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ELECTION OFF THE SHELF M O D E L F O R S T U D E N T E L E C T I O N S

The Chief Electoral Officer • Le directeur général des élections

Dear Student:

I am pleased to provide Election off the Shelf, a manual for student elections at universities and colleges across Canada. This “how-to” guide was created in response to requests from student associations across the country for help in administering their elections. Elections Canada is grateful to the many college and university student associations that advised us in developing the kit, and to the student election officials at Carleton University, the University of Ottawa, Algonquin College and Mohawk College who contributed articles or information based on their own experience as student election administrators.

I hope you will find this manual helpful in guiding you through the process of administering your own student elections. It includes articles on some of the essentials of democratic elections: impartiality of election officials, respect for the secrecy of the ballot, fair and open procedures, and fair access for all electors, as well as step-by-step guidelines and checklists for all the activities in the electoral process.

As an administrator of a student election, you are about to embark upon one of the fundamental exercises of democracy. Just as Elections Canada provides a framework for federal elections, student electoral officials work to ensure that they, too, undertake a fair and legitimate electoral process.

I trust that this information will help foster greater understanding and interest among students not only in their own elections but in the greater Canadian electoral process as well.

Yours truly,

Jean-Pierre Kingsley

257 Slater Street/257, rue Slater, Ottawa, Canada K1A 0M6 • (613) 993-2975 Fax/Télécopieur: (613) 993-5380

TABLE OF CONTENTS

FOREWORD: A TOOL KIT FOR MANAGING YOUR ELECTION 3

1. DID SOMEONE SAY “DEMOCRATIC”? 7

1.1 The three basic principles 7

1.2 Choosing election officers 7

2. CHIEF ELECTORAL OFFICER’S GUIDE 8

2.1 What are the CEO’s responsibilities? 8

2.2 The CEO’s administrative duties 92.2.1 Election officers: the indispensable team 92.2.2 Facilities to reserve 102.2.3 Officially calling the election (Form 2) 102.2.4 The election calendar (Form 1) 112.2.5 Voters list/Voter information card (Form 3) 122.2.6 Printing the ballots (Forms 9A, 9B and 9C) 122.2.7 Election day (or days) 132.2.8 Counting the votes and announcing the results 132.2.9 The election report and evaluation of procedures 13

2.3 Relations with the candidates 142.3.1 Nomination papers (Form 4 – four parts) 142.3.2 Validating candidates 142.3.3 Confirming the candidates (Form 5) 142.3.4 Withdrawals (Form 6) 152.3.5 Information sessions for the candidates and campaign managers 152.3.6 Designation of a candidate’s representative (Form 7) 162.3.7 Reporting expenses 162.3.8 The receipt log (Form 8) 16

2.4 Communication with the electorate 162.4.1 What must the CEO publish? 172.4.2 A good idea: the supplement in the student newspaper 172.4.3 Candidates’ advertising: a question of fairness 17

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3. RETURNING OFFICER’S GUIDE 19

3.1 What are the RO’s responsibilities? 19

3.2 Preparations 193.2.1 Recruiting and training staff 203.2.2 Registering electors/Voter information card (Form 3) 203.2.3 Preparing the facilities, materials and procedures 20

3.3 Election day (or days) 213.3.1 One election day, or five? – Schedule and time sheet (Forms 11, 12 and 13) 213.3.2 Setting up the polling station – Instructions for electors (Forms 15 and 20) 213.3.3 The moment of truth: the vote – Voting procedure 22

– Instructions for deputy returning officers (Form 10) – Sample of the DROs’ initials (Form 14)

3.3.4 Controlling the seals and ballots 22– Placement of seals (Form 16) – Seal control sheet (Form 17) – Ballot control sheet (Form 18) – Number of electors who voted (Form 19)

3.4 Counting the votes 233.4.1 Sorting the ballots: an important step 233.4.2 How to sort the ballots 243.4.3 Preparations for the count 24

– Central counting area set-up (Form 21) – Example of a counting table set-up (Form 21) – Samples of marked ballot papers which should be accepted and counted

(Form 22A) – Samples of marked ballot papers which should be rejected (Form 22B)

3.4.4 How to count the ballots 25– Tally sheet (Form 23) – Objections to ballot papers (Form 24) – Official statement of votes (Form 25)

3.5 Contested results 25

4. CONTRIBUTIONS FROM OUR COLLABORATORS 29

4.1 Avoiding conflict of interest 294.1.1 Practical application 294.1.2 Appointment and qualifications of election officers 30

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4.2 The chief electoral officer 31 Simon Petit, Chief Electoral Officer, 1994–95, University of Ottawa

4.3 The candidate and the chief electoral officer 32 Robert Jamieson, Vice-President, 1993–94, Carleton University

4.4 A returning officer’s report 33 Linda Belzile, Returning Officer, 1994–96, University of Ottawa

4.4.1 Advertising/Publicity 33 4.4.2 Information session 33 4.4.3 Training session 33 4.4.4 Scheduling 34 4.4.5 Before polling begins 34 4.4.6 Election days 34 4.4.7 Counting ballots 34 4.4.8 Payroll 35 4.4.9 Other things 35

4.5 Sample of a polling officers’ guide for deputy returning officers and poll clerks 36 Peter Szyszlo® ~ CERAS IV 1995

4.5.1 Working the polling station 36 – Election day supplies – Setting up the polling station – Opening and closing times – Last shift of the day

4.5.2 Election rules and procedures 37 – Poll clerk’s duties – Deputy returning officer’s duties

4.6 Voter information card (Form 3) 39 Leo Comunale, President, 1997–98, Algonquin College Students’ Association

4.7 Electronic voting systems 40 4.7.1 Advantages of using a computer system versus student lists 40

Karolina Srutek, Chief Electoral Officer, 1995–96, Carleton University 4.7.2 Electronic voting 41

Ryan Peters, President, 1997–98, Mohawk College Students’ Association – Student access code – On-screen instructions plus printed instructions – The student number determines qualification to vote – Give voters the option of voting now or later – Make a separate screen for each position – Allow the voter to select a “no-vote” option – Make the choice a number selection, not a name to type – Return to original screen when process is complete – Sample outline of procedure

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APPENDIX 1

GLOSSARY 47

ORDERING ELECTION MATERIALS 49

EVALUATION 51

APPENDIX 2

FORMS AND SAMPLES 55

1. Election calendar2. Sample proclamation of election3A–B. Voter information card4. Candidate’s nomination paper (four parts)5. Confirmation of nomination 6. Withdrawal of a candidate7. Appointment of a candidate’s representative8. Receipt log9A–C. Samples of ballot paper10. Instructions for deputy returning officers (DROs)11. Sample schedule12. Schedule 13. Election staff time sheet14. DROs’ initials – Sample sheet15. Polling station set-up16. Placement of seals on Elections Canada ballot box17. Seal control sheet18. Ballot control sheet19. Number of electors who voted20. Instructions for electors21. Central counting area set-up22A. Samples of marked ballot papers which should be accepted and counted22B. Samples of marked ballot papers which should be rejected23. Tally sheet24. Objections to ballot papers25. Official statement of votes

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A T O O L K I T F O R M A N A G I N G Y O U R E L E C T I O N

FOREWORDA TOOL KIT FOR MANAGING YOUR ELECTION

Are you running an election at your college or university? Election off the Shelf will make your task easier, whatever your degree of experience.

Elections Canada designed this kit in co-operation with a number of students’ organizations. It thus contains concrete, practical information on every step in a student election (or referendum).

How does it work? Nothing could be simpler. The chapter entitled “Chief Electoral Officer’s Guide” is for the student who is supervising the entire operation. The following chapter, “Returning Officer’s Guide,” is the instruction manual for his or her assistant.

The final section of Election off the Shelf contains recollections from people who have taken part in student elections in various capacities. There are also several useful forms that you can reproduce or adapt as need be.

Feel free to adapt some elements to the practices at your own institution or to your specific circumstances. The important thing is that the election run smoothly; and the most important thing is that it be fair.

While preparing Election off the Shelf, we consulted representatives from 16 students’ associations in various regions of Canada. Students from the University of Ottawa and Carleton University wrote articles describing their own election experiences; the information on the voter information card came from students at Algonquin College; and the section on electronic voting was inspired by the model at Mohawk College.

Since election terminology varies from institution to institution (and even person to person!), we have standardized the terminology in the articles from our collaborators for consistency’s sake. The Glossary on page 47 defines the main terms used in this kit.

We welcome your comments and suggestions, because Election off the Shelf is – and will remain – a collaborative work. Information on how to reach Elections Canada can be found at the front of the kit. Keep in touch . . . and happy elections!

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P R O C E D U R E

1. DID SOMEONE SAY “DEMOCRATIC”?

1.1 THE THREE BASIC PRINCIPLES

Participation, fairness, transparency . . . You no doubt recognize the basic principles of any democratic process. You should keep them in mind at all times, whatever your role as an election officer.

But exactly what is meant by participation? That all electors can exercise their right to vote fully and freely. Fairness? That all candidates are treated exactly the same and impartially. And transparency? That everyone knows and accepts the rules.

If your students’ association has already established election regulations that reflect these principles, your job is to apply them. Otherwise, your first duty is to have basic regulations adopted, or even better, a real election code.

Difficult? Not necessarily; you can use the codes of other colleges or universities as a model. It’s worth the effort – for you and for the whole student body.

1.2 CHOOSING ELECTION OFFICERS

Good regulations are not enough to guarantee a well administered election or referendum, however. You also need good administrators.

The election officers include two key members: the chief electoral officer (CEO) and his or her assistant, the returning officer. The students’ association appoints the chief electoral officer, and the CEO appoints the returning officer.

The ideal candidates are dynamic students capable of handling a wide range of tasks – financial planning, human and material resources management, contract negotiations, public and media relations, automation, etc. – effectively and impartially. Men and women with sound judgment who like to work as part of a team. And are not afraid of stress!


2. CHIEF ELECTORAL OFFICER’S GUIDE

Your students’ association has put you in charge of organizing and supervising the election of its next leaders. Congratulations! That makes you the chief electoral officer.

They may use a different title at your college or university, such as president of elections or election convenor. It doesn’t matter, the function is the same. In this kit we will be using the term chief electoral officer (CEO) for simplicity’s sake.

2.1 WHAT ARE THE CEO’S RESPONSIBILITIES?

As CEO, it is your job to see that the election is free, fair and effective. Even though the CEO is appointed by the members of the student council, he or she must operate with complete independence and no partisanship. The following are your chief responsibilities:

• administering elections and referendums;

• ensuring that the election regulations of your institution are enforced;

• informing the students that a vote is being held, explaining how to exercise the right to vote, and piquing their interest in the campaign by means of printed, electronic or video documents;

• overseeing the registration of candidates;

• approving the candidates’ budgets, monitoring their election expenses and, if necessary, reimbursing their expenses in accordance with the established policies;

• ensuring that candidates or referendum committees respect the spending limits and present their election expenses reports and receipts by the set deadlines;

• organizing the candidates’ debates/speeches and, if you feel it is appropriate, organizing a question period chaired by a moderator;

• responding to requests for information from electors and candidates;

• deciding on the measures to take following infractions of the election regulations;

• directing the election officers and supervising the administration of your office: pay, facilities, contracts, inventory, telecommunications, etc.;

• establishing and respecting the overall election budget; in some institutions, this budget must first be submitted to the students’ association.

“That’s a lot to do,” you’d say. Well, you’re right. But the secret to success here is to proceed methodically, step by step. And to have the right people working with you.

The CEO’s work can be divided into three main components: administrative duties, relations with the candidates, and communications with the electorate. The following pages describe the tasks associated with each of these three components.

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2.2 THE CEO’S ADMINISTRATIVE DUTIES

The CEO is responsible for the administration of elections and referendums. This process is simple enough for the ordinary elector, but quite a bit more complex for the people who have to administer it! At each step, resources have to be planned, documents prepared, formalities completed, forms distributed . . . That is why you need competent staff and a well-oiled organization.

2.2.1 ELECTION OFFICERS: THE INDISPENSABLE TEAM

Administering an election is first and foremost a team effort. And that team is the election officers. The success of the operation will depend in large part on the spirit of solidarity within the group.

In addition to the CEO, the election officers include:

• a returning officer;

• assistant returning officers;

• deputy returning officers (one per polling station);

• poll clerks (one per polling station);

• substitutes;

• a graphic artist (optional).

The CEO cannot do everything alone, no matter how energetic and capable he or she is. That is why we recommend you hire at least one assistant to be your right hand throughout the process. This person can be called the assistant CEO or returning officer. In this document, we will call him or her the returning officer (RO).

You can put the returning officer in charge of all the logistics, i.e., the administration of the polling stations and the staff assigned to those stations. That will give you more time to concern yourself with the other two components of your mandate: relations with candidates and communications with the electorate. The RO’s responsibilities are described in detail in Chapter 3, “Returning Officer’s Guide.”

Choose your returning officer carefully. You will have to work closely with this person, often under pressure. It would be a good idea to touch base with your RO every day. This will make it easy for you to meet deadlines and ensure that procedures are under way and necessary tasks are being carried out properly.

You can give the RO the responsibility for recruiting and supervising the officers directly involved in the voting process, i.e., the assistant returning officers, deputy returning officers (DROs) and poll clerks. The duties of these individuals will be described in Chapter 3, “Returning Officer’s Guide.” You should also have substitutes available to replace any of these election officers if needed.


If you can, hire a graphic artist for the campaign. You won’t regret it! The graphic artist can help you to create a visual identity for your communications (using a logo or specific theme) and design your announcements and posters during the campaign. But where do you find such a person? At some institutions, the administration will provide you with the services of a graphic artist.

You and your returning officer will need application forms for the various positions. The information on the forms should include name, address, telephone number, student number, previous experience, days and times available, etc. Never forget these people have to be impartial . . . and it is especially important that they not be part of the current student council.

2.2.2 FACILITIES TO RESERVE

In most colleges and universities, the CEO has a permanent office with access to a photocopier and computer. But you will need other facilities during the course of the electoral process. Reserve them right away, and make sure you have suitable furniture and equipment, or delegate this part of your duties to your RO. The facilities you need are:

• polling stations, with a suitable area for the voting screen, basic services (electricity, telephone) and suitable furniture (two tables and two chairs per polling station);

• a room for counting the votes, with a sufficient number of tables and chairs (and perhaps refreshments to keep up morale);

• a secure storage room for the ballot boxes and ballots;

• a room for the candidates’ debates/speeches, with adequate lighting and sound systems;

• a room for the information and training sessions (for your staff, and for the candidates and their campaign managers).

2.2.3 OFFICIALLY CALLING THE ELECTION

The moment has arrived to officially call the election or referendum. This is a key step in the electoral process. Take this opportunity to stimulate the interest and participation of students, as candidates or electors, by using original and highly visible announcements!

How do you call an election? By publishing an election proclamation (Form 2). The text should contain the following elements:

• the date or dates of the vote;

• the duration of the election period;

• the positions to be filled;

• the qualification of candidates;

• the entitlement to vote;

• the location of the polling stations;

• the location and telephone number of the election office.


The proclamation is posted on campus in high-traffic areas and published in the student newspapers. The campaign has begun!

2.2.4 THE ELECTION CALENDAR

In some colleges and universities, the CEO must appear before the students’ association to confirm the dates and rules for the election. Whether or not this is the case for you, it is essential that you draw up an election calendar (Form 1) at the start of the campaign.

You should do this because this document provides an overview of the election period and all the key dates. That is why it is an excellent work tool for the candidates and for your colleagues. And, of course, for you.

Example of election calendar:

(date) Nomination of candidates opens at 9 a.m.

(date) Nomination of candidates closes at 4 p.m.

(date) Validation of candidates

(date) Deadline for withdrawal of candidates

(date) List of confirmed candidates is posted at 4 p.m.

(date) Mandatory information session for confirmed candidates and campaign managers at 8 p.m.

(date) Alternative information session for confirmed candidates and campaign managers at 10 a.m.

(date) Noon deadline for candidates to provide required material for publication by CEO

(date) Campaign begins at 8 a.m.

(date) Debate/speech for presidential candidates, in the cafeteria at 1 p.m., followed by a question period

(date) Debate/speech for candidates for other positions, in the student lounge at 4 p.m., followed by a question period

(date) Campaign closes at 9 p.m.

(date) Election day(s)

(date) Counting days


2.2.5 VOTERS LIST/VOTER INFORMATION CARD

To exercise the right to vote, the elector must be on the voters list. This is one of the basic principles of any democratic vote. Being on the list confirms that the elector meets the conditions required to vote.

In the case of a student election, the institution’s student list is used as the voters list. Ask the administration to give you a copy as soon as possible. When an elector appears at the polling station to vote, his or her name is crossed off the list to make sure he or she votes only once.

The administration may give you access to a computerized list. In that case, when a student appears at the polling station, his or her name is entered in the computer to determine whether he or she is entitled to vote, or has voted already. With such a system, it is also possible to send to each elector a voter information card (Form 3).

More and more institutions provide each student with a card with a magnetic strip. This highly automated system allows for electronic registration and voting (see section 4.7 entitled “Electronic voting systems”).

2.2.6 PRINTING THE BALLOTS

Another extremely important document is the ballot. This piece of paper remains a fundamental symbol of democracy – even though electronic voting is becoming more and more common. As CEO, you must pay particular attention to the preparation of the ballots (Forms 9A, 9B, 9C).

When you have drawn up the list of confirmed candidates, have the ballots printed. Here are several points to keep in mind.

The most important is the presentation of the candidates’ names on the ballots. Make especially sure:

• that the candidates’ names are spelled correctly: they must be written the same way on the ballot as on the candidates’ nomination papers;

• that the names are listed in alphabetical order by surname;

• that the size and typeface is the same for all names and that all the names are written on a single line.

Another important point is the use of coloured ballots. This procedure is recommended in order to avoid confusion among the various positions being voted on. But be careful what colours you choose! Experience has shown, for example, that some shades of pale green and pale blue are hard to tell apart.

What type of paper should you use? Offset book No. 1, opaque, 140 M paper is a very good choice, but it is not the only one. Whatever you choose, make sure that the elector’s mark cannot be seen once the ballot is folded.


It is a good idea to number the ballots to keep track of them, as long as there is no way of linking the numbered ballot to the elector who cast it. You also have to think about the question of size. The ballots produced by Elections Canada are the same size as the template (perforated cardboard) used by electors with a visual disability.

2.2.7 ELECTION DAY (OR DAYS)

The vote can be held on one day or over several days, depending on the tradition in your institution. In some cases, the voting can last up to five days. As a rule, though, three days should be enough.

Remember that your returning officer is in charge of running the polling stations. Your role at this stage is to help the RO ensure the voting goes smoothly and to monitor the candidates’ activities. Be prepared to put out some fires!

During the voting, you should stay in a central location – the CEO’s office, for example – where the returning officer or election officers can be sure to find you if they need help or instructions. Otherwise, make sure you have a cell phone!

2.2.8 COUNTING THE VOTES AND ANNOUNCING THE RESULTS

The day after the last day of voting, as a rule, the DROs and clerks count the ballots for all the polling stations under the supervision of the returning officer (see section 3.4 for more information).

You have two duties at this stage. The first is to perform the validation of the results, from the statements of votes from the polling stations, as soon as possible after the votes are counted. The second is to announce the official results to the students as soon as possible after the election.

2.2.9 THE ELECTION REPORT AND EVALUATION OF PROCEDURES

One of your last duties is to prepare an election report, which includes a report on the complaints lodged during the campaign. You submit the report to the students’ association and to the administration of your institution, not forgetting to publish it in your student newspaper.

In order to improve the election procedure for the people who come after you, it would be a good idea to organize a meeting of all the election officers after the vote to take stock, gather suggestions for improvements and suggest, where appropriate, changes to your institution’s election code.


2.3 RELATIONS WITH THE CANDIDATES

As CEO, relations with the candidates are your direct responsibility. There is no question of delegating these duties. It is up to you to inform the interested parties about the procedures and regulations, to confirm their nomination and to provide them with all the necessary forms. It is also up to you to ensure that they respect the regulations governing election spending and promotional material.

2.3.1 NOMINATION PAPERS

As CEO, your first duties in relation to the candidates are:

• to announce the positions to be filled;

• to announce the deadline for submitting nomination papers;

• to prepare and distribute the nomination papers, which each candidate must fill out and have signed by a specific number of electors (Form 4, in four parts);

• to receive the nominations.

The number of signatures required on the nomination papers varies at different institutions and for different positions. In principle, any candidate should have the signature of at least 20 electors. The CEO is responsible for ensuring that all the signers are eligible.

2.3.2 VALIDATING CANDIDATES

So the candidates have given you their nomination papers? Now you have to validate them; here’s how:

• check each candidate’s eligibility (make sure the candidate is registered at the university, is eligible to vote and is, in all respects, entitled to run for the position);

• check the eligibility of the people who have signed the nomination papers.

2.3.3 CONFIRMING THE CANDIDATES

After you validate the candidates, you confirm them. To confirm a candidate, you must sign a form to that effect (Form 5).

This form can serve simultaneously as a letter of understanding in which the candidate and his or her campaign manager confirm that they both understand the rules to follow.


2.3.4 WITHDRAWALS

Candidates may withdraw from an election (Form 6) up until the deadline that you set, unless the election regulations of your institution state otherwise.

After the withdrawal deadline has passed, you prepare the list of confirmed candidates.

2.3.5 INFORMATION SESSIONS FOR THE CANDIDATES AND CAMPAIGN MANAGERS

Hold one or two information sessions for the candidates and the persons they have chosen as their campaign managers. In this way, everyone will be sure to receive the same information at the same time. And the process will be as transparent as possible.

If you meet some candidates or groups separately, take along at least one member of your team and make sure the information you communicate to these candidates or groups is transmitted to all the teams. We also recommend that you publicize any decisions you make.

Each CEO organizes these meetings in accordance with his or her personal style and the tradition of the institution. Here are some suggestions from other people who have run student elections.

Send a written invitation to the candidates and campaign managers inviting them to an information session covering the following points:

• the regulations concerning advertising, posters, etc., during the campaign;

• spending limits;

• the procedure for the candidates’ debates/speeches;

• the polling dates;

• the location of the polling stations;

• the date and procedure for counting the votes;

• the appointment of candidates’ representatives.

If possible, offer two sessions so that everyone can attend one or the other. (Some CEOs make attendance at these information sessions a condition for accepting candidacies.) Hand out an information kit to the candidates at the meetings.

Plan a question period to dispel any uncertainty. Ask your returning officer to take minutes of the meeting or to record it.

As for the electoral process, tell the candidates and their campaign managers:

• what your plans are regarding speeches, debates, public meetings, etc., and obtain their agreement;

• how long they will be able to speak;

• who will introduce them (the moderator or their campaign manager) and the time limit for the introductions.


2.3.6 DESIGNATION OF A CANDIDATE’S REPRESENTATIVE

Then ask each candidate to designate a representative, using Form 7, “Appointment of a candidate’s representative.” The representative will monitor the counting of the ballots on behalf of the candidate. Be careful though! The candidate’s representative must not present a risk of conflict of interest, derive any benefit from the voting or be a member of the council of the students’ association.

Set a deadline by which the candidates must give you the names of their representatives. Reserve the right to reject any representative who does not fulfil the conditions mentioned above.

2.3.7 REPORTING EXPENSES

The candidates must give you their election expenses report with receipts before the deadline. Their expenses, verified by these receipts, must not exceed the set spending limit. Candidates who do not follow the rules risk disqualification.

2.3.8 THE RECEIPT LOG

We suggest that you record in a log all the receipts you set up for the candidates. For example, you can make a receipt noting the number of posters a candidate presents for approval and stamping.

Once the receipt is made, the number and purpose of the receipt are recorded in the receipt log (Form 8).

2.4 COMMUNICATION WITH THE ELECTORATE

The electors and candidates must be informed of important dates, deadlines and key events in the electoral process. It is up to you as CEO to communicate this essential information.

But it is not enough just to stick a notice up on a bulletin board. The chief electoral officer must also be the public relations officer for the election. He or she must encourage the students’ interest and participation. Don’t hesitate to be creative in your communications. Create a logo and messages that attract attention. And use all the means at your disposal: posters, student newspaper, student radio, T-shirts, buttons . . .


2.4.1 WHAT MUST THE CEO PUBLISH?

The following is the main information that you will have to publish or distribute in some way during the campaign:

• the proclamation (Form 2) which marks the calling of the election and provides basic information to the electorate (see section 2.2.3);

• the call for nomination of candidates, which includes:

– the list of positions to be filled;

– the day, time and place for receiving nominations;

– close of nominations;

– the deadline for withdrawal of candidates;

• the schedule for the information sessions for the candidates and campaign managers;

• the schedule for election activities, namely:

– the dates, times and locations of the candidates’ debates/speeches;

– the deadline for elector registration (if necessary);

• the schedule for the polling stations, including the location(s), date(s) and hours for voting.

2.4.2 A GOOD IDEA: THE SUPPLEMENT IN THE STUDENT NEWSPAPER

Have you drawn up the list of confirmed candidates? Now is the time to have an election supplement published in the student newspaper. It is a good way of introducing the candidates and arousing interest in the campaign. The supplement can include:

• the list of candidates (with or without photographs);

• the schedule for the polling stations (location, date, time);

• instructions for marking the ballots (with examples of correctly marked ballots);

• the procedure to follow at the polling station (Form 20).

2.4.3 CANDIDATES’ ADVERTISING: A QUESTION OF FAIRNESS

You must ensure that the election (or referendum) campaign is conducted fairly. And this means paying attention to communications by and about the candidates.

For the supplement in the student newspaper, this means that the basic rule is giving each candidate equal space. However, it is the candidates who decide what they want to appear in that space (e.g., their platform or just their name, photo, etc.). The important thing is that they all be aware of the choice available to them.


You can also control the number of leaflets distributed by the candidates as well as the number, size and location of their posters. You must inform the candidates of these rules long in advance, during the information session, for example.

It is your responsibility to prohibit any discrimination during the campaign. But you cannot be held responsible for defamatory material or remarks that may lead to legal proceedings. After all, you and your office cannot check absolutely every written or oral statement the candidates make.

Any complaint must be presented to you in writing and be signed by the plaintiff and at least two witnesses. You must not accept any verbal complaint or act or rule on the basis of rumours. You must act carefully and equitably (see section 3.5, “Contested results”).


3. RETURNING OFFICER’S GUIDE

The chief electoral officer (CEO) for your institution has chosen you to help with his or her work. Congratulations! This is a golden opportunity to put your talents as an organizer to work.

In some colleges, the CEO’s right-hand man, or woman, is called the assistant chief electoral officer. The most common term, however, is returning officer (RO), and that is the term we use here.

3.1 WHAT ARE THE RO’S RESPONSIBILITIES?

Administering a vote (election or referendum) at the college or university level is not an easy job. The CEO, who supervises all the operations, is relying on you to ensure that the voting and counting are done effectively and fairly. Your main responsibilities as RO are as follows:

• recruiting, training and supervising the staff of the polling stations (also called polling places);

• preparing the elements of staff identification (T-shirt, button, etc.);

• administering the elector registration process;

• determining the location of the polling stations;

• planning and managing the use of computers in the polling stations;

• making the necessary arrangements for the reception and preparation of election supplies before voting begins;

• establishing, in co-operation with the CEO, the schedule of voting and the schedule for polling station staff;

• ensuring the orderly operation of the polling station during the election or referendum;

• administering the process of counting the votes;

• paying the polling station staff.

You have quite a lot on your plate! The key to success is to surround yourself with reliable colleagues and proceed step by step. Your duties can be divided into three categories that correspond to the three main stages of the electoral process: preparations, election day (or days), and counting the votes. Let’s examine each one.

3.2 PREPARATIONS

In order for the vote to run smoothly – and to keep staff happy – everything must be in place well before the big day. And the division of duties must be clear. The RO is responsible for these logistics. You will have to recruit and train staff, set up and manage the system for registering electors and make all the necessary preparations in terms of facilities, materials and procedures.


3.2.1 RECRUITING AND TRAINING STAFF

You must recruit the members of your team, i.e., the people who will be assigned to the polling stations and to counting the votes. These people are:

• the assistant returning officers (two);

• the deputy returning officers (one per polling station);

• the poll clerks (one per polling station);

• the substitutes.

You must also train them. This training will include the following:

• directives on the procedures for voting and counting the votes;

• the attendance list for DROs and clerks;

• distribution of the polling officers’ guide for deputy returning officers and poll clerks (see section 4.5) or any other instruction document;

• regularly held meetings with election staff.

3.2.2 REGISTERING ELECTORS/VOTER INFORMATION CARD

The voters list is a fundamental element of any vote, even in student elections. The CEO has the main responsibility for preparing this list. But he or she may share part of the responsibility with you (see section 2.1, “What are the CEO’s responsibilities?” and 2.2, “The CEO’s administrative duties”).

The regulations of a students’ association generally specify who is entitled to vote during an election or referendum. If this is not the case at your CEGEP or college, or in your university, it might be a good idea to make this point clear in an election code. Qualified electors could, for example, be all the members of the students’ association or all full-time students. The important thing is to establish a clear rule.

At the beginning of the election period, you or the CEO can publish an announcement reminding the students who is eligible to vote. If you set up an elector registration system, your announcement should mention the deadline for registration. Another possible solution would be to send students a voter information card (Form 3), if you have a computerized list.

3.2.3 PREPARING THE FACILITIES, MATERIALS AND PROCEDURES

If your CEO has delegated this task to you, reserve the following facilities, and acquire supplies and appropriate furniture for them:

• facilities for the polling stations, with sufficient telephone and electrical outlets, a sufficient number of tables and chairs (two chairs and two tables per station) and a suitable place for the voting screen;


• a counting room with sufficient tables and chairs (and perhaps some refreshments to keep up your troops’ energy);

• a maximum security room to store the ballots and ballot boxes.

In institutions where the vote lasts more than one day, the DROs and poll clerks must collect their supplies every morning and bring them back every evening. Make sure all the ballot boxes are properly identified in advance, indicating the election day and location of the polling station (e.g., “Day 1, Media Library” and a number as well, if necessary). Two or three weeks before the vote is held, make sure that you already have very clear procedures concerning:

• setting up the polling stations;

• closing the polling stations;

• storing the ballot boxes and the seals.

3.3 ELECTION DAY (OR DAYS)

The DROs and poll clerks are responsible for the operation of the polling stations. During the polling period, your job is to supervise operations with the help of your close collaborators, the assistant ROs, and to keep the CEO constantly informed of the situation. This is an intense period during which teamwork is essential and cell phones are very useful.

3.3.1 ONE ELECTION DAY, OR FIVE? – SCHEDULE AND TIME SHEET

Depending on the needs and characteristics of your campus, voting can last from one to three days. In some institutions, it stretches over as many as five days. But we recommend keeping it to a maximum of three days – to avoid exhausting your team, among other things!

Set up a work schedule (see sample schedule, Form 11; blank schedule, Form 12) even if the voting lasts only one day. A schedule is not only useful, it is essential if the voting extends over several days. Then distribute time sheets to all the election officers (Form 13). These sheets will be used for paying the staff.

3.3.2 SETTING UP THE POLLING STATION – INSTRUCTIONS FOR ELECTORS

Form 15 shows you how to lay out the furniture and accessories in a polling station. Stick to the plan as much as possible. Pay close attention to the following points:

• Place the tables so the electors can see the DROs and poll clerks as they come into the polling station.

• Ensure that all the DROs can see the voting screen at all times.

• Ensure that no one is placed in a location that would allow him or her to see behind the voting screen.


• Ensure the voting screen is placed in a way that protects the secrecy of the vote. Avoid placing it in a high-traffic area, or in front of an exit, window, elevator or mirror.

• In each polling station, the instructions for electors (Form 20) that explain what electors do to obtain a new ballot if they spoil or incorrectly mark the first one and what they must do once they have marked the ballot should be posted in a prominent place.

3.3.3 THE MOMENT OF TRUTH: THE VOTE – VOTING PROCEDURE

This is it: the voting has begun! The electors are already lining up at the polling stations. And questions are coming from every side . . .

Make sure you’re easy to reach, preferably by cell phone. The assistant ROs will circulate from polling station to polling station to check if staff need supplies and to alert you to any problem. Stay in constant contact with them and with the CEO.

The duties of the DRO and poll clerk are described in detail in the “Polling officers’ guide” section (see section 4.5). As for the procedure the electors follow to vote, it is explained in detail in Form 10 and Form 20. But here is a little reminder:

• The DRO must always put his or her initials on the back of the ballot before giving it to the elector, to prevent the use of fraudulent ballots.

• If the staff assigned to count the ballots are not the same as those assigned to the polling stations, make sure you get a sample of the DROs’ initials (Form 14) while they are on duty. This will be useful if a ballot is contested during the count.

• Inside the polling station and in its immediate vicinity, any partisan document, button, poster, etc., is forbidden. Some electoral codes specify that the ban applies within a radius of 15 metres (50 feet) of the polling station. In some institutions, a line is marked out on the floor with fluorescent tape.

• The DRO or poll clerk must check the voting screen regularly to make sure there is nothing behind it except a pencil, and they must replace any screen on which graffiti or partisan messages have been written.

• The election officers answer questions from electors about the voting process, but any discussion of voting choices is forbidden.

• The DRO and poll clerk can encourage students to vote, provided they do not favour any specific candidate. Some institutions have set up quota systems for that purpose, or even draws!

• It is strictly forbidden to leave a polling station unsupervised.

• If the voting lasts longer than a day, hold a meeting with your staff every morning for a few minutes to take stock and keep team spirit up.

3.3.4 CONTROLLING THE SEALS AND BALLOTS

Specific measures are taken to avoid fraud. In order to control the ballot box seals (Form 17) and the ballots (Form 18), the CEO or the RO uses the control sheet to write down the numbers of the seals on each box and the number of ballots given to each DRO.


Each duly sealed ballot box must be identified before it is used (e.g., “Day 1, Media Library,” with a number if necessary). After the polling station closes each day, the DROs must seal the slots on the boxes, write their initials on the seals and take the boxes to the CEO’s office. Form 16, “Placement of seals on Elections Canada ballot box,” shows how to seal a ballot box.

The DRO notes the number of ballots given to him or her at the beginning of his or her shift (Form 18). At the end of the shift, the DRO adds up:

• the number of “spoiled” ballots, i.e., ballots that were involuntarily wasted by electors and that have been placed by the DRO in a clearly identified envelope (and recorded on Form 18);

• the number of unused ballots; and

• the number of people who voted during his or her shift (recorded on Form 19).

The total should equal the number of ballots the DRO was given at the beginning of his or her shift.

3.4 COUNTING THE VOTES

Counting the votes is obviously a critical operation. You have to take a whole range of precautions to avoid fraud and error. There are two main steps: sorting and counting.

Only the election officers can count the votes, and they do so in the presence of the candidates’ representatives. What happens if a ballot falls on the floor? Only an election officer is allowed to pick it up. And the candidates’ representatives are not allowed to talk to the election officers, except to challenge the validity of a ballot.

3.4.1 SORTING THE BALLOTS: AN IMPORTANT STEP

If you are using different-coloured ballots for the different positions to be filled (e.g., blue for president, yellow for vice-president, etc.), you begin by emptying the ballot boxes one by one and making a separate pile for each colour. This is the sorting stage. It is important that you sort the ballots and note the total number of ballots in each box before counting the votes for each candidate. Why? Because it makes the counting stage much easier and allows you to make sure no one has put ballots in the box fraudulently.

If the candidates agree, you can sort the ballots the night before the count. Otherwise, do it the same day.

The DROs and poll clerks usually sort the ballots under the supervision of the CEO or RO. If the DROs and poll clerks are not all free the night before the count, the RO and assistant ROs can sort the ballots in the presence of two DROs and two poll clerks, and the candidates’ representatives.


3.4.2 HOW TO SORT THE BALLOTS

1. Deal with one ballot box at a time and sort the ballots before opening another box.

2. The CEO or RO shows each box to the persons present. You must compare the number on the seal on the box with the number already on the control sheet.

3. Open the box and empty the ballots out on a table. Show everyone, including the candidates’ representatives, that the box is empty.

4. The team doing the sorting (usually the DROs and the poll clerks) then starts its work. Sort the ballots by colour into separate piles and secure each pile with a rubber band. If one of the ballots seems to be marked in a non-regulation manner, keep it with the other ballots of the same colour for now. It will be rejected during the next stage, the counting.

5. Count the ballots in the ballot box, the spoiled ballots (contained in a separate envelope) and the unused ballots. The total should be the same as the number of ballots issued for the day in question to the DRO concerned. This allows you to ensure that no one has put ballots into the box fraudulently.

6. If you are not counting the ballots immediately, place the sorted and secured ballots back in the ballot box.

7. Close the box, seal the slot and ask those present to initial the seal.

8. Put the ballots in a safe place until the day they are counted. On that day, the RO or a DRO will take the sorted ballots to the appropriate counting table.

3.4.3 PREPARATIONS FOR THE COUNT

Now we have reached the counting stage proper. Set aside an entire day for this. You think the procedure is a little complicated? Well, it takes a lot of measures to protect the integrity of the vote. Here is some practical advice:

• Set up a central counting area (Form 21), because it is better to count all the ballots in a single place.

• Have separate envelopes for the valid ballots and rejected ballots for each candidate. This can be very useful when one or more candidates contest the election.

• Before beginning, review the procedures with the DROs and poll clerks who will be counting the votes under your supervision, and do it in a loud voice so the candidates’ representatives can hear you at the same time.

• Distribute examples of marked ballots to everyone present (Forms 22A and 22B).

• Distribute the tally sheets to the DROs, clerks and candidates’ representatives present (Form 23).

• Set aside a counting table for each of the elected positions (president, vice-president, etc.). The DRO and poll clerk sit on the same side, with the candidates’ representatives facing them.


3.4.4 HOW TO COUNT THE BALLOTS

1. The DRO takes a ballot, checks the initials on the back, shows the initials to the candidates’ representatives, turns the ballot back over, verifies the mark in favour of the candidate chosen and shows it to the candidates’ representatives while saying the candidate’s name aloud.

2. If the ballot is accepted by everyone (as it generally is), the DRO puts the ballot with the others for that candidate. A separate pile is kept for each candidate. The people present mark the tally sheet (Form 23) as the ballots are accepted.

3. If the ballot is rejected by everyone because it does not conform to the regulations, the DRO puts it in a pile reserved for rejected ballots.

4. If the DRO and one of the candidates’ representatives disagree about a ballot, the DRO records the reason for the disagreement on Form 24, “Objections to ballot papers.” The ballots that are contested are put in an envelope attached to the form. Immediately after the count, and on the spot, the CEO and RO examine the contested ballots and make a decision about each of them. The DRO records these decisions on Form 24.

5. At the end of the count of his or her polling station, the DRO establishes the official statement of votes (Form 25) for his or her polling station.

6. This statement and the counted ballots are then delivered to the CEO.

7. The CEO does the official addition of the ballots, adding up (by hand or computer) the official statements for all the polling stations. He or she thus determines which candidate received the most votes, and can then announce the results to the entire student population.

3.5 CONTESTED RESULTS

What to do if a candidate contests the results? First of all, it would be a good idea to proceed automatically with a recount, i.e., addition of official statements of the vote, if the margin between the first two candidates is 25 votes or less.

On the other hand, if a candidate contests the election, this recount becomes imperative, as does a systematic verification of rejected ballots.

You can, if you wish, consult our legal counsel. Several colleges and universities have a student tribunal that is capable of settling the question.

The CEO should think carefully before making the decision to disqualify a candidate. We would suggest making sure of the facts and circumstances and consulting legal counsel before doing so to avoid costly and unnecessary conflicts.


C O N T R I B U T I O N S F R O M O U R C O L L A B O R ATO R S

4. CONTRIBUTIONS FROM OUR COLLABORATORS

4.1 AVOIDING CONFLICT OF INTEREST

In general, a conflict of interest is a situation in which one individual occupies two positions or undertakes two functions which are in opposition to each other and which can cause that individual to act on the basis of divided or even contradictory loyalties. The conflict of interest concept has come to include not only actually conflicting situations, but also those where the conflict is potential, as well as those where a third party might perceive conflict.

In the field of elections, the notion of conflict of interest is closely related to that of impartiality or neutrality. Its real sense is that in circumstances where an individual is called upon to adjudicate or to decide on the conflicting interests of other individuals, the person deciding should do so without overtly representing, or allying himself/herself to, the interests of one of the contestants.

In the democratic context, these concepts can be applied by directing that anyone participating in the administration of an election should refrain from being a candidate or from openly favouring a candidate. Conversely, no candidate, no person working for a candidate and no person openly favouring a candidate should be admitted to a position in the administration of the election where he or she has sole decision-making powers.

These rules are just as valid in student elections at a post-secondary level as they are in the running of public elections, if the tenets of democracy are to be observed and if the results of the election are to be accepted as legitimate.

4.1.1 PRACTICAL APPLICATION

Observance of rules such as these will improve the confidence of students in the electoral process:

• The CEO should design and administer the rules for electing members of the student council, as well as the rules relevant to conflict of interest.

• Members of the current council and any person holding political office in the SRB (student regulatory body) should not be engaged in running the election or in appointing election officers from among their ranks.

• Members running for re-election and their election organizers (i.e., campaign managers, etc.) should also follow these guidelines by, for instance, choosing their candidates’ representatives from the general student population, rather than from among fellow council members.

• Those actually hired and/or appointed to organize and run the electoral process should not themselves be running for council and should not openly favour candidates or campaign for them.


4.1.2 APPOINTMENT AND QUALIFICATIONS OF ELECTION OFFICERS

When selecting and appointing your election officers, especially the chief electoral officer and returning officer, it is important to keep in mind that they must be fully committed to following the procedures for administering elections and referendums within their mandate in a non-partisan manner. The duties of election officers are varied and call for the use of a wide range of modern management techniques: financial planning; material, human and financial resources management; contract negotiation; public and media relations; and office automation, to name a few. Election officers must be competent in these areas and very efficient in order to complete all the tasks involved within a very short and specific time.

As the individuals responsible for ensuring the integrity and honesty of the electoral process, the chief electoral officer and the returning officer must also clearly demonstrate certain personal qualities. Sound judgment, patience, tact, discretion and lots of energy are essential. Both the CEO and the RO are required to make many important decisions based on a variety of circumstances and conditions and to resolve the many problems that can arise over the course of an election or referendum.

The work of election officers is by nature impartial and non-partisan and they must conduct all business accordingly. The CEO and the RO must abstain from all activities of a politically partisan nature during the whole of the election or referendum period. Deputy returning officers and poll clerks must abstain from partisan activities on election days.

Therefore, when selecting your election officers, especially your CEO and your RO, you should do so with consideration and vigilance. A judicious selection at the beginning of the process will eliminate many potential problems later on during the electoral event.


4.2 THE CHIEF ELECTORAL OFFICER Simon Petit, Chief Electoral Officer, 1994–95, University of Ottawa

Through elections, students seek out competent leaders to serve as their representatives. This entails not only a complicated logistical exercise, but also a high degree of interpersonal skill on the part of the chief electoral officer (CEO). In order to safeguard the democratic process, the CEO must at all times demonstrate impartiality, fairness and co-operation.

Impartiality is an essential principle. First and foremost, the CEO must keep a proper distance from elected officials, such as the outgoing executive or members of a board of administration. This is especially true when incumbent officials choose to run for re-election. While partisanship is expected in the campaigns of candidates, it is imperative for the CEO to ensure that the election process itself remains free of any partisan influence.

Fairness towards candidates constitutes the second fundamental principle. The CEO plays a pivotal role in the democratic process and, as such, the CEO’s decisions can tip the balance in favour of one candidate at the expense of others. Therefore, the CEO must establish an objective set of electoral procedures and enforce them equally on all candidates. If anyone involved were to feel treated in a biased or unfair manner, doubts could be raised about the legitimacy of the electoral process. At the very least, this would undermine the mandate of the newly elected officials and it would be difficult for them to undertake a constructive and successful term. At the very worst, the results of the election could be declared invalid, wasting student funds and countless hours of preparation.

The ability to inspire teamwork is the third essential quality of any CEO. The CEO must work closely with the team, the candidates and all other interested parties, such as the student press, to make certain that all of them are aware of their roles in this process. Conflicts and disagreements may arise during the course of an election, but open and honest communication is the best way to ensure that everyone is able to make an honest contribution to the success of the event. The importance of actively soliciting feedback from everyone involved cannot be stressed enough. This input can then be used to improve the process and to fashion a flexible framework that is adaptable to changing circumstances and crisis.

These three basic principles proved invaluable during my term as CEO. But it is important to remember that they must be applied in tandem with smooth and efficient logistics, and thorough organization and preparation.


4.3 THE CANDIDATE AND THE CHIEF ELECTORAL OFFICER Robert Jamieson, Vice-President, 1993–94, Carleton University

Candidates look to the CEO as the ultimate arbiter of fairness in a campaign. Favouritism, or even the hint of it, is what candidates fear most in a CEO. It is for this reason that the CEO’s every move is watched prior to, during, and even shortly after an election campaign. Everyone the CEO speaks to, including old friends, can come under the scrutiny of the candidates. To be fair, not all candidates think like this, but there are always a couple who will question the CEO’s motives. Therefore, candidates expect that the CEO will maintain a distance from people who may be seen as having partisan interests, including the executive of the SRB.

I have found that in many SRBs a social net surrounds campus politics, which encourages rumours to spread quickly. Therefore, it is best to set the tone very early in an election campaign, by outlining precisely all the rules and regulations governing the election at an information session that gathers together candidates, campaign managers and election staff. As the campaign progresses, the CEO’s additional rulings can easily become the subject of rumours, especially if these rulings are not in writing. It is, therefore, a good idea to post any new rulings in predetermined areas. This will prevent 40 different candidates and their managers from appearing at the election office because they heard through the grapevine of a rule change! Clear, consistent and open communication is a necessity between candidates and the CEO.

Candidates realize that a great deal of authority rests with the CEO, and want to hear decisions directly from the CEO. Therefore, while the CEO may delegate some tasks to assistants, the CEO should be the one to inform the candidates about all rulings.

Some candidates may hang around the election office, perhaps seeking information, but sometimes just to hear and see who comes in and out, who is phoning in, etc. The CEO should deal with one candidate at a time, and not allow other staff to discuss any election issues in the presence of candidates.

I have never experienced an election where someone did not think that something illegal was going to happen. It is up to the CEO to prove that a fair election is taking place and to establish a trusting relationship with the candidates. Once this trust is earned, candidates will stop worrying about the CEO’s actions, and will fully concentrate on the electoral campaign.


4.4 A RETURNING OFFICER’S REPORT Linda Belzile, Returning Officer, 1994–96, University of Ottawa

After participating in three years of elections and referendums at the University of Ottawa, I have discovered what works and what does not work in our student elections. This general guide to the RO’s tasks is based on my experience and should give you a good idea of what to expect throughout your mandate.

4.4.1 ADVERTISING/PUBLICITY

At the University of Ottawa, we seek sponsors to help subsidize our elections. A variety of organizations in your area can be approached to help finance the production of T-shirts and posters, or to help cover other expenses you may incur during the elections. For instance, you could reduce the costs of a general mail-out by attaching the mail-out to company advertisements or by simply adding one or more company logos to your mail-out package. Be careful, however, to avoid any possible conflict of interest, either real or perceived, between a sponsor and any of the candidates.

4.4.2 INFORMATION SESSION

An information/recruiting session for potential election staff should be held as early as three months before the elections, if possible, allowing time for a second information session if required. Put up posters with all the necessary information for the session: date, time and location, as well as a phone number – election office or SRB office – in case students have questions prior to the meeting. When creating the posters to announce the meeting dates, times and locations, be as creative as possible, and photocopy them on very bright-coloured paper so that they stand out. At the session(s), obtain each potential employee’s name, student number, phone number, timetable, hours of availability and faculty or department of study. All this information will come in handy when you are choosing your staff and making up your schedule.

4.4.3 TRAINING SESSION

Once you have chosen your election staff, organize a training session for the whole team: assistant returning officers (AROs), deputy returning officers (DROs), poll clerks and back-ups. During the training session, you should present to the election staff all rules, regulations, instructions and explanations. The training session must be mandatory for all DROs and poll clerks, and they should be remunerated for attending. If you use computers in your election, make sure you have a computer and the program on hand, so that the poll clerks can get the necessary practical experience. The average training session can last anywhere from three to five hours, so plan ahead and make sure it is well prepared, in order to keep your team’s attention throughout the session. Encourage your staff to ask questions throughout the presentation, so they do not forget them by the end of the session. If you have employee uniforms, e.g., T-shirts, this is a good time to distribute them. The training should take place as close to the actual election days as possible so the information will be fresh in your team’s minds. This will cut down on the degree of confusion on the first polling day.


4.4.4 SCHEDULING

The easiest way to plan your schedule is to make a chart and simply place the names in the appropriate spots. Remember that the best employees are those who are dynamic, energetic, responsible and available for the entire polling period. Use good judgment and do not be afraid to place friends together: often they encourage one another to work harder. An excellent method of attracting voters is to assign employees to polling stations in the building of their faculty of study. This gives them a chance to encourage their friends to vote. Once your schedule is completed, always make sure you have a couple of back-ups in case some of your staff decide they cannot work the hours you have scheduled, and include the ARO schedule as well. Copies of the final version of the schedule should be posted on the door of the election office and distributed to the secretary at the SRB, as well as to all election staff. For a sample schedule, see Forms 11 and 12 in the “Forms and samples” section.

4.4.5 BEFORE POLLING BEGINS

Make sure that all your supplies are in and that everything is ready for election days. Have your ballot boxes and other materials ready and arrange them in sets: each ballot box, voting screen and set of supplies should be labelled with the name of the polling station to which they belong. Organize the room in which the election materials are stored so that staff have easy access to all their polling supplies. A good trick is to post the names of all polling stations on a wall and place the supplies below the corresponding sign.

4.4.6 ELECTION DAYS

At this point, most of the work is done and now the trouble-shooting begins. Try to have a short meeting with all the election staff every morning. This is an opportunity to inform them of any changes which must be or have been made. It also constitutes an excellent occasion to give them positive energy in the morning. Try to remember that if you are smiling, it may give them a reason to do the same! The other thing I would recommend is for you to have a cellular phone or walkie-talkie on hand at all times during election days, as well as a copy of the schedule and all accompanying notes (staff with exams, medical appointments, etc.). You are responsible for knowing “who, what, where, and when” at all times during election days, so make sure you are well organized. Most of all, write everything down – twice, if necessary.

4.4.7 COUNTING BALLOTS

The process of counting ballots is one which should be taken very seriously. Ensure that you are in a controlled environment and that everyone in the room knows what to do and understands the importance of what they are doing. The most effective and efficient way to tabulate the totals is on a computer with a program such as Lotus 1-2-3 or Microsoft Excel. If properly used, the program will instantly give you percentages, totals and all other information you want to generate. It will also provide you with numbers to report to the parties contesting the election as you go along. Just make sure to create the program prior to the ballot counting.


4.4.8 PAYROLL

Although this may not be the responsibility of the RO in all schools, doing the payroll is a quick and simple task if you are well prepared. Make sure you have the election staff fill out a time sheet following every shift they work. Such records will help you quickly make the necessary calculations in order to pay them as rapidly as possible.

4.4.9 OTHER THINGS

• Distribute something to those who vote, such as a sticker or a button. Make it tasteful and fashionable, so that students will wear it. This will help you and the candidates identify those who have already voted and may encourage those who have not yet voted to vote.

• Create a contest that encourages election staff to work at reaching a daily quota of voters.

• Have the election staff meet all the candidates before voting begins.

• Be consistent in enforcing the rules: this will help you avoid many problems.

Most of all, keep smiling, be patient and use your imagination! The returning officer’s position can be lots of fun if you make it so!


4.5 SAMPLE OF A POLLING OFFICERS’ GUIDE FOR DEPUTY RETURNING OFFICERS AND POLL CLERKS

Note: This guide (pages 36–38) was contributed by Elections Carleton as an example of instructions for polling officers. It is reproduced with minor editorial amendments.

Please feel free to copy and distribute it, with the appropriate credit, or adapt it to your own needs as necessary.

Peter Szyszlo® ~ CERAS IV 1995

4.5.1 WORKING THE POLLING STATION

ELECTION DAY SUPPLIES

If you are working the first shift of the day, it is your responsibility to arrive at the elections office at precisely 10:45 a.m. (All other shifts are to be at the polling station ten minutes before the time they are scheduled to start work.) At that time, you will pick up all the necessary equipment for your polling station.

This will include:

• the appropriate number of ballot boxes, for example:

– president;

– other positions;

– referendum;

• voting screen;

• ballot count book;

• appropriate number of ballots;

• large envelope with supplies, including an envelope for campaign materials;

• spoiled ballot envelope;

• polling officers’ guide.

Ensure that you have all the ballots you need prior to leaving the elections office and recheck when you arrive at the station. Any discrepancies must be reported to the elections office immediately.


SETTING UP THE POLLING STATION

There should be a sign indicating each polling station. There will also be a table with two chairs; if they are not there, use your initiative. (However, notify the elections office if the sign is missing.) Your station will include a PC and swipe mechanism.

If there are any campaign materials within 50 feet of the polling station, remove them immediately and place them in the campaign materials envelope. Please ensure that campaign materials are not being posted or distributed within the 50-foot zone. We have demarcated this area with Elections Carleton tape.

OPENING AND CLOSING TIMES

Voting begins each day at 11:10 a.m. This means that no one is permitted to vote prior to that time.

Polling stations close at exactly 9:10 p.m. If students have been lining up prior to the 9:10 p.m. deadline, allow those who waited to vote.

LAST SHIFT OF THE DAY

The last shift of the day is required to return all election materials immediately to the elections office.

The ballot box should be sealed and initialled by both the DRO and the poll clerk before being returned to the elections office and stored. The poll clerk may proceed to the elections office with the supplies and ballot box(es). The DRO must wait until the technician arrives to put the computer away. This will happen, at the latest, by 10:00 p.m.

4.5.2 ELECTION RULES AND PROCEDURES

1. You are not permitted to discuss the elections with anyone while on duty, except to explain voting requirements and procedures.

2. Do not allow any media coverage of the polling station, unless written authorization has been given by the CEO. If there is a problem, contact the elections office immediately.

3. Candidates are not permitted, in any way, shape or form, to campaign in the 50-foot taped-off area. If they attempt to do so, ask them to leave and report them to the elections office. The exclusion also applies to individuals whose voices can be heard within the 50-foot voting zone.


4. When a student approaches the polling station, the following procedures apply:

POLL CLERK’S DUTIES

a) Ask for the student card. No card, no vote!!! b) Swipe the student card. c) Determine for which position(s) the student is eligible to vote. d) Pass the card to the DRO and inform him/her which ballots to provide.

DEPUTY RETURNING OFFICER’S DUTIES

a) Initial the back of every ballot the student is eligible to cast. b) Fold ballots and hand to the student. c) Instruct the student to fold the completed ballots and return to you with them. d) When the student has finished voting, instruct the student to place his/her own folded

ballots in the ballot box. e) Return the student card.

5. Graduate students may not vote in CUSA (Carleton University Students’ Association) elections.

6. Voters may only vote for constituency representatives within their own constituency. For example, a Political Science student may vote for Arts/SS reps, but not for Computer Science seats. Please refer to the flyer Who Votes for What. Don’t guess, refer to the flyer.

7. If a voter unintentionally spoils a ballot and requests another, write SPOILED across the back of the ballot and place it in the spoiled ballot envelope. You may then give out a new ballot.

In 1995, the elections office was located behind Porter Hall on the second floor of the Unicentre, and the electoral personnel were:

Chief Electoral Officer Karolina Srutek Returning Officer Giselle Betancourt Returning Officer Peter Szyszlo Assistant Returning Officer Stephanie Farrington

If you have any questions, please contact the current elections staff at Carleton University.


4.6 VOTER INFORMATION CARD Leo Comunale, President, 1997–98, Algonquin College Students’ Association

After using the voter information card mail-out method in the past, here is what the President of the Algonquin Students’ Association, Leo Comunale, has to say about it.

A voter information card is a mail-out sent to all registered voters to confirm that they are on the voters list. It can also be used to inform them of pertinent election day information. The card is usually in postcard format, printed on a card stock, with the postage and name of the recipient on one side and the election information on the other. At Algonquin College, this card must be presented along with a student identity card before voting.

The most important thing to remember when sending out the cards is that you must support them with sufficient advertising. Try to put up posters in high-traffic areas to inform the electorate that they will be receiving the cards. Also, if voters are required to present the card to vote, make sure the necessary advertisements are posted well in advance so that the cards are not “recycled” or left at home on election days. You could also print the instruction “Bring this card with you when you come to vote” right on the card itself. The advertisements for the voter information cards should include the who, what, when, where of your election process. While maintaining the election theme, you should try to make the voter information card as attractive as possible.

You can cut down the costs by putting the voter information card in an envelope and finding a few companies that will add their advertising to the mail-out. Although this makes it a little more difficult to ensure that all recipients will actually see the card, with the appropriate advertising, the cards can potentially increase your voter turnout. If you opt for the envelopes, you could also consider adding a list of the candidates running for each position to the mail-out. Either way, start thinking about it very early in your electoral process in order to avoid delays in delivery.

See the “Forms and samples” section for an example of a voter information card (Form 3).


4.7 ELECTRONIC VOTING SYSTEMS

4.7.1 ADVANTAGES OF USING A COMPUTER SYSTEM VERSUS STUDENT LISTS Karolina Srutek, Chief Electoral Officer, 1995–96, Carleton University

The administration’s decision to change to student cards with a magnetic strip catapulted Elections Carleton into cyberspace. Elections Carleton incorporated into its electoral process a computer program that used the new cards to keep track of the students who voted, thus eliminating the problem of students voting in the wrong faculty or casting their vote twice.

In the past, students went to a polling station, handed in their student cards, were marked off the master student list, and then were given their ballots. A master list was available at each polling station, so polling officials could check if the student was eligible to vote, and ensure that the student wouldn’t return to the same polling station twice. Due to Carleton’s size (20 000 undergraduates), nine polling stations were set up to serve all areas of campus. The problem of students going to another polling station to vote again could not be controlled, because there was no communication among polling stations. This problem was solved with the decision to punch a hole in a pre-designated area on the student card, thus indicating to every polling official that a student had already voted.

Two problems arose with the punching of student cards. First, chief electoral officers did not keep a record of the areas they designated for punching. Although efforts were made each year to select a new area, many students were turned down at the polling stations because their cards appeared to show they had already voted. Second, some students refused to cast their ballots when they realized that their student cards would be punched. This was understandable: a student who had been at Carleton for a number of years and had participated actively in the electoral process wouldn’t have much of a student card left. It was with confidence, then, that in the fall of 1995 we installed the computer program, hoping to involve those students who didn’t want their student cards punched and ensure that everyone had the chance to vote.

With the new computer system, each polling station has one personal computer and a “swiper” to read the magnetic strip on the student card. A voter hands his or her student card to the poll clerk, who then “swipes” the card. The computer tells the poll clerk the status of the student, the faculty and year of study. Based on this information, the DRO issues the proper ballots. With the swiping of the card, the student’s name is automatically entered into the system, which is linked to the other polling stations, and therefore the student cannot vote again. Because finding out a student’s status is done concurrently with entering the name into the computer as a voter, the system is programmed to erase the student’s name if he or she is not eligible to vote.

As CEO, I was equipped with a computer which was linked to all the polling stations, and I was able to monitor each station at all times. I could see when polling station officials closed down their stations, and for how long. I was also able to receive a running total of votes cast at each station. My staff made the rounds of the polling stations on a regular basis and also when problems arose, which enabled me to oversee the entire process from my office. At the end of the day, I received a computer printout of all the activities at each station. I also received a report on the number of ballots cast at each polling station, which could then be compared with the number of ballots in the ballot box. This documentation confirmed the final results and could be used to prove the validity of the results in case of a challenge. It should be understood


that the computer system simply keeps track of the students who voted, and by no means records how the students voted. The secrecy of the vote is paramount and is always protected. In all cases, the student still must physically mark a ballot behind a voting screen and deposit it into the ballot box.

Although initially the installation of this system involved extra time, management and money, the investment proved to be highly beneficial. The system is efficient, compact and dependable. It demonstrates to the student body the seriousness of the electoral staff. I recommend this route to any CEO!

4.7.2 ELECTRONIC VOTING Ryan Peters, President, 1997–98, Mohawk College Students’ Association

Note: The following information is excerpted from a model of an electronic process provided to Elections Canada by Ryan Peters from the Mohawk College Students’ Association in Hamilton, Ontario.

With the 21st century rapidly approaching, it is no wonder that electronic voting has arrived on the election scene. Although the electronic system demands a substantial initial investment, both in time and money, the return on investment is quickly recovered once the system is in use.

The use of computer terminals is essential for electronic voting. It is possible to implement the process using temporary facilities. However, permanent facilities are preferable.

If you are currently without student access computer terminals, the first thing you must do to implement electronic voting is to set up the terminals within your institution (the installations, in some cases, can be much like bank-machine facilities). The best and most effective way of setting things up is to work with the computer department of your institution’s administration. If you currently have computer facilities installed around your campus, the next step is to begin the programming for voting. You will need to include the following elements to make your program work.

STUDENT ACCESS CODE

The student access code can include the current identification number used to access all academic information or you could choose to provide voters with an entirely different access code.

ON-SCREEN INSTRUCTIONS PLUS PRINTED INSTRUCTIONS

Do not take for granted that voters know how to work the program, even if they have been bombarded with the information since the beginning of the election period. Try to include on-screen instructions throughout the procedure. Include in the instructions a confirmation message for every action a voter takes. Although you do not have to confirm the name of the candidate for whom a student votes, try to confirm that a choice has been made and that pressing another key will bring up the next step.


THE STUDENT NUMBER DETERMINES QUALIFICATION TO VOTE

In the program database, try to link each student number with information about the positions for which that student is eligible to vote. That is, create an automatic search, based on the student number, that begins when the student logs on and will show on screen which positions the voter may vote for in the current elections.

GIVE VOTERS THE OPTION OF VOTING NOW OR LATER

In order to allow voters to inform themselves prior to voting, the system should post a message asking them if they want to vote now or later. If the student chooses to vote immediately, the message should not appear the next time he or she logs on. Conversely, if the student decides not to vote, he or she will see the same message the next time they log on to the system, as long as this happens during the electoral period.

MAKE A SEPARATE SCREEN FOR EACH POSITION

When creating the program, make sure each position (including the names of all candidates running for that position) and each referendum question (including the names of the yes/no committees) appears on a different screen. Separating the screens will allow voters to focus clearly on the position or question for which they are voting, thereby reducing confusion.

ALLOW THE VOTER TO SELECT A “NO-VOTE” OPTION

A “no-vote” option, equivalent to a rejected ballot, will allow the voter to choose whether or not to vote for a particular position. Remember that it is the voter’s prerogative to reject a ballot and it is important to add this option for every position or referendum question.

MAKE THE CHOICE A NUMBER SELECTION, NOT A NAME TO TYPE

Attribute a number to each candidate and yes/no choice on referendum questions, rather than asking the voter to input the full name of the candidate for whom they are voting, or the yes/no response. Typing a number rather than a name will cut down on the potential for mistakes in selection due to mistakes in spelling (e.g., the voter types Belliveau when selecting candidate Béliveau, and the computer selects candidate Bellevue due to the more similar spelling pattern). Once the choice is entered, ask the voter to press “Enter” to confirm the selection, to redo the selection or to move on to the next section.

RETURN TO ORIGINAL SCREEN WHEN PROCESS IS COMPLETE

Once the selection process is complete, make sure the program returns to the original screen to allow the next voter to utilize the program immediately.


SAMPLE OUTLINE OF PROCEDURE

Step 1. Press student access key.

Step 2. Enter your student number followed by student PIN.

Step 3. Answer YES or NO to the “Vote Now?” prompt. (If YES, this will be the only time during the voting period that you will have access to the voting/referendum screen; if NO, the voting/referendum screen will come up again the next time you log on within the voting period.)

If YES, go to step 4; if NO, screen will disappear and you may activate other programs.

Step 4. (Each candidate is listed with a number before his or her name, along with a “no-vote” choice at the bottom of the candidates list.) To vote, select a number and press “Enter.”

Step 5. Press YES to confirm your vote or NO to return to step 4.

Step 6. When your vote has been confirmed, repeat steps 4 and 5 until you have responded to all the screens listing candidates for whom you are eligible to vote.

Step 7. Select “Return to Main Menu” to exit the voting program.


G L O S S A R Y

ORDER ING E L ECT I ON MATER IA L S

E V A L U AT I O N

GLOSSARY compiled by Linda Belzile, Returning Officer, University of Ottawa

Ballot the paper on which a voter indicates a choice in an election or referendum

Campaign manager a person in charge of organizing the campaign of a candidate

Candidate a person seeking election

Candidate’s representative a person representing the candidate at a polling station and/or at the official vote counting

Chief electoral officer the non-partisan officer who directs and supervises elections and (CEO) referendums

Deputy returning officer the election officer who is responsible for the conduct of a (DRO) polling station and who handles the ballots

Election day(s) also referred to as “polling day(s)”

Election officers includes the chief electoral officer, assistant chief electoral officer, returning officers, deputy returning officers, and poll clerks

Elector/electorate a person/persons entitled to vote in an election or referendum

Nomination paper a form signed by the required number of electors and filed with the returning officer so that the candidate can seek office in the election

Official agent a person authorized to enter into contracts on behalf of the candidate; a person appointed by a political party or candidate to ensure that the party’s or the candidate’s campaign is conducted in accordance with the law

Official statement of votes a report which includes the total number of votes obtained by each candidate and the number of rejected and spoiled ballots

Platform a statement of positions on issues by a political party or candidate

Political party a group of persons organized to nominate and support candidates at elections


Poll clerk the poll officer responsible for the voters list

Qualified to vote meeting the requirements to vote as set out in the rules and regulations governing the election

Rejected ballot a ballot improperly marked which is found in the ballot box

Returning officer (RO) a person appointed to organize the elections and supervise the polling stations during an election in a given electoral district

Spoiled ballot a ballot improperly marked and exchanged for a new one

Valid ballot a ballot which is properly marked and counted

Voter an elector who votes

Voters list a list of persons eligible to vote; also known as the “list of electors”

Writ of election an official document published by the chief electoral officer, and sent to all returning officers, directing that an election be held and indicating the dates and times for campaigning and voting


ORDERING ELECTION MATERIALS

Please note that our materials can be photocopied and modified.

However, the logo of Elections Canada should NOT appear on any modified forms. We greatly encourage you to replace our logo with your own. And, by the way, if you have developed a logo, please send us a copy. We are very much interested in what you are doing!

If you have any questions, please do not hesitate to call toll-free at

1 800 463-6868.

ORDERING ELECTION MATERIALS

Feel free to order supplies for your election. Delivery will be quicker if you order by fax, but please allow three to four weeks.

Use the order form on the following page.


ORDER FORM FOR ELECTION MATERIALS

ITEM No. DESCRIPTION OF ITEM QUANTITY

EC 50250 Ballot box with:EC 99606 Short seals (4 per ballot box)EC 99607 Long seals (2 per ballot box)EC 50190 Slot seal (1 per ballot box)

EC 50240 Voting screen EC 50170 Template (for visually impaired electors)

to fit EC model ballot

NAME OF INSTITUTION

CONTACT NAME

ADDRESS

CITY PROVINCE/TERRITORY

POSTAL CODE TELEPHONE ( )

Fax, mail or phone your order to:

Enquiries UnitElections Canada257 Slater StreetOttawa, Ontario K1A 0M6

Fax: 1 888 524-1444 (toll-free) or (613) 954-8584Phone: 1 800 463-6868 (toll-free)


EVALUATION

IN ORDER TO IMPROVE THIS ELECTORAL PACKAGE, WE WOULD APPRECIATE YOUR COMMENTS AND YOUR RESPONSE TO THE FOLLOWING QUESTIONS.

1. When do you normally hold your student representative body’s elections?

2. Are the rules and regulations governing your elections developed by your chief electoral officer? Or are they established by your SRB?

3. Do you feel that this kit in general supports your efforts as an election officer?

4. On a scale of 1 to 5 (5 being the highest), please rate the material included (please circle rating):

(a) guest articles 1 2 3 4 5

(b) role and responsibilities of CEO 1 2 3 4 5

(c) role and responsibilities of RO 1 2 3 4 5

(d) forms and samples 1 2 3 4 5

5. Would you like a list of tasks for each election officer?

6. Should we expand the glossary of election terms? Which term(s) would you like defined?

7. Are the materials available to you through the enclosed order form useful (e.g., ballot boxes, etc.)? Have we omitted something?

8. Are the forms included generic enough to suit your needs? Would you like to see additional forms? Which one(s)?

9. Would you like to obtain any of our material on diskette, so that you can adapt it more easily In what format?to suit your needs?

Which material?


10. Would you like the opportunity to consult our Office or our legal counsel on any election-related issues?

11. Would you like more illustrations/diagrams? If yes, please specify:

12. Your comments on how to improve Election off the Shelf would be greatly appreciated!

(please print)

YOUR NAME

ELECTORAL FUNCTION/TITLE

COLLEGE OR UNIVERSITY

ADDRESS

CITY PROVINCE/TERRITORY

POSTAL CODE TELEPHONE ( )

Thank you for your kind assistance. Please return the completed form to Communications Directorate, Elections Canada, 257 Slater Street, Ottawa, Ontario K1A 0M6 or by fax: 1 888 524-1444 (toll-free) or (613) 954-8584.

Let’s keep in touch!

Do not hesitate to contact us if you have done something that really works which you would like to share with us and other CEOs.

Your comments and suggestions to improve the present package will be most welcome. You will receive credit for all the suggestions you make which are used in future editions of Election off the Shelf.


F O R M S A N D S A M P L E S

FORM

1

SATU

RDAY

30

23

16

9 2 -5

FRID

AY

31

24

17

10

3 -4

THU

RSDA

Y

32

25

18

11

4 -3

WED

NESD

AY

33

26

19

12

5 -2

TUES

DAY

34

27

20

13

6 -1

MON

DAY

VOTE

35

28

21

14

7 0

SUND

AY

36

29

22

15

8 1

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SAMPLE PROCLAMATION OF ELECTION

PROCLAMATION

All members of the Student Council of the University of Canada take notice that an election has been called at

THE UNIVERSITY OF CANADA

for the purpose of electing the Council members of the University of Canada Student Association.

Public notice is hereby given of the following:

I WILL ACCEPT CANDIDATES’ NOMINATION PAPERS AT: (address)

UNTIL (date and time)

ELECTION DAY(S) WILL BE: date(s), hour(s) and location(s)

Given under my hand on date signature of chief electoral officer

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VOTER INFORMATION CARD

ALGONQUIN COLLEGE STUDENTS’ ASSOCIATION BOARD OF DIRECTORS’ ELECTIONS

This postcard is your voter card for the Students’ Association Presidential and V ice-Presidential Elections. Present this card along with photo ID to vote.

BAC

FRONT

VOTING DAYS

For more information, call 727-4723 ext. 7711

Monday , February 17/97 to Friday , February 21/97 9 am - 3 pm

Look for the voting stations at your campus.

1385 Woodroffe Ave. Nepean, ON

K

K2G 1V8

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VOTER INFORMATION CARD

FRONT

BACK

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PART 1 – CANDIDATE’S NOMINATION PAPER

INSTRUCTIONS – READ CAREFULLY BEFORE COMPLETING THIS FORM

The name appearing in the “CANDIDATE” space MUST BE EXACTLY as the candidate wishes it to appear on the ballot paper. A hyphenated surname must appear entirely in the space provided for surnames.

Prefixes such as Mrs., Mr., Miss, Dr., etc., and suffixes such as titles, degrees, military decorations, or any other type of prefix or suffix, ARE NOT PERMISSIBLE. One or more of the given names of the candidate may be replaced by the nickname by which the candidate is publicly known (such as Kid, Shorty), in which case the nickname may be accompanied by the initial or initials of the candidate’s given name. A normal abbreviation of one or more of the candidate’s given names may be substituted for the given name (such as Meg, Andy, Bill).

THE DEADLINE FOR SUBMISSION OF THESE NOMINATION PAPERS IS:

TO BE COMPLETED BY CANDIDATE TYPE OR PRINT IN BLOCK LETTERS

Position solicited:

Candidate: Family name

Given name(s)

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PART 2 – DECLARATION OF CANDIDATE

CONSENTING TO NOMINATION

I, the undersigned, the nominee in these nomination papers, do solemnly affirm that:

1. I consent to the nomination;

2. I am a qualified elector and I am eligible as a candidate for the position I seek;

3. Part 1 of this paper shows exactly how I wish my name to be spelled on the ballot paper.

signature and student number of nominated candidate

Please record the required number of signatures of electors on the attached “Nomination Paper” (Part 4).

PART 3 – DESIGNATION AND DECLARATIONOF CAMPAIGN MANAGER

I, the campaign manager for the candidate nominated in these papers, declare that:

1. I hereby agree to act as campaign manager for the above-named candidate;

2. I am fully aware of the duties and responsibilities imposed on me;

3. I am eligible to act as campaign manager.4

signature and student number of campaign manager

CONFIRMED BY ME this day of 20

FORM

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signature of chief electoral officer

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CONFIRMATION OF NOMINATION

Name of candidate:

Student ID number:

Position solicited:

Address:

Telephone:

Faculty/Department/Year:

Campaign manager:

Phone No. of campaign manager:

Having duly registered my nomination and been confirmed as a candidate in the upcoming elections, I understand the rules and have attended at least one information session with the CEO. I have read the electoral code and all information supplied by the CEO.

I understand that ALL publicity materials used in my campaign MUST be approved by the CEO.

I understand that all election-related materials used by myself or my team are the responsibility of myself and/or my campaign manager.

I understand that I can be disqualified if my budget is not in on time and/or if I overspend my budget limit.

I have received the list of all deadlines associated with the campaign period.

signature of candidate signature of campaign manager

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date and time


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WITHDRAWAL OF A CANDIDATE

I, the undersigned, affirm before witnesses that, effective immediately, I withdraw my candidacy for the position solicited in this election, named below.

I understand that I may not re-enter the election as a candidate for this position, subsequent to this withdrawal.

Name of candidate:

Student ID number:

Position solicited:

Name of campaign manager:

Student No. of campaign manager:

signature of candidate signature of campaign manager

date and time

AS WITNESSED BY:

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signature of chief electoral officer signature of returning officer

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APPOINTMENT OF A CANDIDATE’S REPRESENTATIVE

AT THE COUNTING OF THE VOTES

Type or print in block letters.

Name Candidate

APPOINTMENT I hereby appoint the person named above as a candidate’s representative for the counting of the votes.

date signature of candidate

date


signature of person taking affirmation

AFFIRMATION OF CANDIDATE’S REPRESENTATIVE

I, the undersigned, authorized to be in attendance at the counting of the votes, solemnly affirm that I will not interfere with the counting of the votes.

AFFIRMED BEFORE ME

detach here

IMPORTANT

Deadline for this appointment:

Candidates’ representatives should study and become familiar with the rules governing the counting of the votes.

If candidates’ representatives leave before the counting of the votes is completed, they may not return or be replaced.

Candidates’ representatives present at the counting of the votes may examine each ballot and may object to any ballot being counted and have the objection recorded by the deputy returning officer.

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RECEIPT LOG

Position: Candidate:

Page of

RECEIPT NUMBER PURPOSE OF RECEIPT REMARKS

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FRONT AND BACK OF AN ELECTIONS CANADA BALLOT

STUB

LACOMBE, Marie-Alma Appartenance politique/Political Affiliation

NELSON, Sydney G.

STEINBACH, Hanna

Independent/Indépendant

AKLAVIK, lyerak Political Affiliation/Appartenance politique

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SAMPLES OF BALLOT PAPER

1. Type the candidates’ names on the ballot in alphabetical order by surname.

2. Reproduce the required number of ballots adding 10% for spoiled ballots.

3. Cut carefully around the edge of the actual ballot (below), so that it fits into the voting template for the blind.

SIMULA

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Note: For a sample of a ballot paper for six candidates, see Form 9C.

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cutting line

perforations

head

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edge

STUB (stays in the book) (see Form 10)

SIMULATION

SIMULATION

SIMULATION

COUNTERFOIL

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INSTRUCTIONS FOR DEPUTY RETURNING OFFICERS (DROs)

REGULAR VOTING PROCEDURE

1 2

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SECON

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AKLAVIK, LACOMBE , NELSON, STEINBACSTEINBA

• TEAR BALLOT OUT OF BOOK • FOLD AND GIVE TO VOTER, WITH INSTRUCTIONS TO RETURN IT FOLDED

• WRITE YOUR INITIALS ON THE BACK THE SAME WAY

3 4

• WHEN BALLOT IS RETURNED, CHECK • RETURN BALLOT TO VOTER INITIALS AND SERIAL NUMBER

• VOTER DEPOSITS BALLOT IN • REMOVE AND THROW OUT COUNTERFOIL BALLOT BOX

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SAMPLE SCHEDULE

POLLS JOBS MONDAY TUESDAY WEDNESDAY SUBSTITUTES

Cafeteria 9:30 – 18:30 9:30 – 18:30 9:30 – 16:30

DRO Aline Alpha Aline Alpha Aline Alpha Charles Chi

PC Bart Beta Bart Beta Bart Beta

Mayflower Hall 9:30 – 16:30 9:30 – 16:30 9:30 – 16:30

DRO Gerri Gamma Gerri Gamma Gerri Gamma Zella Zeta

PC Dusty Delta Dusty Delta Dusty Delta

Lollard Library 9:30 – 17:30 9:30 – 17:30 9:30 – 16:30

DRO Everard Epsilon Everard Epsilon Everard Epsilon Charles Chi

PC Ethelred Eta Ethelred Eta Ethelred Eta

Luddite Building 9:30 – 16:15 9:30 – 16:15 9:30 – 16:15

DRO Isidore Iota Isidore Iota Isidore Iota Paulette Phi

PC Kate Kappa Kate Kappa Kate Kappa

Fabian Hall 9:30 – 19:15 9:30 – 19:15 9:30 – 16:15

DRO Larry Lamda Larry Lamda Larry Lamda Ophelia Omega

PC Margery Mu Margery Mu Margery Mu

Medialounge 9:30 – 21:15 9:30 – 21:15 9:30 – 19:15

DRO Nathalie Nu Nathalie Nu Nathalie Nu Bryce Beta

PC Ozzie Omicron Ozzie Omicron Ozzie Omicron

Sports Building 9:30 – 18:15 9:30 – 18:15 9:30 – 16:15

DRO Patrick Pi Patrick Pi Patrick Pi Shawn Sigma

PC Rameses Rho Rameses Rho Rameses Rho

Horticulture 9:30 – 14:30 9:30 – 14:30 9:30 – 14:30

DRO Sally Sigma Sally Sigma Sally Sigma Ophelia Omega

PC Timothy Tau Timothy Tau Timothy Tau

Astrology Lab 9:30 – 16:15 9:30 – 16:15 9:30 – 16:15

DRO Ursula Upsilon Ursula Upsilon Ursula Upsilon Philip Psi

PC Xerxes Xi Xerxes Xi Xerxes Xi

Cryology Department 9:30 – 14:30 9:30 – 14:30 9:30 – 14:30

DRO Ziggy Zeta Ziggy Zeta Ziggy Zeta Paulette Phi

PC Renée Rho Renée Rho Renée Rho

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SCHEDULE

POLLS JOBS MONDAY TUESDAY WEDNESDAY SUBSTITUTES

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

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ELECTION STAFF TIME SHEET

Name:

Polling station:

Position:

DATE IN OUT IN OUT DAILY TOTAL STAFF SIGNATURE

MONDAY

TUESDAY

WEDNESDAY

Total hours at poll

Hours at official counting of votes +

Total hours =

signature of supervisor

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DROs’ INITIALS – SAMPLE SHEET

Polling station:

NAME OF DRO INITIALS USED ON BALLOTS

DATE WORKED SIGNATURE OF DRO

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POLLING STATION SET-UP

POLL CLERK

DRO (DEPUTY

RETURNING OFFICER)

VOTING SCREEN

BOB

paper voters list) (Computerized or

X ALLOT

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PLACEMENT OF SEALS ON ELECTIONS CANADA BALLOT BOX

SEAL (EC 99607)

SEAL (EC 99606)

SEAL (EC 99607)

SEAL (EC 99606)

SEAL (EC 50190)

SEAL (EC 99606)

SEAL (EC 99606)

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SEAL CONTROL SHEET

Polling station:

NAME OF DEPUTY RETURNING OFFICER DAY DATE TIME SEAL NUMBERS INITIALS

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signature of CEO/RO

BALLOT CONTROL SHEET

Polling station:

SHIFT:

FIRST NUMBER: LAST NUMBER:

deputy returning officer poll clerk

NUMBER OF THE SPOILED BALLOT

DAY DATE TIME REASON INITIALS

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signature of CEO/RO

NUMBER OF ELECTORS WHO VOTED

Date:

Polling station:

Deputy returning officer:

Poll clerk:

30

60

90

120

150

180

210

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Total for the day or for the working period to . time time

INSTRUCTIONS FOR ELECTORS

MARK ONLY ONE CIRCLE

After marking the ballot, refold it so as to conceal the marking, but to show the initials of the deputy returning officer on the back.

Return the ballot to the deputy returning officer, who will tear off the counterfoil and return the ballot to you.

Deposit your ballot in the ballot box.

A ballot spoiled or marked in error may be exchanged for another.

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Ballot boxes

Restricted area

Restricted area

Refreshments

CENTRAL COUNTING AREA SET-UP

Ballot boxes Chief electoral officer

Sorting table

President

Councillors

Finance Vice-president

Vice-president

Vice-president

Senators

Sorting table

Board members

EXAMPLE OF A COUNTING TABLE SET-UP

COUNTING OF BALLOTS FOR THE POSITION OF PRESIDENT

Candidates’ representatives may not interfere with the counting of the ballots.

Candidate’s representative







Tally sheet

DRO’s pile of uncounted ballots

Keep a separate pile for each candidate’s ballots and one pile for all rejected ballots.

POLL CLERK DRO

Rejected ballots

Challenged ballots

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The attention of deputy returning officers is particularly drawn to the directions given in the Deputy Returning Officer’s Manual, which deal with the acceptance and rejection of � ballot papers. Every deputy returning officer is requested to become familiar thoroughly with these instructions in order that every good ballot paper cast in his/her polling station may be counted at the close of the poll on election day. Each elector is expected to vote by making a cross in the small circular space on the ballot paper at the right of the rectangular space containing the name of the candidate of his/her choice. No ballot paper will be rejected only because it has been marked with a writing instrument other than a black lead pencil or with a mark other than a cross. In other words, ballot papers marked in ink, coloured pencil or similar instrument should be counted. Similarly, ballot papers marked with a mark of any kind, such as a checkmark, provided such mark is made in the small circular space and does not constitute identification of the elector, should also be counted. The only ballot papers which the deputy returning officer SHOULD NORMALLY REJECT are those falling within one of the following categories: (a) Ballot papers not marked or marked for more than one candidate; (b) Ballot papers upon which the elector has made any mark or writing by which he/she could be identified; and (c) Ballot papers not marked in the circular space to the right of a candidate’s name.

THE CHIEF ELECTORAL OFFICER

OFFICE OF THE CHIEF ELECTORAL OFFICER OF CANADA

MEMORANDUM TO DEPUTY RETURNING OFFICERS

SAMPLES OF MARKED BALLOT PAPERS WHICH SHOULD BE ACCEPTED AND COUNTED

EC 50130 (06/95)

STEINBACH, Hanna

STEINBACH, Hanna

STEINBACH, Hanna




NELSON, Sydney G. Independent/Indépendant






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SAMPLES OF MARKED BALLOT PAPERS WHICH SHOULD BE REJECTED

EC 50130 (06/95)

The attention of deputy returning officers is particularly drawn to the directions given in the Deputy Returning Officer’s Manual, which deal with the acceptance and rejection of � ballot papers. Every deputy returning officer is requested to become familiar thoroughly with these instructions in order that every good ballot paper cast in his/her polling station � may be counted at the close of the poll on election day. Each elector is expected to vote by making a cross in the small circular space on the ballot paper at the right of the rectangular space containing the name of the candidate of his/her choice. No ballot paper will be rejected only because it has been marked with a writing instrument other than a black lead pencil or with a mark other than a cross. In other words, ballot papers marked in ink, coloured pencil or similar instrument should be counted. Similarly, ballot papers marked with a mark of any kind, such as a checkmark, provided such mark is made in the small circular space and does not constitute identification of the elector, should also be counted. The only ballot papers which the deputy returning officer SHOULD NORMALLY REJECT are those falling within one of the following categories: (a) Ballot papers not marked or marked for more than one candidate; (b) Ballot papers upon which the elector has made any mark or writing by which he/she could be identified; and (c) Ballot papers not marked in the circular space to the right of a candidate’s name.

THE CHIEF ELECTORAL OFFICER

OFFICE OF THE CHIEF ELECTORAL OFFICER OF CANADA

MEMORANDUM TO DEPUTY RETURNING OFFICERS

STEINBACH, Hanna

STEINBACH, Hanna

STEINBACH, Hanna










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TALLY SHEET

CANDIDATE

To be used by persons authorized to be present at the counting of the votes. Make a cross or other mark in the appropriate column square as each vote for a candidate is called out by the deputy returning officer.

CANDIDATE CANDIDATE CANDIDATE CANDIDATE

5101520253035404550556065707580859095

100105110115120125130135140145150155160165170175180185190195200205210215220225230235240

5101520253035404550556065707580859095100105110115120125130135140145150155160165170175180185190195200205210215220225230235240

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1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

OBJECTIONS TO BALLOT PAPERS

At the time of counting the votes, every objection by a candidate’s representative to the marking of a ballot paper must be assigned a consecutive number, starting at one, and so be listed below by the deputy returning officer. That same number, with the initials of the deputy returning officer, must also be written on the back of the ballot paper.

The CEO and the RO decide if such a ballot is to be accepted or rejected.

Polling station: Date:

OBJECTION NUMBER

NAME OF PERSON MAKING OBJECTION

REASON ACCEPTED/ REJECTED

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OFFICIAL STATEMENT OF VOTES

TO BE COMPLETED BY THE DEPUTY RETURNING OFFICER AFTER THE BALLOTS ARE COUNTED

Polling station: Date:

NUMBER OF VOTES

NUMBER OF VOTES

NAMES OF CANDIDATES (same order as on ballot)

NAMES OF CANDIDATES (same order as on ballot)

1 VALID VOTES CAST 2 REJECTED VOTES(found in box but not counted as valid)

TOTAL VOTES CAST (number of electors who voted) 1 + 2 =

SPOILED BALLOTS (not deposited in ballot box)

signature of DRO signature of poll clerk

SIGNATURES OF CANDIDATES’ REPRESENTATIVES 25

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model for student electionsstudentunion.ca/docs3/elections canada - elections off the shelf.pdf ·...

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