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The Evolution of the Duties to be Fulfilled by Poll Staff with Regards to Registration and Voting on Polling Day and Advance Polling Days, 1920 to 2012

APPENDIX 3: Duties of deputy returning officers,
poll clerks and registration officers in 2012*

Receiving Votes on Polling Day
Officer Duty or Power Sections of
the Canada Elections Act
DRO Receive from RO ballot papers, material for marking ballots, templates, copies of CEO's instructions, list of electors, ballot box, envelopes, supplies, etc. 119(1)
DRO Safekeeping of material received from RO 119(2)
DRO Receive from candidates' representatives written authorizations for acting as such 135(2)
DRO Administer oath of secrecy to candidates' representatives 135(4)
DRO Before opening of polling station, publicly initial all ballot papers 138(1)
DRO If requested, before poll is opened, count all ballot papers intended to be used 139
DRO At opening of poll, open ballot box and ascertain it is empty in front of attendants, seal box and put it on table 140
DRO Call electors to vote 141
DRO Ensure that every elector is admitted into polling station and is not disturbed in or near polling station 142(1)
DRO May direct that not more than one elector for each voting compartment may enter the room where voting is held 142(2)
DRO and PC Have each elector, upon arriving at polling station, state his or her name and address 143(1)
PC Ascertain that each elector is on the list of electors or is entitled to vote under ss. 146 to 149 143(2)
DRO and PC Receive from each elector proof of identity 143(2)
DRO Administer oath to voter with no ID and to elector with ID who vouches for such elector 143(3)
DRO and PC May require elector, if there is reasonable doubt as to residence of elector, to be sworn in 143(3.2)
DRO Advise oath taker of voter qualification and of penalties for violating Canada Elections Act 143.1
DRO and PC May require elector, if there is reasonable doubt as to voter's qualification, to be sworn in 144
DRO Administer oath to such voter 144
DRO Administer oath to voter in case of a mistake in the relevant entry of list of electors 146
DRO Administer oath to person requesting to vote after another person has already voted under that name 147
DRO Administer oath to elector who claims that his or her name has been crossed off list of electors under subsection 176(2) or (3) 148
DRO Refuse ballot to elector who refuses to take prescribed oaths 148.1
DRO Receive transfer certificates from voters 149(a)
DRO Ascertain with the RO that elector is listed on preliminary list of electors or was registered during revision period 149(b)
DRO Receive registration certificates from voters 149(c)
DRO Hand ballot paper to qualified elector 150(1)
DRO Explain to each elector how to indicate his or her choice 150(2)
DRO Fold the ballot so that its serial number and the initials of the DRO are visible 150(2)
DRO Direct the elector to return the marked and folded ballot 150(2)
DRO On receiving ballot from voter, verify that it is the same one that was handed to the elector by examining serial number and initials on it 151(2)(a)
DRO Remove and destroy the counterfoil in full view of the elector and all other persons present 151(2)(b)
DRO Return the ballot to elector to deposit in the ballot box or, at elector's request, deposit it in the ballot box 151(1)(c)
DRO Mark inadvertently handled ballot as spoiled, place it in envelope and give elector another ballot 152(1)
DRO Allow qualified elector who is in polling station or in line at the door at close of polls to vote 153(2)
DRO and PC Assist electors who cannot read or who have a disability 154(1)
DRO Provide a template to electors who have visual impairments 154(2)
DRO Administer oath to person who wishes to assist an elector in marking ballot 155(3)
DRO May appoint and swear an interpreter (language or sign language) to assist with communicating information to elector 156
DRO and PC At polling station in seniors' residences or long-term care facilities, carry box, ballots, etc. to bedridden electors 157(1)
DRO Give bedridden electors assistance necessary to enable them to vote 157(2)
DRO Receive from RO transfer certificates delivered to elector whose name is on the list of electors for polling station 160(e)
RegO Receive applications for polling day registration made at registration desk 161(2)(a)
DRO If so authorized by CEO, receive applications for polling day registration made at polling station 161(2)(b)
RegO and DRO Check whether applicant satisfies requirements for polling day registration (ID) 161(4)
RegO and DRO Complete registration certificate authorizing elector registered on polling day to vote 161(4)
RegO and DRO Administer oath to such elector and to elector vouching for such elector 161(1)(b)
RegO and DRO Advise oath taker of the qualifications for electors 161.1
DRO Direct poll clerk to enter information in prescribed form 162(a)
PC Enter information in prescribed form as directed by DRO 162(a)
PC Indicate, beside the name of the elector on the list of electors, that elector has voted 162(b)
PC Indicate on prescribed form that elector has voted under a transfer certificate and give number of certificate 162(c)
PC Indicate on prescribed form that elector has voted, under para. 149(b), without his or her name being on official list of electors 162(d)
PC Indicate on prescribed form that elector has voted under s. 146 162(e)
PC Indicate on prescribed form that elector has taken an oath, and the type of oath 162(f)
PC Indicate on prescribed form that elector refused to provide ID referred to in para. 143(2)(a) or (b), or to take an oath 162(g)
PC Indicate on prescribed form that elector has been allowed to vote under s. 148.1(2) 162(h)
PC Indicate on prescribed form that elector has voted under s. 147, and that oaths have been taken 162(i)
PC Indicate also any objection made on behalf of any of the candidates to a person voting under s. 147 and indicate the candidate's name 162(i)
PC Every 30 min., provide to candidate's representative identity of electors who voted on polling day, except voters who registered on that day 162(i.1)
PC After close of advance polls, provide to candidate's representative identity of electors who voted on that day, except electors who registered on that day 162(i.2)
PC Indicate on prescribed form that elector has voted under a registration certificate issued under s. 161(4) 162(j)
DRO and PC Maintain the secrecy of the vote 163
DRO Draw attention of elector to an offence committed regarding secrecy of the vote and to punishment applicable for such offence 164(3)

Voting at Advance Polls
Officer Duty or Power Sections of
the Canada Elections Act
DRO Receive applications from electors for registration at an advance poll 169(1)
DRO Ascertain identity and residence of applicants for registration by checking ID 169(2)(a)
DRO Receive applications from electors with no ID who are vouched for by electors with ID 169(2)(b)
DRO Administer oaths to elector with no ID and to elector with ID who vouches for elector 169(2)(b)
DRO If satisfied, complete a registration certificate in prescribed form, to be signed by elector 169(3)
PC Indicate prescribed names of the electors who are permitted to vote under s. 169 169(4)
DRO Before swearing an elector under s. 169, verbally advise oath taker of the qualifications for electors 169.1
DRO Ascertain with RO that applicant is listed on preliminary list of electors or was registered during revision period or has obtained certificate under s. 169 173(2)
PC Indicate on prescribed form that elector whose name does not appear on the revised list of electors has voted in accordance with s. 173(2). 173(3)
DRO Refuse ballot to elector who fails to prove his identity, take an oath or sign the record of votes cast at this station 174(1)
PC Keep a record in duplicate, in prescribed form, of the names of persons who vote at the advance polling station, in the order in which they vote 174(2)
PC Make required notations opposite an elector's name at a polling station on polling day 174(2)(a)
PC Direct elector to sign the record opposite his or her name 174(2)(b)
DRO At opening of advance polls, open ballot box and ascertain it is empty, seal ballot box and place it on table 175(1)
DRO At close of advance polls, unseal and open ballot box 175(2)(a)
DRO Empty ballots cast during that day into an envelope, seal envelope and indicate on it the number of ballots contained 175(2)(b)
DRO Count spoiled ballots, place them in envelope, seal envelope and indicate on it the number of spoiled ballots contained 175(2)(c)
DRO Count unused ballots and number of electors who have voted at the advance polls 175(2)(d)
DRO Place unused ballots and copy of Record of Votes Cast at the Advance Polling Station in envelope 175(2)(d)
DRO Seal envelope and indicate on it number of unused ballots contained and number of electors who have voted 175(2)(d)
DRO Place envelopes in ballot box after required signatures have been made, and seal the ballot box 175(2)(e)
DRO and PC Place signatures on the seals affixed to the envelopes 175(3)
DRO At re-opening of advance polls, unseal and open ballot box, leaving in it sealed envelopes containing spoiled ballots and ballots cast on previous voting days 175(4)(a)
DRO Take out and open envelope containing unused ballots and Record of Votes Cast at the Advance Polling Station 175(4)(b)
DRO Seal ballot box, place it on the table 175(4)(c)
DRO In the intervals between voting hours at advance polls and counting of ballots on polling day, keep sealed ballot box in his or her custody 175(5)
DRO Cross off names of electors who already voted at advance poll 176(3)

Counting Votes
Officer Duty or Power Sections of
the Canada Elections Act
DRO Supply a tally sheet to poll clerk and all those present who request one, so they can keep their own count 283(2)
DRO Count number of electors who voted at polling station 283(3)(a)
DRO At end of list of electors, enter number of electors who voted in polling station 283(3)(a)
DRO Sign list of electors and place it in envelope 283(3)(a)
DRO Count spoiled ballots, place them in envelope, indicate on envelope number of spoiled ballots, and seal it 283(3)(b)
DRO Count unused ballots not detached from books of ballots, place them with stubs of used ballots in envelope supplied for the purpose 283(3)(c)
DRO Indicate on envelope number of unused ballots, and seal it 283(3)(c)
DRO Total numbers in order to ascertain that all ballots provided by RO are accounted for 283(3)(d)
DRO Open ballot box and empty its contents onto a table 283(3)(e)
DRO Examine each ballot, show ballot to persons present 283 (3)(f)
DRO Ask poll clerk to make note on tally sheet beside name of candidate for whom vote was cast 283(3)(f)
DRO Reject ballot paper not supplied by him or her 284(1)(a)
DRO Reject ballot paper not marked in the circle at the right of the candidate's name 284(1)(b)
DRO Reject ballot paper marked for a person who is not a candidate (s. 76) 284(1)(c)
DRO Reject ballot paper marked with more than one circle at the right of the candidate's name 284(1)(d)
DRO Reject ballot paper on which there is any writing or mark by which the elector could be identified 284(1)(e)
DRO When ballot found with counterfoil attached, remove and destroy counterfoil while concealing number on it and without examining it 284(3)
DRO Initial and count ballots that were not initialed 285
DRO Keep record of every objection to a ballot, give a number to the objection, write that number on the ballot and initial it 286(1)
DRO Address every question that is raised by an objection made by a candidate or his or her representatives 286(2)
DRO Prepare a Statement of the Vote, setting out number of votes for each candidate and number of rejected ballots 287(1)
DRO Place original statement and a copy of it in separate envelopes 287(1)
DRO Give a copy of statement of the vote to each of the candidates' representatives present at the count 287(2)
DRO Place ballots for each candidate into separate envelopes, write on each envelope name of candidate and number of votes received, and seal it 288(1)
DRO and PC Sign the seal on each envelope 288(1)
DRO Place into separate envelopes rejected ballots, registration certificates and list of electors, and seal envelopes 288(2)
DRO Seal in a large envelope the envelopes containing marked ballots for candidates, spoiled, unused or rejected ballots, and official list of electors 288(3)(a)
DRO Seal in a large envelope any other election documents, except envelopes containing Statement of the Vote and registration certificates 288(3)(b)
DRO Place large envelope in ballot box 288(4)
DRO Seal ballot box 288(5)
DRO and PC Count the votes cast at advance polls (for advance poll only) 289(1)
DRO Send ballot box, with envelope containing original statement of vote and envelope containing registration certificates, to RO 290(1)

DRO = deputy returning officer

ID = identification

PC = poll clerk

RegO = registration officer

RO = returning officer