Deputy Returning Officer & Poll Clerk Guidebook–Mobile Poll

Good To Know

This section includes information you might need at any time.

Tips

• If you are facing a situation that isn't described in this guidebook, or you need additional help, call the office

How do I balance my records and ballots?

When you balance your records and ballots using Log for balancing records and ballots - Events Log EC 50060, you are checking that your record of the number of people who have voted is correct and that none of your ballots are missing. By balancing often, you can find mistakes quickly. Some errors can be fixed, others cannot be fixed but balancing helps you make sure they don't get worse. Either way, balancing helps you to manage problems as soon as possible.

Things to keep in mind

• when you count unused ballots, make sure you include any additional ballots you have received. If you receive additional ballots, you will have more than one Record of Ballots EC 10002
• the Total column should match the Total number of ballots box on Record of Ballots EC 10002
• make sure you use the log for Ordinary Poll (Election day)

Text version of "Log for balancing records and ballots"

Both: Using Log for Balancing Records and Ballots - Ordinary Poll (Election day)- Events Log (page 4-5) EC 50060:

1. Both: In the first column, count and write the number of all the ticks in the Voted boxes on List of Electors
2. Both: In the second column count and write the number of all the ticks in the Voted boxes on List of Entries
3. Both: In the third column, count and write the number of spoiled ballots
4. Both: In the fourth column, count and write the number of unused ballots
5. Both: Add the numbers from the first three columns and write the total in the fifth column

   Note it should match the Total number of ballots on Record of Ballots EC 10002

6. Both: In the sixth column, write the date that you did the balancing
7. Both: In the seventh column, write the time that you did the balancing

Problems with balancing

Try these steps:

• make sure you are using the correct page and counting the correct items for each column
• recount the number of Voted ticks on List of Electors and List of Entries. Look for cases where you may have crossed off the elector, but not ticked the Voted box
• check the number of electors who voted by counting the number of entries on Sequence Number Sheet EC 50111. This should match the number of people marked Voted on the List of Electors
• check the number of electors added to List of Entries by counting the number of completed Registration, Voting Status, and Transfer certificates

Note Next time you balance, if your numbers are off in the same way, you do not need to complete a new notable event

If there is still an imbalance, think of any events since you last balanced which may explain the reason for the imbalance.

Don't try to correct any of your records. Instead

1. Both: Record what you think is the reason for the imbalance in Log of notable events - Events Log (page 8-11) EC 50060 with as much detail as you can

   
   Text version of "Log of notable events - Events Log (page 8-11)"

2. Both: Write the line number of the notable event beside the relevant entry on Log for balancing records and ballots to show the link between the two entries

Suspicious activities

Cell phones in the polling place

Electors, candidates or representatives can use their cell phones inside the polling place if they do not disturb others.

No one may record, film or take pictures inside the voting place. There is one exception: Electors with a disability are allowed to use their cell phone behind the voting screen as an assistive tool to help them vote — 'Tools for electors who need extra help'

Traffic or lineups

1. Both: Ask electors waiting at your desk to stand behind the line
2. Both: Politely ask electors who have voted to leave
3. Both: If traffic persists, ask the office for help

Workplace harassment and violence

Elections Canada upholds a zero tolerance policy on workplace harassment and violence.

Your role is to monitor, detect, prevent and report any incident happening at the polling place.

1. Both: Fill and submit Incident Report EC 10051 if you witness, are a victim or receive harassment or violence complaints
2. Both: If appropriate, call local authorities
3. Both: Complete Log of notable events – Polling Place Log (page 8-9) EC 50358

Using the Voting Template

Electors with a visual impairment might want to vote using Voting Template EC 50170. The template allows them to vote independently.

1. DRO: Follow procedures as written on the back of Voting Template EC 50170

   Tell them what you are doing at each step (e.g. "I am now tearing up the counterfoil")

2. DRO: Serve elector following regular process — 'What do I do when an elector arrives' and following list

   Note visually impaired electors are allowed to hold their ballot while you check the serial number and remove the counterfoil

Candidates' representatives

Text version of "Candidate's Representative badge"

Candidates and representatives must wear the badge shown above. They must sign in at each polling place they visit.

You are their main contact at the polling place. You can ask them to leave or have them removed if they don't follow Guidelines for Candidate's Representatives EC 20045.

They must stay neutral in the polling place, and they must respect the secrecy of the vote.

If elections officers have questions or concerns about them, they should come to you.

Representatives bring an authorization form to the first polling place they visit. The form is signed by the candidate or agent. The form is exchanged for a badge. Candidates themselves don't need an authorization form but they should wear a badge. The badge allows candidates and representatives to enter any polling place in the ED.

1. DRO: Ask to see their Candidate's Representative Identification Badge EC 20901
2. DRO: If they don't have the badge, follow steps for admitting a candidate or representative
3. DRO: Have them sign in on Log of Candidates or Representatives at the Polling Place EC 50428
4. DRO: Remind them that they can collect Sequence Number Sheet EC 50111 every 60 minutes
5. DRO: Show them where they can sit

   Note up to 2 representatives per candidate are allowed at a polling station at a time. Only 1 representative per candidate is allowed at a registration table

Visitors

Text version of "Visitor's badge"

Elections Canada authorizes visitors. They must wear the badge shown above.

They must stay neutral in the polling place, and respect the secrecy of the vote.

They might be alone or in a group. They might be observing any aspect of the polling place. They will not interrupt you or the voting process, but they might ask questions if you are not busy.

1. Both: Ask to see their badge. If they don't have it, ask them to leave
2. Both: Show them where they can sit

   If you have any questions about the behaviour of visitors, call the office

Auditors

Text version of "Auditor's badge"

The Canada Elections Act requires that an audit take place to ensure compliance with the procedures at polling places. An auditor may come to your polling place.

Elections Canada authorizes auditors. They must wear the badge shown above. They must stay neutral in the polling place, and respect the secrecy of the vote.

Auditors usually work alone. They are observing voting procedures and reviewing the records being kept. They may observe at polling stations and at registration desks. They will not interrupt you or the voting process.

• they may circulate freely within the polling place
• they may sit close to your table so that they can observe properly
• they may examine an elector's ID documents, but they cannot handle them
• they may review the documents at your table without interrupting the voting process
• they may ask you questions
• they will be making notes, on paper or on a laptop or a tablet

1. Both: Ask to see their badge. If they don't have it, ask them to leave
2. Both: Show them where they can sit

   If you have questions about procedures, call the office, don't ask the auditor. If you have any questions about the behaviour of auditors, call the office

A candidate or representative doesn't have a badge

1. Both: Ask them for their Authorization of a Candidate's Representative EC 20020

   Note candidates themselves do not need the authorization form. Instead, ask to see a piece of ID if necessary and continue at step 4 below

2. Both: Check that the form has:
   • the electoral district number or name and the date of polling day
   • name of representative and their candidate
   • date and signature of candidate or official agent
3. Both: Ask them to read the declaration on the form and sign it. They must sign it, or re-sign it, in front of you
4. Both: Fill out Election Officer section
5. Both: Fill out and sign Candidate's Representative Identification Badge EC 20901
6. Both: Put the form in Envelope: Candidate Representative Documents EC 50423
7. Both: Give them the badge in a Plastic Badge Holder EC 20909 and a copy of Guidelines for Candidate's representatives EC 20045
8. Both: Have them sign in on Log of Candidates or Representatives at the Polling Place EC 50428
9. Both: Remind them:
   • they can collect Sequence Number Sheet EC 50111 every 60 minutes
10. Both: Show them where they can sit

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