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Central Poll Supervisor Guidebook – Ordinary Polls

Spot check: Schedule for the day

Do these spot checks at the times shown throughout the day to correct any mistakes as early as possible and to make sure all election officers follow procedures.

  • 30 min before polls open: Verification of Accessible Facilities Booklet EC 50116p. 4
  • 15 min before polls open: Guidebook
  • After polls open: Guidebook
  • Between 12 and 1 p.m.: Verification of Accessible Facilities Booklet EC 50116p. 5
  • Between 1 and 2 p.m.: Guidebook
  • Between 4 and 5 p.m.: Verification of Accessible Facilities Booklet EC 50116p. 6
  • Before envelopes that contain ballots are sealed: Guidebook

Spot check: 15 minutes before polls open

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
  • Table with file folders for representatives is set up at the entrance

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
  • They will collect bingo sheets from Poll Clerks every 60 minutes and put a copy in each folder for representatives
  • 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 they have matches the number on Notice to Deputy Returning Officer EC 10002
  • The DRO has initialled every ballot in 1 booklet
  • The electoral district and polling station are written on all forms and envelopes

Remind

  • DRO they must balance ballots often throughout the day
  • Poll Clerk to put first copy of bingo sheet in envelope, give all others to Information Officer and start a new one every 60 minutes

Check and confirm

  • Poll Book EC 50060
    • Cover page is filled out
  • Ballot Box EC 50250
    • Polling station is written on it
    • Top and bottom are sealed
  • Seal Control Sheet EC 50205
    • Ballot box seal numbers are written on it
  • Statement of the Electors Who Voted on Polling Day EC 50111 (bingo sheet)
    • Electoral district, polling station, date and time interval are written on it

Spot check: after polls open and between 1 and 2 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 officers
  • There is no partisan material in 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
  • Officers greet electors saying 'Hello, bonjour' and are patient and polite
  • 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
  • Confirm they collected bingo sheets from each Poll Clerk every 60 minutes and put a copy in each file folder
  • 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

  • List of Electors
    • A line was drawn through each elector who voted
    • Voted box is ticked next to each elector who voted
  • All 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)
  • All 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
  • Poll Book EC 50060
    • On p. 4, information was filled out for every elector on the list who needed to take an oath
    • On p. 12, information was filled out and Voted box was ticked for every elector who registered and voted
    • Box was ticked for oath taken, where appropriate
  • Original Copies of Statement of Electors Who Voted at the Polling Station Envelope EC 50385
    • Top copy of Statement of the Electors Who Voted on Polling Day EC 50111 (bingo sheet) for each 60–minute interval is inside and was signed by Poll Clerk

Spot check: before envelopes that contain ballots are sealed

Ordinary polling stations

Confirm
  • Ballots were balanced and total matches Notice to Deputy Returning Officer EC 10002p. 46 of their guidebook
  • Number of electors who voted and number of electors who registered are written on List of Electors and DRO signed last page
  • Number of Registration Certificates EC 50050 matches number of entries on p. 12–27 in Poll Book EC 50060
  • Electoral district and polling station are written on all forms and envelopes
Check and confirm
  • Poll Book EC 50060
    • All boxes and total are filled out on p. 33
    • Any objections to ballots are written on p. 35
    • DRO and Poll Clerk signed on p. 37
  • Statement of the Vote EC 50100
    • All boxes are filled out
    • Totals in boxes 1 and 5 match
    • Totals in boxes 8 and 9 match
    • Long seal number for top of ballot box is written in box 10
    Note: if totals don't match, help them try to find their error. After 3 tries, ask DRO to write a note on the statement and to continue.
  • Unused Ballots Envelope EC 50420
    • Number of unused ballots is written
  • Spoiled Ballots Envelope EC 50430
    • Number of spoiled ballots is written
  • Rejected Ballots Envelope EC 50440
    • Number of rejected ballots is written
  • Ballots Cast for a Candidate Envelopes EC 50450
    • Candidate's name is written on each one
    • Number of votes candidate received is written on each one

Advance polling stations

Confirm
  • Ballots were balanced and total matches Notice to Deputy Returning Officer EC 10002p. 48 of their guidebook
  • Electoral district and polling station are written on all forms and envelopes
Check and confirm
  • Advance Poll Book EC 50070
    • All boxes and total are filled out on p. 9
    • Any objections to ballots are written on p. 13
    • DRO and Poll Clerk signed on p. 15
  • Statement of the Vote EC 50100
    • All boxes are filled out
    • Totals in boxes 1 and 5 match
    • Totals in boxes 8 and 9 match
    • Long seal number for top of ballot box is written in box 10
    Note: if totals don't match, help them try to find their error. After 3 tries, ask DRO to write a note on the statement and to continue
  • Rejected Ballots Envelope EC 50440
    • Number of rejected ballots is written
  • Ballots Cast for a Candidate Envelopes EC 50450
    • Candidate's name is written on each one
    • Number of votes candidate received is written on each one