Deputy returning officer and poll clerk

Transcription

1 D IRECTIVE S Deputy returning fficer and pll clerk f the plling statin n plling day DGE-60-VA (15-01)

2 This dcument belngs t : Returning fficer Assistant returning fficer Office address Telephne Deputy returning fficer Pll clerk Plling statin Plling place Officer in charge f infrmatin and rder (PRIMO) KEY DATES Plling day Mnday frm 9:30 a.m. t 8:00 p.m. Cunting f vtes Mnday at 8:00 p.m. The reference EA when used in this text refers t the sectins f the Electin Act. In this dcument, the masculine gender designates bth wmen and men. : Nte : Particular attentin

3 Table f cntents A A message frm the Chief Electral Officer... 5 B Curtesy measures... 6 C Plling fficers Plling fficers at the plling table Members f the identity verificatin panel Officer in charge f infrmatin and rder (PRIMO)... 8 D Representatives and the pll runner Representative befre the deputy returning fficer Representative befre the fficer in charge f infrmatin and rder (PRIMO) Pll runner E Befre plling day F Preparatin f the plling statin Arrive at 8:30 a.m Prepare the premises Open the ballt bx Prepare the Pll bk plling day DGE Check the ballt papers Check the list f electrs Clse the ballt bx G Persns admitted t the plling table H Cnduct f plling Check the electr's registratin and identificatin Write the deputy returning fficer's initials n the ballt paper Infrm the electr abut the vting prcedure When the electr returns frm the plling bth, examine the initials n the ballt paper Dispse f the stub that the electr detached Ask the electr t place his ballt paper in the ballt bx Indicate that the electr has vted, n the list f electrs

4 8. Clse the plling statin Ask the fficer assigned t the list f electrs t leave the premises I Special situatins that may arise during plling Electr has inadvertently marked r spiled his ballt paper Electr presents a ballt paper with initials that are nt thse f the deputy returning fficer Electr is unable t mark his ballt paper ath DGE Electr's designatin differs slightly frm the ne appearing n the list f electrs ath DGE Electr's right t vte is questined by the deputy returning fficer, the pll clerk r ne f the representatives ath DGE Ballt cast by anther persn ath DGE Electr presents an Attestatin authrizing an electr t vte DGE-50, ath DGE Electr refuses t make an ath Electr is a visually handicapped persn DGE Electr is deaf r mute Electr is unable t make himself understd by the deputy returning fficer Disrder at the plling statin J Clsing f the pll Prepare the Statement f vtes DGE Cunt the spiled r cancelled ballt papers Cunt the unused ballt papers Cmplete the Pll bk plling day DGE Cmplete the frm Feuille de temps du persnnel electral assigné K Cunting f vtes Open the ballt bx Examine the ballt papers Cunt the ballt papers Prepare statement f vtes DGE Clse the ballt bx

5 6. Transmit the results t the PRIMO Return the ballt bx and the ther dcuments L Remuneratin APPENDICES Appendix 1 : Cmpilatin statement f the electrs wh have vted DGE Appendix 2 : Attestatin f an electrʼs identity DGE Appendix 3 : Appendix 4 : Applicatin fr authrizatin by an electr t identify himself withut revealing his face DGE Pwer f attrney designating the agent r the pll runner DGE Appendix 5 : Preparatin f the plling statin : reminder sheet Appendix 6 : Appintment DGE Appendix 7 : Pll bk plling day DGE Appendix 8 : Statement f vtes DGE Appendix 9 : Specimen - List f electrs DGE-11-RS Appendix 10 : Oaths used at plling statins DGE Appendix 11 : Cnduct f the pll : reminder sheet Appendix 12 : Identificatin papers required at the plling statin Appendix 13 : Assisting electrs in vting Appendix 14 : Attestatin authrizing an electr t vte DGE Appendix 15 : Clsing f the pll : reminder sheet Appendix 16 : Feuille de temps du persnnel électral assigné Appendix 17 : Cunting f vtes: reminder sheet Appendix 18 : Cunting f the vtes DGE Appendix 19 : Statement f rejected ballt papers DGE

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7 A A message frm the Chief Electral Officer These directives, used by the returning fficer during training sessins, are intended fr deputy returning fficers and pll clerks f plling statins n plling day. These directives cntain the infrmatin that yu need t perfrm yur task and explain hw t use the material put at yur dispsal. When it is necessary t interpret the law, refer t the Electin Act. The reference EA when used in this text refers t the sectins f this act. The deputy returning fficer is in charge f his plling statin and wrks clsely with the pll clerk. Yu are an electin fficer. Althugh the candidate recmmended yu, it is the returning fficer wh gives yu the instructins pertaining t yur wrk. Yu must abide by yur ath f ffice, namely act with ttal impartiality, cmply with the directives given and refrain frm engaging in any partisan wrk n plling day. Hwever, the deputy returning fficer must refrain frm engaging in partisan wrk frm the time that he takes pssessin f the ballt bx. As a deputy returning fficer r a pll clerk f the plling statin n plling day, yu cme int direct cntact with the electr wh exercises his right t vte. Yur behaviur influences the pinin f peple n the electral prcess. Be sure t wear in clear view and fr the entire plling perid the identificatin badge that the returning fficer gave yu. It indicates yur surname, given name and psitin. Take the time t reread these directives befre plling day. If yu have questins, feel free t cntact yur returning fficer. Chief Electral Officer and Chairwman f the Cmmissin de la représentatin électrale, M e Lucie Fiset 5

8 B Curtesy measures Here are a few curtesy measures intended t facilitate cmmunicatin with electrs wh have difficulty hearing, seeing, speaking r mving abut. Sme persns may take mre time t answer yur questins r accmplish ther tasks. D nt be in a rush with persns wh have difficulty speaking. Address the persn in questin rather than the persn accmpanying him. Speak calmly and slwly, and face persns wh have a hearing impairment. Yur facial expressin, gestures and bdy mvements will facilitate cmmunicatin. D nt yell r talk in the persnʼs ear. If it is hard t cmmunicate, feel free t resrt t writing. Address persns with a visual impairment by telling them wh yu are and what yur jb is. Give them a ruler r a card t help them, where applicable, if they have t cmplete and sign a frm and are able t d s. If they need assistance walking, ffer them yur arm and warn them f any steps r bstacles. Befre pushing smene wh is in a wheelchair, ask the persn if he wants t be pushed and hw yu shuld g abut ding it. Seeing-eye dgs accmpanying persns with a visual impairment are allwed everywhere. D nt disturb them in their wrk. Cntact yur returning fficer t btain additinal infrmatin n this subject. 6

9 C Plling fficers Plling fficers must be qualified electrs n the day f their appintment. These persns must take an ath stating that they will perfrm their duties in accrdance with the Act. EA 136 and Plling fficers at the plling table Deputy returning fficer: EA 314 and 337 in charge f arranging the plling statin ensures that the pll unflds prperly and that rder is maintained facilitates the exercise f the right t vte and ensures the secrecy f the vte asks the electr wh is unable t identify himself t prceed t the identity verificatin panel cunts the vtes transmits the results f the vte t the fficer in charge f infrmatin and maintenance f rder (PRIMO) r t anther persn designated by the returning fficer and gives the ballt bx t him. Pll clerk: EA 315 enters in the pll bk the particulars related t the cnduct f the pll assists the deputy returning fficer. Officer assigned t the list f electrs: EA cmpiles the line number f the electrs having vted at the plling statin thrugh the PRIMO, gives t the pll runner f each plitical party r f each independent candidate the Cmpilatin statement f the electrs wh have vted DGE-76.6 (appendix 1). 7

10 2. Members f the identity verificatin panel The returning fficer shall establish an identity verificatin panel fr every place where a plling statin is lcated. With the authrizatin f the Chief Electral Officer, mre than ne panel may be established. EA The panel is made up f three members including a chairman appinted by the returning fficer. When the Chief Electral Officer authrizes it, the returning fficer may appint a PRIMO r an assistant t the PRIMO t act as chairman. EA Overview f the functins f members f the identity verificatin panel If there are three r fewer plling statins n the premises, the deputy returning fficer and the pll clerk may act as members f the electr identity verificatin panel. EA Barring special circumstances, a PRIMO r an assistant t the PRIMO will act as chairman. Tgether, the three members: EA and check the identity f thse electrs wh were unable t establish their identity by means f ne f the dcuments required t vte make their decisins by majrity vte keep and sign the registry cntaining their decisins. The chairman: EA and cmpletes, signs and issues the Attestatin f an electrʼs identity DGE-55 (appendix 2) t the electr wh has validly established his identity by revealing his face cmpletes, signs and issues t any electr wh is unable t be identified by revealing his face fr physical health reasns the Applicatin fr authrizatin by an electr t identify himself withut revealing his face DGE-54 (appendix 3), after having received the permissin frm the Chief Electral Officer. 3. Officer in charge f infrmatin and rder (PRIMO): EA 309 and receives electrs ensures accessibility t the plling statins and facilitate circulatin therein makes sure that electrs are aware f the bligatin t establish their identity by revealing their face and by prducing ne f the dcuments required t vte 8

11 directs electrs t their plling statin r t the identity verificatin panel when he ntices that they d nt have n hand ne f the five dcuments required r that they are unable t identify themselves by revealing their face fr physical health reasns makes sure that nly ne persn at a time is admitted t a plling statin sees t it that nly ne persn at a time is admitted t the identity verificatin panel accmpanied, if necessary, by the persn wh is attesting t his identity cllects frm the fficer assigned t the list f electrs, at certain times during the day, the Cmpilatin statement f the electrs wh have vted DGE-76.6 ensures that nly thse electrs present n the premises f a plling statin at the time f clsing are admitted t vte ensures that nly persns authrized t be present n the premises f a plling statin are present infrms the returning fficer f any situatin requiring his interventin. The PRIMO is nt entitled t dictate the behaviur f the deputy returning fficer except at the request f the returning fficer. At each plling place, a telephne is at the exclusive dispsal f the PRIMO t permit a cnstant and immediate liaisn between the ffice f the returning fficer and the plling statins. 9

12 D Representatives and the pll runner On plling day, a candidate may designate a persn t represent him befre the deputy returning fficer and befre the fficer in charge f infrmatin and rder, r befre each f them, as well as a pll runner. EA 316 and 318 He appints his representative by means f a Pwer f attrney designating the agent r the pll runner DGE-43.1 r any ther frm (appendix 4) which clearly identifies this persn and which specifies befre whm (deputy returning fficer, PRIMO r bth f them) he exercises this functin. This pwer f attrney must be signed by the candidate r his mandatary. It is valid fr the entire duratin f the pll and the cunting f vtes. After a temprary absence, the representative des nt have t prvide upn his return anther pwer f attrney if the deputy returning fficer already has the first pwer f attrney n hand. EA 317 and 319 Althugh the representative is nt required t take an ath, he must respect the secrecy f vting. EA 355 and Representative befre the deputy returning fficer a single representative per candidate present at the same time he gives each deputy returning fficer a Pwer f attrney designating the agent r the pll runner DGE-43.1 indicating fr which plling statin he is acting : a pwer f attrney cannt be f a general nature. The pwer f attrney must bear an riginal signature f the candidate r f his agent he is entitled : t bserve the cnduct f the pll t write his initials n the varius seals t ask the deputy returning fficer t have an electr take an ath t examine the pll bk and all the dcuments used in the pll t have in his pssessin a list f electrs that has been discreetly anntated he is nt entitled : t dictate the deputy returning fficerʼs behaviur t address the electrs directly : he must d s by way f the deputy returning fficer t use devices such as cellular telephnes inside the plling rm; hwever, the use f such devices is allwed utside the rm (crridr r hallway). 10

13 t have in his pssessin sheets with numbers used t identify thse electrs wh have already vted t give infrmatin r dcuments t the pll runner. 2. Representative befre the fficer in charge f infrmatin and rder (PRIMO) a single representative per candidate he gives the PRIMO a Pwer f attrney designating the agent r the pll runner DGE-43.1 indicating the plling place fr which he is acting he is entitled : t ensure that the pll prceeds nrmally t replace the representative befre the deputy returning fficer wh must be absent fr exceptinal reasns, by reasn f illness r fr any ther serius reasn he is nt entitled : t dictate the PRIMO's behaviur t g t the plling table; hwever, if the PRIMO has t g t the table at the request f the deputy returning fficer, the representative befre the PRIMO may accmpany him t use devices such as cellular telephnes inside the plling rm; hwever, the use f such devices is allwed utside the rm (crridr r hallway). 3. Pll runner EA 318 and 319 he cllects at certain mments f the day frm the PRIMO the Cmpilatin statement f the electrs wh have vted DGE-76.6 he presents t the PRIMO a Pwer f attrney designating the agent r the pll runner DGE-43.1 signed by the candidate r his mandatary indicating fr which plling place he is acting. The representative befre the PRIMO can als be designated as a pll runner. 11

14 E Befre plling day Between the day that he receives the ballt bx and plling day, the deputy returning fficer may check the cntents f the ballt bx and familiarize himself with the electin material. D nt pen envelpe ENV-707 cntaining the ballt papers. Befre plling day, read the directives carefully t be able t cnsult them quickly when yu are n duty. As yu cannt leave the plling place befre the cunting f the vtes ends, plan t bring alng yur meals r have them brught t yu. 12

15 F Preparatin f the plling statin The reminder sheet in appendix 5 is a useful reference. We invite yu t cnsult this dcument. 1. Arrive at 8:30 a.m. The deputy returning fficer: arrives ne hur befre the plling statin pens, at the same time as the pll clerk and the fficer assigned t the list f electrs EA 328 wears his identificatin card and gives the pll clerk his card as well as t the fficer assigned t the list f electrs whse names were transmitted t him by the deputy returning fficer EA 331 gives t the fficers assigned t the list f electrs the frms Cmpilatin statement f the electrs wh have vted DGE-76.6 and the pens cllects frm the representatives f the candidates the frms Pwer f attrney designating the agent r the pll runner DGE-43.1 gives the representatives the identificatin cards intended fr them s that they can write their name and the electral divisin n the cards. In the event that the deputy returning fficer, the pll clerk r the fficer assigned t the list f electrs fails t appear r neglects t perfrm the duties f his ffice n the day f the pll: the returning fficer must be ntified immediately s that this persn is remved frm ffice and replaced. If a suitable replacement cannt be fund, yu must prceed as fllws : if it is the deputy returning fficer : the pll clerk becmes the deputy returning fficer withut having t make anther ath f ffice the new deputy returning fficer then appints as pll clerk the fficer assigned t the list f electrs lastly, he appints as fficer assigned t the list f electrs the representative f the candidate wh recmmended the deputy returning fficer, frm the same plling table r a neighbring ne 13

16 he makes an ath using the frm Appintment DGE-2.3 (appendix 6) if it is the pll clerk : the deputy returning fficer appints as pll clerk the fficer assigned t the list f electrs lastly, he appints as fficer assigned t the list f electrs the representative f the candidate wh recmmended the pll clerk, frm the same plling table r a neighbring ne he makes an ath using the frm Appintment DGE-2.3 if it is the fficer in charge f the list f electrs : the deputy returning fficer appints as fficer assigned t the list f electrs the representative f the candidate wh recmmended the fficer in charge f the list f electrs, assigned t the same plling table r t a neighbring ne He makes make an ath using the frm Appintment DGE-2.3. If the fficer assigned t the list f electrs cannt be replaced in the manner described abve, the deputy returning fficer will infrm the returning fficer s that the latter will take the necessary steps t appint anther fficer assigned t the list f electrs as quickly as pssible. Hwever, the absence f an fficer assigned t the list f electrs at the plling statin cannt stp the pening f the plling statin r the cnduct f the pll. 2. Prepare the premises The deputy returning fficer: places the table used fr plling in such a way that it faces the electrs wh cme t vte makes sure that he has enugh chairs installs the plling bth n anther table s that the electr can mark his ballt paper ut f sight makes sure with the PRIMO that n persn n the premises f a plling statin uses a sign that wuld make it pssible t identify his plitical affiliatin r t indicate his supprt fr r ppsitin t a party r a candidate r engage in any frm f partisan advertising. EA

17 The building in which the plling statin is lcated and any neighburing place where the sign r partisan publicity may be seen r heard by the electrs are cnsidered t be the premises f the plling statin. EA 352 takes a seat with the pll clerk and the fficers assigned t the list f electrs and asks the representatives t take a seat invites the representatives t sit beside r behind them. 3. Open the ballt bx The deputy returning fficer: pens the ballt bx in the presence f the pll clerk and the representatives present EA 328 and 329 remves all the material frm the ballt bx displays the numbered signs identifying the plling statin clearly in sight n the edge f the plling table. 4. Prepare the Pll bk plling day DGE-73 The pll clerk shall enter in the Pll bk plling day DGE-73 (appendix 7): n the cver page : the date f the pll the name f the electral divisin the number f the plling statin (specifying A, B where applicable) r f the grup f plling statins n the page prvided fr this purpse in the registry, the names f the electin fficers and f the representatives n the page prvided fr this purpse in the registery, the number f ballt papers received frm the returning fficer. 5. Check the ballt papers EA 329 The deputy returning fficer: makes sure that the seal n envelpe ENV-707 bearing the returning fficer's initials is intact cuts the seal and remves the ballt papers 15

18 checks whether the numbers f the ballt papers entered n the envelpe crrespnd t the numbers f the ballt papers; in case f any discrepancy, he infrms the returning fficer checks whether the quantity f ballt papers entered n the envelpe crrespnds t the number received; if any are missing, he ntifies the returning fficer enters n Statement f vtes DGE-76.2 (appendix 8) : the number f the plling statin (specifying A, B... where applicable) r f the grup f plling statins the ttal number f ballt papers received frm the returning fficer at pint 1 the number f electrs entered after the special revisin at this plling statin. If during plling a ballt paper is fund spiled r printed imprperly, the deputy returning fficer shall put it in envelpe ENV Ballt paper bklets must never be split. 6. Check the list f electrs EA 329 The deputy returning fficer shuld find: the list f electrs (appendix 9) with : in the left margin, the changes made during the rdinary revisin and the special revisin where applicable : I and i fr entry R and r fr striking C and c fr crrectin in the clumn «Vted Other day», the check marks indicating that the electrs have already vted 16

19 7. Clse the ballt bx The deputy returning fficer: keeps n hand the directives and the frm Oaths used in the plling statins DGE-39 (appendix 10) cntaining the varius aths that an electr can take makes sure with the pll clerk that the ballt bx is cmpletely empty EA 332 makes sure that the pening f the ballt bx is nt blcked clses the ballt bx and attaches seals DGE-70.1 and DGE-70.2 EA 332 writes his initials n the seals and the pll clerk shall d likewise asks the representatives wh s desire t write their initials n the seals places the ballt bx n the table near him. EA 332 Yu are nw ready t receive yur first electr at 9:30 a.m. 17

20 G Persns admitted t the plling table The fllwing persns are admitted t the plling table: the electr the persn accmpanying the electr r the interpreter the fficer in charge f infrmatin and rder (PRIMO), at the request f the deputy returning fficer the representatives befre the PRIMO wh may accmpany him the Chief Electral Officer the assistants f the Chief Electral Officer and their assistants the returning fficer the assistant returning fficer any assistant t the assistant returning fficer the candidates. 18

21 H Cnduct f plling The reminder sheet in appendix 11 is a useful reference. We invite yu t cnsult this dcument. The plling statin is pen frm 9:30 a.m. t 8:00 p.m. n Mnday. LE 331 et 333 The deputy returning fficer shall immediately ntify the returning fficer if plling cannt begin at the set time, if it was interrupted by an Act f Gd r if there is nt enugh ballt papers. It is the returning fficer wh will tell yu if the hurs f the plling statin shuld be extended. EA Check the electr's registratin and identificatin The electr identifies himself t the deputy returning fficer by telling his name and address and, when s required, his date f birth. EA 337 The pll clerk shall check that the electr is entered n the list f electrs and that he has nt already vted in the advance pll. An electr whse entry is preceded by an «I» r «i» (entry) r a «C» u «c» (crrectin) in the left margin is in fact entered n the list f electrs : he may vte. An electr whse entry is preceded by an «R» u «r» (striking) in the left margin and whse line has been striked ut was struck: he may nt vte. The electr shall als establish his identity with his face shwn 1, by prducing ne f the fllwing five identificatin dcuments : EA 337 his health insurance card issued by the Régie de l'assurance maladie du Québec his driverʼs license r his prbatinary license, bth issued n plastic supprt by the Sciété de l'assurance autmbile du Québec his Canadian passprt 1 Once the persn has shwn his face t establish his identity, he can cver it again. 19

22 his Certificate f Indian Status his Canadian Armed Frces ID Card. The presentatin f ne f these dcuments is sufficient t prve neʼs identity at the plling table. Fr mre infrmatin cncerning the validity f dcuments presented at the plling table, refer t appendix 12. The deputy returning fficer asks the electr, wh was nt able t establish his identity by prducing ne f the five afrementined dcuments, t prceed t the identity verificatin panel. EA 337 An electr wh btained an Attestatin f an electrʼs identity DGE-55, issued by the chairman f the identity verificatin panel, gives this attestatin t the deputy returning fficer f his plling statin. This attestatin replaces the bligatin f presenting ne f the five stipulated identificatin dcuments. EA 338 An electr wh is unable t identify himself by shwing his face, fr physical health reasns, is invited t prceed t the identity verificatin panel. An electr wh btained an Applicatin fr authrizatin by an electr t identify himself withut revealing his face DGE-54, issued by the chairman f the identity verificatin panel, shall give this authrizatin t the deputy returning fficer. The electr is then authrized t identify himself at the plling statin withut shwing his face. Only thse persns entered n the list f electrs f the plling statin and wh did nt vte in the advance plling can vte after having established their identity. EA 337 and 338 The pll clerk enters in the Pll bk plling day DGE-73 nly the names f the electrs wh vte invlving special situatins identified in chapter I. Yu may nt write dwn r therwise recrd infrmatin cntained in a dcument prduced by an electr, unless the Chief Electral Officer asks, fr statistical purpses and withut identifying electrs, the type f dcument prduced by electrs. EA and

23 2. Write the deputy returning fficer's initials n the ballt paper The deputy returning fficer : writes his initials n the back f the ballt paper, always in the same manner and, whenever pssible, using the same pen. EA 341 The deputy returning fficer's initials cnstitute ne f the criteria fr validating the ballt papers at the time f the cunting f vtes. Ballt papers must never be initialled in advance. 21

24 detaches the ballt paper tgether with the stub frm the cunterfil EA 341 Marie BONENFANT Appartenance plitique Jean-Charles BUREAU Appartenance plitique Pierre-A. LARRIVÉE Indépendant N N Initiales du scrutateur Circnscriptin électrale de : le 21 juin 1979 Lucien Lamthe, Imprimeur 117, rue Ntre-Dame Mntréal COUNTERFOIL STUB 22

25 flds the ballt paper leaving the stub shwing, as illustrated belw : STUB Marie BONENFANT Appartenance plitique Jean-Charles BUREAU Appartenance plitique Pierre-A. LARRIVÉE Indépendant 1 st fld t hide the circles 2 nd fld up t the dtted line 23

26 3. Infrm the electr abut the vting prcedure The deputy returning fficer : explains t the electr hw t mark his ballt paper Any mark making it pssible t clearly identify the electrʼs intentin is accepted, including the cmplete r partial blackening f the circle. indicates t the electr hw t fld the ballt paper in such a way that, upn his return frm the plling bth, the initials and the stub are visible withut having t unfld the ballt paper gives him the ballt paper and a pencil which the electr must use if his vte is t be cnsidered valid EA 338 and 343 reminds the electr that a ballt paper marked with any ther pencil r pen will be rejected. 4. When the electr returns frm the plling bth, examine the initials n the ballt paper EA 342 The deputy returning fficer: examines the initials and the number entered n the stub t determine if this ballt paper is indeed the ne that he gave the electr the pll clerk and the representatives may als examine them gets back the pencil. 5. Dispse f the stub that the electr detached The deputy returning fficer: has the electr detach the stub EA 342 places the stub in envelpe ENV Ask the electr t place his ballt paper in the ballt bx EA 342 The deputy returning fficer asks the electr himself t place the ballt paper in the ballt bx at the request f an electr wh has difficulty putting his ballt paper in the ballt bx, the deputy returning fficer may d s in his place. 24

27 7. Indicate that the electr has vted, n the list f electrs EA 344 As sn as the electr has placed his ballt paper in the ballt bx, the pll clerk shall: indicates that the electr has vted by placing a check mark n the list f electrs, ppsite his name, in the clumn "vted n plling day" indicates t the fficer assigned t the list f electrs the line number n the list f electrs f each electr wh has vted. 8. Clse the plling statin With the assistance f the PRIMO, the deputy returning fficer admits t vte all the electrs wh at 8:00 p.m. are waiting n the premises f the plling statin. EA 333 and 354 Fr the purpses f this prvisin, the premises f a plling statin extend as far as the end f the waiting line f electrs entitled t vte at this plling statin, as it stands at the hur f clsing f the pll. EA 354 As sn as the last persn admitted has exercised his right t vte, the pll is clsed. Yu must nt authrize t vte thse electrs wh arrive n the premises f a plling statin after 8:00 p.m. 9. Ask the fficer assigned t the list f electrs t leave the premises As sn as the last persn admitted has exercised his right t vte, the deputy returning fficer asks the fficer assigned t the list f electrs t leave the premises after having cllected all the unused frms entitled Cmpilatin statement indicating the electrs wh have vted DGE The fficer assigned t the list f electrs is nt authrized t stay fr the cunting f the vtes unless he hlds a pwer f attrney signed in due frm t act there, after the pll clses, as representative befre the deputy returning fficer. If such is nt the case, he must prmptly leave the plling place t avid delaying the start f the cunting f the vtes. EA

28 I Special situatins that may arise during plling Specific situatins described in this chapter invlve the frm Oaths used in plling DGE-39. Please nte that this frm includes the fllwing frmulas: Oath f the persn wh lends assistance DGE-45 Oath f an electr whse descriptin is slightly different frm the descriptin entered n the list f electrs DGE-46 Oath f an electr DGE-47 Oath f an electr allwed t vte after anther persn has vted in his name DGE-48 Oath f an electr wh has btained the authrizatin t vte DGE Electr has inadvertently marked r spiled his ballt paper EA 346 The deputy returning fficer: asks the electr t mark all the circles n the ballt paper s that his chice is nt knwn writes «vid» n the back f the ballt paper places the ballt paper in envelpe ENV (spiled r cancelled ballt papers) gives a new ballt paper t the electr. N indicatin is required in the Pll bk plling day DGE Electr presents a ballt paper with initials that are nt thse f the deputy returning fficer EA 345 The deputy returning fficer: writes «vid» n the back f the ballt paper places the ballt paper in envelpe ENV (spiled r cancelled ballt papers) des nt give a new ballt paper t the electr. The pll clerk shall indicate this in Pll bk plling day DGE

29 3. Electr is unable t mark his ballt paper (ath DGE-45) EA 347 The deputy returning fficer infrms the electr that he may be assisted: either by a persn (electr r nn electr) wh is his spuse r a relative within the meaning f the Act A RELATIVE refers t EA 204 the father, mther, grandfather, grandmther, father-in-law, mtherin-law, brther, sister, brther-in-law, sister-in-law, sn, daughter, sn-in-law, daughter-in-law, grandsn, r granddaughter. r by anther persn (electr r nt) in the presence f the deputy returning fficer and the pll clerk; this persn must take an ath, using frm DGE-45, that he has nt lent assistance, during the pll, t anther electr wh is nt his spuse r his relative within the meaning f sectin 204. r by the returning fficer in the presence f the pll clerk the pll clerk : enters in the Pll bk Advance Plling DGE-74.1 the surname and given name f this persn checks ff the «Spuse», «Relative» r «ther persn» bx indicates that he has taken the ath by writing his initials at the apprpriate spt. If the deputy returning fficer assists an electr, the pll clerk nly checks ff the «deputy returning fficer» bx Cnsult appendix 13 fr infrmatin regarding assisting electrs in vting. 4. Electr's designatin differs slightly frm the ne appearing n the list f electrs (ath DGE-46) EA 338 The deputy returning fficer admits the electr t vte after he has made an ath using frm DGE-46. The pll clerk shall indicate this in the Pll bk plling day DGE-73 by writing his initials at the apprpriate spt. 27

30 5. Electr's right t vte is questined by the deputy returning fficer, the pll clerk r ne f the representatives (ath DGE-47) EA 350 It may happen that an electr's right t vte is questined by the deputy returning fficer, the pll clerk r ne f the representatives. Shuld this ccur: the deputy returning fficer asks the electr t make the ath befre the pll clerk the electr must make the ath using frm DGE-47 stating : that he is a qualified electr that he was dmiciled in that plling subdivisin n the furteenth day befre plling day that he has nt already vted in the current electin that he has received n benefit t engage his supprt in favur f a candidate that he has n ballt paper in his pssessin that may be used in the current electin. EA 350 the deputy returning fficer admits the electr t vte after he has made an ath the pll clerk : shall indicate in the Pll bk plling day DGE-73 that the electr made an ath by writing his initials at the apprpriate spt shall enter the name f the persn wh requires such an ath frm the electr as well as the reasn fr this requirement. EA Ballt cast by anther persn (ath DGE-48) EA 339 The deputy returning fficer admits the electr t vte after he has made an ath using frm DGE-48. The pll clerk shall indicate this in the Pll bk plling day DGE-73 by writing his initials at the apprpriate spt. 28

31 7. Electr presents an Attestatin authrizing an electr t vte DGE-50, ath DGE-50.1 EA 340 An electr whse name des nt appear n the list f electrs cannt vte unless he presents an Attestatin authrizing an electr t vte DGE-50 (appendix 14). It will be the case n an electr wh left his dmicile t ensure his safety r that f his children. Hwever, if the electr presents an Attestatin authrizing an electr t vte DGE-50, duly cmpleted and signed by the returning fficer r his assistant, the deputy returning fficer shall ask him t make an ath using frm DGE- 50.1, and then shall admit him t vte the pll clerk shall indicate this in the Pll bk Advance Plling DGE-74.1 by writing his initials at the apprpriate spt. The returning fficer r his assistant are the nly persns authrized t issue an Attestatin authrizing an electr t vte DGE Electr refuses t make an ath EA 351 The deputy returning fficer des nt give a ballt paper t any electr wh refuses t make an ath. He shall infrm the electr that he will nt be able t change his mind nce he has left the plling statin. The pll clerk shall indicate this in the Pll bk plling day DGE Electr is a visually handicapped persn (DGE-49) The deputy returning fficer ffers him the pssibility : either t vte withut assistance using template DGE-49; in this case, he indicates t the electr the rder in which the candidates appear n the ballt paper and the indicatins under their names, where such is the case EA 348 r t be assisted accrding t the prcedure fr assistance when vting, at pint 3. EA

32 10. Electr is deaf r mute EA 349 The deputy returning fficer allws him t be assisted by a persn capable f interpreting the sign language f the deaf. 11. Electr is unable t make himself understd by the deputy returning fficer The deputy returning fficer: requests the assistance f an impartial and neutral interpreter (avid chsing a persn wh hlds a psitin assciated with a candidate r a plitical party) : this interpreter may be the PRIMO r an electr n the premises if it is impssible t find an interpreter and if the persn cannt answer the questins that the deputy returning fficer asks him, this persn cannt be admitted t vte. The interpreter translates the sentences exchanged between plling fficers and the electr; he des nt discuss with them and des nt replace a member f staff r an electr. 12. Disrder at the plling statin In the event f disrder r when a persn gets in the way f r bthers electrs, the deputy returning fficer shall call the PRIMO r, if the circumstances s warrant, shall ask him t call the plice. 30

33 J Clsing f the pll The reminder sheet in appendix 15 is a useful reference. We invite yu t cnsult this dcument. 1. Prepare the Statement f vtes DGE-76.2 EA 368 The deputy returning fficer: the number f the plling statin (specifying A, B..., where applicable) the ttal number f ballt papers received frm the returning fficer at pint 1 : this is the ttal ballt papers entered in the Pll bk 2. Cunt the spiled r cancelled ballt papers The deputy returning fficer: cunts the ballt papers placed in envelpe ENV in the curse f the day indicates the number f ballt papers n envelpe ENV puts the ballt papers back in envelpe ENV the pll clerk shall enter the number f spiled r cancelled ballt papers at pint 2 f the frm Statement f vtes DGE Cunt the unused ballt papers The deputy returning fficer: cunts the unused ballt papers withut detaching them frm the bklets indicates the number f unused ballt papers n envelpe ENV places the ballt papers in envelpe ENV EA 369 the pll clerk enters the number f unused ballt papers at pint 3 f the frm Statement f vtes DGE Cmplete the Pll bk plling day DGE-73 The deputy returning fficer adds up: the number f electrs wh vted accrding t the check marks appearing n the list f electrs in the clumn «Vted BVO» 31

34 D nt cunt the check marks in the clumn «Vted Other day». the number f electrs wh vted after taking an ath accrding t frms DGE-48 and DGE-50.1; the infrmatin is given in the pll bk the number f spiled r cancelled ballt papers the number f unused ballt papers. This sum must equal the ttal number f ballt papers supplied by the returning fficer and entered at pint 1 n Statement f vtes DGE 76.2 Shuld a discrepancy persist after checking the calculatins, the pll clerk ntes it in the pll bk. The pll clerk, befre pening the ballt bx, enters n the apprpriate page f the Pll bk plling day DGE-73: EA 362 the ttal number f electrs wh vted (accrding t the check marks n the list and the aths DGE-48 and DGE-50.1) the number f spiled r cancelled ballt papers the number f unused ballt papers. The pll clerk makes sure that he signs the Pll bk plling day DGE-73 n the apprpriate page t attest that he received the statements under ath. 5. Cmplete the frm Feuille de temps du persnnel électral assigné shall cmplete the frm Feuille de temps du persnnel electral assigné (appendix 16) : EA 137 the deputy returning fficer the pll clerk the fficer assigned t the list f electrs The frm is then given t the PRIMO It is n the basis f this frm that the returning fficer establishes the list f persns wh will be remunerated fr plling day. 32

35 K Cunting f vtes The reminder sheet in appendix 17 is a useful reference. We invite yu t cnsult this dcument. The cunting f vtes begins at 8:00 p.m. n plling day. EA 333 and 361 Persns admitted t the plling table fr the cunting f vtes: the deputy returning fficer the pll clerk the representatives befre the deputy returning fficer (ne per candidate) the candidates. The fficer assigned t the list f electrs is nt authrized t stay fr the cunting f vtes unless he has a signed pwer f attrney in due frm t act there, after the pll clsed, as representative befre the deputy returning fficer. If such is nt the case, he must prmptly leave the plling place t avid delaying the start f the cunting f the vtes. EA 139 N ther persn, regardless f his imprtance, psitin r ffice, shall be tlerated. EA Open the ballt bx The deputy returning fficer : makes sure that seals DGE-70.1 and DGE-70.2 are intact cuts these seals and pens the ballt bx withut emptying the cntents n the table. 2. Examine the ballt papers The persns present are entitled t examine each ballt paper, but it is the deputy returning fficer alne wh decides if the ballt papers are valid r if they must be rejected. EA 364 and 367 The deputy returning fficer : takes ne ballt paper at a time EA 364 checks the initials annunces the name f the candidate in favur f whm the ballt paper was marked allws each persn present t examine it 33

36 uses tally sheet Cunting f the vtes DGE-76.1 (appendix 18) t d the cunting f vtes EA 363 the pll clerk and the representatives shall als have a tally sheet Cunting f the vtes DGE-76.1 declares the ballt paper valid in the fllwing cases: EA 365 the electr marked the circle f his chice (every mark that allws the deputy returning fficer t clearly identify the electr's intentin, including a cmplete r partial blackening f the circle, must be accepted) the electr must use the pencil that the deputy returning fficer gave him the ballt paper is marked in nly ne f the circles it is valid even if the mark extends beynd the circumference f the circle EA 366 it is valid even if the stub has nt been detached : EA in such a case, the deputy returning fficer shall detach the stub and destry it - puts it in envelpe ENV taking care t hide the numbers entered theren gathers valid ballt papers in as many piles as there are candidates declares the ballt paper rejected in the fllwing cases : EA 365 it has nt been prvided by the deputy returning fficer is has nt been marked is marked in favur f mre than ne candidate is marked in favur f a persn wh is nt a candidate is marked elsewhere than in ne f the circles it has been marked with a pencil ther than the ne prvided by the deputy returning fficer bears fanciful r injurius entries bears a mark by which the electr can be identified fr each rejected ballt paper, checks the bx crrespnding t the reasn fr rejectin n the Statement f rejected ballt papers DGE-76.3 (appendix 19) gathers rejected ballt papers in ne pile sums up the ttal fr each reasn fr rejectin n the Statement f rejected ballt papers DGE-76.3 signs Statement f rejected papers DGE-76.3 has the pll clerk and the representatives sign this statement. 34

37 Special case : The ballt paper des nt bear the deputy returning fficerʼs initials EA 365 The deputy returning fficer puts the ballt paper aside t re-examine it at the end. At the end, if the number f ballt papers fund in the ballt bx, including the ne set aside, crrespnds t the ttal number f electrs wh vted accrding t the Pll bk plling day DGE-73, the deputy returning fficer : writes his initials n the back f the ballt paper befre the persns present writes «crrectin» fllwing the initials - the pll clerk shall reprt this at the apprpriate spt in the Pll bk plling day DGE-73 cunts this ballt paper as valid. If the number f ballt papers fund in the ballt bx des nt crrespnd t the number f electrs wh vted : the deputy returning fficer cunts this ballt paper as rejected. If the validity f a ballt paper is cntested. EA 367 The deputy returning fficer: decides immediately if the ballt paper is accepted r rejected; the deputy returning fficer is the nly persn t decide gives each bjectin a number that he marks n the back f the ballt paper. The pll clerk shall enter each bjectin in the Pll bk plling day DGE-73 with its number as well as the final decisin made by the deputy returning fficer. EA Cunt the ballt papers EA 369 The deputy returning fficer: identifies an envelpe ENV in the name f each candidate cunts the valid ballt papers f each candidate places the valid ballt papers f each candidate in the envelpe which belngs t him writes n each envelpe ENV the number f valid ballt papers cast in favur f this candidate cunts all the rejected ballt papers places them in envelpe ENV enters the number f rejected ballt papers n this envelpe. 35

38 D nt cnfuse: Spiled r cancelled ballt papers : Ballt papers that were nt used fr vting because they were smudged, spiled, misprinted r because they were exchanged fr a new ballt paper by electrs wh made a mistake when marking their ballt paper; these ballt papers are placed in envelpe ENV and are indicated at pint 2 n statement f vtes DGE Rejected ballt papers : Ballt papers that were placed in the ballt bx, but that the deputy returning fficer deemed invalid; they are placed in envelpe ENV and indicated in pint 5 n the statement f vtes DGE Prepare statement f vtes DGE-76.2 EA 368 The deputy returning fficer : enters n Statement f vtes DGE-76.2 : the number f valid ballt papers fr each candidate at pint 4 the ttal number f valid ballt papers at pint 4 the ttal number f ballt papers rejected at the cunting f the vtes at pint 5 the ttal vtes cast (valid ballt papers + rejected ballt papers) at pint 6 The ttal vtes cast cannt be greater than the number f electrs entered at the plling statin (see the shaded bx at the bttm f frm DGE-76.2; this infrmatin cmes frm step 5 f chapter F). checks the numbers entered n statement f vtes DGE-76.2 with the pll clerk enters the ttal at pint 7 by adding : the number f spiled r cancelled ballt papers at pint 2 the number f unused ballt papers at pint 3 the ttal number f valid ballt papers at pint 4 the number f ballt papers rejected at the cunting f the vtes at pint 5 This ttal must crrespnd t the number f ballt papers received frm the returning fficer at pint 1, therwise yu must d the calculatins ver. 36

39 signs Statement f vtes DGE-76.2 and writes the day's date has the pll clerk and the representatives sign it distributes the cpies in the fllwing manner : cpy 1 in envelpe ENV-714 (which will g in the ballt bx) EA 369 cpy 2 fr the PRIMO (wh will give it t the returning fficer) the thers fr the representatives f the candidates. EA Clse the ballt bx EA 369 and The deputy returning fficer: Seals the fllwing envelpes with seals DGE-70.3 : ENV (spiled r cancelled ballt papers) ENV (unused ballt papers) ENV (rejected ballt papers) ENV (valid ballt papers) ENV (cunterfils and stubs) ENV-714 (cpy 1 f Statement f vtes DGE-76.2) marks his initials n the seals and the pll clerk des likewise invites representatives t mark their initials n all these envelpes includes the fllwing dcuments in the large envelppe ENV and seals it with DGE-70.3 : List f electrs The Pll bk plling day DGE-73 ENV (spiled r cancelled ballt papers) ENV (unused ballt papers) ENV (rejected ballt papers) ENV (valid ballt papers) Attestatins authrizing an electr t vte DGE-50 Statement f rejected vtes DGE-76.3 marks his initials n seal DGE-70.3 and the pll clerk des likewise invites representatives t mark their initials n this large envelpe sets aside separately the dcuments that must be returned t the returning fficer: cpy 2 f rm Statement f vtes DGE-76.2 frm Feuille de temps du persnnel électral assigné and places the ther dcuments in the ballt bx : 37

40 In the ballt bx DGE-11-RS DGE-73 ENV ENV ENV ENV DGE-50 DGE-76.3 DGE-76.2, 1 st cpy Statement f vtes List f electrs Pll bk Spiled r cancelled ballt papers Unused ballt papers Rejected ballt papers Valid ballt papers Attestatin authrizing an electr t vte Statement f rejected ballt papers Envelpe t cntain cunterfils and stubs f the ballt papers DGE-2.3 DGE-54 DGE-55 DGE-76.1 Appintments Applicatin fr authrizatin by an electr t identify himself withut revealing his face Attestatin f an electr s identity Cunting f the vtes Pwers f attrney Seals Identifi catin labels Directives Empty r unused envelpes (ex. ENV-707) All the remaining material ENV sealed ENV-714 sealed ENV sealed sticks a seal DGE-70.3 n the ballt bx pening The seals DGE-69.2 are n lnger used, but the ballt bx may still cntain this reference. clses the ballt bx by attaching new seals DGE-70.1 and DGE-70.2 EA writes his initials n bth seals EA and the pll clerk shall d likewise asks the representatives wh s desire t put their initials n the seals EA

41 6. Transmit the results t the PRIMO The deputy returning fficer gives cpy 2 f statement f vtes DGE-76.2 t the PRIMO withut delay. The PRIMO is the nly persn respnsible fr the transmissin by telephne f the results f the vte t the ffice f the returning fficer. 7. Return the ballt bx and the ther dcuments EA L The deputy returning fficer gives the PRIMO (r anther persn designated by the returning fficer): the frm Feuille de temps du persnnel electral assigné the sealed ballt bx. Remuneratin Yu will receive a cheque frm the Chief Electral Officer fur t six weeks after plling day. Deputy returning fficer Pll clerk RATE 39

42 40

43 41 APPENDICES

44 42

45 Appendix 1 Cmpilatin statement f the electrs wh have vted DGE-76.6 Relevé de cmpilatin des électeurs qui nt vté Cmpilatin statement f the electrs wh have vted Circnscriptin électrale / Electral divisin Bureau de vte N / Plling statin n Si le numér de ligne de l électeur dépasse 350, l inscrire dans l une des cases suivantes : If the electr line number exceeds 350, enter it in ne f the fllwing bxes: Initiales du prépsé à la liste électrale / Initials f the clerk assigned t the list f electrs Remettre au PRIMO à tutes les heures de 11 h à 16 h. Par la suite, aux 30 minutes jusqu à 20 h. Give it t the PRIMO every hur frm 11 a.m. t 4 p.m. Afterwards, every 30 minutes up t 8 p.m. Heure / Hur DGE-76.6-VB (10-07) 43