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Returning Officer's Manual

Chapter 10 – Polling Stations

Polling stations for ordinary and advance polls are established in premises rented by the returning officer to accommodate all or part of the electors on the lists of electors.

10.1 Accessibility Procedures at the Polls

As a result of the orders in the decision of the Canadian Human Rights Tribunal in the case of Reverend James Peter Hughes, Elections Canada (EC) has implemented two new procedures regarding accessibility at the polls: the accessibility verification and accessibility feedback mechanism.

In addition, the section of this manual titled Reference Material now includes the Accessibility Feedback Process – Returning Officer's Checklist under Management Material, as well as a summary of the decision made by the Canadian Human Rights Tribunal in the case of Reverend Hughes, a corresponding case study, and pertinent sections of the Canadian Charter of Rights and Freedoms and the Canadian Human Rights Act under Policies, Acts and Regulations. EC has also developed a tool that must be used to report complaints, incidents and breaches, and log accessibility feedback forms – the Incidents, Complaints Breach Monitoring System (ICBMS). For more information, please see Section 10.7.

As the returning officer (RO), it is your responsibility to ensure that these two procedures are carried out at the polls. Where possible, you are responsible for designating an election official in charge of accessibility whose responsibilities are to:

Note: It is recommended that you appoint an election official who is already assigned to the polling location as the election official designated for accessibility.

The next sections outline the procedures that must be followed by the election official designated for accessibility prior to, during and after polling day(s).

10.1.1 Accessibility Verification Schedule on Polling Day(s)

Using the Verification of Accessible Facilities Booklet (EC 50115, EC 50116 and EC 50117), the election official designated for accessibility (preferably the central poll supervisor (CPS) or the community relations officer for accessibility must conduct three accessibility verifications each day of advance polls and on polling day. The results of the first verification must be communicated to you when the designated officer calls to confirm that all election workers have arrived. If necessary, the second and third verifications can be delegated to an information officer (IO).

The following table outlines the times.

Verification Each day of advance polls Polling day
First Before opening Before opening
Second Between 3:00 p.m. and 4:00 p.m. Between 12 noon and 1:00 p.m.
Third Between 6:00 p.m. and 7:00 p.m. Between 4:00 p.m. and 5:00 p.m.

Note: Any accessibility issues that cannot be remedied by on-site staff must be reported to you without delay.

You must take immediate and appropriate action to remedy the situation, such as call the landlord, dispatch additional staff or seek assistance from the field liaison officer or the Elections Canada Support Network (ECSN).

If, after having taken all necessary measures, a polling location still cannot be made accessible, you must advise the Electoral Coordination Help Desk as soon as possible.

10.1.2 Setting up the Accessibility Feedback Station

The election official designated for accessibility is responsible for setting up the accessibility feedback station. The official must ensure that the following material is set up, in a visible area, prior to the opening of the polls on the first day of advance polls or polling day:

Note: A new Accessibility Feedback Box (EC 50121) must be assembled and used each day of advance polls.

10.1.3 Handling Accessibility Complaints

The election official designated for accessibility must be conscious of obstacles that may impede electors from voting throughout the day. If an elector voices a concern in this regard, the official must:

10.1.4 Closing the Accessibility Feedback Station Each Day of the Advance Poll

The election official designated for accessibility must close the accessibility feedback station. At the close of polls each day of the advance polls, the official must:

Note: The Verification of Accessible Facilities Booklet must be inserted in the Accessibility Envelope (EC 50122) at the close of polls on the last day of advance polls.

10.1.5 Providing Documents to the Returning Officer after each day of the Advance Poll

At the end of each day of the advance polls, the deputy returning officer (DRO) (or CPS, if applicable) must ensure the following documents are provided to you:

However, if these documents are faxed to your office on a daily basis, the DRO must return the original forms to you, outside of the ballot box, after the counting of the votes on polling day.

Note: Accessibility Feedback Forms that are returned to you during or following the advance polls must be logged into ICBMS with the least possible delay. If you do not have time to do this yourself, you should delegate this responsibility and provide appropriate training to either the assistant returning officer (ARO), the community relations officer for accessibility or the office coordinator to complete this task prior to Day 3 of the electoral calendar. It is imperative that this deadline be adhered to in order to allow sufficient time for any possible remedial action to happen in cases where the ordinary polling site is the same as the advance poll.

10.1.6 Closing the Accessibility Feedback Station on Polling Day

The election official designated for accessibility must close the accessibility feedback station. The official must:

10.2 Preparation for the Polls

Voting is the formal process by which electors select the candidate they wish to elect for their electoral district (ED), and is completed in one of three ways:

You must prepare a plan that ensures a successful election day. Among your duties, you are responsible for:

10.2.1 Central Polling Locations

A central poll refers to any facility with two or more polling stations. The CEA requires that authorization be obtained to establish a large central polling location containing more than 10 polling stations. Such requests must be sent to the Electoral Coordination Help Desk as early as possible during the event. Provide the complete addresses of the central polling locations as well as the number of polling stations at each central poll.
ss. 123(2)

For compliance purposes and in accordance with section 32.1 of the CEA, ROs have the flexibility to adjust the workforce based on local knowledge. Appointing an election officer to any location over and above the staffing model identified in Chapter 19 will require the approval of the Chief Electoral Officer (CEO). Please refer to Chapter 19, Staffing and Training Materials for further information on the staffing model.

10.2.2 Equipment for Polling Stations

Each polling station must be equipped with a table and chairs for the DRO and poll clerk. Representatives' chairs are placed on either side of the table reserved for the DRO and poll clerk.

Note: Under no circumstances should the candidates' representatives be sitting at the same table as election officials.

If applicable, provide a table and chairs for each the CPS(s), the IO and the registration officer.

For election day, provide a table for the assigned IO who is collecting the Statement of Electors Who Voted on Polling Day (EC 50111) forms (bingo sheets).

The polling station must also have a table for each Voting Screen (EC 50240), which is a cardboard screen supplied by EC. Each polling station generally has one voting screen. Election officials must ensure that voting screens are positioned away from windows and doors to preserve the secrecy of the vote. The voting table must be high enough to accommodate a wheelchair. There must be sufficient space between the tables so that electors confined to a wheelchair may circulate freely. A wheelchair user needs a minimum 685 mm (2'3") clearance under the table with a 760 mm (2'7") clear width and a maximum table height of 812 mm to 863 mm (2'8" to 2'10"). For suggestions on setting up single polling stations and central polling locations, please see Floor Plan for a Single Polling Station, and Floor Plan for a Central Polling Place, in 21.2, Floor Plans, Chapter 21.

10.2.3 Cellular Phones at Polling Sites

CPSs and DROs must have access to a telephone. If no phone is available, you must:

If cellular phones do not function in the geographic area, contact the Electoral Coordination Help Desk to discuss alternatives. Keep a list of the telephone numbers of all polling sites to ensure you can reach DROs and CPSs during voting hours.

10.2.4 Get organized

Start planning early for election day by:

  1. Considering areas requiring organization, such as:
    • confirming the opening of the polling stations
    • implementing the accessibility procedures at the polls
    • supervising the operation at the polls
    • responding to queries from the public
    • counting votes cast by special ballot at your office
    • counting votes cast at advance polls and mobile polls, if applicable, in your office
    • receiving, tabulating and entering results
    • receiving and controlling white envelopes containing Statements of the Vote (EC 50100)
    • receiving and controlling Organizing and Returning Material – Ordinary Poll (EC 50020), Organizing and Returning Material – Advance Poll (EC 50026 – received on election night) posters
    • receiving and controlling ballot boxes
    • receiving signed white copies of the Authorization of a Candidate's Representative (EC 20020), which are returned in the Candidate Representative Authorization Forms Envelope (EC 50423)
    • receiving Large All-Purpose Envelopes (EC 11520) containing the Alphabetical Lists of Electors by Polling Site and Poll Keys used by registration officers and IOs
    • receiving Registration Certificates (EC 50050) and Correction Certificates (EC 50051) in the Registration and/or Correction Certificate Envelope (EC 50390)
    • receiving Oath of Residence Certificates (EC 50055) in the Oath of Residence Certificate Envelope (EC 50422)
    • receiving and controlling VIC Collection Boxes (EC 50255)
    • receiving completed Statement of Electors Who Voted on Polling Day (EC 50111) forms (bingo cards) that have not been picked up and placed in Large All-Purpose Envelopes (EC 11520)
    • receiving completed Incident Reports (EC 10051) and placed in Large All-Purpose Envelopes (EC 11520)
    • receiving Accessibility Envelopes (EC 50122)
  2. For each of the above-mentioned areas, determine what has to be done, how it will be done and who will do it.
  3. Finalize the election day plan: staff the office, establish the physical set-up of the office and order additional equipment and supplies.

10.2.5 Ballot Boxes

Ballot boxes are shipped from EC. When received, the electoral material coordinator should first sort and prepare the material for advance polls and then ordinary and mobile polls.

Advance Polls

For the advance polls, the electoral material coordinator should gather the material for each polling station and store it in the Advance Poll Transport Bag (EC 50253). These boxes will be assembled and labelled by the election officials when needed at the polling station. The transport bag will be used to store and transport the ballot boxes from the polling station every day of advance voting.

There are four smaller Advance Poll Ballot Boxes (EC 50251), one for each day of advance polls. The ballots cast by electors throughout the day are placed in the box and, at the closing each night, the number of ballots cast is tallied, without revealing who they were cast for, and placed in a Daily Ballots Cast at the Advance Poll Envelope (EC 50400). These ballots are then stored along with any spoiled ballots during voting in the Advance Poll Ballot Box for that day. A new Advance Poll Ballot Box is assembled at the start of each day of voting.

There will also be three Advance Poll Secure Boxes (EC 50252) for the first three nights to store the Advance Poll Book, List of Electors, unused ballots, yellow copies of the Record of Votes Cast (EC 50080) and stubs of used ballots. At the reopening of the poll each morning, the unused ballots will be removed from the secure box for use during the day; the secure box will be destroyed and a new one will be assembled for that day. On the last day (Monday) of advance voting, there is no Advance Poll Secure Box. All items will be stored in the fourth Advance Poll Ballot Box.

A regular-sized Ballot Box (EC 50250) will be used on election night to store and return the official election documents and ballots after the count is finished.

In total, eight boxes will be required for each advance polling station:

Ordinary and Mobile Polls

For ordinary and mobile polls, the electoral material coordinator should assemble the Ballot Boxes (EC 50250) for each polling station and write the polling station number in large black numbers in the appropriate place. These assembled boxes will be used by the electoral material coordinator to gather the material for ordinary and mobile polls. When the DRO and poll clerk leave with their election material, it should all be stored in the Ballot Box identified for their polling station.

10.2.6 Guidebooks for Election Officials

Guidebooks for election officials are shipped separately from the preassembled poll kits. Distribute them to election officials during training. If you are shipping the guidebooks to the election officials, be sure to also include their Appointment and Oath (for election and referendum officers) (EC 10130) forms.

10.2.7 Election Materials for Deputy Returning Officers

Ensure DROs receive their election materials in sufficient time to allow them to become familiar with their duties and the various forms. Please note the distinctions made between the kits intended for advance polls, ordinary polls and mobile polls.

For advance polls:

Prepare the material for each advance poll:

  1. Complete the Notice to Deputy Returning Officer (EC 10002) by:
    • recording the number of ballots
    • recording the serial number of ballots
    • keeping a copy of the notice
    • recording on the Ballot Control Sheet (EC 10004)
  2. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) for DROs and poll clerks using the ROPS/SITES application.
  3. Prepare the Statement of the Vote (EC 50100) (white, yellow and pink copies) printed from the Event Results System (ERS) application. You must enter the phone number that you want DROs and CPSs to call on election day in the Reporting Telephone Number box.
  4. Prepare the guidebooks for DROs and poll clerks for distribution during training.
  5. Prepare one VIC Collection Box (EC 50255) for each polling location.

Place the assembled material in the Advance Poll Transport Bag (EC 50253). The election official will assemble boxes each day of advance voting, as needed, that include:

Note: If required, additional Registration Certificates (EC 50050), Correction Certificates (EC 50051) and Oath of Residence Certificates (EC 50055) are available for advance poll DROs.

For a complete list of supplies for advance polls, please see the Electoral Material Coordinator Manual (EC 10475).

For ordinary polls:

Before assembling the ballot boxes:

  1. Complete the Notice to Deputy Returning Officer (EC 10002) by:
    • recording the number of ballots
    • recording the serial number of ballots
    • keeping a copy of the notice
    • recording in the Ballot Control Sheet (EC 10004)
  2. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) for DROs and poll clerks using ROPS/SITES.
  3. Prepare the Statement of the Vote (EC 50100) (white, yellow and pink copies) printed from ERS. You must enter the phone number that you want DROs and CPSs to call on election day in the Reporting Telephone Number box.
  4. Prepare the guidebooks for DROs and poll clerks for distribution during training.
  5. For single polls only, prepare Kit 17-B containing posters for the polling location, including the Welcome to your polling place (EC 50172) poster and one VIC Collection Box (EC 50255) for each polling location (if no CPS or IO is appointed).
  6. Set aside one Ballot Box Seal – Long (EC 50200) and two Ballot Box Seal – Short (EC 50190) that will be used to seal the ballot box.

Note: The address must be clearly indicated on the ballot boxes sent by priority courier.

Assemble ballot boxes for the polls and include:

Note: If required, additional Registration Certificates (EC 50050), Correction Certificates (EC 50051) and Oath of Residence Certificates (EC 50055) are available for DROs.

For a complete list of supplies for ordinary polls, please see the Inventory/Shipping Clerk's Manual (EC 10475).

For mobile polls:

Before assembling the ballot boxes:

  1. Complete the Notice to Deputy Returning Officer (EC 10002) by:
    • recording the number of ballots
    • recording the serial number of ballots
    • keeping a copy of the notice
    • recording on the Ballot Control Sheet (EC 10004)
  2. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) for DROs and poll clerks using ROPS/SITES.
  3. Prepare the Statement of the Vote (EC 50100) (white, yellow and pink copies) printed from ERS. You must enter the phone number that you want DROs and CPSs to call on polling day in the Reporting Telephone Number box.
  4. Prepare guidebooks for DROs and poll clerks for distribution during training.
  5. Prepare one VIC Collection Box (EC 50255) (at your discretion).
  6. Set aside a Ballot Box Seal – Long (EC 50200) and two Ballot Box Seal – Short (EC 50190) that will be used to seal the ballot box. The address must be clearly indicated on the ballot boxes sent by priority courier.

Assemble ballot boxes for the polls and include:

For a complete list of supplies for mobile polls, please see the Electoral Material Coordinator Manual (EC 10475).

10.2.8 Election Materials for Central Poll Supervisors

Before assembling election materials for the CPSs:

  1. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) using ROPS/SITES.
  2. Prepare guidebooks for the CPSs for distribution during training.
  3. Add the following to Kit 17-A (Advance) or 17-B (Ordinary), which has been prepared by EC:
    • a copy of the Notice of Grant of a Poll (EC 10170) or the Notice of Advance Poll (EC 10140)
    • Polling Site Report from ROPS/SITES
    • EC 50167-A and B (2) wheelchair accessible parking signs to designate parking places for electors with a disability
    • additional photocopies of the Record of Electors Not on the List Voting by Certificate (EC 50085) page of the Poll Book (EC 50060) where the electors who registered on election day are recorded
  4. Prepare a copy of the Delegation of Authority (EC 10090), pursuant to section 27 of the CEA, to authorize the CPS to hear an elector's appeal respecting a refusal to take an oath that the elector is being asked to take.
  5. Prepare a Large All Purpose Envelope (EC 11520) containing a copy of the Alphabetical List of Electors by Polling Site for each registration officer and IO directing electors at the central poll.
  6. Prepare a copy of the revised Poll Key as prepared in REVISE to provide it to the registration officer at the polling location.
  7. Provide three copies of the List of Candidates in Large Print and one copy each of the List of Candidates in Braille in English and French (EC 50173 and EC 50173-1) along with two Hand Held Magnifiers (EC 50285 – with light) for electors to use upon request.
  8. Prepare one VIC Collection Box (EC 50255) for each polling station. Provide one or two additional VIC Collection Boxes for large central polling stations.
  9. Prepare the Have your ID ready posters (EC 94036).

For a complete list of supplies for CPSs, please see the Electoral Material Coordinator Manual (EC 10475).

10.2.9 Election Materials for Information Officers

Before assembling election materials for IOs:

  1. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) using ROPS/SITES.
  2. Prepare guidebooks for the IOs for distribution during training.
  3. Add the following to Kit 15, which has been prepared by EC:
    • a copy of the Alphabetical List of Electors by Polling Site for IOs directing electors (may be sent through the CPS if appointed)

      Note: IOs in place to open doors for accessibility issues or directing traffic in the parking lot do not need this list but must be provided with the Door Duty information sheet for their role. Training officers will be printing and distributing the Door Duty information sheet to every information officer and central poll supervisor during training.

    • a copy of the revised Poll Key as prepared in REVISE (if you will not be appointing a registration officer at the polling location)
    • the Have your ID ready pad (EC 90189)
    • neutral colour file folders identified with the name of each candidate

For a complete list of supplies for IOs, please see the Electoral Material Coordinator Manual (EC 10475).

10.2.10 Accessibility Materials for the Designated Election Officer

The election official designated to complete the accessibility verification should be provided with:

10.2.11 Election Materials for Registration Officers

Before assembling election materials for registration officers:

  1. Prepare the Appointment and Oath (for election or referendum officers) (EC 10130) using ROPS/SITES.
  2. Prepare guidebooks for registration officers for distribution during training.
  3. Add the following to Kit 16A, which has been prepared by EC:
    • a revised Poll Key printed from REVISE (may be sent by the CPS)
    • the Alphabetical List of Electors by Polling Site for that polling location (may be sent by the CPS)
    • Bilingual Services Tent Card (EC 50151)
    • a copy of the Notice of Grant of a Poll (EC 10170) or Notice of Advance Poll (EC 10140) that provides the addresses of all polling stations in the ED
  4. Prepare one Large All Purpose Envelope (EC 11520) containing the Alphabetical List of Electors by Polling Site (may be sent through the CPS if appointed).
  5. Prepare materials for transfers affected by a moved poll (if applicable):
    • List of Electors for the moved poll (to verify information for electors who may show up to vote at the location where the poll was moved from)
    • Transfer Certificate (Moved Poll) (EC 50052)
    • Transfer Certificate Register (EC 10195)

For a complete list of supplies for registration officers, please see the Electoral Material Coordinator Manual (EC 10475).

10.2.12 Preparing to respond to the Public on Election Day

On election day, there may be numerous queries from the public. Office staff and employees who are responding to queries must be able to respond adequately. Please be aware that calls will be automatically transferred to the revising agents' phones and those desks should be staffed to answer these calls.

Most electors will call wanting to know where they can vote. To answer these calls, use REVISE to search for electors and addresses. As a back-up, your staff should print copies of the Alphabetical List of Electors by ED, Poll Keys for the ED and the list of polling stations.

In large metropolitan areas, electors may not know which ED they live in and you may get calls from adjoining districts to resolve this. It will be easy to determine which ED the elector lives in using REVISE and performing a provincial search. In addition to REVISE, your office staff will require the Street Index for the entire region. If an elector lives in another ED, give the elector the phone number for the RO office in their ED.

Electors may ask whether their names are on the list of electors and what to do if they are not on the list. The office staff will require access to REVISE, a copy of the official lists or the alphabetical list for the ED. The office staff should know how to direct electors and remind them of identification requirements to vote. In addition, office staff answering the phone should review the proof of identification and residence requirements for voting and feel comfortable describing the confirmation of residence option to assist electors when they call. Provide your office staff with the Have your ID ready pad (EC 90189). For more information, please see the Responding to Queries from the Public Checklist.

Election officials or electors may call to report an accessibility issue or incident at the polling location. Office staff must be instructed on the course of action to be taken in such a case.

10.3 Advance Polls

Advance polls are open between the hours of 12 noon and 8:00 p.m. (local time) on Friday, Saturday, Sunday and Monday (Days 10, 9, 8 and 7).
ss. 171(2)

Notify ECSN if any advance polls do not open on time. You and the ARO must be available at the office to deal with any problems that may arise during advance polling days.
ss. 60(2)

10.3.1 Notice of Advance Poll

Prepare and reproduce a Notice of Advance Poll (EC 10140) no later than Day 16. This notice establishes:
s. 172

Generate and print the Notice of Advance Poll (EC 10140) using ROPS/SITES. Before photocopying and distributing the Notice of Advance Poll, scan the document, save it in a file folder on your local network/personal computer with the appropriate file name and send it to EC to approve. When completed and approved by EC, photocopy the Notice of Advance Poll. If a second page is required, the notice must be reproduced back to back.

Copies Required

Distribute the following number of copies no later than Day 16:

10.3.2 Eligibility

The Revised Lists of Electors used at advance polls lists qualified electors who are eligible to vote at that polling station. The lists include all transactions from the beginning of the revision up to Day 16. Electors registered between Days 15 and 11 are included in the Statement of Changes.
s. 173

10.3.3 Directing Electors to the Polling Station or the Registration Desk

To vote, electors must be registered on the Revised Lists of Electors and provide satisfactory proof of identity and residence. If an elector is not on the list, the elector will be directed to the registration officer, if one is on duty, or to the poll clerk to prefill a Registration Certificate (EC 50050). The elector must provide proof of identity and address and complete a Registration Certificate (EC 50050) before being allowed to vote.
ss. 169(1) to (3)

The IO will direct electors who are "vote ready", meaning they have a VIC and have proof of identity and residence with them, to the advance polling station identified on the VIC. Only the DRO can validate the identification documents of an elector; the IO is only to remind electors that they will need identification to vote.

The IO will screen electors who do not have a VIC using the Alphabetical List of Electors by site and direct them to either the polling station or registration desk to prefill any certificates in order to be "vote ready".

The registration officer will also use an Alphabetical List of Electors by Polling Site to verify if the elector is registered or requires a correction to his or her information or voting status. Registration officers will assist electors by prefilling the Registration, Correction and Oath of Residence Certificates as required. They will then direct the elector to the advance polling station where the DRO will authorize and sign any certificates, administer oaths as needed, and verify proof of identity and address.

Note: If there is no registration desk, the poll clerk can prefill certificates.

10.3.4 Error or Discrepancy on the Revised Lists of Electors

Any elector whose name has been struck off the list as voted, and insists that he or she has not voted, may take a written Oath4 on the Correction Certificate (EC 50051). Once the elector presents ID and the certificate is authorized by the DRO, the elector may vote.

Suspected cases of double voting

There are a number of instances where office staff may be required to complete research to ensure that double voting has not occurred. This is identified when the elector comes to vote and is already crossed off the list as voted, or when the revising agents or data entry clerks are striking electors in REVISE as voted by special ballot or at an advance poll and the elector is already crossed off as voted. In these cases, research must be completed to determine if an administrative error has occurred or if this is a potential instance of double voting.

If the revising agent or data entry clerk indicates that the elector is struck in REVISE as a National elector, you will need to provide a scanned copy of the Correction Certificate (EC 50051) to EC in Gatineau.

When an elector comes to vote and is crossed off the list as voted, and insists he or she has not voted, the DRO will administer the Oath4 crossed off as voted on the Correction Certificate (EC 50051). The DRO and the elector will both sign the certificate. The following table indicates which tools will be used to determine if this is a potential instance of double voting:

Tools Used to Determine a Potential Instance of Double Voting
Box checked on Correction Certificate Research required: Document to check voting status against
I have voted by special ballot Application for Registration and Special Ballot – Local Elector (EC 78530)
I have voted at an advance poll Record of Votes Cast at the Advance Polling Station (EC 50080)
I have voted at this polling station N/A

Please note that, if an elector has indicated that he or she has not voted at the polling station and the poll clerk struck them in error, there is no way to verify this information.

If you suspect an elector may have voted a second time, notify the ECSN. You will be required to scan and send any supporting documents for review.

10.3.5 Treatment of Completed Certificates

Throughout the day, completed Registration Certificates (EC 50050), Correction Certificates (EC 50051) and Oath of Residence Certificates (EC 50055) are collected by the poll clerk and placed in either the Registration and/or Correction Certificates Envelope (EC 50390) or the Oath of Residence Certificate Envelope (EC 50422) and sent back to the office after the polls close. Registrations and corrections need to be integrated into the List of Electors as soon as possible after the close of polls. Please see the next section on treating the Oath of Residence Certificates at your office.

10.3.6 Oath of Residence Certificate

Electors who have two pieces of ID proving their identity but who do not have sufficient proof of address can have their residence attested to by another elector, provided that the attestor:

Both electors will be required to complete an Oath of Residence Certificate and sign either Oath a or b from the Deputy Returning Officer's Book of Oaths for Advance Polls (EC 50071).

10.3.7 Oath of Residence Register

Under the CEA, a list of the names and addresses of electors who voted by taking a written oath of residence must be prepared. This is done by preparing the Oath of Residence Register (EC 50056) after the close of polls on every day of advance voting (and after the close of polls on election night).
ss. 292.1

After the close of polls on each day of advance voting, the Oath of Residence Certificates (EC 50055) will be returned to the office in the Oath of Residence Certificate Envelope (EC 50422). These should be given to the clerk who, as soon as possible, must retrieve the register from ECDocs, and then:

The clerk should add the information to the register on a daily basis. Once all certificates have been entered, place the certificates back into the Oath of Residence Certificate Envelope (EC 50422) for that polling station along with the register to be returned to EC in Lot 4.

10.3.8 Proceedings at the Advance Poll

All electors must provide acceptable proof of identity and address to the DRO and poll clerk. Acceptable documents are either:

Electors who have two pieces of ID but no proof of residence may have their residence attested to by another elector, provided that the attestor:

The Have your ID ready pad (EC 90189) with this information will be provided by the CEO within three days of the issue of the writ.

Verifying Acceptable Proof of Identity and Address

The following points will help in verifying documents:

Electors with a Face Covering at a Polling Station

If an elector comes to the polling location wearing a face covering, the DRO asks the elector to show his or her face to confirm the elector's eligibility to vote. If the elector decides not to remove the face covering, the DRO advises the elector that he or she must show two pieces of ID (one showing identify and the other identity and address) and then take the Oath of Qualification to Vote (Oath 1 in the Deputy Returning Officer's Book of Oaths (EC 50061)).

Note: If the elector refuses to uncover or take Oath 1, he or she will not be permitted to vote.

10.3.9 Statement of Electors Who Voted at the Advance Poll (EC 50109) (Bingo Sheet)

At Advance Polls

According to the CEA, the poll clerk for an advance poll must provide the identity of electors who have voted for each advance polling day (except for the identity of those electors who registered on the same day that they voted) to you after the closing of the advance polling station and as directed by the CEO. This is done by completing the Statement of Electors Who Voted at the Advance Poll (EC 50109) (bingo sheet).

The poll clerk:

At the end of each advance polling day, the poll clerk signs and makes sure that the completed or partially completed Statement of Electors Who Voted at the Advance Poll (EC 50109) forms (bingo sheets) are given to the DRO or CPS.

Note: The Statement of Electors Who Voted at the Advance Poll will be available to candidates' representatives at the close of polls if the CPS has access to a photocopier to make copies inside the building where the polling station is located. Alternatively, the CEO has allowed candidates' representatives to take a photograph of the Statement of Electors using a mobile device. This applies only when the advance polls have closed, and for the purpose of sharing a copy of the statement with the candidates' representatives. Otherwise, a copy of the statement must be readily available at your office the next day.

At the end of each advance polling day, the DRO:

At your office, as soon as possible, the original Statement of Electors Who Voted at the Advance Poll (EC 50109) (bingo sheet) must be taken out of the Registration and/or Correction Certificate Envelopes (EC 50390).

The clerk must:

On request from candidates or candidates' representatives, each day following advance polls you will provide them with a copy of the statement for each advance poll from the day before.

Note: Use the same Original Copies of Statement of Electors Who Voted at the Polling Station Envelope (EC 50385) for an advance polling station to store the original copy for all four days.

10.3.10 Record of Votes Cast at the Advance Polling Station

During advance poll voting hours, the poll clerk completes the Record of Votes Cast at the Advance Polling Station (EC 50080) by recording the elector information, checking if a Registration Certificate (EC 50050) was required, checking the box for any oaths that were administered and ensuring that the elector signs the appropriate column.

Entries should indicate the number of the polling division (not advance poll) for the elector and the sequence number appearing opposite the name on the list. This identifies that the elector's sequence number is unique to the polling division, not the advance poll. This information is required to identify the correct elector in REVISE to strike that the elector has voted at the advance poll.
ss. 174(2)

Under no circumstances are copies or photocopies of the Records of Votes Cast at the Advance Polling Station (EC 50080) given to candidates or candidates' representatives.

To update REVISE and the Official Lists of Electors at the end of each advance polling days, provide the automation coordinator (AC) with:

After processing the Registration Certificates (EC 50050) and the Correction Certificates (EC 50051), the AC must place them back in their original Registration and/or Correction Certificate Envelope (EC 50390).

Any elector whose name has been crossed off the list as voted, and insists that he or she has not voted, may take a written Oath4 on the Correction Certificate (EC 50051). Once the elector presents ID and the certificate is authorized by the DRO, the elector may vote. You must follow up with these cases. For more information, please see Section 10.4.7.

Once the Records of Votes Cast at the Advance Polling Station (EC 50080) have been processed by the AC, they must be stored by advance poll number and day.

10.3.11 Counting the Votes

Advise DROs that votes cast at an advance polling station are not counted until the close of ordinary polls. Candidates' representatives or a minimum of two electors should be present at the counting of the votes.
s. 289

10.4 Ordinary Polls

Election day for ordinary and mobile polls is on a Monday (Day 0). If, in the week in which the election is to be held, the Monday is a provincial or federal holiday, then the election is held on the Tuesday of that week in all provinces.
ss. 57(3) and (4)

10.4.1 Notice of Grant of a Poll

The Notice of Grant of a Poll (EC 10170) must be issued within five days of the close of nominations. The notice consists of two parts:
ss. 64(2)

Scan the document, save it in a file folder on your local network/personal computer with the appropriate file name and send to EC to approve. You will receive a confirmation email approving the Notice of Grant of a Poll (EC 10170). Once the notice is approved by EC, make the required photocopies. If a second page is required, the notice must be reproduced back to back.

Copies Required

The following number of copies (both parts of the notice) must be distributed no later than Day 16:

10.4.2 Voting Day Hours

Ordinary polls are open during the following hours:
ss. 128(1), s. 129, 130, 131

Table 10c: Voting Hours
Time Zone Voting Hours
Newfoundland 8:30 a.m. to 8:30 p.m.
Atlantic 8:30 a.m. to 8:30 p.m.
Eastern 9:30 a.m. to 9:30 p.m.
Central 8:30 a.m. to 8:30 p.m.
Mountain 7:30 a.m. to 7:30 p.m.
Pacific 7:00 a.m. to 7:00 p.m.

Exceptions to Voting Hours

If election day is held during a time of the year when the rest of the country is observing daylight saving time and the ED is located in the province of Saskatchewan, voting hours are:

The CEO will establish voting hours for EDs encompassing multiple time zones.
s. 130

Note: During by-elections, if only one by-election is held or if more than one by-election is held on the same day and all of them are in the same time zone, the voting hours are from 8:30 a.m. to 8:30 p.m. Otherwise, the hours are as in Table 10c, Voting Hours.

10.4.3 Transfer Certificates

This section describes two types of transfer certificates: the Transfer Certificate (EC 10190) and Transfer Certificate (Moved Poll) (EC 50052). These certificates can only be used on election day to transfer from one polling station to another within the same ED.

Transfer Certificate (EC 10190)

You should have received the Transfer Certificate (EC 10190) forms in Lot 1.

A Transfer Certificate (EC 10190) permits electors to vote at a polling station other than where they would normally be allowed to vote.

Note: Candidates' representatives are not eligible to receive a Transfer Certificate. Remind candidates that their representatives may vote at an advance poll or by special ballot.

During training, remind all election officials to vote at an advance poll or by special ballot.

Processing Transfer Certificate (EC 10190) Applications

The procedure for processing a request for a Transfer Certificate (EC 10190) is as follows:
s. 158, 159,160

  1. Ensure that the person requesting a Transfer Certificate (EC 10190) is entitled to receive one.
  2. Ensure that the person's name appears on the Official List of Electors for the ED.
  3. Ensure that election officials who are requesting transfer certificates were appointed after the advance polls. If election officials are not registered as electors, they must register with the registration officer or DRO to be able to use the Transfer Certificate (EC 10190).

Issuing Transfer Certificates (EC 10190)

Only you or the ARO may issue a Transfer Certificate (EC 10190).

  1. Keep a folder for all transfer certificates issued in the RO office and write the information on the Transfer Certificate Register (EC 10195).
  2. Store the register in the same folder as the certificates.
  3. Ensure that certificates are completed, signed and numbered consecutively (obtain the consecutive number from the register to record on the certificate).
  4. Return the original to the applicant.
  5. Submit or send a copy to the DRO of the polling station where the elector's name is listed. If it is impossible to deliver the certificate, inform the DRO by telephone.
  6. Place your copy in the folder with the Transfer Certificate Register (EC 10195).

Transfer Certificate (Moved Poll) (EC 50052)

As per the CEA, if a polling station has been moved after the VICs are mailed to electors, any elector who is on the list for (or lives within) the moved polling station has the right to vote at the location identified on the VIC, unless the location has burned down.
s. 158(4)

You are responsible for instructing election officials on the Transfer Certificate (Moved Poll) (EC 50052) process for any polling location where a polling station was moved after VICs were mailed to electors.

Poll officials at both locations must be notified about the moved poll transfer process.

  1. Poll officials from the polling location where an elector shows up to vote, but who is not on the list because the elector's polling station was moved to a new location after the VICs were mailed, must be prepared to receive and transfer the elector and allow the elector to vote there.
    • you must provide the registration officer at this location with:
      • the List of Electors for the moved poll (indicate "Moved Poll" at the top of the list) so that the officer can use this list to identify if electors are qualified for a transfer; the elector is either on the list for the moved poll or the elector's address is in the poll key and he or she requires registration as well
      • sufficient quantities of the Transfer Certificate (Moved Poll) (EC 50052) and the Transfer Certificate Register (EC 10195); these forms are available in ECDocs
    • electors transferring to this location will still need to provide proof of residence and address to the DRO when they vote
  2. The poll officials from the polling location and station where the elector is properly registered must be notified that some electors may transfer to the original location throughout the day. The CPS at this location must be prepared to receive calls and notify the poll clerk at the elector's polling station to record the transfer on the list and at which polling station the elector voted.

The registration officer will return the Transfer Certificate Register (EC 10195) to you after the polls close. Put this register with the Transfer Certificates (EC 10190) issued in the returning office to candidates and election officials or for accessibility concerns.

For example:

Procedures to be followed at the original polling location where the elector shows up to vote (example – church hall):

The registration officer:

Note: Only the DRO can decide if the ID presented is acceptable.

Procedures to be followed at the polling location where the polling station was moved to (example – community centre)

The registration officer at the church hall, through the CPS, will notify the polling station at the community centre where the elector is registered, that the elector is transferred.

The poll clerk at the polling station where the elector is registered (moved from) must:

10.4.4 Availability of the Returning Officer and Assistant Returning Officer

You and the ARO must be available at the office on election day. CPSs and DROs are responsible for reporting any difficulties or incidents to you and communicating your instructions to election officials.
ss. 60(2)

You and the ARO must be available to resolve potential issues, such as:

10.4.5 Elector Eligibility

Eligible electors are Canadian citizens who are 18 years of age by election day and whose names appear on the Official Lists of Electors. They are eligible to vote at the polling station established for their polling division, provided they have not applied to vote by special ballot or have already voted at an advance poll.

10.4.6 Directing Electors to the Polling Station or the Registration Desk

If an elector is not on the list of electors, the elector will be directed to the registration officer, if one is on duty, or to the poll clerk to prefill a Registration Certificate (EC 50050). The elector must provide proof of identity and address, and complete a Registration Certificate (EC 50050) before being allowed to vote.

The IO will direct electors who are "vote ready", meaning they have a VIC and have proof of identity and residence with them, to the polling station identified on the VIC. Only the DRO can validate the identification documents of an elector; the IO only reminds electors that they will need identification to vote.

The IO screens electors who do not have a VIC using the Alphabetical List of Electors by site and directs them to either the polling station or registration desk to prefill any certificates in order to be "vote ready".

The registration officer will also use the Alphabetical List of Electors by Polling Site to verify if the elector is registered or requires a correction to the elector's information or voting status. Registration officers will assist electors by prefilling the Registration, Correction and Oath of Residence Certificates as required. They will then direct the elector to the polling station where the DRO will authorize and sign any certificates, administer oaths as needed, and verify proof of identity and address.

For compliance purposes, we recommend having one registration officer and IO for 1 to seven polling stations and two registration officers for 8 or more polling stations. Additional IOs may be required for accessibility and traffic issues.

Note: If there is no registration desk, the poll clerk can prefill certificates.

10.4.7 Error on the Lists of Electors

In situations where the differences between the identification and the list are not so close that the DRO is satisfied that they refer to the same person, the elector will need to complete a registration certificate.

All completed Correction Certificate (EC 50051) forms are collected and placed in the Registration or Correction Certificates Envelope (EC 50390), which is sent back to the office after the close of polls. The corrections must be incorporated in the Final List of Electors after election day.

Any elector whose name has been crossed off the list as voted, but insists that he or she has not voted, may take a written Oath4 on the Correction Certificate (EC 50051). Once the elector presents ID and the certificate is authorized by the DRO, the elector may vote.

Suspected cases of double voting

There are a number of instances where office staff may be required to complete research to ensure that double voting has not occurred. This is identified when the elector comes to vote and is already crossed off the list as voted, or when the revising agents or data entry clerks are striking electors in REVISE as voted by special ballot or at an advance poll and the elector is already struck as voted. In these cases, research must be completed to determine if an administrative error has occurred or if this is a potential instance of double voting.

If the revising agent or data entry clerk indicates that the elector is crossed off in REVISE as a National elector, you will need to provide a scanned copy of the Correction Certificate (EC 50051) to EC in Gatineau.

When an elector comes to vote and is crossed off as voted, and the elector insists that he or she has not voted, the DRO will administer Oath4: crossed off as voted on the Correction Certificate (EC 50051). The DRO and the elector will both sign the certificate. The following table indicates which tools will be used to determine if this is a potential instance of double voting:

Tools Used to Determine a Potential Instance of Double Voting >
Box checked on Correction Certificate Research required: Document to check voting status against
I have voted by special ballot Application for Registration and Special Ballot – Local Elector (EC 78530)
I have voted at an advance poll Record of Votes Cast at the Advance Polling Station (EC 50080)
I have voted at this polling station N/A

Please note that if an elector has indicated that he or she has not voted at the polling station and the poll clerk struck the elector in error, there is no way to verify this information.

If you suspect an elector may have voted a second time, notify the ECSN. You will be required to scan and send any supporting documents for review.

10.4.8 Proceedings at Ordinary Polls

Since you may be asked questions or to provide clarifications on various aspects of voting, you should be familiar with the detailed proceedings for voting procedures on election day as outlined in the Deputy Returning Officer and Poll Clerk Guidebook – Ordinary Poll (EC 50340).

Election officials and CPSs are encouraged to call you in case of any uncertainty or problem. Any instructions you transmit to election officials of central polling locations are conveyed through the CPS or designated DRO.

Elector Appeals the Requirement to Take an Oath

An elector can refuse to take an oath, and may appeal the request that he or she does so, in accordance with subsection 148.1(2) of the CEA. You may delegate to the CPS the decision as to whether the elector does in fact need to take the oath or if the elector can be issued a ballot without taking the oath.

This delegation can be made pursuant to section 27 of the CEA and must be done in writing. The CPSs should keep a copy of the delegation with them at the polling location.

10.4.9 Elector Proof of Identity and Address on Election Day

All electors must provide acceptable proof of identity and address to the DRO and poll clerk. Acceptable documents are either:

Electors who have two pieces of ID but no proof of residence may have their residence attested to by another elector, provided that the attestor:

The Have your ID ready pad (EC 90189) with this information will be provided by the CEO within three days of the issue of the writ.

Verifying Acceptable Proof of Identity and Address

The following points will help in verifying documents.

Electors with a Face Covering at a Polling Station

If an elector comes to the polling location wearing a face covering, the DRO asks the elector to show his or her face to confirm the elector's eligibility to vote. If the elector decides not to remove the face covering, the DRO advises the elector that he or she must show two pieces of ID (one showing identify and the other identity and address) and then take the Oath of Qualification to Vote (Oath in the Deputy Returning Officer's Book of Oaths (EC 50061).

Note: If the elector refuses to uncover or to take the Oath, he or she will not be permitted to vote.

10.4.10 Statement of Electors Who Voted on Polling Day (EC 50111) (Bingo Cards)

At intervals of 60 minutes, the poll clerk must provide a document to candidates' representatives that allows them to identity electors who have voted on polling day (except for the identity of those electors who registered on the same day they voted). This information appears on the Statement of Electors Who Voted on Polling Day (EC 50111) (bingo sheets).

To obtain this information, the candidate or official agent must appoint a representative by completing and providing the Authorization of a Candidate's Representative (EC 20020) to the representative.

The CPS or DRO at the first polling location that a representative visits in the ED receives the Authorization of a Candidate's Representative (EC 20020), administers the oath or affirmation and signs the form.

The poll clerk:

On election night, the Original Copies of Statement of Electors Who Voted at the Polling Station Envelope (EC 50385) will be returned to the office. As soon as possible on Day -1, the original Statement of Electors Who Voted on Polling Day (EC 50111) (bingo sheets) must be taken out of the envelopes. The poll clerk must ensure that there is one envelope for each polling station in your ED and:

Once this has been completed, the original copies of the Statement of Electors must be placed back in the Original Copies of Statement of Electors Who Voted at the Polling Station Envelope (EC 50385) and returned to EC in Lot 9.

10.4.11 Treating Completed Certificates

Throughout the day, completed Registration Certificates (EC 50050), Correction Certificates (EC 50051) and Oath of Residence Certificates (EC 50055) are collected by the poll clerk and placed in either the Registration and/or Correction Certificates Envelope (EC 50390) or the Oath of Residence Certificate Envelope (EC 50422) and sent back to the office after the polls close. The registrations and corrections need to be integrated into the Final List of Electors as soon as possible after election day. Please see the next section on treating the Oath of Residence Certificates at your office.

10.4.12 Oath of Residence Certificate

Electors who have two pieces of ID proving their identity but who do not have sufficient proof of address can have their residence attested to by another elector, provided that the attestor:

Both electors will be required to complete an Oath of Residence Certificate and affirm either Oath a or b from the Deputy Returning Officer's Book of Oaths (EC 50061).

10.4.13 Oath of Residence Register

Under the CEA, a list of the names and addresses of electors who voted by taking a written oath of residence must be prepared. This is done by preparing the Oath of Residence Register (EC 50056) after the close of polls on every day of advance voting and on election night.
ss. 292.1

After the polls close, the Oath of Residence Certificates (EC 50055) will be returned to the office in the Oath of Residence Certificate Envelope (EC 50422). These should be given to the clerk who, as soon as possible on Day -1, must retrieve the register from ECDocs, and then:

Once all certificates have been entered, place the certificates back into the Oath of Residence Certificate Envelope (EC 50422) along with the register for that polling station to be returned to EC in Lot 4.

10.4.14 Protest Votes and Declined Ballots

In some provinces, an elector may cast a protest vote by taking advantage of a process referred to as declining a ballot. Please note that this procedure does not exist at the federal level.

If the elector refuses to go behind the voting screen (and therefore declines the ballot), the elector simply hands the ballot back to the DRO without marking it. The DRO removes and destroys the counterfoil. This ballot will be rejected during the count if it is not marked for a candidate.

If an elector declines a ballot, the DRO asks the poll clerk to cross the elector's name off the list of electors and put a check in the "Voted" column against the elector's name on the list. The ballot is then simply placed unmarked in the ballot box.

In accordance with the CEA, these ballots will be treated as rejected ballots.

You should inform the DROs and poll clerks of this procedure during training.

10.4.15 Polling Station Attendees

The only persons entitled to be present at a polling station or the area where electors are casting their ballots are:

10.4.16 Presence of Film Crews and Photographers at a Polling Location

Generally, it is forbidden for the media to enter a polling location containing one or more polling stations. With prior approval from you, the media may take photographs from the door entrance only if they do not interfere with the voting process.

However, the media can obtain special authorization to participate in a "pooled" photo shoot with a political party leader or another candidate in the leader's ED casting their ballot at their polling station, provided they send a request to the CEO in writing prior to Day 10. The media's presence must not disrupt the voting process or compromise the secrecy of the vote.
par. 135(1)(h)

If approved, the CEO will authorize the presence of only one photographer and one camera at a time at the approved polling station. Authorization will be given based on the following criteria:

Note: The media pool may include a sound technician.

The CEO may require that certain conditions be met that include, but are not limited to:

10.5 Mobile Polls

Election day for ordinary and mobile polls is Monday (Day 0). If, in the week in which the election is to be held, the Monday is a provincial or federal holiday, the election is held on the Tuesday of that week in all provinces.

A mobile poll is a poll that is located in two or more institutions where seniors or persons with a physical disability reside. It is created for people who would find it difficult or impossible to vote at ordinary polls.

The procedures governing the conduct of ordinary polls generally apply to DROs and poll clerks of mobile polls. These procedures can be found in the Deputy Returning Officer and Poll Clerk Guidebook – Mobile Poll (EC 50320).

Most institutions do not expect a rental fee for the use of their premises. If the institution requests payment, you may pay a rental fee of $8 per hour provided that the DRO and poll clerk are at the institution for at least five hours.

10.5.1 Notice of the Mobile Poll

Before preparing the Notice of Mobile Poll (EC 10160), contact the administrators of the institutions served to determine the most appropriate time and manner to conduct the mobile poll vote. Visit the institutions to analyze their needs and brief them on electoral event procedures.

Generate and print the Notice of Mobile Poll (EC 10160) using ROPS/SITES. Before photocopying and distributing the notice, and no later than Day 13, scan the document (both sides), save it in a file folder on your local network/personal computer with the appropriate file name and send it to EC. When approved by EC, photocopy the Notice of Mobile Poll on white bond paper. If a second page is required, the notice must be reproduced back to back.

Copies Required

The following number of copies must be distributed no later than Day 13:

10.5.2 Voting Procedure

You must specify the time when voting will take place for each polling station. Specified times must be indicated on the Notice of Mobile Poll (EC 10160).

Subject to the instructions of the CEO, the provisions of the CEA that relate to ordinary polls must, in so far as they are applicable, apply to mobile polling stations.

At a polling station that has been established in an institution for people who are elderly, sick or have a disability, the DRO and the poll clerk must (with the approval of the person in charge of the institution) carry the ballot box, ballots and other necessary election documents from room to room in the institution to allow electors confined to bed and ordinarily resident in the polling division in which the institution is situated to vote.

The DRO must give electors the assistance necessary to enable them to vote.

As with ordinary polls, two representatives of each candidate may be present at a mobile polling station. However, when a poll is closed down so that the ballot box can be taken from bed to bed, only one representative of each candidate may accompany the election officers.

10.5.3 Guidelines for Selecting Mobile Polls

When certifying polling divisions, you are supplied with a list of institutions served by a mobile poll during the last election. Contact the institution's administrator to discuss the logistics of conducting the mobile poll.

If other institutions should be served by a mobile poll, contact the Electoral Coordination Help Desk. New mobile poll locations can be established during an event.

The following guidelines must be considered when arranging mobile polls.

10.5.4 Statement of Electors Who Voted on Polling Day (EC 50111) (Bingo Sheet) at Mobile Polls on Polling Day

For mobile polls, the provisions in the CEA are supplemented where relevant by instructions from the CEO. These procedures for submitting forms to candidates' representatives apply only to mobile polls.

To obtain this information, the candidate appoints a representative by completing and providing the Authorization of a Candidate's Representative (EC 20020) to the candidate's representative.

The DRO or CPS at the first polling location that a representative visits in the ED receives the Authorization of a Candidate's Representative (EC 20020), completes the oath or affirmation and signs the form.

To complete the Statement of Electors Who Voted on Polling Day (EC 50111), the poll clerk:

10.5.5 Counting Mobile Poll Results

Mobile poll DROs and poll clerks may not be able to count the ballots at the last institution visited before the poll closes. In this case, have the mobile poll votes counted at the polling location nearest to the last institution visited or at your office. Advise candidates of any changes to the location of the vote count.

10.6 Electors Requiring Assistance to Vote

Some electors may require assistance to vote. The following sections outline the procedures that must be followed by DROs and poll clerks when providing assistance as well as the tools available to assist electors.

10.6.1 Assisting an Elector with a Disability

An elector with a physical disability or who is unable to read may need some assistance to vote. Electors may require different levels of assistance. It may take more time for an elector with a disability or elderly person to complete every action. The DRO must:

10.6.2 Assistance for an Elector with a Visual Impairment

When assisting an elector with a visual impairment, the DRO must:

There are four devices that are provided by EC that assist an elector with a visual impairment to vote independently and in secrecy: the Voting Template (EC 50170) and the List of Candidates in Large Print. The CPS or designated DRO will also have the List of Candidates in Braille and one lighted magnifier to assist the elector in seeing the ballot.

Voting Template (EC 50170)

If the elector wishes to use the Voting Template (EC 50170) to vote, the DRO assists the elector as indicated in the table below.

Tasks Description
Explains how to use the Voting Template (EC 50170)
  • On the right side, there are boxes that align with the voting spaces on the ballot.
  • To the right of each square, there are embossed and braille numbers.
  • To the left of the squares, there is the ballot holder. The ballot must be lined up at the top of it.
  • The surface of the ballot holder is rough so by touching it the elector will know if the ballot has been correctly inserted in the Voting Template (EC 50170).
  • Places the ballot inside in the Voting Template (EC 50170) and hand it to the elector.
Explains how to fold the ballot to ensure the secrecy of the vote
  • Asks the elector to remove the ballot and fold it, starting where the squares are located (i.e. to the right).
  • Verifies the elector's capacity to fold the ballot properly. If not, repeats the practice until the elector succeeds.
Assists the elector with the voting process
  • Provides the elector with the Voting Template (EC 50170) in which the unfolded ballot has been inserted.
  • Offers an arm to the elector to guide him or her behind the screen. Some electors may prefer to simply follow instead of taking the DRO's arm.
  • When the elector is behind the screen, goes to the front of the screen.
  • Offers to read the names of the candidates and their political affiliation in the order that they appear on the ballot. Reads slowly.
  • Tells the elector to follow down the squares with a finger as the candidates' names are read and to stop at the square where the desired candidate's name is located, without telling the DRO.
  • Reads all the candidates' names.
After the elector has voted, processes the elector's completed ballot
  • Asks the elector to pull out the ballot and fold it.
  • Advises the elector that the DRO will be tearing off the counterfoil. Offers the elector the opportunity to keep a hand on the ballot while the DRO tears the counterfoil, if the elector wishes. Lets the elector know that it is the counterfoil being torn and not the ballot.
  • Asks the elector if he or she wants to put the ballot into the ballot box or if the elector wants the DRO to do it. If the elector wishes to do it, explains that the DRO will guide the elector.
  • Thanks the elector for voting and asks the elector if he or she needs any assistance exiting the polling station.
List of Candidates in Large Print, List of Candidates in Braille and Lighted Magnifier

The CPS or designated DRO will have the List of Candidates in Braille (two copies; one in English and one in French) and one lighted magnifier. You will supply each DRO with three copies of the List of Candidates in Large Print. If the elector wishes to use the List of Candidates in Large Print, the List of Candidates in Braille or the lighted magnifier to assist in marking the elector's ballot, the DRO should advise the elector that these tools are available for use. The DRO:

Magnifying Glasses (EC 50285)

EC has provided magnifying glasses (EC 50285) to all polling locations. All the magnifying glasses have a built-in light, which must be turned on when the magnifying glass is used, and a magnification of 4X. The magnifying glasses should be placed in plain sight, where electors will be able to see they are available. If an elector wishes to use a magnifying glass, the DRO will:

Braille List of Candidates (EC 50173-1)

On the Braille List of Candidates, the candidates' names and their political affiliation are reproduced in the same order as on the ballot. The candidates' names have been numbered; those numbers correspond to the numbers that appear on the template.

If an elector wishes to use the Braille List of Candidates, the DRO will:

People with a visual impairment may use a personal mobile device, such as a smart phone, to read their ballot behind the voting screen.

All reasonable steps should be taken to preserve the secrecy of the vote. It is not permitted to transmit an image of a marked ballot to a third party. In addition, voters who use mobile devices should bring earphones. Any recording made should not be retained.

The use of a mobile device and any applications required for this purpose are the voter's responsibility. EC does not guarantee the reliability of technology in this area.

10.6.3 Assistance from a Friend, Spouse, Common-Law Partner or Relative

A friend, spouse, common-law partner or relative may help an elector to vote, but only if requested by the elector. The person assisting the elector does not have to be a qualified elector in the ED.

Note: A friend may assist only one elector to vote on polling day. This restriction does not apply to a spouse, common-law partner or relative.

The DRO must:

After the oath has been administered, the poll clerk records the following information on the "Record of Electors on the List Requiring an Oath" page of the Poll Book (EC 50060) for ordinary polls and the Record of Votes Cast for the Advance Polling Station (EC 50080) for advance polls:

After the elector and the person providing assistance have gone together behind the voting screen and the elector has voted, the DRO:

10.6.4 Assistance from a Deputy Returning Officer

A DRO may also help an elector to vote. However, this must be done in full view of the poll clerk. No one else may be present.

The DRO must:

10.7 Reporting Accessibility Complaints

ICBMS

EC has developed the ICBMS tool for reporting place accessibility feedback received via the Accessibility Feedback Form.

This system has been designed for two purposes:

For instructions on the use of this system, please see the ICBMS User Guide for Returning Officers.