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Chapter 10 – Planning for the polls (04/2023)

For more information on RO office logistics, consult:

10.1 Getting organized at the office

Start planning early for polling day and night by considering areas requiring organization, such as:

  • Distributing ballots, lists and kits to election officers – for more information on preparing election materials, consult section 10.9 Materials and Kits for the Polls
  • Confirming the opening of the polling stations
  • Implementing accessibility procedures at the polls
  • Supervising the operations at the polls
  • Responding to queries from the public
  • Counting special ballot votes cast 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 election materials returned from polls – this material consists of ballot boxes, official voting documents, and forms and certificates completed at the polls that need to be processed after polling night and returned to EC after the event
    • For a comprehensive list of material, consult Volume III of this manual, Table 2 and C1 to assist you in planning.
    • For more information, consult Volume III of this manual, section 2.2 Preparing for polling night.
    • For each of the above-mentioned activities, determine what has to be done, how it will be done and who will do it.
  • Finalizing the polling day plan: staffing the office, establishing physical office set-up and ordering additional equipment and supplies.

10.2 Accessibility at the polls

All complaints relating to accessibility at the polls and overall feedback must be logged into ICBMS. For more information, consult the C15 checklist.

You are responsible for ensuring that these two procedures are carried out at the polls. Where possible, designate an election officer in charge of accessibility whose responsibilities are to:

  • Set up the Feedback on Accessibility and Voter Experience station
  • Conduct the accessibility verification process throughout polling days and one week before using the verification of accessibility publications (listed in section 10.3)
  • Handle any accessibility issues identified during the accessibility verifications
  • Manage the Feedback on Accessibility and Voter Experience Form (EC 50119)

    The Information Officer-Accessibility position (IO-Accessibility) is not included in your official budget; it is authorized on a case-by-case basis. You should consider planning for one or more IO-Accessibility resources if one of your polling sites:

  • lacks an automatic door or will have a locked door
  • requires an elevator to reach the voting room
  • has a complicated, long, or confusing voting path
  • is obstructed by construction or some other circumstance

10.3 Verification of Accessible Facilities Booklet

Three documents are used to conduct the verification of accessible facilities: one checklist (EC 50114) and two Verification of Accessible Facilities booklets (EC 50115 and EC 50116). They are used at the polls to identify any obstacles that could impede accessibility to voting and remedy the situation immediately if possible, to ensure the site is and remains accessible throughout polling day(s). These documents are also used to collect accurate information for you to update the EC polling sites database.

You must retain the checklist and the booklets after the event for safeguarding, in case of elector complaints.

10.4 Accessibility verification schedule

One week before opening of polls

Print copies of the Verification of Accessible Facilities – To be completed one week before the opening of polls (EC 50114), and provide them to the CPS who will be performing the accessibility verification. This completed checklist should be returned to the RO office once the assessment is completed.

At advance and regular polls

Using the Verification of Accessible Facilities Booklet (EC 50115 and EC 50116), the designated election officer for accessibility must conduct three accessibility verifications each day of advance polls and on polling day. This person must then report the information to you by phone during their call confirming that all election officers have arrived.

The designated election officer for accessibility would preferably be the CPS or another staff member designated for this purpose.

If necessary, the daily second and third accessibility verifications can be delegated to the information officer (IO) who then reports the information to you or to the designated staff member.

The Verification of Accessible Facilities Booklet must be inserted in the Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50122) at the close of polls on the last day of advance and ordinary polls.

Table 9 Accessibility verification schedule on polling days
Verification Each day of advance polls and polling day
First Before opening
Second Between noon and 1:00 p.m.
Third Between 4:00 p.m. and 5:00 p.m.

Elections officers are to immediately report any accessibility issues that they cannot resolve on site.

You must take prompt and appropriate action to remedy the situation, such as call the landlord, dispatch additional employees or seek assistance from the FLO or the FSN.

If, after having taken all necessary measures, a polling place still cannot be made accessible, immediately advise the Electoral Administration and Procedures Help Desk.

10.5 Feedback on Accessibility and Voter Experience

The CPS is responsible for setting up and taking down the Feedback on Accessibility and Voter Experience station at the polls.

10.5.1 Setting up the feedback station

As detailed in the Central Poll Supervisor's Guidebook (EC 50354), the CPS must ensure that the feedback station is set up, in a visible area, prior to the opening of the polls on the first day of advance polls and on polling day. At the station, both the English and French version of the Feedback on Accessibility and Voter Experience Forms (EC 50119) must be available for electors and ideally placed next to the Feedback on Accessibility and Voter Experience Box (EC 50121).

One Feedback on Accessibility and Voter Experience Box (EC 50121) must be assembled and used for all four days of advance polls.

10.5.2 Closing the feedback station each day of advance polls

As detailed in the Central Poll Supervisor's Guidebook (EC 50354)) and the Polling Place Log (EC 50358), the CPS must close the feedback on accessibility and voter experience station each day at the close of the polls. The CPS must then review each completed Feedback on Accessibility and Voter Experience Forms (EC 50119), and the Incident Report Forms (EC 10051) to resolve the issues for the next day.

The CPS must report to the RO any issue that cannot be remedied by on-site officers. He must also immediately return to your office the completed Feedback on Accessibility and Voter Experience Forms (EC 50119), and the Incident Report Forms (EC 10051) within the Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50122).

10.5.3 Closing the feedback station on polling day

As detailed in the Central Poll Supervisor's Guidebook (EC 50354) and the Polling Place Log (EC 50358), the CPS must close the station at the close of polls on polling day and immediately return to your office the Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50122), which includes the completed Feedback on Accessibility and Voter Experience Forms (EC 50119) as well as the Incident Report Forms (EC 10051), and hand it to the person responsible for returning all election materials.

C15 Feedback on Accessibility and Voter Experience Process

The process begins when you receives a Feedback on Accessibility and Voter Experience Form (EC 50119) or an Incident Report Form (EC 10051) after the close of polls for each day of advance polls and polling day. The following steps must be completed until the file is closed.

Review and data enter all received EC 50119 forms into ICBMS.
For each form submitted, confirm if the elector requested a response and, if so, has provided contact information.
  • - If the elector is anonymous, review and take appropriate action to resolve the problem or situation, if possible.
  • - The file can then be closed in the system.

If the elector provided contact information and has requested a response, a written acknowledgement must be sent within 20 days of receipt of the Feedback Form.
Decide whether to launch an investigation.
  • - Investigations will be undertaken in cases where you cannot confirm the information in the Feedback Form with the appropriate election officer, or if the election officer disagrees with the information reported on the Feedback Form. In this case, you will have to communicate with the elector for further clarification.

If a Feedback Form warrants an investigation, you must initiate the investigation within 15 days following the acknowledgement of the complaint.
  • - Once the investigation is initiated, you have 20 days to investigate the feedback.
  • - If the investigation cannot be completed in 20 days, you must send a written interim notice to the elector advising that the investigation is extended.
  • - Once the investigation is completed, you must assess if the situation can be resolved. The resolution to the problem must be communicated in writing to the elector within 15 days of resolution.

If a Feedback Form does not warrants an investigation, you must take corrective action immediately.
Advise the elector by phone (if possible) or in writing of the corrective action undertaken and let him know that the problem is resolved.
Once the Feedback Form has been resolved, close the file in the system, place the paper copy of the Feedback Form in the Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50122), and send the Envelope in Lot 101 for archiving.
If the problem cannot be resolved, forward the file to ECHQ for an independent investigation.

10.6 Methods of voting

The CEA provides three methods of voting:

  1. Ordinary polls: Electors vote on polling day (Day 0) at the polling station indicated on the Voter Information Card (VIC).
  2. Advance polls: Electors may vote on Days 10, 9, 8 and 7 at advance poll locations indicated on the VIC.
  3. Special ballot: Electors may choose to vote by special ballot (by mail or at an EC office) by applying after the writ is issued.

You must prepare a plan that ensures a successful polling day. Some responsibilities include:

  • Choosing facilities and polling places that meet the 15 mandatory accessibility criteria – consult Volume I, Chapter 2 Accessibility
  • Printing notices and ballots
  • Issuing Transfer Certificates (EC 50052), completing the Transfer Certificate Register and coordinating the use of Transfer Certificates (Moved Poll) (EC 50052) at polling places when a polling station moves after the VICs are mailed to electors, if applicable – for more information, consult Issuing and Managing Transfer Certificates (EC 12309)
  • Distributing ballot boxes and poll supplies
  • Ensuring that all polls are properly staffed
  • Ensuring that all polling stations open at the time prescribed by the CEA; for more information, consult Volume IV.

10.7 Polling stations

10.7.1 Equipment for polling stations

Each polling station must be equipped with a table and a chair for the DRO to be well set up. Representatives' chairs may be placed on either side of the table.

Be sure to also provide a table and chairs for other election officers such as the CPS, the IO and the registration officer.

For polling day, provide a table for the assigned IO who is collecting the Sequence Number Sheets (EC 50111).

The polling station must also have a table for each Voting Screen (EC 50240). Election officers 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, election officers or candidate representatives using 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").

10.7.2 Floor plans

For suggestions on setting up service points, consult Figure 8, Figure 9 and Figure 10.

10.7.3 Staffing plans

To ensure a successful electoral event, all polling stations for both advance and ordinary polls must open at the time prescribed by the CEA. This is a fundamental right for electors, candidates and political parties.

Keeping in mind the needs for advance polls and polling day, you must prepare your poll worker staffing plans ahead of the event to ensure all your polling places are adequately staffed, and have contingency plans in place to ensure that all polls open at the prescribed times.

The poll worker staffing plans that you develop for your ED should be resilient and ensure compliance of the voting procedures at the polls, while providing poll workers the opportunity to take health breaks, and the option of shifts for advance polls.

For more details, consult Volume 4 of this manual, Chapter 4, Staffing and planning considerations for the polls.

Efforts should be made to hire as many poll workers and office staff as possible to reduce the risks related to no-shows and staff being overworked. This also reduces overtime costs.

Figure 8 Service point layout – minimal staff

Figure 8 Service point layout – minimal staff

Text version of "Figure 8 Service point layout – minimal staff"

The plan with minimal staff shows a long table with a seat for the central poll supervisor and one for the poll clerk. There are 3 seats for the candidates' representatives, a line-up for electors (one metre apart from each other), and an accessibility feedback station.

Figure 9 Service point layout – full staff (one station)

Figure 9 Service point layout – full staff (one station)

Text version of "Figure 9 Service point layout – full staff (one station)"

The fully staffed single polling station has a very similar set-up to the one above, except that the main table has a seat for the deputy returning officer and another one for the poll clerk. In addition, the central poll supervisor has his own table, as does the registration officer to serve electors requiring additional services. An information officer stands near the entrance to guide electors.

Figure 10 Service point layout – central poll

Figure 10 Service point layout – central poll

Text version of "Figure 10 Service point layout – central poll"

This figure shows the layout for a central polling place containing four polling stations, laid out as follows:

  • The main entrance where electors check in with an information officer and are directed to a table where two registration officers offer additional services as required by electors
  • The central poll supervisor sits near the entrance to oversee activities
  • The other three polling stations include the following: a long table where a deputy returning officer and a poll clerk sit to serve electors, three chairs where candidates' representatives can sit and observe, a line-up of electors waiting to vote (electors should stand one metre apart from each other).
  • Near the entrance is an accessibility feedback station.

10.7.4 Poll worker cellular phones at polling places

CPSs, DROs and/or registration officers must have access to a telephone at the polling place. If no phone is available, then:

  • determine if an election officer with a cellular phone or smartphone is willing to use the phone for electoral purposes during advance polls or on polling day, as applicable; a sum as set in the Federal Elections Fees Tariff (EC 11790) is remitted to the election officer for the use of a personal phone
  • on ECHQ authorization only, rent a cellular phone from a supplier for the polling place

The RO must give authorization in writing for the use of cell phones.

If cellular phones do not function in the geographic area, contact the Electoral Administration and Procedures Help Desk to discuss alternatives. Keep a list of the telephone numbers of all polling places to be able to reach DROs and CPSs during voting hours.

10.8 Preparing the notices of election

10.8.1 Notice of Election

You must complete the Notice of Election within four days after the issue of the writ and submit it for verification and approval.

Production and distribution

  1. Download the Notice of Election (EC 10020) and enter the following information, making sure that the accents appear in the French versions:
    • The name of your ED
    • The deadline for receipt of prospective candidates' nomination papers*
    • The election date and voting hours*
    • The date, time and location of the validation of the results*
    • The name of the city or municipality where your office is located
    • The date*
      * This information must appear in both official language, using the appropriate rules for writing dates.
  2. Save, print and sign the form.
  3. By Day 32 at the latest, scan and upload a copy to the "Notice of Election" assignment in FAMT.
  4. Once the document uploaded, submit your assignment in FAMT for ECHQ verification and approval.
  5. Once EC approves it, print the Notice on white 8.5" x 11" paper.
  6. Post the Notice in your office.
  7. Send the Notice to each registered or eligible party in your ED.

10.8.2 Notice of Advance Polls

Production

No later than Day 16, you must generate a Notice of Advance Polls (EC 10140), which is a statutory report in ROPS/SITES.

Counting the Votes

At the close of polling stations on polling day, or with the CEO's approval, up to one hour before the close of polls, a counter and a recorder are identified to count the votes on polling day at the place mentioned in the Notice of Advance Poll.

Before generating the Notice of Advance Polls, ensure that the location(s) where the advance poll ballots will be counted are accurate in ROPS/SITES. Ballots can be counted on polling day at a polling station, your office or another location.

To generate the Notice of Advance Polls:

  1. Select the report type based on where the ballots will be counted on polling day.
  2. Review the following contents of the report:
    • ED code and name
    • voting dates and times
    • the numbers of polling divisions in every advance polling district
    • the location of each advance polling station
    • the locations for counting the votes cast at each advance polling station
    • the date that the counting of the votes cast shall take place
  3. Print the Notice and sign and date each page.
  4. Scan and upload a copy of the front and back of all pages of the document to the “Notice of Advance Polls” assignment in FAMT for verification.
  5. Once uploaded, submit your assignment in FAMT for ECHQ approval.
    For more information on generating the Notice of Advance Polls, consult the section on Statutory Reports in the ROPS/SITES User's Guide (EC 10237).

Distribution

Once approved by ECHQ and no later than Day 16, you must:

  1. Download the approved Notice of Advance Polls from FAMT, print it and post it in your office – in an area that is visible to the public.
  2. Send two copies of the approved Notice of Advance Polls to each candidate and to the CEO.
    • The Notice will also be available for confirmed candidates in the Political Entities Service Centre (PESC) portal.
  3. Soon thereafter, you must provide one copy of the approved Notice of Advance Polls to the Central Poll Supervisor (or designated Deputy Returning Officer) for each polling place.
    • The Notice should be posted in an area visible to the public at each polling place.
  4. Retain the original copy of the approved Notice of Advance Polls, for your records.

10.8.3 Notice of Grant of a Poll

The Notice of Grant of a Poll (EC 10170) must be posted within five days after the closing day for nominations.

The Notice consists of two parts:

Part One: List of candidates, their political affiliation and official agents:

  1. EC sends you the Notice of Grant of a Poll (EC 10170) so you can verify the information on the candidates and their official agents.
  2. Verify and correct any inaccurate information on the Notice.
  3. Print, sign and date the Notice.

Part Two: List of all the polling stations in your ED

  1. Using ROPS/SITES, print the list of polling places and attach it to the first part of the Notice.
  2. Scan the completed Notice and save the file as "EDCode-Notice of Grant" (EDCode being your 5-digit ED code).
  3. Upload a copy to the "Notice of Grant of a Poll" assignment in FAMT.
  4. Once the documents uploaded, submit your assignment in FAMT for ECHQ verification and approval.
  5. Once the Notice is approved, make the required photocopies (two-sided if needed).

Distribution

Distribute the number of copies below (both parts of the Notice) no later than Day 16:

  • one copy to post in your office
  • one copy for each AARO office, if applicable
  • one copy for each CPS or, where no CPS is appointed, one copy for each ordinary poll ballot box
  • one copy for each Long-Term Care (LTC) ballot box
  • one copy for each candidate

10.8.4 Notice of Voting in Seniors' Residences and Long-Term Care Facilities

Voting service options for seniors' residences and long-term care facilities (LTCF) have changed. As a result, EC has developed a new Notice of Voting in Seniors' Residences and Long-term Care Facilities (EC 10161). This Notice will list each facility and the type of voting that will occur during the electoral calendar, e.g. on-site polling stations, coordinated special ballot voting, or unassisted voting by mail.

Preparing the Notice of Voting in Seniors' Residences and Long-term Care Facilities (EC 10161)

  • Contact the administrator of each institution to determine the preferred voting service option, as per the "Revalidate voting services in seniors' residence and long-term care facilities and confirm in the systems" procedure sheet.
  • In ROPS/SITES, ensure the accuracy of the location(s) for the counting of the ballots; ballots can be counted on ordinary polling day, at your office or at another location.
  • Complete the necessary system transactions in ROPS/SITES and/or REVISE.
  • Ensure all data has been entered in the Statistics and Analytics (STAT) tool – enter data as per the procedure sheet in Event+, "Revalidate voting services in seniors' residences and long-term care facilities and confirm in the systems."

    For more information, consult the Voting in LTC Facilities – STAT User's Guide (EC 12155).

Production – by Day 18

Generate the Notice of Voting in Seniors' Residences and Long-term Care Facilities (EC 10161) statutory report in STAT:

  1. Go to Voting in LTC facilities, and click the Notice of Voting button to generate the Voting Information – Seniors' Residences and Long-term Care Facilities statutory report.
  2. Certify the information contained on the Notice.
    • This certification will generate a signature on the Notice.
  3. Review and verify the following contents:

    For on-site polling stations

    • The voting date and times
    • The polling division number
    • The location name and address of each facility
    • The location(s) for counting the votes cast at each on-site polling station

    For facilities voting by special ballot

    • The polling division number
    • The selected special ballot voting option (Coordinated Special Ballot Voting or Vote by Mail)
    • The location name and address of each facility
    • The location for counting the votes cast at each facility
  4. Check the I approve box and print the Notice.

Distribution – by Day 16

Print the Notice of Voting in Seniors' Residences and Long-term Care Facilities (EC 10161) and distribute them as follows:

  • Two copies for each facility
  • One copy for each candidate – the Notice will also be available to confirmed candidates on the Political Entities Service Centre (PESC) portal
  • One copy to post in your office, in an area that is visible to the public
  • One copy in each LTC poll ballot box for the poll workers – the Notice should be posted at the facility in an area that is visible to the public

If changes are required to the Notice of Voting in Seniors' Residences and Long-term Care Facilities (EC 10161) after it has been distributed to candidates (e.g. change in ballot counting location, change in date/time of voting), you must update the data in STAT and follow the steps listed above to generate and distribute a new Notice as soon as possible.

10.8.5 Voting Information – Seniors' Residences and Long-term Care Facilities

The VICs sent to electors residing in seniors’ residences and long-term care facilities will not specify the date and time at which on-site voting will occur in the facility. Instead, the information will be available in the Voting Information – Senior’s Residences and Long-Term Care Facilities (EC 10162).

Preparing the file Voting Information – Seniors' Residences and Long-term Care Facilities (EC 10162)

Before printing, ensure that you have:

  • Confirmed all voting services with each facility administrator
  • Completed the necessary system transactions in ROPS/SITES and/or REVISE
  • Entered all data in Statistics and Analytics (STAT) as per the "Revalidate voting services in seniors' residences and long-term care facilities and confirm in the systems” Event + procedure sheet.

Production – By Day 22

  1. Generate the Voting Information – Seniors' Residences and Long-term Care Facilities (EC 10162) PDF file in STAT for each facility that will host an on-site polling station.
  2. Discuss with the facility's administration how they prefer to receive the file and plan distribution accordingly.
    • A PDF of the Voting Information file may be emailed to the facility's administration. The facility would be responsible for printing and distributing the file to their residents who are eligible electors (if known).
    • Otherwise, the file should be printed in your office or by a local printer (for large quantities or colour printing).
  3. Confirm with the facility's administrators the required quantities (preferable one per eligible elector) and print accordingly.

    For information, consult the Voting in LTC Facilities – STAT User's Guide (EC 12155) in RODS.

Distribution – by Day 16

Distribute copies of the Voting Information – Seniors' Residences and Long-term Care Facilities (EC 10162) to facility administrators to inform their residents of the upcoming on-site polling station.

  • This file should be distributed a few days after the VICs have been approved for printing.

10.8.6 Selecting mobile polls

After the issue of the writ, you will use the Voting in LTC Facilities page in Statistics and Analytics Tool (STAT) to manage the voting options and generate reports and posters for seniors' residences and/or long-term care facilities. For more information, consult the Voting in LTC Facilities – STAT User's Guide (EC 12155) in ECDocs.

You will receive a list of institutions served by a mobile poll during the previous election. Contact the institution's administrator to discuss the logistics of a mobile poll.

If other institutions need to be served by a mobile poll, contact the FSN. New mobile poll locations can be established during an event.

The following guidelines must be considered when arranging mobile polls.

  • One mobile poll must serve at least two institutions.
  • Institutions are to be within reasonable driving distance of each other to allow election officers sufficient time to travel between locations.
  • Combined voting hours for all institutions within a mobile poll cannot exceed 12 hours and must coincide with the polling hours of the ordinary poll.
  • Since electors in mobile polls are likely to have more difficulty casting their ballot, allow sufficient time for voting (usually 20 to 25 electors per hour).
  • The total number of electors should not exceed 150. If an institution has more than 150 electors, it should become a single building polling division (400-series poll).
  • An institution should have at least 10 potential electors before being considered. Electors residing in small institutions (fewer than 10 electors) should use special ballot provisions and vote in person at the RO office or by mail. In specific cases where electors cannot vote by themselves and cannot go to the RO office for assistance, electors may vote at home.
  • Decide where the counting of the ballots will take place – either at the last institution visited or the RO office as specified in the Notice of Mobile Poll.
  • To avoid confusion, a mobile poll should not be established in an institution where a regular polling station is located.

10.9 Materials and kits for the polls

Election officers must receive their election materials in sufficient time to allow them to become familiar with their duties and the various forms and booklets. Note the distinctions between the kits intended for various roles, and for advance polls, ordinary polls and mobile polls.

For a complete list of these materials, consult the Electoral Material Coordinator's Manual (EC 10475) available on the Field Personnel Intranet.

EC will provide golf pencils for each elector. You might find the Ballot Planning and Distribution Tool (EC 10400) useful to determine the quantities to be distributed for each polling place and station. You may include the required pencils with the ballots or choose to provide them to the CPS to distribute them as needed.

When election material is distributed or returned by special messenger (and not the CPS or the DRO), it is important to plan and track the special circumstances and inform the election officers involved. Refer to Instructions for Shipping Election Material by Special Messenger (EC 50533).

10.9.1 Preparing the lists for use at the polls

Lists of electors are used by DROs to strike off electors as they come to vote. These lists are formatted and prepared to facilitate the work of the election officers while helping to maintain accurate record keeping of proceedings at the polls.

Registration officers also use these lists to look up electors who come to the polling place but do not have a VIC or adequate ID with them. The registration officer will confirm that the elector is on the list, and if not, will use the Poll Key to confirm they have come to the right polling place. They will complete any required forms or certificates, including Registration Certificate (EC 50050) and the Vouching Form (EC 50055), and then direct them to their polling station.

The lists are prepared in different formats depending on the intended election officer (DRO or registration officer) and whether the lists are produced for advance polls or ordinary polling day. You must ensure that the correct lists are prepared and distributed. Refer to Preparing Lists of Electors for Use at Polling Places (EC 10075).

Considerations when preparing lists for advance polls

As per the election calendar, preparation for the lists for advance polls can start on Day 15 to allow for sufficient time to print and distribute them to DROs and registration officers. However, if you are in an urban or suburban ED with commercial printers who can print your lists quickly or overnight, you should plan to print as late as possible while still ensuring the lists are ready for pickup on Day 11 or the morning of Day 10.

Between Day 15 and Day 11 at opening of advance polls, there will be elector activity (added, correct, moved, removed or struck as voted by special ballot). This activity needs to be reflected as an addendum to the DRO lists, which now becomes an integral part of the list, called the List of Changes.

There guidebooks direct DROs on how to process the List of Changes with the List of Electors, and this can take significant time the first morning of advance polls, while they are setting up. However, there is some flexibility as to when the Revised List f Electors (DRO Adv) is produced that would eliminate the need for producing a List of Changes. A delay in printing the Revised List of Electors allows for a shorter List of Changes or eliminates the need for one altogether.

Options to consider:

  • Distance – EDs that are dense urban areas need less time to distribute to all their advance polls.
  • Timing – Determine with your printer how much time is required to produce the lists for DROs in legal size format. If it's only one or two days, the AC could produce the list on Day 13 or 12 (still allowing time for assembly at your office). This would reduce the potential elector activity on the List of Changes, which will reduce your DROs' efforts to manually update the Revised List of Electors on the morning of advance polls.
  • High revision activity – review and compare the statistics reports prepared by the AC to determine if revision volumes are high. You may wish to compare it to the Statement of Quality prepared for the ED to anticipate continuing activity between Day 15 and Day 11. Because of actual revision activity, it may be necessary to reprint the list for one or two advance polls. In most cases, the List of changes should be one or two pages per advance poll; this smaller volume would be manageable by election officers.
  • How you issues/distributes lists and ballots to poll workers – are the lists being picked up by election officers or are they being sent with the CPS? Remember that some of these lists could be up to 300 to 400 pages, and will be in binders. Can the CPS transport all the lists along with the other election material for the polling place?

Considerations when preparing Lists for polling day

The lists for ordinary polls are prepared on Day 5 to ensure sufficient time to print and assemble them at your office and then distribute them to DROs and registration officers. Refer to Preparing Lists of Electors for Use at Polling Places (EC 10075).

Options to consider:

  • How you issues/distributes lists and ballots to poll workers – are the lists being picked up by election officers or are they being sent with the CPS? The Official List of Electors is approximately 15 to 20 pages and the Alpha List by Site can be anywhere from 100 to 300 pages depending on the number of polling stations at a given site. Can the CPS transport all the lists along with the other election material for the polling place?

10.9.2 Issuing and deploying ballots to the polls

Issuing and deploying ballots to polls requires careful planning with special considerations for Advance Polls.

Ballots are issued to DROs based on several criteria:

  • number of electors on the list
  • previous advance poll voter turnout and anticipated increase over time
  • known increase in population not captured through revision (such as on a reserve)
  • contingency for anticipated revision volumes identified locally in the ED
  • distance required to transport ballots to the polling place if a shortage were to occur
  • travel challenges (i.e., a fly-in community)

Refer to Instructions for the Ballot Planning and Distribution Tool (EC 12308) for information on calculating ballots, preparing the work-order for the printer, as well as other forms for record keeping.

Preparing and distributing the Record of Ballots

You must produce a Record of Ballots (EC 10002) and place it with the required number of ballots in the Ballots Transport Bag (EC 50215) for each election officer. Consider including a Ballots Transport Bag and a set of blank Records of Ballots (EC 10002) for the CPS.

Should a DRO run low on ballots, the CPS should prepare a Record of Ballots when issuing one or two booklets to a DRO to ensure appropriate record keeping at the polling place. Refer to the election officer guidebooks for complete instructions at the polling place or Instructions for the Ballot Planning and Distribution Tool(EC 12308) for the returning office.

It is important to ensure proper record keeping by completing a Record of Ballots (in duplicate) for both the DRO and the CPS.

Also, ensure that the CPS has sufficient blank Record of Ballots documents to issue spares to the DRO when needed; instruct the CPS to issue only one or 2 booklets at a time.

Considerations when preparing ballots for advance polls

Since there are 4 days of advance polls with 12 hours of voting per day, it is important to plan and manage how ballots will be distributed. The Instructions for the Ballot Planning and Distribution Tool (EC 12308) document will help determine the quantities of ballots needed for the DROs at advance polls, plus spares for the polling place through the CPS.

Distribution considerations:

  • Consider issuing the DRO two days' worth of ballots and providing the rest to the CPS as spares. This would allow flexibility at a polling place with multiple polls to allow for staff changes, or in the event that a DRO runs low on ballots. Issuing a four-day supply of ballots can be a lot for a DRO to manage and secure after each night of advance polls.
  • If ballots were not formally issued to a DRO, the CPS could return the spare ballots after the advance polls as the ballots would not officially be issued to a DRO. Once the spare ballots are reconciled with the amount sent/distributed, these could then be used as contingency for polling day.
  • Consider sending additional ballots for remote areas, especially fly-in communities.

Considerations when preparing ballots for ordinary polls

As with the advance polls, there will be flexibility in how the distribution can be managed with spare ballots begin issued for the polling place with the CPS.

Considerations:

  • Distance – consider sending additional ballots to remote or distant polling places, especially fly-in communities
  • How you issues/distributes lists and ballots to poll workers
  • Whether lists and ballots are sent with the CPS or picked up by the DRO

10.9.3 Ballot boxes

Ballot boxes are shipped from EC. When these boxes are received, the EMC is to sort the material first, and then prepare the material for advance polls and then ordinary and mobile polls.

Advance, ordinary and mobile polls

The EMC is to 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 EMC to gather the material for advance, ordinary and mobile polls. When the DRO and poll clerk leave with their election material, it is all to be stored in the Ballot Box identified for their polling station.

10.9.4 Guidebooks for poll workers

Guidebooks for poll workers are shipped separately from the preassembled poll kits. Distribute them to poll workers during training. When shipping these guidebooks, be sure to also include their Appointment and Solemn Declaration (for election and referendum officers) (EC 10130) forms.

10.10 Documents returned after each day of advance polls

During advance polling days, the materials listed in Table 10 below are returned every night to your office and will not be included in the transport bags from advance polls on polling night.

The DRO is in charge of the ballots and the ballot boxes from the moment he receives the material until it is sent/transferred to your office on polling night. However, you can, if it is necessary to protect the integrity of the vote, authorize the DRO/CPS to bring back the ballot box(es) with the election material to your office after the last day of advance polls.

Use the Checklist for Return of Election Materials – Advance Polls (EC 11501) to record the articles as they are sent/transferred from each polling place to your office.

Address reported incidents of missing election materials promptly. You must log the details right away on the Incident Report Form (EC 10051).

You may choose to collect (possibly by messenger) the material from each polling place returned either after the polls close or early the following morning.

If the CPS is unable to bring materials back to the office each night, he must call in to report the following information for each polling station:

  • How many people voted
  • How many registration certificates (EC 50050) were completed
  • How many voting status certificates (EC 50051) were completed
  • The polling division and sequence numbers from completed sequence number sheets (EC 50109 or EC 50111) – you may ask the CPS to scan or take a photo to send to the office

The CPS may fax these documents to you. However, if the CPS does so, he must return to you the original forms outside of the ballot box, after the counting of the votes on polling day.

Accessibility Feedback Forms that are returned during or following the advance polls must be logged into ICBMS without delay.

If you do not have time to do this yourself, delegate this responsibility and provide appropriate training to either the ARO or the office coordinator to complete this activity before Day 3.

It is imperative that this deadline be respected in order to allow sufficient time for any possible remedial action in cases where the ordinary polling place is the same as the advance poll.

Table 10 Electoral materials sent/transferred from advance polls to your Office
  Friday Saturday Sunday Monday
Office Documents Bag (EC 50390) containing completed:
Sequence Number Sheets – Advance Polls (EC 50109)
Qualification Forms (EC 50034)
Helper Forms (EC 50036)
Correction Forms (EC 50049)
Registration Certificates (EC 50050)
Voting Status Certificate (EC 50051)
Transfer Certificates (EC 50052)
Vouching Form (EC 50055)
Envelope: White copies of Record of Electors (EC 50386) containing Record of Electors (EC 50080)
Feedback on Accessibility and Voter Experience Form Envelope (EC 50122) which includes Incident Reports (EC 10051) if any
Alphabetical Lists of Electors (by site) from registration officers      
Spare ballots returned by CPSs      
Ballot Boxes (EC 50250), sealed, if RO requested
VIC Collection Bag (EC 50256)      
Polling Place Log (EC 50358)      
Envelope: Candidate Representative Authorizations (EC 50423)      
Timesheet for the Election Worker (EC 11655)      

10.11 Responding to the public on polling day

On polling day, there may be numerous queries from the public. Be aware that calls will be automatically transferred to the service agents' phones and those desks are to be staffed to answer these calls and respond correctly.

Most electors will call to ask where they can vote. Use REVISE to search for electors and addresses. As a back-up, 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 their ED and they may call from adjoining EDs to try to find out. Use REVISE and do a provincial search. In addition to REVISE, the Street Index for the entire region will be helpful. If an elector lives in another ED, give the elector the phone number for the RO office in his ED.

Electors may ask whether their names are on the list of electors and may want to know what to do if they are not on it. Use REVISE, a copy of the Official Lists or the Alphabetical list for the ED to answer. The office staff is to know how to direct electors. In addition, office staff answering the phone is to 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 office staff with the Have your ID ready pad (EC 90189). For more information, consult the checklist below.

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

C16 Handling queries from the public

Schedule personnel to answer phones and assist with clerical tasks.
Prepare information sheets and supplies:
  • location of polling stations
  • street index for your metropolitan area
  • phone numbers of neighbouring RO offices, where applicable
  • Have your ID ready to vote (EC 90189)
As a backup, print copies of the following:
  • copies of Alphabetical Lists of Electors by ED
  • poll keys for the ED
Instruct staff on activities of the day and how to respond to election officers or electors who may call to report an accessibility issue or an incident at the polling place.