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Central Poll Supervisor Guidebook – Advance Polls

Spot check: Schedule for each day

Do the following spot checks every day to correct any mistakes as early as possible and to make sure all election officers follow procedures.

Friday

  • 11:30 a.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 4
  • 11:45 a.m.: Guidebook
  • Between 12 and 1 p.m.: Guidebook
  • Between 3 and 4 p.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 5
  • Between 4 and 5 p.m.: Guidebook
  • Between 6 and 7 p.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 6
  • Before you initial a poster: Guidebook

Saturday

  • 11:30 a.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 7
  • 11:45 a.m.: Guidebook
  • Between 12 and 1 p.m.: Guidebook
  • Between 3 and 4 p.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 8
  • Between 4 and 5 p.m.: Guidebook
  • Between 6 and 7 p.m.: Verification of Accessible Facilities Booklet – Advance Poll EC 50115p. 9
  • Before you initial a poster: Guidebook

Sunday

  • 11:30 a.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 10
  • 11:45 a.m.: Guidebook
  • Between 12 and 1 p.m.: Guidebook
  • Between 3 and 4 p.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 11
  • Between 4 and 5 p.m.: Guidebook
  • Between 6 and 7 p.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 12
  • Before you initial a poster: Guidebook

Monday

  • 11:30 a.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 13
  • 11:45 a.m.: Guidebook
  • Between 12 and 1 p.m.: Guidebook
  • Between 3 and 4 p.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 14
  • Between 4 and 5 p.m.: Guidebook
  • Between 6 and 7 p.m.: Verification of Accessible Facilities Booklet - Advance Poll EC 50115p. 15
  • Before you initial a poster Guidebook

Spot check: Friday at 11:45 a.m.

Scan outside and confirm

  • There is no partisan material on the exterior surface of the building
  • Signs posted outside are visible and clearly indicate where to vote

Scan inside and confirm

  • Voting screens are set up away from windows, doors and lineups to protect the secrecy of the vote
  • Pencils behind screens are sharp
  • Accessibility feedback station is set up in a visible area
  • There is no partisan material anywhere in the polling place
  • All election officers are dressed appropriately and are not wearing partisan colours
  • All election officers are wearing Election Personnel Identification Card EC 50210 with name and position

Visit Information Officers and confirm

  • Table and supplies are organized — p. 5 of their guidebook
  • VIC Collection Box EC 50255 is assembled and located in a convenient area
  • Guidebook is open at p. 6
  • If there is no automatic door opener or it does not work, one of them was assigned to stay by the doors at all times and open them for any electors who may have difficulty getting in

Visit Registration Officers and confirm

  • Table and supplies are organized — p. 5 of their guidebook
  • Guidebook is open at p. 6

Visit each polling station and confirm

  • Table and supplies are organized — p. 6 of their guidebook
  • Guidebook is open at p. 10
  • The number of ballots matches the number on Notice to Deputy Returning Officer EC 10002
  • The DRO has initialled every ballot in 1 booklet
  • The electoral district and advance polling station are written on all forms and envelopes
  • The DRO knows that they must balance ballots often each day

Check and confirm

  • Advance Poll Book EC 50070
    • Cover page is filled out
  • Advance Poll Ballot Box EC 50251
    • Correct type of box (i.e. EC 50251) is assembled
    • Top and bottom are sealed
    • Advance polling station is written on it
    • Box for the day is ticked
  • Seal Control Sheet EC 50205
    • Ballot box seal numbers are written on it
  • Record of Votes Cast at the Advance Polling Station EC 50080
    • Date, electoral district, advance polling station and page number are written on it
  • Statement of the Electors Who Voted at the Advance Poll EC 50109 (bingo sheet)
    • Electoral district, advance polling station, date and ordinary polling divisions assigned are written on it

Spot check: Saturday, Sunday and Monday at 11:45 a.m.

Scan outside and confirm

  • There is no partisan material on the exterior surface of the building
  • Signs posted outside are visible and clearly indicate where to vote

Scan inside and confirm

  • Voting screens are set up away from windows, doors and lineups to protect the secrecy of the vote
  • Pencils behind screens are sharp
  • There is no partisan material anywhere in the polling place
  • All election officers are dressed appropriately and are not wearing partisan colours
  • All election officers are wearing Election Personnel Identification Card EC 50210 with name and position

Visit Information Officers and confirm

  • Table and supplies are organized — p. 5 of their guidebook
  • A new VIC Collection Box EC 50255 is assembled, if required, and located in a convenient area
  • Guidebook is open at p. 6
  • If there is no automatic door opener or it does not work, one of them was assigned to stay by the doors at all times and open them for any electors who may have difficulty getting in

Visit Registration Officers and confirm

  • Table and supplies are organized — p. 5 of their guidebook
  • Guidebook is open at p. 6

Visit each polling station

  • Confirm table and supplies are organized — p. 6 of their guidebook

Check and confirm

  • Advance Poll Secure Box EC 50252 from previous day
    • All items are taken out and the box is recycled
  • Advance Poll Ballot Box EC 50251
    • New box of the correct type (i.e. EC 50251) is assembled
    • Top and bottom are sealed
    • Advance polling station is written on it
    • Box for the day is ticked
  • Seal Control Sheet EC 50205
    • Ballot box seal numbers are written on it
  • Unused Ballots Envelope EC 50421 from previous day
    • Yellow copies of Record of Votes Cast and used booklet stubs from previous day are inside
    • Number of unused ballots matches total on envelope
    • DRO knows to continue with unfinished booklet before initialling another
  • Record of Votes Cast at the Advance Polling Station EC 50080
    • New page is prepared starting with page #1 and entry #1
    • Date, electoral district and advance polling station are written on it
  • Statement of the Electors Who Voted at the Advance Poll EC 50109 (bingo sheet)
    • New page is prepared
    • Electoral district, advance polling station, date and ordinary polling divisions assigned are written on it

Spot check: Every day between 12–1 p.m. and between 4–5 p.m.

Scan outside and confirm

  • There is no partisan material on the exterior surface of the building
  • Signs posted outside are visible and clearly indicate where to vote

Scan inside and confirm

  • Candidates' representatives are not sitting at the same table as election officers
  • There is no partisan material anywhere in the polling place
  • Pencils behind screens are sharp
  • Candidates' representatives are following guidelines
  • VICs left behind are in collection box
  • Electors are leaving promptly after voting
  • Election officers greet electors by saying 'Hello, bonjour,' and are patient and polite
  • Election officers checked the badge of any representatives at their station
  • Lists of Electors and other elector information are covered when not in use
  • Guidebooks are being used

Visit Information Officers

  • Remind them to ask electors to leave after they vote
  • Remind them to put VICs in collection box after electors vote
  • Make sure one of them is located at the doors and ready to open them for any electors who may have difficulty getting in (if applicable)

Visit Registration Officers

  • Remind them to check with you before sending an elector to another polling place
  • Make sure they have enough supplies

Visit each polling station

  • Confirm they balanced their ballots recently or instruct them to do it — p. 48 of their guidebook

Check and confirm

  • Record of Votes Cast at the Advance Polling Station EC 50080
    • Date, electoral district, advance polling station and page number are written on each page
    • Names, addresses, ordinary polling divisions and sequence numbers (if on the list) of all electors who voted are written
    • All electors who voted signed it
    • Voted box is ticked next to every elector who voted
    • Correct box is ticked for electors who took an oath or who refused an oath
  • List of Electors and Statement of Changes, if applicable
    • A line is drawn through the name of each elector who voted
  • Registration Certificates EC 50050 and Correction Certificates EC 50051
    • Ordinary polling division and electoral district are written at the top
    • Each was correctly filled out
    • Each was signed by DRO and elector (except some Correction Certificates)
  • Oath of Residence Certificates EC 50055
    • Each has elector's ordinary polling division and electoral district at the top
    • Each has the attestor's sequence number in section 1 (if on the list)
    • Each was correctly filled out
    • Each was signed by elector, attestor and DRO
  • Statement of the Electors Who Voted at the Advance Poll EC 50109 (bingo sheet)
    • Electoral district, advance polling station, date and ordinary polling divisions assigned are written at the top of each page
    • Ordinary polling division and sequence number of every elector on the list who voted are written

Spot check: Every night before you initial a poster

Confirm

  • Number of ballots in ballot box matches number of electors marked as Voted
  • Ballots were balanced and total matches Notice to Deputy Returning Officer EC 10002p. 48 of their guidebook
  • Number of electors who voted and electors who registered are written on p. 9 of Advance Poll Book EC 50070
  • All pages of Record of Votes Cast EC 50080 were signed and dated, and double line was made after last entry
  • Seal numbers for Advance Poll Secure Box EC 50252 and Advance Poll Ballot Box EC 50251 are written on Seal Control Sheet EC 50205

Check and confirm

  • Spoiled (Advance) Ballots Envelope EC 50431
    • Number of spoiled ballots and electors who voted are written and box for the day is ticked
    • Envelope is sealed with Official Seal and signed by DRO and Poll Clerk
  • Daily Ballots Cast at the Advance Poll Envelope EC 50400
    • Number of ballots cast is written and box for the day is ticked
    • Envelope is sealed with Official Seal and signed by DRO and Poll Clerk
  • Registration and/or Correction Certificates Envelope EC 50390
    • All forms from Step 1 on poster are inside
    • Number of Registration Certificates EC 50050 is written
  • Oath of Residence Certificates Envelope EC 50422
    • All forms from Step 2 on poster are inside
    • Number of certificates is written
  • Record of Votes Cast (Yellow Copies) and Unused Ballots Envelope EC 50421
    • All forms from Step 3 on poster are inside
    • Number of unused ballots and electors who voted are written and box for the day is ticked