Deputy Returning Officer & Poll Clerk Guidebook– Ordinary Poll

CLOSING THE POLLING STATION

This section explains how to finish serving electors, and how to organize the forms that go back to the office for processing.

Tips

• If you are facing a situation that isn’t described in this guidebook, or you need additional help, see your CPS

Close the polling station at night

Start closing your polling station when voting hours are over.

Note electors who arrive before this time are allowed to vote

1. Both: If possible, a second table – such as the one with the voting screen – will help you during the closing and counting procedures. Move it close to the polling station table
2. Both: Take the following items out of Closing Supplies Kit – Ordinary Poll EC 50477
   • EC 50180 Official Seal
   • EC 50420 Envelope: Stubs and Unused Ballots
3. DRO: Organize the spoiled ballots
   • count the spoiled ballots and fill out the information on Envelope: Spoiled Ballots EC 50430. If there are none, write ‘Nil’
   • put the spoiled ballots back inside the envelope. Don’t seal it yet. Set it aside
4. DRO: Organize the unused ballots
   • take out all the unused ballots from the Ballot Transport Bag EC 50215. Count them and any unused ballots left in your last booklet of ballots
   • fill out the information on Envelope: Stubs and Unused Ballots EC 50420
   • put all the unused ballots in the envelope. Don’t seal it yet. Set it aside
5. Both: Balance your records and ballots using Log for balancing records and ballots — Ordinary Poll (Election Day) – Events Log (page 6-7) EC 50060

   See How do I balance my records and ballots?

Follow steps 6 to 9 below to complete Last Page of the List

6. Both: Copy the following numbers from the entry you made in step 5 above in the Log for balancing records and ballots — Ordinary Poll (Election Day) – Events Log (page 6-7) EC 50060
   • the number of Voted ticks on List of Electors onto line 1 of Last Page of the List
   • the number of Voted ticks on List of Entries onto line 2 of Last Page of the List
7. Both: Add the numbers from lines 1 and 2 of Last Page of the List and write the total on line 3
8. Both: Count electors with “Reg” in the Type of Certificate column on List of Entries and write the total on line 4 of Last Page of the List
9. Both: DRO sign and date Last Page of the List

Follow the steps below to organize the completed forms and certificates:

10. Both: Take out all documents from Office Documents Bag EC 50390. Sort them by type
11. Both: Count the following documents and write the numbers on the bag

    Note don’t count cancelled documents but keep them with the others

    • EC 50050 Registration Certificate
    • EC 50051 Voting Status Certificate
    • EC 50055 Vouching Form
12. Both: Put the following documents on top of Office Documents Bag EC 50390. Set it aside
    • EC 50050 Registration Certificate
    • EC 50051 Voting Status Certificate
    • EC 50055 Vouching Form
    • EC 50049 Correction Form
13. Both: Set aside the following documents
    • EC 50036 Helper Form
    • EC 50034 Qualification Form
    • EC 50052 Transfer Certificate
14. Both: Make sure the originals of Sequence Number Sheet EC 50111 are inside Envelope: Sequence Number Sheet EC 50385, you should have 12 – 1 per hour of voting

    Don’t seal the envelope yet. Put it on Office Documents Bag EC 50390

15. Both: Let the CPS know that your materials are ready for them to Spot Check 10
16. Both: Set aside List of Electors
17. Both: Seal Envelope: Sequence Number Sheet EC 50385. Put it and the documents from step 12 inside Office Documents Bag EC 50390. Leave it open. Set it aside
18. Both: Follow the steps to organize your supplies to count ballots — What should be on my desk to count ballots?

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