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Deputy Returning Officer & Poll Clerk Guidebook–Mobile Poll

Getting Ready

This section tells you how to get ready before voting days and when you arrive at the voting place.

Tips

  • Notes have been added throughout the book to provide further context to instructions. If you need, feel free to add your own, as well
  • Polling places may be hot or cold, be prepared for both

Get ready the night before

  1. DRO: If you are unable to work, call the office
  2. DRO: Check:
    • your supplies
    • that you know where the polling places are located
  3. DRO: Count all your ballots

    Confirm the total matches the number of ballots and serial numbers on Record of Ballots EC 10002

  4. DRO: Inspect each ballot to make sure:
    • it shows every candidate's name
    • it is not stained or badly printed

    If a ballot doesn't pass inspection:

    • fold its corners
    • leave it in the booklet
    • don't use it when you serve electors, place it in Envelope: Spoiled Ballots EC 50430

    Note if a large number of ballots doesn’t pass inspection, report it to the office

  5. DRO: Review the following:
    • EC 90189 Have Your ID Ready to Vote
    • This guidebook
  6. DRO: Decide which vehicle you and your partner will use to go between locations on election day
  7. DRO: Prepare any food, water and medication you will need
  8. DRO: On election day, have your signed Solemn Declaration EC 10130 with you when working at the polling place and keep it with you all the time
  9. DRO: On election day, do not wear political party colours or scented products at the polling place

Set up the polling station

  1. Both: Arrive at the location
  2. Both: Set up the table and chairs to face the entrance

    Make sure there is enough space for people with reduced mobility

    Note candidates' representatives may arrive during set up. If they do, check their badge

  3. Both: Set up the voting screen and sharp pencils on a designated table behind you, away from windows and doors
  4. Both: Set up another table near the entrance. Put the file folders with candidates' names on it
  5. Both: Check your supplies

    Call the office if anything is missing

  6. Both: Post the following in a visible area inside the room (in English and French):
    • EC 10160 Notice of Mobile Poll
    • EC 90189 Have Your ID Ready to Vote
  7. Both: Post the following inside and outside the polling place to direct electors to your polling station
    • EC 50160 Yellow Pennant
    • EC 50164 Arrow–Round Sign
  8. Both: Find the Public Notice – Mobile Polling Station EC 50040 (it should be in a visible common area). If you can't find it, ask the administrator if one was posted, or post one
  9. Both: Make a waiting line on the floor using Floor Marking Strip EC 50163, 1 metre away from the front of your table
  10. Both: Put VIC Collection Bag EC 50256 on floor between DRO and PC
  11. Both: Organize the supplies on your table
  12. Put all other supplies in Mobile Poll Bag EC 50490 and put it under your table
  13. Both: Prepare to serve electors

Set up the polling station
Text version of "Set up the polling station"

What should be on my desk to serve electors?

What should be on my desk to serve electors?
Text version of "What should be on my desk to serve electors?"

Call the office if anything is missing.

Put all other supplies in Mobile Poll Bag EC 50480 and put it under your table.

Get ready to serve electors

Get ready to serve electors

  1. Both: Write your name and "Deputy Returning Officer" or "Poll Clerk" on Election Personnel Identification Card EC 50210 and put it on. Wear it at all times
  2. Both: Fill out the cover page of Events Log EC 50060 and complete a Log of poll workers — Events Log (page 2-3)

    Note DRO steps 3-7 and PC steps 8-10 can be done at the same time

  3. DRO: Assemble Ballot Box EC 50250
    • check under flaps and show everyone at your table it is empty
    • write your polling station number, if not done already
    • seal top and bottom short edges of box with 4 Short Ballot Box Seals EC 50190
    • seal top and bottom long edges of box with 2 Long Ballot Box Seals EC 50200
  4. DRO: Copy numbers from long seals to Seal Control Sheet EC 50205 and put box on table in view of everyone present
  5. DRO: Put unused Short Ballot Box Seals, Long Ballot Box Seals and Seal Control Sheet inside purple Mobile Poll Bag EC 50490
  6. DRO: Complete a Log for balancing records and ballots — Ordinary Poll — Events Log (page 6-7)
    • Make sure the total matches the number of ballots on Record of Ballots EC 10002
  7. DRO: Write your initials and the PD number on the back of each ballot in one booklet without removing them

    Once you have used all the ballots in the first booklet, do the same for the next booklet

  8. Clerk: Write your electoral district name and polling station number on the envelopes and bag on the table
  9. Clerk: Fill out the top section of Sequence Number Sheet EC 50111

    Unless otherwise directed, fill out

    • 2 sets of forms if there are 4-7 candidates
    • 3 sets of forms if there are 8-11 candidates
  10. Clerk: Review Official List of Electors and if not already labeled, identify the 4 sections of the Official List
    • List of Electors
    • List of Entries
    • Last Page of the List
    • Poll Key
  11. Both: Together, review the voting procedures to make sure you understand them
  12. Both: At the time shown on Notice of Mobile Poll EC 10160, serve electors