Secondary menu

Deputy Returning Officer and Poll Clerk Guidebook – Ordinary Poll

Situations with elector's proof of identity and address (for deputy returning officers)

Elector has Letter of Confirmation of Residence

First Nations electors, homeless electors, seniors and students can use a Letter of Confirmation of Residence EC 50053 as proof of address.

If your polling station is likely to serve these groups, you will get a List of Facilities Letter of Confirmation of Residence EC 50054 in your supplies.

  1. Check that the name of the institution on their letter is on the list
    Note: a letter printed on the institution's letterhead that confirms the elector lives or receives services there is also accepted
  2. Ask them to show a second piece of ID with their name
  3. Ask CPS for help when the institution name on the letter is not on the list

Elector refuses to show ID to candidate or representative

  1. Inform elector that the representative is entitled to see their ID
  2. If they still refuse
    • inform them that their refusal will be noted
    • Poll Clerk writes it in Notable Events section Poll Book p. 29
  3. Serve elector following regular process

Elector has Transfer Certificate

There are two types of Transfer Certificates that allow an elector to vote at a polling station other than the one their address is assigned to.

Transfer Certificate EC 10190

It is issued by the RO or ARO at the returning office.

At the original polling station
  1. Poll Clerk gets yellow copy of Transfer Certificate EC 10190 from CPS
  2. Poll Clerk writes beside elector's checkbox on List of Electors
    • certificate number
    • 'yellow copy'
    Note: if the elector no longer needs to vote at the transferred polling station, they must provide Poll Clerk at the original polling station with their white copy in order to vote
  3. Place yellow copy in List(s) and/or Other Documents Used for Voting Envelope EC 50460
Elector has white copy of Transfer Certificate EC 10190
  • Poll Clerk asks to see elector's white copy of Transfer Certificate EC 10190
  • In Poll Book p. 12, Poll Clerk writes
    • Elector information
    • Transfer certificate number
  • Place white copy in List(s) and/or Other Documents Used for Voting Envelope EC 50460
  • Serve elector following regular process

Transfer Certificate (moved poll) EC 50052

It is issued by the Registration Officer at the transferred polling place. You will be informed during training, or on polling day by the CPS, if this affects your poll.

At the original polling station

The Poll Clerk will be notified which electors have been given Transfer Certificate (moved poll) EC 50052.

Elector has white copy of Transfer Certificate (moved poll) EC 50052
  1. Poll Clerk asks to see elector's white copy of Transfer Certificate (moved poll) EC 50052
  2. In Poll Book p. 12, Poll Clerk writes
    • Elector information
    • Transfer certificate number
  3. Place white copy in List(s) and/or Other Documents Used for Voting Envelope EC 50460
  4. Serve elector following regular process

Elector is having their address attested to by another elector

Elector is on the list

  1. If not already completed, Poll Clerk pre-fills an Oath of Residence Certificate EC 50055
    Note: if attestor is not on the list, they need to be registered and added to the Poll Book before they attest to the elector's address
  2. Make sure certificate is properly filled out
  3. If it is a by-election, in section 2, write Revision Date found at the front of this guidebook
  4. Check elector's 2 pieces of ID and attestor's proof of identity and address
  5. Read warning to elector and attestor Book of Oaths p. 11
  6. Get elector and attestor to each read and sign their oaths on the certificate
    • oath 6a for elector
    • oath 6b for attestor
  7. Sign and date certificate
  8. In Poll Book p. 4, Poll Clerk
    • writes Elector information and Attesting elector information
    • if attestor is registering, writes 'Reg.' in sequence number box
    • ticks oath 6a and oath 6b boxes
  9. Put certificate in Oath of Residence Certificates Envelope EC 50422
  10. Serve elector following regular process

Elector is not on the list

  1. If not already completed, Poll Clerk pre-fills an Oath of Residence Certificate EC 50055
    Note: if attestor is not on the list, they need to be registered and added to the Poll Book before they attest to the elector's address
  2. If not already completed, Poll Clerk pre-fills a Registration Certificate EC 50050
  3. Make sure both certificates are properly filled out
  4. If it is a by-election, in section 2, write Revision Date found at the front of this guidebook on both certificates
  5. Check elector's 2 pieces of ID and attestor's proof of identity and address
  6. Read warning to elector and attestor Book of Oaths p. 11
  7. Get elector and attestor to each read and sign their oaths on Oath of Residence Certificate
    • oath 6a for elector
    • oath 6b for attestor
  8. Get elector to read and sign declaration on Registration Certificate
    Note: elector can tick box if they don't want their name to be added to the National Register of Electors
  9. Sign and date both certificates
  10. In Poll Book p. 12, Poll Clerk
    • writes Elector information and Attesting elector information
    • if attestor is registering, writes 'Reg.' in sequence number box
    • ticks Registration, oath 6a and oath 6b boxes
  11. Put Registration Certificate in Registration and/or Correction Certificates Envelope EC 50390
  12. Put Oath of Residence Certificate in Oath of Residence Certificates Envelope EC 50422
  13. Serve elector following regular process