment
is/are to be updated through the respective ARO user log in. If in an AC segment two or more Police
Station are exist, all those Police Stations should be mapped.
d) Update list of Locations: From ARO User login, locations for which the permissions will be applied,
can be updated in AC segment. Important locations for meeting places falling under one AC segment
can be listed.
e) Create Agents log in: Processing of Offline applications- scanning, data entry uploading etc. can be
done through ARO Agent log in ID. For that purpose, ARO can create Agent Log in ID for smooth
processing of Offline forms.
f) Offline Permission module: In each ARO AC segment office, a help desk should be set up to
digitize the offline permissions applied by the contesting Candidates/Election Agent/Political
Parties etc. The data entry can be done by the ARO login or the agents created by AROs. Receipt
for each permission entered in the system can be generated and handed over to the candidate.
g) Process permissions: ARO PC can take action (accept/reject/cancel) the permission. The
permission getting approved at ROPC level will be available in the Menu of permission. Here,
AROPC needs to click on the reference ID of the permission. The AROPC can view the details of
permission, decision of the Nodal officer and the attachment provided by him. AROPC can upload
the copy of the order stating approval or rejection of the application. Decision of the AROPC will
show in the login of the applicant. Applicant can download the copy of the order.

Permission that required to be process at higher level can be downloaded and forwarded manually
also and after processing the decision can be uploaded from the same portal.