Holding a PAB Vote With CiVS

At CiVS we’re all about making things simple. Holding a vote with us is an easy and seamless process, whether it’s for an Enterprise Agreement (EA) or Protected Action Ballot (PAB). However, it might seem daunting to enlist our services if you don’t know exactly what to expect. That’s why we want to communicate our process to you as clearly as possible. No bells and whistles, just what we do and how we do it.


If you’re looking for information on our services you can turn to our homepage. If you’re looking for guidance on EA voting you can head to our previous EA article. These pages provide a good overview of what we do and the options available to you. Though, it doesn’t give a full in-depth look at what setting up a PAB vote with us means. That’s what we are going to be doing here. If you’re looking for the specifics on what you can expect from holding a PAB vote with us, read on. We’ve divided our PAB voting process into 9 separate stages, and we’ll walk you through each one, step-by-step.


1. Quote

The first step is receiving a quote from us. You can request a quote by emailing us at info@civs.com.au or requesting a quote through our site. To request through our site, simply scroll to the bottom of our website on any of our major pages (such as the ‘About’ page or homepage). In order to get a proposal through to you we require the following information:

  • Full name
  • Company
  • Email
  • Phone
  • Number of voters
  • Type of vote: EA, PAB, Election, Survey, Other

Once we have this information we’ll get a quote back to you shortly. For a PAB this quote will outline the price of an online protected action ballot for your voter number and additionally the cost associated with an SMS distribution of User ID & PINs. SMS User ID & Pin distribution is an optional service we offer. This helps to simplify the voting process, improve voter participation, and improve ease of voting.


2. Draft Orders

With every quote that we send out we attach our own example draft orders. Using our draft orders format helps to streamline our operations, so we can move faster. Our example draft orders are clear, concise, and make it easy for us to receive information.


3. Timetable

Once the draft orders have been sent and approved, we get to work on making up a timetable. This will outline the timeline that your PAB vote will most likely take place over (granted, there are no delays). It includes deadlines for the listing to be sent, when the notice to employees is sent out, and when the vote opens and closes. It has everything you need to stay on top of your PAB. CiVS sends this out to all relevant parties, so everyone’s on the same page.


4. Listings are sent

Next, the applicant and respondent provide their listings to the appropriate parties.


5. Notice to employees

After listings have been sent CiVS prepares the notice to employees in accordance with the timetable and the fair work commission’s orders.


6. Roll closes

Some time after the notice has been sent, the roll will close. Typically, this occurs the day before the vote opens. This provides plenty of flexibility for participants joining or leaving the union, or their place of employment. Once the vote has opened however, no more voters can be added.


7. The vote opens

The vote then opens for the period of time specified in the order. Voters will be able to access the vote with ease online, using the User ID & Pin they received from us. Depending on what was requested, they will have either received this information by email alone, or by email and SMS. During the time of the vote, all participants have access to our support line which operates during AWST business hours.


8. Invoice

From here we send out an invoice to you. The invoice provides all the necessary details to make the payment. It outlines the amount paid, as well as a breakdown of the costs, similar to the initial quote. The invoice we send makes it easy to execute the payment seamlessly online.


9. Declaration

Once the vote has closed a signed Declaration of Result document will be sent out. Usually, this document will come within a few hours of the vote closing.


Hopefully this article will cover a few of your top questions. If you’re still after more information, feel free to contact us at (08) 6314 0580 or email info@civs.com.au.