Deputy Returning Officer & Poll Clerk Guidebook–Mobile Poll

Counting The Ballots

This section explains the steps to take before and during the count, and how to complete the Statement of the Vote.

Set up at the counting place

Arrive at the counting place at the time indicated by the RO.

Start this procedure after voting hours have ended on election day.

1. Both: If possible, use two tables during the closing and counting procedures
2. Both: You will need
   • EC 50430 Envelope: Spoiled Ballots — with spoiled ballots inside
   • EC 50420 Envelope: Stubs and Unused Ballots — with unused stubs and ballots inside
   • EC 50060 Events Log
   • List of Electors
3. DRO: Organize the spoiled ballots:
   • count the spoiled ballots and fill out the information on Envelope: Spoiled Ballots EC 50430. If there are none, write 'Nil'
   • put the spoiled ballots back inside the envelope. Don't seal it yet. Set it aside
4. DRO: Organize the unused ballots
   • take out all the unused ballots from Envelope: Stubs and Unused Ballots EC 50420. Count them
   • fill out the information on Envelope: Stubs and Unused Ballots EC 50420
   • put all the unused ballots in the envelope. Don't seal it yet. Set it aside
5. Both: If you haven't already balanced your records and ballots before leaving your last location ('Get ready to go to the next polling place', step 3), do it now using Log for balancing records and ballots — Ordinary Poll (Election Day) – Events Log (page 6-7) EC 50060

   See "How do I balance my records and ballots?"

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

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

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

   Follow the next steps to organize the completed forms and certificates

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

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

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

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

15. Both: The supervisor will check these items. If there is no supervisor, check them one more time yourself:
    • EC 50430 Envelope: Spoiled Ballots
    • EC 50420 Envelope: Stubs and Unused Ballots
    • EC 50390 The documents ready to go in Office Documents Bag
    • Last Page of the List
16. Both: Set aside List of Electors
17. Both: Seal Envelope: Sequence Number Sheet EC 50385. Put it and the documents from step 12 inside Office Documents Bag EC 50390. Leave it open. Set it aside
18. Both: Follow the steps to organize your supplies to count ballots

What should be on my desk to count ballots?

Before you do this, make sure you have completed the steps for:

✔ Set up at the counting place

Start with a clear table. Gather the following items together and organize them using them the diagram:

• Both: EC 50060 Events Log
• Both: EC 50250 Ballot Box
• Both: EC 50340 This guidebook
• Both: List of Electors
• Both: Plastic bag with counterfoils
• Both: Blue pen

You will need these items found inside Mobile Poll Bag EC 50490:

• Both: EC 50440 Envelope: Rejected Ballots
• Both: EC 50450 Envelope: Ballots Cast for a Candidate – one for each candidate
• Both: EC 50090 Tally Sheet
• Both: Put all other materials aside.

Text version of "A table top image of what should be on your desk to count ballots"

Get ready to count the ballots

Before you do this, make sure you have completed the steps for:

✔ 'What should be on my desk to count ballots?'

1. Clerk: Pre-fill any information that you can on:

   • EC 50440 Envelope: Rejected Ballots
   • EC 50450 Envelope: Ballots Cast for a Candidate
   • EC 50090 Tally Sheet

   Note on your copy only, write the names of each candidate in the order that they appear on the Statement of the Vote EC 50100. Use the last column for tallying rejected ballots

2. Clerk: Get either candidates, or their representatives, or 2 electors, or 2 election officers to witness you count the ballots

   Note election officers who act as witnesses must be 18 years or older

3. Clerk: Give a blank Tally Sheet EC 50090 to any candidate or representative

1. DRO: If space allows, lay out each envelope below. You will place each marked ballot on it
   • EC 50450 Envelope: Ballots Cast for a Candidate — one for each candidate
   • EC 50440 Envelope: Rejected Ballots — for rejected ballots
2. DRO: Review
   • 'What ballot marks are acceptable?'
   • DRO's initials in Log of poll workers – Events Log (page 2) EC 50060
3. Both: Follow steps to count the ballots

Count the ballots

Before you do this make sure you have completed the steps for

✔ 'Get ready to count the ballots'

DRO: Review steps 1-6 together before you start

Note Candidates or representatives may not handle the ballots

1. DRO: Unseal top of ballot box
2. DRO: Take one ballot out of the ballot box and make sure DRO initials and PD of the polling station are on the back

   Note if initials are not yours, compare initials on ballots with the initials of previous DROs on Log of poll workers – Events Log (page 2-3) EC 50060

3. DRO: Unfold the ballot and say out loud which candidate is marked. Show it to everyone present
4. DRO: Put the ballot in its appropriate pile
5. Clerk: On Tally Sheet EC 50090, each time the DRO calls out a candidate's name, put a mark under that name. If the DRO rejects a ballot, put a mark in the rejected column
6. Both: Repeat steps 2-5 until every ballot has been placed in a pile
7. Both: Make sure there are no ballots left in the box (check under flaps). Show it to everyone present. Set the box aside
8. Both: Write the totals in each column of the Tally Sheet EC 50090
9. Both: Sum the totals, and verify that it matches the Total from line 3 of the Last Page of the List (the number of voted ticks)

   If the totals do not match:

   • review your Log of Notable Events - Events Log (page 8-11) EC 50060 for any notes that may explain the difference
   • count each candidate's pile again and compare each total to the PC's Tally Sheet EC 50090
   • count the rejected ballots again and compare total to the PC's Tally Sheet EC 50090

   If they still do not match, refer to 'Problems with balancing' to see if you can explain the difference. Make a note on the Statement of the Vote, and on page 8-9 in the Events Log EC 50060

10. DRO: On each envelope, write the total number of ballots inside or "NIL" if none
11. DRO: Put each pile of ballots inside its appropriate envelope. Leave the envelopes open
12. Both: Complete the Statement of the Vote EC 50100 — 'How do I complete Statement of the Vote?'

Note For situations during the count — 'Situations During the Count'

Situations During the Count

The counterfoil is still attached

1. Don't unfold the ballot
2. Hide serial number
3. Remove counterfoil, tear it up and put inside Plastic bag for counterfoils
4. Put the ballot back in the ballot box

The initials and/or the PD on the back of the ballot are missing or incorrect

It is up to the DRO to determine and be satisfied that this ballot was issued at your polling station, either by yourself, or in the case where another election officer issued ballots, by them.

A witness objects to your decision about any ballot

1. DRO: Hear their explanation, and then make your final decision
2. DRO: Record the objection in Log of objections to ballots - Events Log (page 12-13) EC 50060
3. DRO: Write the number of the log entry on the back of the ballot concerned

What ballot marks are acceptable?

Use these guidelines to determine whether to accept or reject a marked ballot paper.

The DRO must accept a ballot paper if it is marked:

• in one (and only one) circular space to the right of the name of the candidate
• with an "X" or other mark made with any writing instrument as long as the DRO is satisfied the mark or writing instrument is not so distinctive that it could be used to identify an elector

The DRO must reject a ballot if:

• it is marked in more than one of the circular spaces
• it is not marked in any of the circular spaces
• it contains a mark that the DRO considers could be used to identify an elector

Text version of "Samples of marked ballot papers"

How do I complete Statement of the Vote?

Before you complete this document, you must have completed the steps for
✔ Count the ballots

Text version of " Statement of the Vote"

Note If the numbers don't match, write a note somewhere on the Statement of the Vote explaining why you think the numbers don't match

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