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Central Poll Supervisor Guidebook

GETTING READY

This section tells you how to get ready before voting days and when you arrive at the voting place.

Tips

  • Notes have been added throughout the book to provide further context to instructions. If you need, feel free to add your own, as well
  • Polling places may be hot or cold, be prepared for both
  • If you are facing a situation that isn't described in this guidebook, or you need additional help, call the office

Visit the polling place a week before

  1. CPS: Call the polling place contact and arrange for a visit
  2. CPS: At the site, plan the layout of your polling place
  3. CPS: Fill out section 1 of Verification of Accessible Facilities Booklet
    EC 50115
    If instructed by RO, also fill out Polling Place Suitability Checklist
    EC 12152
  4. CPS: Check for and fix any accessibility issues with the contact person

    Note if the issue can't be fixed, call the office right away to let them know

  5. CPS: Ask the contact person
    • if they will provide the number of tables and chairs that you need
    • if they will put the tables and chairs in the room for you
    • if they will give you the keys, or if someone will open and lock up for you every day
    • if you can have access the night before to set up
    • if there is a photocopier on site
    • if there is a phone on site that you can use each day

    Note if there is no phone, you may use your cell phone. Inform the office to make sure you get paid for usage

  6. CPS: Confirm you have enough Yellow Pennants EC 5016, Arrow– Round Signs EC 50164, and Advance Poll Pennant EC 50165 to guide electors from the parking lot to the polling place
  7. CPS: Call the office to let them know
    • that you visited the polling place
    • about any issues with the polling place
    • whether or not you can access the polling place
    • the polling place phone number

Get ready the night before

  1. CPS: If you are unable to work, call the office
  2. CPS: Call all election officers on List of names and contact information
    for election officers
    Confirm that they:
    • are available to work
    • will arrive at the polling place at the date and time written at the front of their guidebook
    • know where the polling place is located
    • have a way of getting to the polling place every day
    • will bring any food, water or medication they need or have it delivered

To assist in planning for breaks, check if they have any medical needs that you should consider
Answer any of their questions. Call the office if you don't have the answer

  1. CPS: Call the office if any supplies are missing, if an election officer might not be able to work, or if you expect any other issues
  2. CPS: Review the following
    • EC 20045 Guidelines for Candidates' Representatives
    • EC 50115 Verification of Accessible Facilities Booklet
      Advance Poll or
      EC 50116 Verification of Accessible Facilities Booklet
      Ordinary Poll
    • EC 50152 Privacy Notice
    • EC 50300 Deputy Returning Officer and Poll Clerk Guidebook
      Advance Polling Days or
      EC 50340 Deputy Returning Officer and Poll Clerk Guidebook
      — Ordinary Poll
    • EC 50356 Information Officer Guidebook
    • EC 50357 Registration Officer Guidebook
    • EC 50358 Polling Place Log
    • EC 90189 Have Your ID Ready to Vote
  3. CPS: Prepare any food, water and medication you will need
  4. CPS: Have your signed Solemn Declaration EC 10130 with you when working at the polling place and keep with you all the time
  5. CPS: Do not wear political party colours or scented products at the polling place
  6. CPS: Review Break Management, and use Election Officer Break Schedule Sheet in Polling Place Log EC 50358 to plan your election officers' breaks

Set Up the Polling Place:
Friday of Advance Polls and Election Day

  1. CPS: Arrive at the polling place at the time indicated at the front of the guidebook and unlock the doors

Note candidates' representatives may arrive during set up. If they do, check their badge

  1. CPS: Write your name and “Supervisor” on Election Personnel
    Identification Card EC 50210 and put it on. Wear it at all times
  2. CPS: Direct election officers to their table as they arrive. Ask them to start setting up their polling station using their guidebook. The IO can help you with the steps below
  3. CPS: Set up desks and tables using as a guide. Make sure there is enough space for people with reduced mobility
  4. CPS: Give IO Supplies Kit EC 50473 that contains
    • EC 50140 Welcome to Your Polling Place Card — 1 pad
    • EC 50210 Election Personnel Identification Card
    • EC 50291 Paper Ruler
    • Blue pen
  5. CPS: Give each RegO
    • Alphabetical List of Electors by Site, including the Poll Key
    • expandable folder with materials and supplies, if not already provided by office
  6. CPS: Give each DRO the supplies you have for their polling station, if not already provided by office
  7. CPS: Ask all election officers
    • whether they can serve electors in French
    • to let you know if any of their supplies are missing
    • to let you know when they are ready to serve electors
  8. CPS: Remind all election officers of
  9. CPS: Finalize your plan for providing service in either official language
    Follow these steps to prepare the building, the property and the pathways to the room where voting will take place (ask IO to help)
  10. CPS: Post the following outside and inside the building to direct electors from the street to the room
    • EC 10960 Level Access Sign — Use these to clearly identify the level access entrance
    • EC 50160 Yellow Pennants
    • EC 50164 Arrow–Round Sign
    • EC 50165 Advance Poll Pennant — For Advance polls only
  11. CPS: If needed, identify parking spots for people with disabilities close to the entrance with
    • EC 50167-A Wheelchair Parking Sign
    • EC 50167-B Stand for Wheelchair Parking Sign

    Note if your polling place doesn't have an automatic door opener, give one IO the task of staying by the doors at all times and opening them for people who may have difficulty getting in

  12. CPS: Forty-five (45) minutes before polls open, complete Spot Check 1
  13. CPS: Forty-five (45) minutes before polls open, call the office to
    • confirm all election officers are present
    • confirm the polling place is accessible or to report any accessibility issues
    • report any missing materials
  14. CPS: Follow these steps to prepare the voting room (ask IO to help)

    Set up the table for accessibility feedback in a visible and central area with:
    • EC 50119 Feedback on Accessibility and Voter Experience Form
    • EC 50121 Feedback on Accessibility and Voter Experience Box

      Set up a table near the entrance with File Folders with candidate's names for Sequence Number Sheets EC 150111 — Ordinary polls only
      Post the following where electors will see it as they enter the room
    • EC 10140 Notice of Advance Poll — For Advance polls only
    • EC 10170 Notice of Grant of a Poll — For Ordinary polls only
    • EC 150118 Feedback on Accessibility and Voter Experience poster — one English, one French — close to the table with the accessibility feedback forms and boxes
    • EC 94035 Integrity Poster— one English, one French
    • EC 94036 Have Your ID Ready to Vote poster — one English, one French
  15. CPS: Thirty (30) minutes before polls open, complete Spot Check 2
  16. CPS: Thirty (30) minutes before polls open or when RegOs or IOs tell you they are ready to serve electors, complete Spot Check 3
  17. CPS: Thirty (30) minutes before polls open or when DROs and PCs tell you they are ready to serve electors, complete Spot Check 4
  18. CPS: Fifteen (15) minutes before polls open, if not already done, make sure you have completed Spot Checks 3 and 4 with all election officers
  19. CPS: Fifteen to ten (15 to 10) minutes before opening the poll, announce the following reminders to everyone:
    1. to follow the procedures in the guidebooks and to ask for help if they are not sure what to do
    2. to use the bilingual greeting and follow the instructions for your plan for providing service in the language of the electors choice
    3. to use the 'Ask – Listen – Do' model when offering assistance
    4. that they should direct any electors with complaints or feedback to you
  20. CPS: At the start of voting hours written at the front of this guidebook, let election officers know it's time to serve electors and open the doors
  21. CPS: Check the time for your next spot check(s) in Polling Place Log EC 50358

Set Up the Polling Place:
Saturday, Sunday and Monday of Advance Polls

  1. CPS: Arrive at the polling place at the time written at the front of this guidebook and unlock the doors

    Note candidates' representatives may arrive during set up. If they do, check their badge

  2. CPS: Put on Election Personnel Identification Card EC 50210. Wear it at all times
  3. CPS: Set up tables for all stations, if required
  4. CPS: Direct election officers to their table as they arrive. Ask them to set up their station using their guidebook
  5. CPS: Give IO their supplies
  6. CPS: Give each RegO
    • Alphabetical List of Electors by Site, including the Poll Key
    • expandable folder with materials and supplies
  7. CPS: Check that all signs and pennants are still up inside and outside. Put new ones up, if required
  8. CPS: Set up the table for accessibility feedback in a visible and central area (if not already done) with:
    • EC 50119 Feedback on Accessibility and Voter Experience Form
    • EC 50121 Feedback on Accessibility and Voter Experience Box

    Note if your polling place doesn't have an automatic door opener, give one IO the task of staying by the doors at all times and opening them for people who may have difficulty getting in

  9. CPS: Forty-five (45) minutes before polls open or when you arrive, complete Spot Check 1
  10. CPS: Forty-five (45) minutes before polls open or when they have been told to arrive, call the office to confirm all election officers are present. Report any accessibility issues
  11. >let election officers know it's time to serve electors and open the doors
  12. CPS: Check the time for your next spot check(s) in Polling Place Log EC 50358

Set Up the Polling Place
Text version of "Set Up the Polling Place"