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Deputy Returning Officer & Poll Clerk Guidebook–Advance Polling Days

Closing

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

Closing 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: Candidates or representatives may want to take pictures of Sequence Number Sheet – Advance Polls EC 50109 from today. If they do, lay them out on the voting screen table. Remind them that they must not take the sheets with them
  2. Both: Take out
    • EC 50205 Seal control sheet (found inside Advance Poll Secure Bag EC 50485)
    • EC 50475 Closing Supplies Kit – Advance Poll (found inside Advance Poll Bag EC 50480)
  3. Both: Take the following items out of Closing Supplies Kit – Advance Polls EC 50475
    • EC 50180 Official Seal
    • EC 50420 Envelope: Stubs and Unused Ballots — 1
    • EC 50386 Envelope: White copy of Record of Electors — 1
  4. DRO: Seal Ballot Box EC 50250 slot using 1 Official Seal

    Sign the seal and have the PC and any candidate representative present sign it. Set it aside

  5. Both: If possible, a second table – such as the one with the voting screen – will help you during this procedure. Move it close to the polling station table
  6. DRO: Organize the spoiled ballots from today
    • count the spoiled ballots from today and fill out the information on today's Envelope: Spoiled Ballots EC 50430. If there are none, write 'Nil'
    • put the spoiled ballots from today back inside the envelope. Don't seal it yet. Set it aside
  7. DRO: Organize the unused ballots
    • take out all the unused ballots from 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
  8. Both: Balance your records and ballots
    • if it is Friday, Saturday, or Sunday night complete Log for balancing records and ballots – Advance Polling Days — Events Log (page 4-5) EC 50060
    • if it is Monday night, complete Log for balancing records and ballots — Advance Poll (Monday night) - Events Log (page 6-7) EC 50060

    See How do I balance my records and ballots?

  9. Both: On Monday night only, follow steps 10 to 13 below to complete Last Page of the List

    Note Last Page of the List is between List of Entries and the Poll Key in your Revised List

    Note Don't seal anything until step 20

  10. Both: On Monday only, copy the following numbers from the entry you made in step 8 above in Log for balancing records and ballots — Advance Poll (Monday night) - 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
  11. Both: On Monday only, add the numbers from lines 1 and 2 of Last Page of the List and write the total on line 3
  12. Both: On Monday only, 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
  13. Both: On Monday only, DRO sign and date Last Page of the List
  14. Both: Collect today's copies of Sequence Number Sheet – Advance Polls EC 50109. Put them in order and set them aside
  15. Both: Organize Records of Electors EC 50080 from today
    • on the last Record of Electors EC 50080 for today draw a double line after the last entry
    • get all the other Record of Electors EC 50080 for today out of Envelope: Yellow copy Record of Electors EC 50387. Make sure each set is signed by DRO and PC
    • fill out the information on Envelope: Yellow copy of Record of Electors EC 50387 and on a new Envelope: White copy of Record of Electors EC 50386
    • separate the white and yellow copies of Record of Electors EC 50080. Keep each set in order and put them in their appropriate envelopes. Don't seal them yet. Set them aside

Follow the steps below to organize the completed forms and certificates from today

  1. Both: Take out all documents from Office Documents Bag EC 50390. Sort them by type
  2. 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
  3. 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
    • EC 50109 Sequence Number Sheet – Advance Polls
  4. Both: Put the following documents on top of Advance Poll Secure Bag EC 50485. Set it aside
    • EC 50036 Helper Form
    • EC 50034 Qualification Form
    • EC 50052 Transfer Certificate
  5. Both: Let the CPS know that your materials are ready for them to to do Spot Check 6

    Then you can seal each envelope with an Official Seal EC 50180. Sign the seals and have the PC sign them

    Put Envelope: White copy of Record of Electors EC 50386 on top of Office Documents Bag EC 50390

    Set the other three sealed envelopes aside

  6. Both: The CPS will then check the documents and envelope on Office Documents Bag EC 50390

    Once checked, put the documents and envelope in the bag and seal it with an Official Seal EC 50180. Sign the seal and have the PC sign it

    Give the bag to the CPS

  7. Both: On Monday night only the CPS will check Last Page of the List
  8. Both: Follow steps to organize your materials — Returning Material