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ELECTION DAY 2014
TRAINING MANUAL
Election Day Training Manual
Election Day Training Manual
A MESSAGE FROM THE SENIOR ELECTION
OFFICIAL
I would like to welcome you as an Election Officer and thank you for your efforts and
contribution toward making the 2014 Election a success.
This manual provides a guide and checklist of duties for each Election Officer to follow before
voting begins, during voting hours and at the close of voting.
Although you may have served as an Election Officer before, you should know that there have
been many changes since the last general election. New technology introduced since the 2010
General Election resulted in changes not only for the Automated Voting Machine (AVM) Clerk,
but also in new rules and procedures for almost all Election Officers. Also, remember that
voting rules at the municipal level differ from those at the provincial and federal levels. Please
take the time to familiarize yourself with the new rules in place for this election.
It is the duty of each Election Officer to ensure that all election laws are followed. It is essential
that you read and follow this manual, and keep it handy for quick and easy reference.
Marc Lemoine
Senior Election Official
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Election Day Training Manual
Election Day Training Manual
TABLE OF CONTENTS
Introduction .................................................................................................................... 7
Important Information:
Voting Opportunities ....................................................................................................... 8
Voter Eligibility ................................................................................................................ 8
Determining Residency of a Voter .................................................................................. 9
Voters List .....................................................................................................................10
Personal Security Protection .........................................................................................10
Proof of Identity and Current Address ............................................................................11
Rights of a Voter............................................................................................................11
Ballots ...........................................................................................................................12
Automated Voting ..........................................................................................................13
Who May Be Present at the Voting Place ......................................................................14
Political Activities / Campaigning in the Voting Place .....................................................14
Election Officers:
Senior Voting Officer (SVO)...........................................................................................15
Voting Place Director (VPD) ..........................................................................................19
Voting Place Clerk (VPC) ..............................................................................................23
Clerk For Oaths (CFO) ..................................................................................................29
Voting Record Officer (VRO) .........................................................................................43
Automated Voting Machine (AVM) Clerk .......................................................................59
Safety Officer (SO) ........................................................................................................70
Election Compliance Officer ..........................................................................................73
Forms:
Acceptable Documents for Establishing Identity and Address .......................................75
Ballot Count ...................................................................................................................76
Election Day Voter Tally ................................................................................................77
Oath – Addition or Change to Voters List (Residents)....................................................78
Oath – Addition or Change to Voters List (Non-Residents) ............................................79
Oath – Vouching for Voter Identity .................................................................................80
Oath – Person Assisting Voter .......................................................................................81
Oath – Voter Challenged ...............................................................................................82
Record of Scrutineers ....................................................................................................83
Scrutineer Appointment ................................................................................................84
Statement of Electors ....................................................................................................86
Statement of the Vote ....................................................................................................87
Voting Place Schematic .................................................................................................88
Voter Direction...............................................................................................................89
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Election Day Training Manual
Quick Reference Guide:
Senior Voting Officer (SVO)...........................................................................................91
Voing Place Director (VPD) ...........................................................................................93
Voting Place Clerk (VPC) ..............................................................................................95
Clerk For Oaths (CFO) ..................................................................................................97
Voting Record Officer (VRO) .........................................................................................99
Automated Voting Machine (AVM) Clerk .....................................................................101
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Election Day Training Manual
INTRODUCTION
Election Officers facilitate voting and ensure that all election laws are obeyed. This manual
contains an overview and step-by-step instructions for each Election Officer position. Election
Officers should keep this manual close at hand during Election Day as a reference.
The Voting Place must be open continuously during voting hours and cannot be closed for any
reason.
iPods and MP3 players are not to be used in the Voting Place. Reading material is permitted,
provided it does not contain any election related information.
Only Senior Voting Officers and Election Compliance Officers are permitted to use cell phones
in the Voting Place.
All smoking bans are to be obeyed.
Election Officers must:
•
Remain in the Voting Place for the duration of voting hours, and therefore must bring
food and refreshments to the Voting Place
•
Arrive at the Voting Place by 7:00 a.m. to prepare to open the Voting Place promptly at
8:00 a.m. (election supplies are stored onsite)
•
Report to the Senior Voting Officer (SVO)
•
Work together to set up all stations correctly
The following Election Officer positions have been established:
•
Senior Voting Officer (SVO) – manages the Voting Place
•
Voting Place Director (VPD) – greets and directs voters
•
Voting Place Clerk (VPC) – provides assistance to voters and acts in a relief capacity
for all Election Officers
•
Voting Record Officer (VRO) – issues the ballot
•
Clerk For Oaths (CFO) – administers oaths required to allow an eligible voter to vote
•
Automated Voting Machine (AVM) Clerk – operates the Automated Voting Machine
(AVM)
•
Safety Officer (SO) – provides security at specified Voting Places
•
Election Compliance Officer – drops by Voting Places to reinforce election rules,
procedures, and assist in problem solving
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Election Day Training Manual
IMPORTANT INFORMATION
VOTING OPPORTUNITIES
The City of Winnipeg provides citizens several opportunities to vote in civic elections. Eligible
voters can vote:
•
On Election Day, October 22, 2014, from 8:00 a.m. to 8:00 p.m. at their designated
Voting Place; or
•
At Advance Voting; or
•
By mail (known as “Voting by Sealed Envelope Ballot”)
All persons on the Voters List will receive a Voters Notice identifying their Advance and Election
Day voting opportunities. More information on dates, times and locations is available at
www.winnipeg.ca/2014Election or by calling 311.
VOTER ELIGIBILITY FOR THE OFFICE OF MAYOR /
COUNCILLOR
To vote for Mayor / Councillor, you must be:
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•
A Canadian Citizen; and
•
18 years of age or older on Election Day (October 22, 2014); and
•
An actual resident or property owner in the City of Winnipeg for a period of at least
6 months (since April 22, 2014)
Election Day Training Manual
VOTER ELIGIBILITY FOR SCHOOL TRUSTEE
To vote for School Trustee, you must be:
•
A Canadian citizen; and
•
18 years of age or older on Election Day (October 22, 2014); and
•
An actual resident of the School Division for a period of at least 6 months
(since April 22, 2014); and
•
An actual resident in the School Division Ward on Election Day (October 22, 2014)
Non-residents do not have the right to vote for School Trustee.
DETERMINING RESIDENCY OF A VOTER
The following determines the residency of a voter:
•
Resides in a place they plan to return to if they go away
•
Resides in only one place at a time
•
Does not change residence until they have a new residence
A person who leaves a municipality for temporary reasons is still considered a resident voter.
For example, a student attending university or college outside the municipality who intends to
return home after the term ends, is considered a resident voter.
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VOTERS LIST
The City of Winnipeg uses the National Register of Electors compiled by Elections Canada as
the basis for its Voters List. The Voters List is supplemented until the start of the nomination
period by information gathered from citizens. Information is gathered in a number of ways
including through the 311 Call Centre, e-mail and online.
PERSONAL SECURITY PROTECTION
The Municipal Councils and School Boards Elections Act allows a person to apply to have their
name and address obscured or omitted from the Voters List to protect their personal security.
Applications must be submitted to the Senior Election Official.
A person whose name has been obscured is given a Personal Security Certificate and
identification number. The identification number for a person with a Personal Security
Certificate appears at the end of the Voters List.
Anyone who has applied for Personal Security Protection can only vote by Sealed Envelope
Ballot.
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PROOF OF IDENTITY AND CURRENT ADDRESS
The City of Winnipeg requires every voter to provide proof of their identity and current address
by showing identification, such as:
•
Valid Driver’s Licence; or
•
Two documents that together provide evidence of their identity and current address; or
•
Identification in another way acceptable to the SVO
See page 75 for a list of acceptable documents.
RIGHTS OF A VOTER
Election Officers are responsible for ensuring that the rights of voters are guaranteed at all
times. Voters have the right to:
•
Vote in secret
•
Have their vote kept secret
•
Vote without interference or coercion from anyone
•
Be free of inducement to show their marked ballot
•
Not disclose their vote for any reason
No one is permitted to:
•
Interfere with a person marking their ballot
•
Attempt to discover how a person voted
•
Communicate how another person voted
•
Persuade a person to reveal how they voted, directly or indirectly
Voters are responsible for protecting the secrecy of their vote.
Except for a person accompanying a voter who needs assistance, no person may enter a voting
compartment while a voter is voting or attempt to observe how a voter marks their ballot.
It is an election offense to influence a person’s vote at a Voting Place.
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BALLOTS
Candidates’ names appear in random order as determined by a draw held by the Senior
Election Official following the close of nominations.
To mark the ballot, the voter must fill in the circle next to their choice of candidate with the
special pen provided in the voting compartment.
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AUTOMATED VOTING
The City of Winnipeg uses automated voting for quick and accurate tabulation of votes.
The AVM is a portable, ballot-scanning vote tabulator. It reads the ballot as it is deposited into
the ballot transfer case, increases the ballots cast by one each time a vote is deposited, stores
the information, and prints cumulative totals of all votes cast after the close of voting.
The City of Winnipeg has used automated voting since 1995. The voting machines are state-ofthe-art in terms of voter usability, accuracy, security and speed.
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WHO MAY BE PRESENT AT THE VOTING PLACE
The following persons may be present at the Voting Place:
•
Election Officers
•
A voter for the purpose of voting
•
A candidate, to vote or act as a scrutineer
•
Scrutineers, a maximum of two per candidate, per Voting Subdivision (VSD)
•
A person assisting a voter
POLITICAL ACTIVITIES OR CAMPAIGNING IN THE VOTING
PLACE
Voters are to be free from political influence while at the Voting Place. The following rules apply:
•
Pamphlets or papers referring to the election may not be distributed within 50 metres of
the Voting Place.
•
Items referring to the election or to a candidate may not be worn, posted or displayed
within 50 metres of the Voting Place.
•
No one is allowed to wear or display anything that identifies them as a supporter of one
particular candidate.
•
Scrutineers are allowed to wear a badge or ribbon indicating by colour the candidate for
whom they are a scrutineer; the badge or ribbon cannot indicate the name (or initials) of
the candidate.
•
Candidates are allowed to be present in the Voting Place, but are not permitted to greet
voters at the door, socialize in the Voting Place, or distribute campaign material.
The only pamphlets, papers or signs related to the election that may be
within 50 metres of the Voting Place are those authorized and posted by
Election Officers.
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SENIOR VOTING OFFICER
SENIOR VOTING OFFICER (SVO)
The SVO is in charge of the Voting Place, oversees the set up and closing of the Voting Place,
coordinates voting activities, monitors voting procedures, assists in problem solving, facilitates
voting for voters who cannot enter the Voting Place or voting station because of a disability, and
is the contact with Election Headquarters. The SVO must ensure that all election laws are
followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Coordinate the setup of the Voting Place using the schematic provided on page 88.
•
Retrieve the AVM and election supplies from the secured area, with the assistance of all
Election Officers.
•
Distribute the election supplies envelopes to each Election Officer. Your election
supplies include:
o
o
o
o
o
Log Book
Statement of the Vote
Oath – Addition or Change to Voters List (Non-Resident)
Election Day Voter Tally
Braille Envelope
•
Set up your workstation.
•
Complete the label on your Log Book by filling in your Voting Place location and your
name.
•
Check with each VRO to ensure the Ballot IDs printed on the cover of the Voting Record
match those on the ballot transfer case label and on the ballots supplied.
•
Fill in the Opening of Poll section of the Statement of the Vote by asking each VRO for
the number of ballots supplied, as recorded on Line 1 of the Ballot Count in the Voting
Record.
•
Ensure each VRO keeps ballots with different Ballot IDs separate and apart during
voting hours, to ensure they hand out the correct ballot to each voter.
•
Ensure that the Attendance Payroll Sheet is signed by all Election Officers. Cross off the
names of Election Officers not in attendance and notify immediately Election
Headquarters at 204-986-8600.
•
Give the Attendance Payroll Sheet to the AVM Clerk.
•
Conduct a final check to ensure that each Election Officer is knowledgeable of their
duties and that voting materials are properly in place.
•
Open the Voting Place promptly at 8:00 a.m.
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SENIOR VOTING OFFICER
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
Election Headquarters phone number is 204-986-8600
•
Monitor voting procedures throughout the day.
•
Delegate the VPC to assist as needed.
•
Assist non-voters, media, candidates, and scrutineers.
•
In the case of a sign infraction, phone Election Headquarters.
•
In the case of a non-resident voter not being on the Voters List, phone Election
Headquarters.
Call in Requirement: At 10:00 a.m. and 4:00 p.m. phone Election
Headquarters and report the number of BALLOTS CAST from the AVM
public counter.
•
Voter Challenged:
o
Assist the VRO if there is a challenge to a person wishing to vote.
o
A challenge must be made before the voter is issued a ballot. After the voter
receives a ballot, no challenge may be made.
o
The Election Officer or scrutineer making the challenge must state a reason. If no
reason is given, the voter may proceed to vote as if no challenge has been made.
o
Accompany voters wishing to take an Oath – Voter Challenge to the CFO.
•
Assist in problem solving and seek guidance/support from Election Headquarters.
•
Record all issues and actions taken in the Log Book.
•
Contact Election Headquarters if a voter cannot enter the Voting Place because of a disability.
Deceased Persons: If you are advised a voter is deceased, make a note
in your Log Book. If you are given the Voters Notice for a deceased
voter, write “deceased” on it and keep it in your Log Book. The
information will be used to update the Voters List for future elections.
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SENIOR VOTING OFFICER
BRAILLE LISTING OF CANDIDATES AND BALLOT TEMPLATE
A braille listing of candidate names and braille ballot template are provided for voters who are
visually impaired and wish to mark their own ballot.
•
Assist the voter or request the assistance of the VPC.
•
Accompany the voter to have the ballot issued.
•
Align the ballot in the template and clip the two together.
•
Provide the braille voting instructions to the voter.
•
Provide the braille list of candidates to the voter.
•
If requested by the voter, use the list of candidates to read aloud the names of the
candidates for each office.
•
Accompany the voter to the voting compartments and then to the AVM Clerk.
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SENIOR VOTING OFFICER
CLOSE OF VOTING
•
Close and secure the Voting Place promptly at 8:00 p.m. No other person is allowed to
enter. Voters present must be allowed to cast their ballot. Other than Election Officers,
only candidates and scrutineers are permitted to remain in the Voting Place.
o
•
If the emergency compartment was used during the day, make sure the AVM
Clerk checks the emergency compartment, removes ballots which have been
deposited inside, and inserts them into the AVM.
Assist the AVM Clerk to prepare the pink bubble envelope and leave for Election
Headquarters.
Phone Election Headquarters at 204-986-8600 to advise when the AVM
Clerk has left the Voting Place.
•
Sign the Ballot Count in each Voting Record. Take the total number of ballots remaining
from Line 2 of the Ballot Count and record this amount on the Statement of the Vote.
•
Receive one copy of the tabulation tape from the VPD.
•
Complete and sign the Statement of the Vote.
•
Place the following items in the SVO Envelope:
o
o
o
•
Statement of the Vote
Election Day Voter Tally
Log Book
With the assistance of all Election Officers, return the AVM and election supplies to the
secured area.
Remain at the Voting Place until Election Headquarters phones you to
advise they have received the pink bubble envelope and read the results.
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•
Place the cell phone (if provided) in the SVO Envelope.
•
Place the SVO Envelope into Supplies Box 1.
•
Lock the secured area. You may now leave.
Election Day Training Manual
VOTING PLACE DIRECTOR
VOTING PLACE DIRECTOR (VPD)
The VPD assists in the set up and closing of the Voting Place, greets voters as they enter the
Voting Place, directs them to the correct voting station or to the CFO if they require an oath in
order to vote. The VPD must ensure that all election laws are followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your supplies envelope from the SVO. Your election supplies include:
o
o
o
o
o
•
Street Index
Voters List
Signage
Voter Direction Forms
VSD Ballot Index
Place election signs as follows:
o
Voting Place Identification – place the A-frame signs outside the building near
the roadway
o
Voting Place – post at entrances to the building (with arrow signs) and in
corridors to point to the Voting Place
o
Directional Arrows – post at entrances to the building (with Voting Place signs)
and in corridors to point to the Voting Place
o
Voter Identification Reminder – post at entrance to the building and entrance to
the Voting Place
o
Accessible Entrance/Parking – post at appropriate handicap accessible
entrance(s) and on designated parking stall(s), if not already marked
o
VSD No. – attach to the front of and on the wall behind each VRO station
o
Eligibility of Voters – attach to each VPD, VRO and CFO stations
o
Acceptable Documents for Establishing Identity and Address – attach to
each VPD, VRO and CFO stations and at the entrance to the building and
entrance to the Voting Place
o
Voting Instructions – post at each VRO station
•
Ensure that campaign signs are not within 50 metres of the Voting Place.
Monitor this throughout the day and report infractions to the SVO.
•
Under the guidance of the SVO, assist other Election Officers to set up their stations.
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Election Day Training Manual
VOTING PLACE DIRECTOR
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
•
Greet voters and ask, “Have you brought identification?”
•
If the answer is “Yes, I have ID”,
AND they have their Voters Notice:
Ask them if the information on the Voters Notice is correct.
o
If yes, direct them to the appropriate VRO
o
If no, direct them to the CFO to take an Oath – Addition or Change to
Voters List (Residents)
BUT they do not have their Voters Notice:
1. Look up their current address in the Street Index to find the VSD No. – write
the VSD No. on a Voter Direction form.
If the VSD No. is not assigned to your Voting Place, the voter is at the
wrong location. Find the voter’s VSD No. in the VSD Ballot Index and
write the address of the correct Voting Place on the Voter Director form.
2. Check the Voters List for their name:
20
o
Name and address correct – write down the Voter No. and direct them
to the appropriate VRO with the Voter Direction form
o
Name or address incorrect – direct them to the CFO to take an Oath –
Addition or Change to Voters List (Residents)
o
Name not listed – direct them to the CFO to take an Oath – Addition or
Change to Voters List (Residents)
Election Day Training Manual
VOTING PLACE DIRECTOR
•
If the answer is “No, I do not have ID”,
There are two situations in which a person without ID may vote:
1. A voter who is on the Voters List but has forgotten to bring identification
may vote if they are accompanied by a person who is on the Voters List,
resides at the same street address and unit number, has identification and is
willing to vouch for them by taking an Oath – Vouching for Voter Identity.
o
Confirm both persons are on the Voters List. Direct both persons to the
CFO.
2. A voter with no fixed address, therefore no ID, may vote at the appropriate
Voting Place by taking an Oath – Addition or Change to Voters List
(Residents) on which they use the address of the shelter, hostel, or institution
that most frequently provides them lodging, food and social services.
o
Direct the person to the CFO.
If the above conditions are not met, advise them to return to the Voting
Place with identification before 8:00 p.m. in order to vote.
•
If a voter requests assistance to vote, they may be assisted by:
o
An Election Officer; or
o
A person who is at least 18 years old and takes the Oath – Person Assisting Voter
Except for Election Officers, no person may assist more than two voters
in this election.
If an Election Officer is to assist:
o
o
Ask the VPC to assist the voter
No Oath – Person Assisting Voter is required
If a person other than an Election Officer is to assist:
o
Direct the voter and the person who will be providing assistance to the CFO
to take an Oath – Person Assisting Voter
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VOTING PLACE DIRECTOR
CLOSE OF VOTING
•
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Receive two copies of the tabulation tape from the AVM Clerk and:
o
Give one copy to the SVO
o
Post the other tabulation tape in a visible location
•
Remove posted election signs.
•
Place your remaining supplies into your supplies envelope.
•
Place your supplies envelope into a supplies box.
•
Help other Election Officers pack election materials.
•
Assist in returning supplies and the AVM to the secured area for pick-up the next day.
•
Get permission from the SVO before leaving the Voting Place.
Election Day Training Manual
VOTING PLACE CLERK
VOTING PLACE CLERK (VPC)
The VPC provides assistance to voters as required and acts in a relief capacity for all Election
Officers. The VPC must ensure that all election laws are followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your supplies envelope from the SVO. Your election supplies include:
o
Street Index
o
Voters List
o
VSD Ballot Index
•
Set up your workstation.
•
Set up the voting compartments, ensuring voting instructions are on the inside of the
compartments and ballot marking pens are secured with the string provided.
•
Under the guidance of the SVO, assist other Election Officers to set up their stations.
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Election Day Training Manual
VOTING PLACE CLERK
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
•
Assist the VPD in greeting voters. Ask, “Have you brought identification?”
•
If the answer is “Yes, I have ID”,
AND they have their Voters Notice:
Ask them if the information on the Voters Notice is correct.
o
If yes, direct them to the appropriate VRO.
o
If no, direct them to the CFO to take an Oath – Addition or Change to
Voters List (Residents).
BUT they do not have their Voters Notice:
1. Look up their current address in the Street Index to find the VSD No. –
write the VSD No. on a Voter Direction form.
If the VSD No. is not assigned to your Voting Place, the voter is at the
wrong location. Find the voter’s VSD No. in the VSD Ballot Index and
write the address of the correct Voting Place on the Voter Director form.
2. Check the Voters List for their name:
24
o
Name and address correct – write down the Voter No. and direct
them to the appropriate VRO with the Voter Direction form.
o
Name or address incorrect – direct them to the CFO to take an
Oath – Addition or Change to Voters List (Residents).
o
Name not listed – direct them to the CFO to take an
Oath – Addition or Change to Voters List (Residents).
Election Day Training Manual
VOTING PLACE CLERK
•
If the answer is “No, I do not have ID”,
There are two situations in which a person without ID may vote:
1. A voter who is on the Voters List but has forgotten to bring identification
may vote if they are accompanied by a person who is on the Voters List,
resides at the same street address and unit number, has identification and is
willing to vouch for them by taking an Oath – Vouching for Voter Identity.
o
Confirm both persons are on the Voters List. Direct both persons to the
CFO.
2. A voter with no fixed address, therefore no ID, may vote at the appropriate
Voting Place by taking an Oath – Addition or Change to Voters List
(Residents) on which they use the address of the shelter, hostel, or institution
that most frequently provides them lodging, food and social services.
o
Direct the person to the CFO.
If the above conditions are not met, advise them to return to the Voting
Place with identification before 8:00 p.m. in order to vote.
•
If a voter requests assistance to vote, they may be assisted by:
o
An Election Officer; or
o
A person who is at least 18 years old and takes the Oath – Person Assisting Voter.
Except for Election Officers, no person may assist more than two voters
in this election.
If an Election Officer is to assist:
o As the VPC, you will assist the voter (see page 26).
o No Oath – Person Assisting Voter is required.
If a person other than an Election Officer is to assist:
o
Direct the voter and the person who will be providing assistance to the CFO to
take an Oath – Person Assisting Voter.
•
At regular intervals, take the secrecy sleeves from the AVM Clerk and return them to
the VROs.
•
Periodically inspect the voting compartments to ensure they are equipped with ballot
marking pens and that any other items are removed.
•
Provide relief for other Election Officers as required. Review the responsibilities of the
CFO on page 29, the VRO on page 43, and the AVM Clerk on page 59 as you may be
required to provide relief for these officers.
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Election Day Training Manual
VOTING PLACE CLERK
Assisting a Voter with their Ballot
•
26
A voter may request assistance to vote. You may be required to:
o
Accompany the voter to the voting compartment
o
Read aloud the names of the candidates
o
Mark the ballot as directed by the voter
o
Accompany the voter to the AVM Clerk
o
Accompany the SVO to facilitate voting for voters who cannot enter the Voting
Place or voting station because of a disability
•
The SVO may request you to assist a voter with the braille listing of candidates and
template. See page 17 for instructions.
•
The AVM Clerk may request you to assist a voter if:
o
The ballot has not been initialed by the appropriate VRO – accompany the
voter with the ballot to the appropriate VRO to get it initialed
o
The ballot does not contain the correct three-digit Poll Code – accompany
the voter with the ballot to the appropriate VRO to have the ballot reissued
o
The ballot is over-voted or blank – accompany the voter with the ballot to the
appropriate VRO to have a new ballot issued
Election Day Training Manual
VOTING PLACE CLERK
CLOSE OF VOTING
•
Place your remaining supplies into your supplies envelope.
•
Place your supplies envelope into a supplies box.
•
Take down the voting compartments.
•
Help other Election Officers pack election materials.
•
Assist in returning supplies and the AVM to the secured area for pick-up the next day.
•
Get permission from the SVO before leaving the Voting Place.
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CLERK FOR OATHS
CLERK FOR OATHS (CFO)
The CFO administers the Oath – Addition or Change to Voters List (Residents),
Oath – Vouching for Voter Identity, Oath – Person Assisting, and Oath – Voter Challenged.
The CFO must ensure that all election laws are followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your election supplies envelope from the SVO. Your election supplies include:
o
Oath – Addition or Change to Voters Lists (Residents)
o
Oath – Vouching for Voter Identity
o
Oath – Person Assisting Voter
o
Oath – Voter Challenged
o
Street Index
o
VSD Ballot Index
•
Set up your work station.
•
Under the guidance of the SVO, assist other Election Officers to set up their stations.
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Election Day Training Manual
CLERK FOR OATHS
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
Oath – Addition or Change to Voters List (Residents) is required when:
•
The voter has identification and their name needs to be added to or corrected on the
Voters List.
•
The voter has no fixed address, therefore no ID, and identifies the hostel, shelter or
institution that most frequently provides them lodging, food and social services as their
address.
Oath – Vouching for Voter Identity is required when:
•
The voter is on the Voters List but has forgotten to bring identification, and is
accompanied by someone who is on the Voters List, resides at the same street address
and unit number, has identification, and is willing to vouch for their identity.
Oath – Person Assisting is required when:
•
A person other than an Election Officer assists a voter in marking the ballot.
Oath – Voter Challenged is required when:
30
•
The Voting Record shows someone using the person’s name has already voted.
•
An Election Officer or scrutineer believes the person is not an eligible voter.
Election Day Training Manual
CLERK FOR OATHS
Oath – Addition or Change to Voters List (Residents)
•
•
A voter will be referred to the CFO:
-
If their name does not appear on the Voters List, or
-
If the information on the Voters List needs to be corrected.
Complete an Oath – Addition or Change to Voters List (Residents):
-
Confirm voter eligibility by asking:
“Do you confirm that you:
1. Are a Canadian citizen, at least 18 years of age on the date of this election; and
2. Have lived in the City of Winnipeg for a period of six months prior to this election
(since April 22, 2014); and
3. Have not already voted in this election; and
4. Have acceptable identification?”
Answers must be “YES”.
If they answer “NO” to any of the above questions, they are not eligible to
vote in this election.
-
•
Verify the acceptable ID provided:
o
Place a check in the appropriate space (Driver’s Licence or 2 other pieces
of ID).
o
A voter with no fixed address, therefore no ID, may vote by completing an
Oath – Addition or Change to Voters List (Residents) that identifies the
hostel, shelter or institution that most frequently provides their lodging,
food and social services. Place a check by “I have no fixed address,
therefore no ID.”
To determine the Ballot ID ask the voter:
“Have you moved in the last six months prior to this election (since April 22, 2014)?”
o
If the answer is “NO” complete Section A.
o
If the answer is “YES” complete Section B.
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Election Day Training Manual
CLERK FOR OATHS
COMPLETING SECTION A:
•
•
•
32
To determine the Ballot ID for a voter who has not moved within the last 6 months,
complete Section A:
o
Print the voter’s name
o
If the voter’s name has changed, print the voter’s former name
o
Print the voter’s date of birth (month, day, year)
o
Print the voter’s current address
o
In the Street Index, find the voter’s current address and print the School Division,
the School Division Ward, and the VSD No. for this address
o
Using the VSD Ballot Index, look up the VSD No.
o
Select the Ballot ID number under the column “Eligible For School Trustee” and
print it on the oath
Complete the Signature section:
o
Ask the voter to review the oath and, if the information is correct, to sign on the
line “signature of voter”
o
Date and sign the oath on the line “CFO signature”
Direct the voter to the correct VRO.
Election Day Training Manual
CLERK FOR OATHS
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Election Day Training Manual
CLERK FOR OATHS
COMPLETING SECTION B:
•
To determine the Ballot ID for a voter who has moved within the last six months (since
April 22, 2014), complete Section B:
o
Print the voter’s name
o
If the voter’s name has changed, print the voter’s former name
o
Print the voter’s date of birth (month, day, year)
o
Print the voter’s former address
o
Print the voter’s current address
o
In the Street Index, find the voter’s former address and print the School Division
and the School Division Ward for this address
o
In the Street Index, find the voter’s current address and print the School Division,
the School Division Ward, and the VSD No. for this address
o
Using the VSD Ballot Index, look up the VSD No. and print the Ballot ID number
that reflects voter eligibility:
o
•
•
34
-
If the former and current School Division are the same – the voter is
eligible to vote for School Trustee
-
If the former and current School Division are different – the voter is
not eligible to vote for School Trustee
Using the VSD Ballot Index, look up the VSD No. and print the Ballot ID number
under the correct column for the voter, either “Eligible For School Trustee” or
“Not Eligible For School Trustee”.
Complete the Signatures section:
o
Ask the voter to review the oath and, if the information is correct, to sign on the
line “signature of voter”.
o
Date and sign the oath on the line “CFO signature”.
Direct the voter to the correct VRO.
Election Day Training Manual
CLERK FOR OATHS
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Election Day Training Manual
CLERK FOR OATHS
Oath – Vouching for Voter Identity
A voter will be referred to the CFO if they are on the Voters List, have forgotten to bring
identification, and are accompanied by an individual who:
•
o
Is on the Voters List; and
o
Resides at the same street address and unit number; and
o
Has acceptable identification; and
o
Is willing to vouch for the person with no identification
Complete an Oath – Vouching for Voter Identity
o
complete the Voter Information section:
-
Print the voter’s name
-
Print the voter’s date of birth (month, day, year)
-
Print the voter’s address
o
print the name and address of the person vouching
o
confirm that the person vouching is eligible to do so by asking for their
identification and asking the following questions
“Do you confirm that you:
1. Are on the Voters List; and
2. Reside at the same street address and unit number as this voter; and
3. Have acceptable identification; and
4. Are willing to vouch for the identity of this voter?”
Answers must be “YES”.
If they answer “NO” to any of the above questions, they are not eligible to
vouch for the voter’s identity.
•
•
36
Complete the Signatures section:
o
Ask the person vouching to review the oath and, if the information is correct,
to sign on the line “signature of person vouching”
o
Date and sign the oath on the line “CFO signature”
Give the oath to the voter without identification and direct the voter to the correct VRO.
Election Day Training Manual
CLERK FOR OATHS
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Election Day Training Manual
CLERK FOR OATHS
Oath – Person Assisting Voter
A person will be referred to the CFO if that person has been asked by a voter to assist them to
vote.
•
Complete an Oath – Person Assisting Voter
o
Print the name of the person assisting
o
Print the address of the person assisting
o
Print the name of the voter
o
Ask the person assisting:
“Do you confirm that you:
1. Are at least 18 years of age, and
2. Will not attempt to influence how the person votes, and
3. Will mark the ballot as directed by the voter, and
4. Will not disclose how the voter voted, and
5. Have not or will not assist more than two voters in this Election?”
Answers must be “YES”.
If they answer “NO” to any of the above questions, they are not eligible
to assist the voter.
•
38
Complete the Signatures section:
o
Ask the person assisting to review the oath and, if the information is correct,
to sign on the line “signature of person assisting”.
o
Date and sign the oath on the line “CFO signature”.
Election Day Training Manual
CLERK FOR OATHS
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Election Day Training Manual
CLERK FOR OATHS
Oath – Voter Challenged
A voter will be referred to the CFO if their right to vote is challenged because:
-
The Voting Record shows someone using the person’s name has already voted, or
An Election Officer or scrutineer believes the person is not an eligible voter.
•
Complete an Oath – Voter Challenged
o
Place a check in the appropriate space for Reason For Oath:
“Voting Record Shows Someone Using Person’s Name Has Already Voted”
OR
“Voter Was Challenged By”:
o
o
-
Print the name of the Election Officer or scrutineer who challenged the voter.
-
Print the reason provided for the challenge.
Complete the Voter Information Section:
-
Print the voter’s name.
-
Print the voter’s date of birth (month, day, year).
-
Print the voter’s address.
Confirm voter eligibility by asking:
“Do you confirm that you:
1. Are a Canadian citizen, at least 18 years of age on the date of this
election; and
2. Have lived in the City of Winnipeg for a period of six months prior to this
election (since April 22, 2014); and
3. Have not already voted in this election; and
4. Have acceptable identification?”
If they answer “NO” to any of the above questions, they are not eligible to
vote in this election.
o
Verify the ID provided:
-
•
•
40
Place a check in the appropriate space (Driver’s Licence or 2 other
pieces of ID)
Complete the Signatures section:
-
Ask the voter to review the oath and, if the information is correct, to sign on
the line “signature of voter”
-
Date and sign the oath on the line “CFO signature”
Direct the voter to the correct VRO.
Election Day Training Manual
CLERK FOR OATHS
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Election Day Training Manual
CLERK FOR OATHS
CLOSE OF VOTING
42
•
Place your remaining supplies into your supplies envelope.
•
Place your supplies envelope into a supplies box.
•
Help other Election Officers pack election materials.
•
Assist in returning supplies and the AVM to the secured area for pick-up the next day.
•
Get permission from the SVO before leaving the Voting Place.
Election Day Training Manual
VOTING RECORD OFFICER
VOTING RECORD OFFICER (VRO)
The VRO issues the ballot, records challenges and comments in the Voting Record, maintains
the Record of Scrutineers, and completes the Ballot Count after the close of voting.
The VRO must ensure that all election laws are followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your supplies envelope from the SVO. Your election supplies include:
o
Scrutineer Labels
o
Advance Voting – Statement of Electors
o
Statement of Electors (4 copies)
o
Secrecy Sleeves
o
Ballot transfer case with the Voting Record, ballots, Oaths Envelope 1, Oaths
Envelope 2, and Spoiled/Returned Ballot Envelope
•
Set up your work station.
•
Ensure you have the correct ballots for your VSD by comparing the Ballot ID printed on
the Voting Record with the Ballot ID printed on the ballots.
Ballots are printed with a Ballot ID. The Ballot ID is located at the top of the
ballot. Keep ballots with different Ballots IDs separate and apart.
•
Complete the Ballot Count in the Voting Record by counting all ballots and entering the
number on Line 1 of the Ballot Count. Each shrink-wrapped package contains 100 ballots.
Do not open all the shrink-wrapped packages as all ballots may not be
needed.
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Election Day Training Manual
VOTING RECORD OFFICER
•
Date and sign the Record of Scrutineers in the Voting Record.
•
Post the Advance Voting – Statement of Electors on the wall behind your work station.
•
Confirm that you have four blank copies of the Statement of Electors:
o
On each Statement of Electors, enter the name of the Voting Place and the VSD
No. as it appears on the cover of your Voting Record.
o
You will complete four of these forms, one for each of the following time intervals:
o
44
-
8:00 a.m. to 11:00 a.m.
-
11:00 a.m. to 2:00 p.m.
-
2:00 p.m. to 5:00 p.m.
-
5:00 p.m. to 8:00 p.m.
At the end of each time interval, sign the bottom of the form, indicate the time
interval and post the form on the wall behind your voting station.
Election Day Training Manual
VOTING RECORD OFFICER
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
•
For each scrutineer, complete the Record of Scrutineers form in the Voting Record.
•
Each voter will have one of the following:
o
a Voters Notice; or
o
a Voter Direction form; or
o
a completed Oath – Addition or Change to Voters List (Residents)
•
Direct voters without one of the above forms to the VPD.
•
Some voters may also have one of the following forms:
•
o
Oath – Vouching for Voter Identity
o
Oath – Person Assisting Voter
o
Oath – Voter Challenged
For Voters Notices left with you, use the dark garbage bags provided to collect them for
shredding at Election Headquarters. Do not place garbage in these bags.
Deceased Persons
If you are advised a voter is deceased, make a note in the “COMMENTS”
column of the Voting Record next to their name and address.
When time permits, provide the information to the SVO.
The information will be used to update the Voters List for future elections.
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Election Day Training Manual
VOTING RECORD OFFICER
Before Issuing the Ballot
•
Confirm voter eligibility by asking:
“Do you confirm that you:
1. Are a Canadian citizen, 18 years of age or older;
2. Have lived in Winnipeg since April 22, 2014; and
3. Have not already voted in this election?”
Answers must be “YES”.
If they answer is “NO” to any of the above questions, they are not eligible
to vote in this election.
-
Ask the voter, “May I see your ID?”
o
•
Voters must present proof of identity and address.
Using the voter number printed on the Voters Notice or Voter Direction form, find the
voter in the Voting Record.
o
Verify that the name and address on the ID matches the information in
the Voting Record. If there is a difference, send the voter to the CFO to
make the correction.
o
Place a check mark in the “ID” column of the Voting Record to confirm
you have seen the voter’s identification.
Names of non-resident voters are at the end of the Voting Record.
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Election Day Training Manual
VOTING RECORD OFFICER
Strike through the name and address on the Voting Record.
•
BALLOT ID
VOTER
NO.
NAME
OF VOTER
ADDRESS
OF VOTER
SCH-DIV
WARD
ID
9
115
Jones, David
2 Any St
LR/4
√
REASON FOR OATH
OF VOTER
COMMENTS
If you strike through the wrong voter’s name, make a note in the
“COMMENTS” column of the voting record “struck through in error.”
If the voter whose name you struck through in error arrives to vote,
add to “COMMENTS” column “correct voter showed up.”
•
Circle the number on the Statement of Electors that correspond to the Voter No. in your
Voting Record immediately after you strike through the name and address of the voter.
At 11:00 a.m., 2:00 p.m., 5:00 p.m. and 8:00 p.m., sign the bottom of the
Statement of Electors, write in the time interval, and post the form on the
wall behind your voting station.
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Election Day Training Manual
VOTING RECORD OFFICER
Choosing the Correct Ballot
Each VRO will have two (or more) different Ballot IDs: one ballot will have three races (Mayor,
Councillor, and School Trustee) and one ballot will have only two races (Mayor and Councillor)
for those voters not eligible to vote for School Trustee.
Ballots are printed with a Ballot ID. The Ballot ID is located at the top of the ballot.
Keep ballots with different Ballot IDs separate and apart.
The Ballot ID for each voter appears in the left hand column next to the voter number in the
Voting Record, or on the Oath – Addition or Change to Voters List (Residents).
The ballot you issue to the voter must have the same Ballot ID as listed in the Voting Record, or
on the Oath – Addition or Change to Voters List (Residents).
BALLOT ID
VOTER
NO.
NAME
OF VOTER
ADDRESS
OF VOTER
SCH-DIV
WARD
ID
9
115
Jones, David
2 Any St
LR/4
√
48
REASON FOR OATH
OF VOTER
COMMENTS
Election Day Training Manual
VOTING RECORD OFFICER
Issuing the Ballot
Use a ballot marking pen to:
•
Initial the ballot in the VRO/ARE box at the top of the ballot. Do not pre-initial
ballots.
•
Mark the three-digit Poll Code printed on the front page of the Voting Record
in the Poll/SdV box at the top of the ballot. Do not pre-mark ballots.
If you make an error marking the Poll Code on the ballot:
- write “Spoiled” on the back of the ballot and place the ballot in the
Spoiled/Returned Ballot Envelope.
- Issue a new ballot.
•
Inform the voter:
o
That each column contains the names of candidates for a particular office
o
How many votes are allowed for each office, as specified on the ballot
o
To use the special ballot marking pen provided in the voting compartment
o
To mark the ballot by filling in the circle next to the name(s) of their choice
of candidate(s)
o
That the ballot must not be folded
Do not point to any specific candidate name.
•
Place the ballot in the secrecy sleeve so that the top portion with your initials is
visible and give the ballot to the voter.
•
Direct the voter to the voting compartments and then to the AVM Clerk.
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Election Day Training Manual
VOTING RECORD OFFICER
Voter with Oath – Addition or Change to Voters List (Residents)
A voter whose name is not on the Voters List or whose ID does not match the information in the
Voting Record will have an Oath – Addition or Change to Voters List (Residents).
•
Do not look for the voter number in the Voting Record.
•
Use the Oath – Addition or Change to Voters List (Residents) as the Voting Record.
Strike-outs are not done when an Oath – Addition or Change to Voters
List (Residents) is presented by a person:
- not on the Voters List; or
- requiring a corrected entry.
•
Having taken the Oath – Addition or Change to Voters List (Residents), the voter has
confirmed eligibility and shown ID to the CFO.
•
The Ballot ID is found on the Oath – Addition or Change to Voters List (Residents).
•
Issue the ballot (see page 49 for process).
•
File the Oath in Oaths Envelope 1: Oats – Addition or Change to Voters List
(Residents).
A voter with no fixed address, therefore no ID, may vote if they have an
Oath – Addition or Change to Voters List (Residents) that identifies the
hostel, shelter or institution that most frequently provides their lodging,
food and social services. The Oath – Addition or Change to Voters List
(Residents) will indicate, “I have no fixed address, therefore no ID”.
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Election Day Training Manual
VOTING RECORD OFFICER
Voter with Oath – Vouching for Voter Identity
A voter on the Voters List who has forgotten to bring ID may vote if they have an
Oath – Vouching for Voter Identify signed by a person who is on the Voters List, resides at the
same street address and unit number, has acceptable identification, and is willing to vouch for
them.
•
Confirm voter eligibility by asking the questions on page 46
•
Using the voter number printed on the Voters Notice or Voter Direction form, find the
voter number in the Voting Record.
•
Strike through the name and address.
•
In the Voting Record write “Voter ID vouched for” in the column
REASON FOR OATH OF VOTER.
BALLOT ID
VOTER
NO.
NAME
OF VOTER
ADDRESS OF
VOTER
SCH-DIV
WARD
9
26
Turner, Will
43 Burmac Rd
LR/4
ID
REASON FOR OATH
OF VOTER
COMMENTS
Voter ID vouched for
•
Circle the number on the Statement of Electors that correspond to the Voter No. in your
Voting Record immediately after you strike through the name and address of the voter.
•
Issue the ballot (see page 49 for process).
•
File the Oath – Vouching for Voter Identity in Oaths Envelope 2.
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Election Day Training Manual
VOTING RECORD OFFICER
Voter with Oath – Person Assisting Voter
A voter may request assistance to vote. They may be assisted by:
•
An Election Officer; or
•
A person who is at least 18 years old and takes the Oath – Person Assisting Voter
Except for Election Officers, no person may assist more than two voters
in this election.
If an Election Officer is to assist:
•
Ask the VPC to assist the voter.
•
No Oath – Person Assisting Voter is required and no notation is made in the Voting Record.
If a person other than an Election Officer is to assist:
o
Direct the voter and the person who will be providing assistance to the CFO to take an
Oath – Person Assisting Voter.
o
When the voter returns with the Oath – Person Assisting Voter:
o
Confirm voter eligibility by asking the questions on page 46
o
Using the Voters Notice or Voter Direction form, find the voter number in the
Voting Record and strike through the name and the address.
o
In the “COMMENTS” column of the Voting Record,
write: “Assisted by _____________, Oath of Assistant Taken”.
BALLOT
ID
VOTER
NO.
NAME
OF VOTER
ADDRESS OF
VOTER
SCH-DIV
WARD
ID
9
115
Jones, David
2 Any St.
LR/4
√
52
REASON FOR
OATH OF VOTER
COMMENTS
Assisted by Ann
Jones – Oath of
Assistant taken.
•
Circle the number on the Statement of Electors that correspond to the Voter No. in your
Voting Record immediately after you strike through the name and address of the voter.
•
Issue the ballot (see page 49 for process).
•
File the Oath – Person Assisting Voter in Oaths Envelope 2.
Election Day Training Manual
VOTING RECORD OFFICER
Voter with Oath – Voter Challenged
A person’s right to vote may be challenged because:
•
The Voting Record shows someone using the person’s name has already voted.
•
An Election Officer or scrutineer believes the person is not an eligible voter.
Voting Record shows someone using the person’s name has already voted:
If a voter’s name is already struck out in the Voting Record, it indicates they have already voted.
If they already voted at an advance voting opportunity, the Voting Record will show when and
where they voted in the COMMENTS column. If they already voted on Election Day, the
COMMENTS column will be blank.
If the voter states that neither has occurred:
•
Ask the SVO for assistance. The SVO will accompany the voter to the CFO to take an
Oath – Voter Challenged.
When a voter returns with a completed Oath – Voter Challenged, the oath will show the reason
for the Oath as “VOTING RECORD SHOWS SOMEONE USING PERSON’S NAME HAS ALREADY
VOTED.”
•
Using the voter number printed on the Voters Notice or Voter Direction form, find the
voter number in the Voting Record.
•
Strike through the name and address beneath the existing strike through (if strike exists)
to indicate that they have voted at your voting station.
•
In the Voting Record write the reason for the Oath – Voter Challenged under
REASON FOR OATH OF VOTER column.
BALLOT
ID
VOTER
NO.
NAME
OF VOTER
ADDRESS
OF VOTER
SCH-DIV
WARD
ID
REASON FOR OATH OF
VOTER
COMMENTS
9
115
Jones, David
2 Any St.
LR/4
√
Voting Record shows
someone using the person’s
name has already voted.
Place
Date
Time
•
Circle the number on the Statement of Electors that correspond to the Voter No. in your
Voting Record immediately after you strike through the name and address of the voter.
•
Issue the ballot (see page 49 for process).
•
File the Oath – Voter Challenged in Oaths Envelope 2.
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Election Day Training Manual
VOTING RECORD OFFICER
Election Officer or scrutineer believes the person is not an eligible voter:
An Election Officer or a scrutineer may challenge a person wishing to vote if they believe the
person is not an eligible voter or has already voted in this Election. If a challenge is made,
ask the SVO for assistance. The SVO will accompany the voter to the CFO to take an
Oath – Voter Challenged.
A challenge must be made before the voter is issued a ballot.
After the voter receives a ballot, no challenge may be made.
The Election Officer or scrutineer making the challenge must state a
reason. If no reason is given, the voter may proceed to vote as if no
challenge has been made.
When a voter returns with a completed Oath – Voter Challenged, it will show the reason for the
Oath as “Voter was challenged by ________________ because _________________”:
•
Using the voter number printed on the Voters Notice or Voter Direction form, find the
voter number in the Voting Record.
•
Strike through the name and address in the Voting Record.
•
In the Voting Record:
- in the REASON FOR OATH OF VOTER column, write “Challenged.”
- in the COMMENTS column, write:
o
The name of the Election Officer or scrutineer who made the challenge; and
o
The reason for the challenge: either “not eligible” or “has already voted”
BALLOT
ID
VOTER
NO.
NAME
OF VOTER
ADDRESS OF
VOTER
SCH-DIV
WARD
ID
REASON FOR
OATH OF VOTER
COMMENTS
9
115
Moss, Buddy
256 Cliffwood Dr
LR/4
√
Challenged
Jane Doe –
has already voted
54
•
Circle the number on the Statement of Electors that correspond to the Voter No. in your
Voting Record immediately after you strike through the name and address of the voter.
•
Issue the ballot (see page 49 for process).
•
File the Oath – Voter Challenged in Oaths Envelope 2.
Election Day Training Manual
VOTING RECORD OFFICER
Voters who have been challenged and refuse to take the Oath – Voter
Challenged will not be issued a ballot. In the Comments column write:
“Refused to take Oath – no ballot issued.”
-
Do not strike through the name and address.
BALLOT
ID
VOTER
NO.
NAME
OF VOTER
ADDRESS OF
VOTER
SCH-DIV
WARD
ID
REASON FOR
OATH OF VOTER
COMMENTS
9
115
Moss, Buddy
256 Cliffwood Dr
LR/4
√
Challenged
Jane Doe –
Refused to take Oath
– no ballot issued.
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Election Day Training Manual
VOTING RECORD OFFICER
Voter Returns for a New Ballot
A voter may return to you with their ballot because they made an error marking it.
The VPC may accompany a voter back to you because the AVM returned the ballot.
•
Confirm that it is your initials on the ballot in the VRO/ARE box and the three-digit Poll
Code printed on the front page of your Voting Record is in the Poll/SdV box at the top of
the ballot.
o
Spoiled Ballot
A ballot that is marked incorrectly and returned by the voter before it is inserted
into the AVM
o
Returned Ballot
A ballot that is returned by the AVM
•
Take the ballot from the voter and mark on the back of the ballot either “Spoiled” or
“Returned”.
•
Place the ballot in the Spoiled/Returned Ballots Envelope.
•
Issue a new ballot (see page 49 for process).
•
If a voter requires assistance to mark the ballot, call the VPC to assist the voter.
If a voter returns to your station because you forgot to initial the ballot
and/or mark the poll code, take the ballot in the secrecy sleeve,
initial the ballot and/or mark the poll code and return it to the voter.
Voter Wishes to Decline Marking Their Ballot
A voter has the right to decline marking their ballot. If in the process of issuing a voter their
ballot, they advise you that they want to decline marking their ballot:
56
•
Acknowledge their right to decline the ballot.
•
Place the ballot in the secrecy sleeve so that the top portion with your initials is visible
and give the ballot to the voter.
•
Instruct the voter to write “Declined” on the ballot.
•
Direct the voter to the voting compartments and then to the AVM Clerk.
Election Day Training Manual
VOTING RECORD OFFICER
CLOSE OF VOTING
Voters present must be allowed to cast their ballot. Other than Election Officers, only
candidates and scrutineers are permitted to remain in the Voting Place.
Ballot Count
Complete the Ballot Count (see page 76):
•
Count the spoiled/returned ballots (in the Spoiled/Returned Ballots Envelope) and enter
the amount.
•
Count the unused ballots and any remaining unopened packages and enter the amount.
Each shrink-wrapped package contains 100 ballots.
Do not open the unused shrink-wrapped packages.
•
Add the spoiled/returned ballots and unused ballots and enter the total on Line 2.
•
Date and sign the form on the line “VRO signature”.
•
Provide the SVO with the total on Line 2.
•
Have the SVO sign the Ballot Count.
Record of Scrutineers
•
Date and sign the Record of Scrutineers on the line “VRO signature”.
Packing Material for Pickup
•
Place the following items into the ballot transfer case:
o
o
o
o
o
Unused Ballots
Spoiled/Returned Ballots Envelope
Oaths Envelope 1
Oaths Envelope 2
Voting Record
Other Supplies
•
Place all your remaining supplies into your supplies envelope.
•
Place your supplies envelope into a supplies box.
•
Help other Election Officers pack election materials.
•
Assist in returning supplies and the AVM to the secured area for pick-up the next day.
•
Get permission from the SVO before leaving the Voting Place.
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AUTOMATED VOTING MACHINE CLERK
AUTOMATED VOTING MACHINE (AVM)
CLERK
The AVM Clerk is responsible for operating the AVM, processing ballots, and delivering the
memory card to Election Headquarters. The AVM Clerk must ensure that all election laws are
followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your supplies envelope from the SVO. Your election supplies include:
o
Memory Card (pink bubble) Envelope
o
AVM power supply cord
o
Extension cord
•
Verify that the label on the AVM matches your Voting Place.
•
Set-up the AVM in its location, as directed by the SVO. To prevent the AVM from rolling,
lock its rear wheels in place by pushing down on the “Brake On” pedal with your foot.
They should firmly click in place.
•
Take the power supply cord from your supplies envelope and plug it into the AVM and
the nearest electrical outlet. Make sure the power supply cord does not present a
tripping hazard. If the AVM is not plugged into a working outlet, it will not power up.
Locate an alternate power source immediately.
If you require additional extension cords or your AVM does not power up,
ask the SVO to phone Election Headquarters immediately.
•
Wait for the AVM to load the initial application files.
•
Remove the Security Key from the “Security Key” envelope (inside the pink bubble
envelope).
•
When the AVM beeps, use your thumb to place and hold the Security Key on the
“Security Key” pad on top of the AVM until the following message appears “Please Enter
Password To Unlock the Device”.
•
Input the password “1-2-3-4-5-6-7-8” and press “ENTER.”
If done correctly, the screen will show that the password is accepted.
If not done correctly, the screen will show that an identification error has
occurred. Keep the key firmly seated and enter the password again
until the screen shows you that the key and password is accepted.
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AUTOMATED VOTING MACHINE CLERK
60
•
Place the Security Key in the “Security Key” envelope
•
Place the Security Key envelope in the pink bubble envelope for safe keeping.
•
Keep all of your supplies in the AVM Clerk Envelope for safe keeping during voting hours.
•
The AVM will display the time and date, along with the following message: “IS THIS THE
CORRECT TIME?” Select “YES.” Do not select “NO.” The AVM will verify election files
and the ADMINISTRATIVE MENU will appear. If the date is not correct, have the SVO
contact Election Headquarters.
•
On the “ADMINISTRATIVE MENU”, press “OPEN POLL”.
•
The following message will appear: “RESULTS ARE ZERO, WOULD YOU LIKE TO
PRINT A STATUS REPORT OR ZERO REPORT?” Press “ZERO”.
•
The AVM will print the ZERO tape. Do not detach. Examine the tape and verify that:
o
It shows the correct Voting Place
o
The tape shows “Total Ballots: 0” and “Total Votes: 0” for each contest. If the
tape does not show these messages, ask the SVO to phone Election
Headquarters.
•
Sign the tabulation tape on the line provided.
•
The following message will appear:
‘WOULD YOU LIKE TO PRINT MORE COPIES OF THIS REPORT?” Press “NO”.
•
The following message will appear: “SYSTEM READY” and the bottom of the screen will
display the message: “BALLOTS CAST 0.”
•
The AVM is now ready to accept ballots.
•
Ensure that the outlet you have plugged the AVM into is working. If the outlet is working,
a picture of a plug will be displayed in the top left corner of the screen as in the picture
below.
Election Day Training Manual
AUTOMATED VOTING MACHINE CLERK
•
If the outlet is not working, a picture of a battery will be displayed in the top left corner
of the screen as in the picture below. This indicates that the AVM is operating on battery
power. Find another outlet to plug into.
•
Once the AVM location is confirmed, use masking tape to mark a line on the floor six
feet in front of the AVM.
•
Receive the payroll attendance sheet from the SVO and place it in the pink bubble
envelope.
•
Under the guidance of the SVO, assist other Election Officers to set up their stations.
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AUTOMATED VOTING MACHINE CLERK
DURING VOTING HOURS
Work with Election Compliance Officers who drop by your Voting Place throughout the day to
reinforce election rules and procedures and assist in problem solving.
A voter will come to you with their ballot contained in a secrecy sleeve for the AVM to tabulate.
Only the top of the ballot with the initials of the VRO and their Poll Code should be visible.
If the initials and poll code are not visible, keep the ballot in the secrecy sleeve
and turn it over so it is face down, carefully turn the ballot around in the secrecy sleeve
so you will be able to view the initials and poll code when you turn it face up.
Ensure that the ballot has been initialed in the VRO/ARE box.
A ballot that has not been initialed will not be accepted
by the AVM. Ask the VPC to accompany the voter back
to the VRO who issued the ballot to have it initialed.
•
Ensure the correct three-digit Poll Code has been marked in the
Poll/SdV box at the top of the ballot. The Poll Codes for your
location are listed on the AVM label.
If a ballot has not been marked with the three-digit Poll Code
OR if the three-digit Poll Code does not match the codes on
the AVM label, ask the VPC to accompany the voter back
to the VRO who issued the ballot to enter the three-digit Poll
Code or reissue the ballot with the correct code.
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•
Remove the ballot from the secrecy sleeve face down to ensure privacy and
insert the ballot face down into the AVM. Do no insert the secrecy sleeve.
•
Ask the voter to wait until the ballot has been processed and the
“BALLOTS CAST” increases by one.
Election Day Training Manual
AUTOMATED VOTING MACHINE CLERK
RETURNED BALLOTS
The AVM is programmed to recognize ballots requiring attention for the following reasons:
•
Ballot not initialed – the VRO has not initialed the ballot
•
Incorrect Poll Code – the VRO has not entered the correct code for that ballot
•
Over-voted ballot – too many votes for at least one contest
•
Blank ballot – no votes detected
•
Misread error – paper inserted could not be verified as a valid ballot
•
Ambiguous ballot – one or more unclear marks detected
VRO Error or Incorrect Poll Code
If a ballot has not been initialed by the VRO, the following message will appear:
VRO INITIALS NOT DETECTED
- PLEASE SEE POLL WORKER
FOR HELP.
If an incorrect three-digit Poll Code has been marked in the Poll/SdV Box, the following
message will appear:
WARNING!
**************
THE POLL CODE HAS BEEN
FILLED IN INCORRECTLY.
PLEASE SEE POLL WORKER FOR
ASSISTANCE.
•
The AVM will return the ballot automatically.
•
Ask the VPC to accompany the voter back to the VRO who issued the ballot to
have it corrected or receive a new ballot.
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AUTOMATED VOTING MACHINE CLERK
Over-Voted or Blank Ballots
If the ballot has been marked for too many candidates, the following message will appear:
WARNING!
**************
YOU HAVE OVERVOTED FOR AT
LEAST ONE CONTEST.
If no candidates have been marked on the ballot, the following message will appear:
WARNING!
**************
BLANK BALLOT DETECTED.
PLEASE ENSURE YOU USED THE
PROPER MARKING PEN IN THE
PROPER VOTING AREAS.
Explain to the voter that they have voted for too many candidates in at least one contest
(over-voted) or the ballot has not been counted because the ballot markings are absent or
marked outside the voting area (blank).
Ask them if they would like a new ballot.
If the voter says “Yes”:
1. Press the red Return button on the tabulator to remove the ballot from the AVM.
Keep the ballot face down and place the ballot into the secrecy sleeve with the
VRO’s initials visible.
2. Ask the VPC to accompany the voter with the ballot back to the appropriate VRO
to get a new ballot.
If the voter says “No”:
1. Press the green Cast button on the tabulator. A voter has the right to decline
marking their ballot and may have intentionally not marked their ballot.
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AUTOMATED VOTING MACHINE CLERK
Misread Error or Ambiguous Ballot Messages
•
If a ballot is physically damaged (i.e. torn or folded) or there are stray markings that were
inadvertently made on the ballot, the AVM will automatically return the ballot and display
the appropriate error message. Either:
WARNING!
**************
PAPER INSERTED WAS MISREAD
AND COULD NOT BE VERIFIED
AS A VALID BALLOT. PLEASE
VERIFY BALLOT AND REFEED.
Or
WARNING!
**************
ONE OR MORE AMBIGUOUS
MARKS DETECTED ON THE
BALLOT. PLEASE CORRECT ALL
AMBIGUOUS MARKS AND REFEED
BALLOT.
•
Explain to the voter that the ballot was not counted by the machine and needs to be
re-inserted. Try to re-insert the ballot; if it is rejected again, try to feed it in a different
orientation/direction. If it still does not work, place the ballot back in a secrecy sleeve
and ask the VPC to accompany the voter to the VRO who issued the ballot to get a new
ballot.
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AUTOMATED VOTING MACHINE CLERK
AVM MALFUNCTIONS
If the AVM malfunctions, it will display an error message on the screen. Always check the
screen for a message. You may see the following messages displayed:
Security Key Error
This is a very common error that may occur at the opening/closing of your poll.
Keep the key firmly seated in the Security Key pad.
Thermal Printer Error
In transport, the pressure roller that holds in the thermal tape may have dislodged
and the following error: THERMAL PRINTER ERROR may appear on your screen.
If this error displays when you have powered up your AVM, ask the SVO to contact Election
Headquarters immediately!
Paper Jam
•
Ask the voter to wait.
•
Check the screen to determine if the ballot was read or not.
Do not power down the AVM and always check the display screen and
note whether or not the ballot was read.
•
If the ballot was not read and is sticking out of the front, carefully attempt to remove it
with both hands.
•
If you can remove the ballot and it is not damaged, try to feed it in again.
•
If the ballot is damaged, ask the VPC to accompany the voter to the VRO who issued
the ballot to get a new ballot.
Once the jammed ballot is removed, use a secrecy sleeve to protect the
privacy of the voter.
•
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If you cannot remove the ballot or if it is not visible, ask the SVO to phone Election
Headquarters for help. Be sure to check the screen; if the ballot was counted,
the voter whose ballot is stuck may leave. If it was not counted, ask the VPC to
accompany the voter to the VRO who issued the ballot to get a new ballot.
Election Day Training Manual
AUTOMATED VOTING MACHINE CLERK
•
If the AVM is jammed and requires service, continue to accept ballots using the
emergency ballot compartment. Do not stop the voting process.
•
To use the emergency ballot compartment:
•
o
Open the emergency ballot slot.
o
Insert ballots into the emergency compartment.
When the AVM is fixed, close the emergency ballot slot and resume inserting the ballot
face down into the AVM.
Do not remove ballots from the emergency compartment at this time.
AC Power Outlet or Adaptor Failure
If the AVM is not plugged in properly or the power supply cord is malfunctioning, a battery will
appear in the top left corner of the screen (see page 61)
•
Check to ensure the AVM is properly plugged in or try a different outlet.
•
If the AVM will not accept ballots, advise the SVO to phone Election Headquarters and
use the emergency ballot compartment to accept ballots.
Do not stop the voting process.
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AUTOMATED VOTING MACHINE CLERK
CLOSE OF VOTING
Voters present at the close of voting must be allowed to cast their ballot.
After the last voter leaves the Voting Place:
•
If the Emergency Compartment was used during Election Day:
o
Open the emergency compartment by cutting the purple cable tie.
o
Process any ballots that are in the emergency compartment.
o
Press the green Cast button if you have any returned ballots.
o
After processing the ballots in the emergency compartment, re-seal the
emergency compartment with a cable tie (provided in the stationery supplies
envelope).
•
Retrieve the Security Key from the “Security Key” envelope.
•
Use your thumb to place and hold the Security Key on the “Security Key” pad on top of
the AVM until the ‘”ADMINISTRATIVE MENU” appears on the screen.
If done correctly, the screen will show “security key accepted”.
Wait for the ADMINISTRATIVE MENU to appear.
If not done correctly, the screen will show that an identification error has
occurred. Keep the key firmly seated until the screen shows that the key is
accepted.
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•
On the “ADMINISTRATIVE MENU” press “CLOSE POLL”.
•
The AVM will display the following message: “Please Enter Password To Close The
Poll”. Input the password “1-2-3-4-5-6-7-8” and press “ENTER.”
•
The following message will appear: “ARE YOU CERTAIN YOU WISH TO CLOSE POLL?”
Press “YES”.
•
The AVM will automatically print 3 copies of the tabulation tape.
•
The following message will appear: “WOULD YOU LIKE TO PRINT MORE COPIES OF
THIS REPORT?” Press “NO”.
•
Detach the tabulation tape, cut it into 3 copies (after the signature lines) and sign each one.
•
Take the first copy of the tabulation tape (the one with the “zeros” tape) and place it in
the pink bubble envelope.
•
Give the other 2 copies of the tabulation tape to the VPD.
Election Day Training Manual
AUTOMATED VOTING MACHINE CLERK
•
On the “ADMINISTRATIVE MENU” press “POWER DOWN”.
•
The following message will appear: “ARE YOU CERTAIN YOU WISH TO SHUT DOWN
TABULATOR?” Press “YES”.
•
Unplug the AVM from the wall outlet, and then unplug the power supply cord from the AVM.
•
Cut the yellow cable tie holding the lip of the AVM locking panel, which secures the
AVM and flip it down towards you.
•
Cut the green cable tie that secures the “Poll Worker” memory card door.
Push the locking tab on the door to the left and flip the door down towards you.
•
Push in the red eject button to the right of the “Poll Worker” memory card.
•
Pull the orange tab on the memory card to remove it from the drive.
Place the “Poll Worker” memory card in the pink bubble envelope, with
the tabulation tape and the Attendance Payroll Sheet.
•
Re-secure the AVM locking panel with a cable tie included in the stationery supplies
envelope.
•
Place the power supply cord and the SECURITY KEY in the AVM Clerk supplies envelope
and leave it with the AVM.
DELIVERING MEMORY CARD AND TABULATION TAPE:
•
Ensure the pink bubble envelope contains:
o
One copy of the tabulation tape
o
The memory card
o
The Attendance Payroll Sheet
•
Advise the SVO that you are ready to leave.
•
Deliver the pink bubble envelope to Election Headquarters at City Hall, 510 Main Street
(loading zone on King Street). Election Office Staff will be waiting for the envelope.
You must arrive with the pink bubble envelope by 8:40 p.m.
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SAFETY OFFICER
SAFETY OFFICER (S0)
The SO provides security for the Voting Place. The SO must ensure that all election laws are
followed.
BEFORE VOTING BEGINS
•
Arrive at the Voting Place by 7:00 a.m.
•
Assist in retrieving the AVM and election supplies from the secured area.
•
Receive your supplies envelope from the SVO. Your election supplies include:
o
70
Safety Officer vest
•
KNOW YOUR SURROUNDINGS; familiarize yourself with the premises, inside and out.
•
Identify yourself to appropriate premises staff.
•
Ensure there is only one usable entrance to the Voting Place.
•
Under the guidance of the SVO assist other election officers to set up their stations.
Election Day Training Manual
SAFETY OFFICER
DURING VOTING HOURS
As a safety officer you are a visible presence at your location both inside and outside. Dress for
the weather.
•
Greet all visitors entering location and direct them along the shortest route to the
Voting Place. Direct non-voting visitors to the school office.
•
Be visible at all times. It is important that all who attend the Voting Place clearly
understand that there is security personnel onsite.
•
Monitor all visitors. Observe demeanor and body language of all who enter the
Voting Place; this often provides advance warning of potential problems.
•
Maintain professionalism at all times. Be calm, courteous and respectful.
•
If a problem occurs, or an unusual incident arises, advise the SVO immediately.
•
When voters are leaving the Voting Place, direct them to the nearest exit. Voters
are not permitted to wander the halls.
•
Perform periodic patrols around the location. In particular, during opening of
school, recess, lunch and dismissal hours.
•
Report periodically to the SVO.
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SAFETY OFFICER
CLOSE OF VOTING
72
•
Check the location premises, hallways, washrooms, etc. for stragglers.
•
Ensure all relevant doors/rooms used by the Voting Place are re-secured as necessary.
•
Conduct a final premises check, including exterior perimeter.
•
Ask the SVO if they wish you to accompany them on a final patrol.
•
Help other election officers pack election materials.
•
Assist in returning supplies and the AVM to the secured area for pick-up the next day.
•
Get permission from the SVO before leaving the Voting Place.
Election Day Training Manual
ELECTION COMPLIANCE OFFICER
ELECTION COMPLIANCE OFFICER
The Election Compliance Officer is responsible for the supervision of Voting Places and
ensuring all election laws are complied with. The Election Compliance Officer reinforces rules
and procedures, assists in problem solving, and is a direct link with Election Headquarters. The
Election Compliance Officer represents the Senior Election Official.
BEFORE VOTING BEGINS
•
Check in with the SVO to ensure there are no issues with the setup of the Voting Place,
supplies, or Election Officers.
•
Confirm that the Voting Place has been set up correctly.
•
Confirm that each VRO has the correct ballots and has kept ballots with different IDs
separate.
•
Confirm that each VRO knows the three-digit Poll Code printed on the front page of the
Voting Record and knows how to mark it in the Poll/SdV box at the top of the ballot
•
Observe that all Election Officers have set up their work stations correctly and are
prepared to open the Voting Place promptly at 8:00 a.m.
DURING VOTING HOURS
•
Check in with the SVO to ensure the Voting Place is running smoothly.
•
Assist the SVO in problem solving.
•
Ensure that each Election Officer is following the rules and procedures of their duties.
•
Remind all Election Officers to review their Close of Voting duties during down times.
CLOSE OF VOTING
•
Check in with the SVO to ensure that the Voting Place is secured promptly at 8:00 p.m.
•
Observe that voters present in the Voting Place at 8:00 p.m. are allowed to cast their
vote.
•
Assist the SVO in problem solving.
•
Observe that each Election Officer is following their Close of Voting procedures.
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74
FORMS
ACCEPTABLE DOCUMENTS FOR ESTABLISHING IDENTITY AND ADDRESS
75
FORMS
76
BALLOT COUNT
FORMS
ELECTION DAY VOTER TALLY
77
FORMS
78
OATH – ADDITION OR CHANGE TO VOTERS LIST (RESIDENTS)
FORMS
OATH – ADDITION OR CHANGE TO VOTERS LIST (NON-RESIDENTS)
79
FORMS
80
OATH – VOUCHING FOR VOTER IDENTITY
FORMS
OATH – PERSON ASSISTING VOTER
81
FORMS
82
OATH – VOTER CHALLENGED
FORMS
RECORD OF SCRUTINEERS
83
FORMS
84
SCRUTINEER APPOINTMENT
FORMS
SCRUTINEER APPOINTMENT
85
FORMS
86
STATEMENT OF ELECTORS
FORMS
STATEMENT OF THE VOTE
87
FORMS
88
VOTING PLACE SCHEMATIC
FORMS
VOTER DIRECTION
89
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QUICK REFERENCE GUIDE
SENIOR VOTING OFFICER
Your primary responsibilities are overseeing the set-up of the Voting Place,
maintaining the integrity of the voting process and working with Election
Headquarters.
BEFORE VOTING BEGINS
DURING VOTING HOURS
• Retrieve the AVM and election supplies
from the secured area.
• Monitor voting procedures.
• Fill in the Opening of Poll section of the
Statement of the Vote.
• Ensure that the Attendance Payroll Sheet
is signed by all Election Officers.
• Conduct a final check to ensure that each
Election Officer knows their duties and
that voting materials are properly in
place.
• Open the Voting Place promptly at
8:00 a.m.
Find more information on page 15.
• Delegate the VPC to assist as needed.
• Assist non-voters, media, candidates,
and scrutineers.
• In the case of a sign infraction,
contact Election Headquarters.
• Complete the Oath – Addition or Change
to Voters List (Non Residents) for nonresident voters by contacting Election
Headquarters at 204-986-8600.
• Contact Election Headquarters at
204-986-8600 at 10:00 a.m. and 4:00 p.m.
and report the number of BALLOTS
CAST from the AVM public counter.
• Assist the VRO if there is a challenge to
a person wishing to vote.
See pages 53-55.
• If a voter removes a ballot from the
Voting Place, make a note of it in your
Log Book. See page 16.
• Record all issues and actions taken in
the Log Book, including deceased voters.
See page 16.
• Work with Election Compliance Officers
who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
Find more information on page 16.
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QUICK REFERENCE GUIDE
CLOSE OF VOTING
• Close and secure the Voting Place
promptly at 8:00 p.m. Voters present
must be allowed to cast their ballot.
Other than Election Officers, only
candidates and scrutineers are permitted
to remain in the Voting Place.
• Assist the AVM Clerk to prepare the pink
bubble envelope and leave for Election
Headquarters.
• Call 204-986-8600 to advise that the
AVM Clerk has left the Voting Place.
• Sign the Ballot Count for each Voting
Record and record the total number of
ballots remaining from Line 2 of each
Ballot Count on the Statement of the
Vote.
• Receive one copy of the tabulation tape
from the VPD. Complete and sign the
Statement of the Vote.
• Place the following items in the SVO
Envelope:
o Statement of the Vote
o Election Day Voter Tally
o Log Book
• Remove posted election signs, pack all
materials and supplies and return to the
secured area.
• Remain at the Voting Place until Election
Headquarters phones to advise they
have received the pink bubble envelope.
• Place the cell phone (if provided) in the
SVO envelope.
• Place the SVO envelope in Supplies
Box 1.
• Lock the secured area.
Find more information on page 18.
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QUICK REFERENCE GUIDE
VOTING PLACE DIRECTOR
Your primary responsibilities are setting up the Voting Place and directing voters.
BEFORE VOTING BEGINS
CLOSE OF VOTING
• Retrieve election supplies from the
secured area and distribute to Election
Officers.
• Receive two copies of the tabulation tape
from the AVM Clerk. Give one copy to
the SVO and post the other in a visible
location.
• Coordinate the set-up of the Voting Place
in accordance with the schematic.
See page 88.
• Place election signs throughout the
Voting Place. See page 19.
• Ensure campaign signs are not within
50 metres of the Voting Place.
See page 19.
Find more information on page 19.
• Remove posted election signs.
• Remove tables and chairs as required.
• Repack all materials and supplies into a
supplies box.
• Return supplies and the AVM to the
secured area for pick up the next day.
Find more information on page 22.
DURING VOTING HOURS
• Ensure voters have brought proper
identification. See page 75.
• Issue Voter Direction form to voters
who do not have a Voters Notice.
See pages 20 and 89.
• If the information on the Voters Notice
is wrong, direct voter to the CFO.
See page 20.
• Redirect voters who have come to the
wrong Voting Place. See page 20.
• Work with Election Compliance Officers
who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
Find more information on pages 20-21.
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QUICK REFERENCE GUIDE
VOTING PLACE CLERK
Your primary responsibilities are assisting voters and other Election Officers.
BEFORE VOTING BEGINS
CLOSE OF VOTING
• Retrieve election supplies from the
secured area.
• Take down voting compartments.
• Set up voting compartments.
Find more information on page 23.
DURING VOTING HOURS
• Place all supplies into a supplies box.
• Help other Election Officers pack election
materials.
• Assist in returning supplies and the AVM
to the secured area for pick-up the next
day.
Find more information on page 27.
• Ensure voters have brought proper
identification. See page 75.
• Issue a Voter Direction to voters who do
not have a Voters Notice. See page 24.
• If the information on the Voters Notice
is wrong, direct voter to the CFO.
See page 24.
• Redirect voters who have come to the
wrong Voting Place. See page 25.
• Provide relief for other election officers.
See page 30 for CFO, page 45 for VRO
and page 62 for AVM.
• Assist voters with marking their ballots.
See page 26.
• Work with Election Compliance Officers
who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
Find more information on pages 24-26.
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CLERK FOR OATHS
Your primary responsibility is issuing the Oath – Addition or Change to
Voters List (Residents), Oath – Vouching for Voter Identity
BEFORE VOTING BEGINS
CLOSE OF VOTING
• Retrieve election supplies from the
secured area.
• Place all supplies into a supplies box.
• Set up your work station.
Find more information on page 29.
DURING VOTING HOURS
• Help other Election Officers pack election
materials.
• Assist in returning supplies and the AVM
to the secured area for pick-up the next
day.
Find more information on page 42.
• Work with Election Compliance Officers
who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
Complete Oath when:
• Names to be added or corrected entry
required. See pages 31-35.
• Person is on the Voters List but forgot to
bring ID. See page 36-37.
• Person requests assistance from
someone other than an Election Officer.
See page 38-39.
• Records show that someone using the
person’s name has already voted in this
election. See page 40-41.
• Person’s right to vote is challenged.
See page 40-41.
Find more information on pages 30-41.
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VOTING RECORD OFFICER
Your primary responsibilities are issuing ballots and recording information in the
Voting Record.
BEFORE VOTING BEGINS
•
Ensure you have the correct ballots for
your VSD by comparing the Ballot ID
printed on the Voting Record with the
Ballot ID printed on the ballots
•
Keeps ballots with different IDs
separate.
•
Complete the Ballot Count in the Voting
Record.
•
Complete the Record of Scrutineers in
the Voting Record.
Find more information on page 43-44.
DURING VOTING HOURS
•
Write the name of each scrutineer on
the Record of Scrutineers in the Voting
Record.
•
For deceased voters, make a note in the
“COMMENTS” column of the Voting
Record. Tell the SVO.
•
Before issuing the ballot, ensure voter
eligibility by asking the questions on
page 46.
•
Place a check mark in the “ID” column
of the Voting Record.
•
Strike through the name and address on
the Voting Record.
•
Circle Voter number on Statement of
Electors
•
Find the correct Ballot ID for this voter
by looking in the left hand column next
to the voter number in the Voting
Record or on the Oath of Voter.
•
Initial the ballot in the VRO/ARE box at
the top of the ballot and mark the threedigit Poll Code.
•
Tell the voter how to fill out the ballot
and place it in the secrecy sleeve.
•
Direct the voter a voting compartment
and AVM Clerk.
•
Complete Statement of Electors and
post at specified times.
Find more information on pages 45-56.
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DURING VOTING HOURS
CLOSE OF VOTING
Other scenarios:
•
Complete the Ballot Count.
•
Have the SVO sign the Ballot Count.
•
Date and sign the Record of Scrutineers
on the line “VRO signature.”
•
Place all unused ballots in the ballot
transfer case.
•
Put the Spoiled/Returned Ballot
Envelope in the ballot transfer case
•
Put Oaths Envelope 1 and Oaths
Envelope 2 in the ballot transfer case
•
Place the Voting Record in the ballot
transfer case.
•
A voter comes to you with an Oath –
Addition or Change to Voters List
(Residents). See page 50.
•
A voter comes to you with an Oath –
Vouching for Voter Identity.
See page 51.
•
Voter requests assistance.
See page 52.
•
Person’s right to vote is challenged.
See page 53.
•
Voter makes an error marking the ballot.
See page 56.
•
Voter wishes to decline marking their
ballot. See page 56.
•
Work with Election Compliance Officers
who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
100
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AUTOMATED VOTING MACHINE CLERK
Your primary responsibilities are to process ballots and deliver the pink bubble
envelope.
BEFORE VOTING BEGINS
•
Retrieve the AVM from the secured area
and verify that its label matches your
Voting Place.
•
Set-up the AVM in its location, plug it
into a nearby outlet and wait for it to
start up.
•
Hold the Security Key on the “Security
Key” pad on top of the AVM until the
“ADMINISTRATIVE MENU” appears on
the screen.
DURING VOTING HOURS
•
Ensure each voter’s ballot remains in
the secrecy sleeve.
•
Ensure that the ballot has been initialed
in the VRO box and has the correct
three-digit poll code.
•
Insert the ballot face down into the AVM.
•
Ask the voter to wait until “BALLOTS
CAST” increases by one.
•
Work with the Election Compliance
Officers who drop by your Voting Place
throughout the day to reinforce election
rules and procedures and assist in
problem solving.
•
On the “ADMINISTRATIVE MENU,”
press “OPEN POLL”.
•
Press “ZERO” to print a zero tape and
verify that it shows the correct voting
place and the total ballots cast is zero.
Find more information on pages 62-67.
•
Press “NO” to advance to the next
screen.
Trouble shooting during voting hours:
•
The AVM will display “SYSTEM
READY” at the bottom of the screen;
you are now ready to accept ballots.
•
AVM returns the ballot? See page 63.
•
AVM says the ballot is over-voted or
blank? See page 64.
Find more information on pages 59-61.
•
AVM notifies you of a misread error of
ambiguous marks? See page 65.
Trouble shooting before voting begins:
•
The AVM malfunctions (Security Key
error, thermal printer error, paper jam
and AC power outlet/adaptor failure)?
See pages 66-67.
•
Not able to access “ADMINISTRATIVE
MENU?” See page 59-60.
•
Zero tape does not display the correct
voting place or total voters?
Advise your SVO.
•
Battery symbol displayed in top right
corner? See page 61.
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CLOSE OF VOTING
•
If required, cut the purple cable tie to
open the emergency compartment and
process any remaining ballots.
•
Hold the Security Key on the “Security
Key” pad on top of the AVM until the
“ADMINISTRATIVE MENU” appears on
the screen.
•
On the “ADMINISTRATIVE MENU”
press “CLOSE POLL.”
Press “YES” to confirm.
•
After the AVM prints 3 copies of the
tabulation tape, press “NO.”
•
Detach the tabulation tape, cut it into 3
copies after the signature lines and sign
each one.
•
Place the zero tape in the pink bubble
envelope. Give the other two copies of
the tabulation tape to the VPD.
•
On the “ADMINISTRATIVE MENU”
press “POWER DOWN”.
Press “YES” to confirm.
•
Unplug the AVM and the power supply
cord.
•
Cut the yellow cable tie holding the lip
of the AVM locking panel.
•
Cut the green cable tie that secures the
“Poll Worker” memory card door.
•
Push in the red eject button.
•
Pull the orange tab on the memory card
to remove it from the drive.
102
•
Place the “Poll Worker” memory card in
the pink bubble envelope, with the
tabulation tape and the Attendance
Payroll Sheet.
•
Re-secure the AVM locking panel with a
cable tie included in the stationery
supplies envelope.
•
Advise the SVO that you are ready to
leave.
•
Deliver the pink bubble envelope
to Election Headquarters at
City Hall, 510 Main Street
(loading zone on King Street).
•
You must arrive by 8:40 p.m.
Find more information on pages 68-69.