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MODELFORSTUDENTELECTIONS

TheChiefElectoralOfcer Ledirecteurgnraldeslections

DearStudent: IampleasedtoprovideElectionofftheShelf,amanualforstudent electionsatuniversitiesandcollegesacrossCanada.Thishow-toguidewascreated in response to requests from student associations across the country for help in administeringtheirelections.ElectionsCanadaisgratefultothemanycollegeand universitystudentassociationsthatadvisedusindevelopingthekit,andtothestudent electionofficialsatCarletonUniversity,theUniversityofOttawa,AlgonquinCollege andMohawkCollegewhocontributedarticlesorinformationbasedontheirown experienceasstudentelectionadministrators. Ihopeyouwillfindthismanualhelpfulinguidingyouthroughtheprocess ofadministeringyourownstudentelections.Itincludesarticlesonsomeoftheessentials ofdemocraticelections:impartialityofelectionofficials,respectforthesecrecyofthe ballot,fairandopenprocedures,andfairaccessforallelectors,aswellasstep-by-step guidelinesandchecklistsforalltheactivitiesintheelectoralprocess. Asanadministratorofastudentelection,youareabouttoembarkupon oneofthefundamentalexercisesofdemocracy.JustasElectionsCanadaprovidesa frameworkforfederalelections,studentelectoralofficialsworktoensurethatthey,too, undertakeafairandlegitimateelectoralprocess. Itrustthatthisinformationwillhelpfostergreaterunderstandingand interestamongstudentsnotonlyintheirownelectionsbutinthegreaterCanadian electoralprocessaswell.

Yourstruly,

Jean-PierreKingsley

257SlaterStreet/257,rueSlater,Ottawa,CanadaK1A0M6(613)993-2975Fax/Tlcopieur:(613)993-5380

TABLEOFCONTENTS
FOREWORD:ATOOLKITFORMANAGINGYOURELECTION 1. 1.1 1.2 2. 2.1 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.3 2.3.1 2.3.2 2.3.3 2.3.4 2.3.5 2.3.6 2.3.7 2.3.8 2.4 2.4.1 2.4.2 2.4.3 DIDSOMEONESAYDEMOCRATIC? Thethreebasicprinciples Choosingelectionofficers CHIEFELECTORALOFFICERSGUIDE WhataretheCEOsresponsibilities? TheCEOsadministrativeduties Electionofficers:theindispensableteam Facilitiestoreserve Officiallycallingtheelection(Form2) Theelectioncalendar(Form1) Voterslist/Voterinformationcard(Form3) Printingtheballots(Forms9A,9Band 9C) Electionday(ordays) Countingthevotesandannouncingtheresults Theelectionreportandevaluationofprocedures Relationswiththecandidates Nominationpapers(Form4 fourparts) Validatingcandidates Confirmingthecandidates(Form5) Withdrawals(Form6) Informationsessionsforthecandidatesandcampaignmanagers Designationofacandidatesrepresentative(Form7) Reportingexpenses Thereceiptlog(Form8) Communicationwiththeelectorate WhatmusttheCEOpublish? Agoodidea:thesupplementinthestudentnewspaper Candidatesadvertising:aquestionoffairness 3
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3. 3.1 3.2 3.2.1 3.2.2 3.2.3 3.3 3.3.1 3.3.2 3.3.3

RETURNINGOFFICERSGUIDE WhataretheROsresponsibilities? Preparations Recruitingandtrainingstaff Registeringelectors/Voterinformationcard(Form3) Preparingthefacilities,materialsandprocedures Electionday(ordays) Oneelectionday,orfive?Scheduleandtimesheet(Forms11,12and 13) SettingupthepollingstationInstructionsforelectors(Forms15and 20) Themomentoftruth:thevoteVotingprocedure Instructionsfordeputyreturningofficers(Form10) SampleoftheDROsinitials(Form14)
Controllingthesealsandballots Placementofseals(Form16) Sealcontrolsheet(Form17) Ballotcontrolsheet(Form18) Numberofelectorswhovoted(Form19) Countingthevotes Sortingtheballots:animportantstep Howtosorttheballots Preparationsforthecount Centralcountingareaset-up(Form21) Exampleofacountingtableset-up(Form21) Samplesofmarkedballotpaperswhichshouldbeacceptedandcounted (Form22A) Samplesofmarkedballotpaperswhichshouldberejected(Form22B)
Howtocounttheballots Tallysheet(Form23) Objectionstoballotpapers(Form24) Officialstatementofvotes(Form25) Contestedresults CONTRIBUTIONSFROMOURCOLLABORATORS Avoidingconflictofinterest Practicalapplication Appointmentandqualificationsofelectionofficers

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3.3.4

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3.4 3.4.1 3.4.2 3.4.3

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3.4.4

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3.5 4. 4.1 4.1.1 4.1.2

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4.2

Thechiefelectoralofficer SimonPetit,ChiefElectoralOfficer,199495,UniversityofOttawa Thecandidateandthechiefelectoralofficer RobertJamieson,Vice-President,199394,CarletonUniversity Areturningofficersreport LindaBelzile,ReturningOfficer,199496,UniversityofOttawa Advertising/Publicity Informationsession Trainingsession Scheduling Beforepollingbegins Electiondays Countingballots Payroll Otherthings Sampleofapollingofficersguidefordeputyreturningofficersandpollclerks PeterSzyszlo~CERASIV1995 Workingthepollingstation Electiondaysupplies Settingupthepollingstation Openingandclosingtimes Lastshiftoftheday Electionrulesandprocedures Pollclerksduties Deputyreturningofficersduties Voterinformationcard(Form3) LeoComunale,President,199798,AlgonquinCollegeStudentsAssociation Electronicvotingsystems Advantagesofusingacomputersystemversusstudentlists KarolinaSrutek,ChiefElectoralOfficer,199596,CarletonUniversity Electronicvoting RyanPeters,President,199798,MohawkCollegeStudentsAssociation Studentaccesscode On-screeninstructionsplusprintedinstructions Thestudentnumberdeterminesqualificationtovote Givevoterstheoptionofvotingnoworlater Makeaseparatescreenforeachposition Allowthevotertoselectano-voteoption Makethechoiceanumberselection,notanametotype Returntooriginalscreenwhenprocessiscomplete Sampleoutlineofprocedure

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4.4 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.4.8 4.4.9 4.5 4.5.1

33 33 33 33 34 34 34 34 35 35 36 36

4.5.2

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4.7 4.7.1 4.7.2

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APPENDIX1 GLOSSARY ORDERINGELECTIONMATERIALS EVALUATION APPENDIX2 FORMSANDSAMPLES 1. 2. 3AB. 4. 5. 6. 7. 8. 9AC. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22A. 22B. 23. 24. 25. Electioncalendar
Sampleproclamationofelection
Voterinformationcard
Candidatesnominationpaper(fourparts)
Confirmationofnomination
Withdrawalofacandidate
Appointmentofacandidatesrepresentative
Receiptlog
Samplesofballotpaper
Instructionsfordeputyreturningofficers(DROs)
Sampleschedule
Schedule
Electionstafftimesheet
DROsinitials Samplesheet
Pollingstationset-up
PlacementofsealsonElectionsCanadaballotbox
Sealcontrolsheet
Ballotcontrolsheet
Numberofelectorswhovoted
Instructionsforelectors
Centralcountingareaset-up
Samplesofmarkedballotpaperswhichshouldbeacceptedandcounted
Samplesofmarkedballotpaperswhichshouldberejected
Tallysheet
Objectionstoballotpapers
Officialstatementofvotes
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A T O O L K I T F O R M A N A G I N G YO U R E L E C T I O N

FOREWORD

ATOOLKITFORMANAGINGYOURELECTION

Areyourunninganelectionatyourcollegeoruniversity?ElectionofftheShelf willmakeyour taskeasier,whateveryourdegreeofexperience. ElectionsCanadadesignedthiskitinco-operationwithanumberofstudentsorganizations.It thuscontainsconcrete,practicalinformationoneverystepinastudentelection(orreferendum). Howdoesitwork?Nothingcouldbesimpler.ThechapterentitledChiefElectoralOfficers Guideisforthestudentwhoissupervisingtheentireoperation.Thefollowingchapter, ReturningOfficersGuide,istheinstructionmanualforhisorherassistant. Thefinalsectionof ElectionofftheShelf containsrecollectionsfrompeoplewhohavetaken partinstudentelectionsinvariouscapacities.Therearealsoseveralusefulformsthatyoucan reproduceoradaptasneedbe. Feelfreetoadaptsomeelementstothepracticesatyourowninstitutionortoyourspecific circumstances.Theimportantthingisthattheelectionrunsmoothly;andthemostimportant thingisthatitbefair. WhilepreparingElectionofftheShelf,weconsultedrepresentativesfrom16students associationsinvariousregionsofCanada.StudentsfromtheUniversityofOttawaandCarleton Universitywrotearticlesdescribingtheirownelectionexperiences;theinformationonthevoter informationcardcamefromstudentsatAlgonquinCollege;andthesectiononelectronicvoting wasinspiredbythemodelatMohawkCollege. Sinceelectionterminologyvariesfrominstitutiontoinstitution(andevenpersontoperson!), wehavestandardizedtheterminologyinthearticlesfromourcollaboratorsforconsistencys sake.TheGlossaryonpage47definesthemaintermsusedinthiskit. Wewelcomeyourcommentsandsuggestions,becauseElectionofftheShelf isandwillremain acollaborativework.InformationonhowtoreachElectionsCanadacanbefoundatthefront ofthekit.Keepintouch. . .andhappyelections!

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PROCEDURE

1.
1.1

DIDSOMEONESAYDEMOCRATIC?
THETHREEBASICPRINCIPLES

Participation,fairness,transparency. . .Younodoubtrecognizethebasicprinciplesofany democraticprocess.Youshouldkeeptheminmindatalltimes,whateveryourroleasan electionofficer. Butexactlywhatismeantbyparticipation?Thatallelectorscanexercisetheirrighttovote fullyandfreely.Fairness?Thatallcandidatesaretreatedexactlythesameandimpartially. Andtransparency?Thateveryoneknowsandacceptstherules. Ifyourstudentsassociationhasalreadyestablishedelectionregulationsthatreflectthese principles,yourjobistoapplythem.Otherwise,yourfirstdutyistohavebasicregulations adopted,orevenbetter,arealelectioncode. Difficult?Notnecessarily;youcanusethecodesofothercollegesoruniversitiesasamodel. Itsworththeeffortforyouandforthewholestudentbody.

1.2

CHOOSINGELECTIONOFFICERS

Goodregulationsarenotenoughtoguaranteeawelladministeredelectionorreferendum, however.Youalsoneedgoodadministrators. Theelectionofficersincludetwokeymembers:thechiefelectoralofficer(CEO)andhisorher assistant,thereturningofficer.Thestudentsassociationappointsthechiefelectoralofficer,and theCEOappointsthereturningofficer. Theidealcandidatesaredynamicstudentscapableofhandlingawiderangeoftasksfinancial planning,humanandmaterialresourcesmanagement,contractnegotiations,publicandmedia relations,automation,etc.effectivelyandimpartially.Menandwomenwithsoundjudgment wholiketoworkaspartofateam.Andarenotafraidofstress!

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2.

CHIEFELECTORALOFFICERSGUIDE

Yourstudentsassociationhasputyouinchargeoforganizingandsupervisingtheelection ofitsnextleaders.Congratulations!Thatmakesyouthechiefelectoralofficer. Theymayuseadifferenttitleatyourcollegeoruniversity,suchaspresidentofelections orelectionconvenor.Itdoesntmatter,thefunctionisthesame.Inthiskitwewillbeusing thetermchiefelectoralofficer(CEO)forsimplicityssake.

2.1

WHATARETHECEOSRESPONSIBILITIES?

AsCEO,itisyourjobtoseethattheelectionisfree,fairandeffective.EventhoughtheCEO isappointedbythemembersofthestudentcouncil,heorshemustoperatewithcomplete independenceandnopartisanship.Thefollowingareyourchiefresponsibilities: administeringelectionsandreferendums; ensuringthattheelectionregulationsofyourinstitutionareenforced; informingthestudentsthatavoteisbeingheld,explaininghowtoexercisetherighttovote, andpiquingtheirinterestinthecampaignbymeansofprinted,electronicorvideodocuments; overseeingtheregistrationofcandidates; approvingthecandidatesbudgets,monitoringtheirelectionexpensesand,ifnecessary, reimbursingtheirexpensesinaccordancewiththeestablishedpolicies; ensuringthatcandidatesorreferendumcommitteesrespectthespendinglimitsandpresent theirelectionexpensesreportsandreceiptsbythesetdeadlines; organizingthecandidatesdebates/speechesand,ifyoufeelitisappropriate,organizinga questionperiodchairedbyamoderator; respondingtorequestsforinformationfromelectorsandcandidates; decidingonthemeasurestotakefollowinginfractionsoftheelectionregulations; directingtheelectionofficersandsupervisingtheadministrationofyouroffice:pay,facilities, contracts,inventory,telecommunications,etc.; establishingandrespectingtheoverallelectionbudget;insomeinstitutions,thisbudgetmust firstbesubmittedtothestudentsassociation. Thatsalottodo,youdsay.Well,youreright.Butthesecrettosuccesshereistoproceed methodically,stepbystep.Andtohavetherightpeopleworkingwithyou. TheCEOsworkcanbedividedintothreemaincomponents:administrativeduties,relationswith thecandidates,andcommunicationswiththeelectorate.Thefollowingpagesdescribethetasks associatedwitheachofthesethreecomponents.

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2.2

THECEOSADMINISTRATIVEDUTIES

TheCEOisresponsiblefortheadministrationofelectionsandreferendums.Thisprocessis simpleenoughfortheordinaryelector,butquiteabitmorecomplexforthepeoplewhohave toadministerit!Ateachstep,resourceshavetobeplanned,documentsprepared,formalities completed,formsdistributed. . . Thatiswhyyouneedcompetentstaffandawell-oiled organization.

2.2.1

ELECTIONOFFICERS:THEINDISPENSABLETEAM

Administeringanelectionisfirstandforemostateameffort.Andthatteamistheelection officers.Thesuccessoftheoperationwilldependinlargepartonthespiritofsolidaritywithin thegroup. InadditiontotheCEO,theelectionofficersinclude: areturningofficer; assistantreturningofficers; deputyreturningofficers(oneperpollingstation); pollclerks(oneperpollingstation); substitutes; agraphicartist(optional). TheCEOcannotdoeverythingalone,nomatterhowenergeticandcapableheorsheis.Thatis whywerecommendyouhireatleastoneassistanttobeyourrighthandthroughouttheprocess. ThispersoncanbecalledtheassistantCEOorreturningofficer.Inthisdocument,wewillcall himorherthereturningofficer(RO). Youcanputthereturningofficerinchargeofallthelogistics,i.e.,theadministrationof thepollingstationsandthestaffassignedtothosestations.Thatwillgiveyoumoretimeto concernyourselfwiththeothertwocomponentsofyourmandate:relationswithcandidates andcommunicationswiththeelectorate.TheROsresponsibilitiesaredescribedindetailin Chapter3,ReturningOfficersGuide. Chooseyourreturningofficercarefully.Youwillhavetoworkcloselywiththisperson,often underpressure.ItwouldbeagoodideatotouchbasewithyourROeveryday.Thiswillmake iteasyforyoutomeetdeadlinesandensurethatproceduresareunderwayandnecessarytasks arebeingcarriedoutproperly. YoucangivetheROtheresponsibilityforrecruitingandsupervisingtheofficersdirectly involvedinthevotingprocess,i.e.,theassistantreturningofficers,deputyreturningofficers (DROs)andpollclerks.ThedutiesoftheseindividualswillbedescribedinChapter3,Returning OfficersGuide.Youshouldalsohavesubstitutesavailabletoreplaceanyoftheseelection officersifneeded.

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Ifyoucan,hireagraphicartistforthecampaign.Youwontregretit!Thegraphicartistcanhelp youtocreateavisualidentityforyourcommunications(usingalogoorspecictheme)anddesign yourannouncementsandpostersduringthecampaign.Butwheredoyoundsuchaperson?At someinstitutions,theadministrationwillprovideyouwiththeservicesofagraphicartist. Youandyourreturningofcerwillneedapplicationformsforthevariouspositions.Theinformation ontheformsshouldincludename,address,telephonenumber,studentnumber,previousexperience, daysandtimesavailable,etc.Neverforgetthesepeoplehavetobeimpartial. . . anditisespecially importantthattheynotbepartofthecurrentstudentcouncil.

2.2.2

FACILITIESTORESERVE

Inmostcollegesanduniversities,theCEOhasapermanentofficewithaccesstoaphotocopier andcomputer.Butyouwillneedotherfacilitiesduringthecourseoftheelectoralprocess. Reservethemrightaway,andmakesureyouhavesuitablefurnitureandequipment,ordelegate thispartofyourdutiestoyourRO.Thefacilitiesyouneedare: pollingstations,withasuitableareaforthevotingscreen,basicservices(electricity, telephone)andsuitablefurniture(twotablesandtwochairsperpollingstation); aroomforcountingthevotes,withasufficientnumberoftablesandchairs(andperhaps refreshmentstokeepupmorale); asecurestorageroomfortheballotboxesandballots; aroomforthecandidatesdebates/speeches,withadequatelightingandsoundsystems; aroomfortheinformationandtrainingsessions(foryourstaff,andforthecandidates andtheircampaignmanagers).

2.2.3 OFFICIALLYCALLINGTHEELECTION Themomenthasarrivedtoofficiallycalltheelectionorreferendum.Thisisakeystepinthe electoralprocess.Takethisopportunitytostimulatetheinterestandparticipationofstudents, ascandidatesorelectors,byusingoriginalandhighlyvisibleannouncements! Howdoyoucallanelection?Bypublishinganelectionproclamation(Form2). Thetextshould containthefollowingelements: thedateordatesofthevote; thedurationoftheelectionperiod; thepositionstobefilled; thequalificationofcandidates; theentitlementtovote; thelocationofthepollingstations; thelocationandtelephonenumberoftheelectionoffice.

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Theproclamationispostedoncampusinhigh-trafficareasandpublishedinthestudent newspapers.Thecampaignhasbegun!

2.2.4 THEELECTIONCALENDAR Insomecollegesanduniversities,theCEOmustappearbeforethestudentsassociation toconfirmthedatesandrulesfortheelection.Whetherornotthisisthecaseforyou, itisessentialthatyoudrawupanelectioncalendar(Form1) atthestartofthecampaign. Youshoulddothisbecausethisdocumentprovidesanoverviewoftheelectionperiodandall thekeydates.Thatiswhyitisanexcellentworktoolforthecandidatesandforyourcolleagues. And,ofcourse,foryou. Exampleofelectioncalendar:

(date) (date) (date) (date) (date) (date) (date) (date) (date) (date) (date) (date) (date) (date)

Nominationofcandidatesopensat9a.m. Nominationofcandidatesclosesat4p.m. Validationofcandidates Deadlineforwithdrawalofcandidates Listofconfirmedcandidatesispostedat4p.m. Mandatoryinformationsessionforconfirmedcandidatesand campaignmanagersat8p.m. Alternativeinformationsessionforconfirmedcandidatesand campaignmanagersat10a.m. Noondeadlineforcandidatestoproviderequiredmaterialfor publicationbyCEO Campaignbeginsat8a.m. Debate/speechforpresidentialcandidates,inthecafeteriaat 1p.m.,followedbyaquestionperiod Debate/speechforcandidatesforotherpositions,inthestudent loungeat4p.m.,followedbyaquestionperiod Campaignclosesat9p.m. Electionday(s) Countingdays

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2.2.5

VOTERSLIST/VOTERINFORMATIONCARD

Toexercisetherighttovote,theelectormustbeonthevoterslist.Thisisoneofthebasic principlesofanydemocraticvote.Beingonthelistconfirmsthattheelectormeetsthe conditionsrequiredtovote. Inthecaseofastudentelection,theinstitutionsstudentlistisusedasthevoterslist.Askthe administrationtogiveyouacopyassoonaspossible.Whenanelectorappearsatthepolling stationtovote,hisorhernameiscrossedoffthelisttomakesureheorshevotesonlyonce. Theadministrationmaygiveyouaccesstoacomputerizedlist.Inthatcase,whenastudent appearsatthepollingstation,hisorhernameisenteredinthecomputertodeterminewhether heorsheisentitledtovote,orhasvotedalready.Withsuchasystem,itisalsopossibletosend toeachelectoravoterinformationcard(Form3). Moreandmoreinstitutionsprovideeachstudentwithacardwithamagneticstrip.Thishighly automatedsystemallowsforelectronicregistrationandvoting(seesection4.7entitled Electronicvotingsystems).

2.2.6

PRINTINGTHEBALLOTS

Anotherextremelyimportantdocumentistheballot.Thispieceofpaperremainsafundamental symbolofdemocracyeventhoughelectronicvotingisbecomingmoreandmorecommon.As CEO,youmustpayparticularattentiontothepreparationoftheballots(Forms9A,9B,9C). Whenyouhavedrawnupthelistofconfirmedcandidates,havetheballotsprinted.Hereare severalpointstokeepinmind. Themostimportantisthepresentationofthecandidatesnamesontheballots.Makeespecially sure: thatthecandidatesnamesarespelledcorrectly:theymustbewrittenthesamewayonthe ballotasonthecandidatesnominationpapers; thatthenamesarelistedinalphabeticalorderbysurname; thatthesizeandtypefaceisthesameforallnamesandthatallthenamesarewrittenona singleline. Anotherimportantpointistheuseofcolouredballots.Thisprocedureisrecommendedinorder toavoidconfusionamongthevariouspositionsbeingvotedon.Butbecarefulwhatcoloursyou choose!Experiencehasshown,forexample,thatsomeshadesofpalegreenandpaleblueare hardtotellapart. Whattypeofpapershouldyouuse?OffsetbookNo.1,opaque,140Mpaperisaverygood choice,butitisnottheonlyone.Whateveryouchoose,makesurethattheelectorsmark cannotbeseenoncetheballotisfolded.

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Itisagoodideatonumbertheballotstokeeptrackofthem,aslongasthereisnoway oflinkingthenumberedballottotheelectorwhocastit.Youalsohavetothinkaboutthe questionofsize.TheballotsproducedbyElectionsCanadaarethesamesizeasthetemplate (perforatedcardboard)usedbyelectorswithavisualdisability.

2.2.7

ELECTIONDAY(ORDAYS)

Thevotecanbeheldononedayoroverseveraldays,dependingonthetraditioninyour institution.Insomecases,thevotingcanlastuptofivedays.Asarule,though,threedays shouldbeenough. Rememberthatyourreturningofficerisinchargeofrunningthepollingstations.Yourrole atthisstageistohelptheROensurethevotinggoessmoothlyandtomonitorthecandidates activities.Bepreparedtoputoutsomefires! Duringthevoting,youshouldstayinacentrallocationtheCEOsoffice,forexample wherethereturningofficerorelectionofficerscanbesuretofindyouiftheyneedhelp orinstructions.Otherwise,makesureyouhaveacellphone!

2.2.8

COUNTINGTHEVOTESANDANNOUNCINGTHERESULTS

Thedayafterthelastdayofvoting,asarule,theDROsandclerkscounttheballotsforall thepollingstationsunderthesupervisionofthereturningofficer(seesection3.4formore information). Youhavetwodutiesatthisstage.Thefirstistoperformthevalidationoftheresults,from thestatementsofvotesfromthepollingstations,assoonaspossibleafterthevotesare counted.Thesecondistoannouncetheofficialresultstothestudentsassoonaspossible aftertheelection.

2.2.9

THEELECTIONREPORTANDEVALUATIONOFPROCEDURES

Oneofyourlastdutiesistoprepareanelectionreport,whichincludesareportonthe complaintslodgedduringthecampaign.Yousubmitthereporttothestudentsassociationand totheadministrationofyourinstitution,notforgettingtopublishitinyourstudentnewspaper. Inordertoimprovetheelectionprocedureforthepeoplewhocomeafteryou,itwouldbea goodideatoorganizeameetingofalltheelectionofficersafterthevotetotakestock,gather suggestionsforimprovementsandsuggest,whereappropriate,changestoyourinstitutions electioncode.

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2.3

RELATIONSWITHTHECANDIDATES

AsCEO,relationswiththecandidatesareyourdirectresponsibility.Thereisnoquestionof delegatingtheseduties.Itisuptoyoutoinformtheinterestedpartiesabouttheprocedures andregulations,toconfirmtheirnominationandtoprovidethemwithallthenecessaryforms. Itisalsouptoyoutoensurethattheyrespecttheregulationsgoverningelectionspending andpromotionalmaterial.

2.3.1 NOMINATIONPAPERS AsCEO,yourfirstdutiesinrelationtothecandidatesare: toannouncethepositionstobefilled; toannouncethedeadlineforsubmittingnominationpapers; toprepareanddistributethenominationpapers,whicheachcandidatemustfillout andhavesignedbyaspecificnumberofelectors(Form4,infourparts); toreceivethenominations. Thenumberofsignaturesrequiredonthenominationpapersvariesatdifferentinstitutions andfordifferentpositions.Inprinciple,anycandidateshouldhavethesignatureofatleast 20electors.TheCEOisresponsibleforensuringthatallthesignersareeligible.

2.3.2

VALIDATINGCANDIDATES

Sothecandidateshavegivenyoutheirnominationpapers?Nowyouhavetovalidatethem; hereshow: checkeachcandidateseligibility(makesurethecandidateisregisteredattheuniversity, iseligibletovoteandis,inallrespects,entitledtorunfortheposition); checktheeligibilityofthepeoplewhohavesignedthenominationpapers.

2.3.3

CONFIRMINGTHECANDIDATES

Afteryouvalidatethecandidates,youconfirmthem.Toconfirmacandidate,youmustsign aformtothateffect(Form5). Thisformcanservesimultaneouslyasaletterofunderstandinginwhichthecandidateand hisorhercampaignmanagerconfirmthattheybothunderstandtherulestofollow.

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2.3.4 WITHDRAWALS Candidatesmaywithdrawfromanelection(Form6) upuntilthedeadlinethatyouset,unless theelectionregulationsofyourinstitutionstateotherwise. Afterthewithdrawaldeadlinehaspassed,youpreparethelistofconfirmedcandidates.

2.3.5

INFORMATIONSESSIONSFORTHECANDIDATESANDCAMPAIGNMANAGERS

Holdoneortwoinformationsessionsforthecandidatesandthepersonstheyhavechosen astheircampaignmanagers.Inthisway,everyonewillbesuretoreceivethesameinformation atthesametime.Andtheprocesswillbeastransparentaspossible. Ifyoumeetsomecandidatesorgroupsseparately,takealongatleastonememberofyourteam andmakesuretheinformationyoucommunicatetothesecandidatesorgroupsistransmitted toalltheteams.Wealsorecommendthatyoupublicizeanydecisionsyoumake. EachCEOorganizesthesemeetingsinaccordancewithhisorherpersonalstyleandthetradition oftheinstitution.Herearesomesuggestionsfromotherpeoplewhohaverunstudentelections. Sendawritteninvitationtothecandidatesandcampaignmanagersinvitingthemtoan informationsessioncoveringthefollowingpoints: theregulationsconcerningadvertising,posters,etc.,duringthecampaign; spendinglimits; theprocedureforthecandidatesdebates/speeches; thepollingdates; thelocationofthepollingstations; thedateandprocedureforcountingthevotes; theappointmentofcandidatesrepresentatives.

Ifpossible,offertwosessionssothateveryonecanattendoneortheother.(SomeCEOsmake attendanceattheseinformationsessionsaconditionforacceptingcandidacies.)Handoutan informationkittothecandidatesatthemeetings. Planaquestionperiodtodispelanyuncertainty.Askyourreturningofficertotakeminutes ofthemeetingortorecordit. Asfortheelectoralprocess,tellthecandidatesandtheircampaignmanagers: whatyourplansareregardingspeeches,debates,publicmeetings,etc.,andobtaintheir agreement; howlongtheywillbeabletospeak; whowillintroducethem(themoderatorortheircampaignmanager)andthetimelimitfor theintroductions.

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2.3.6

DESIGNATIONOFACANDIDATESREPRESENTATIVE

Thenaskeachcandidatetodesignatearepresentative,usingForm7,Appointmentofa candidatesrepresentative.Therepresentativewillmonitorthecountingoftheballotsonbehalf ofthecandidate.Becarefulthough!Thecandidatesrepresentativemustnotpresentariskof conflictofinterest,deriveanybenefitfromthevotingorbeamemberofthecouncilofthe studentsassociation. Setadeadlinebywhichthecandidatesmustgiveyouthenamesoftheirrepresentatives. Reservetherighttorejectanyrepresentativewhodoesnotfulfiltheconditionsmentioned above.

2.3.7 REPORTINGEXPENSES Thecandidatesmustgiveyoutheirelectionexpensesreportwithreceiptsbeforethedeadline. Theirexpenses,verifiedbythesereceipts,mustnotexceedthesetspendinglimit.Candidates whodonotfollowtherulesriskdisqualification.

2.3.8 THERECEIPTLOG Wesuggestthatyourecordinalogallthereceiptsyousetupforthecandidates.Forexample, youcanmakeareceiptnotingthenumberofpostersacandidatepresentsforapprovaland stamping. Oncethereceiptismade,thenumberandpurposeofthereceiptarerecordedinthereceiptlog (Form8).

2.4

COMMUNICATIONWITHTHEELECTORATE

Theelectorsandcandidatesmustbeinformedofimportantdates,deadlinesandkeyeventsin theelectoralprocess.ItisuptoyouasCEOtocommunicatethisessentialinformation. Butitisnotenoughjusttostickanoticeuponabulletinboard.Thechiefelectoralofficer mustalsobethepublicrelationsofficerfortheelection.Heorshemustencouragethestudents interestandparticipation.Donthesitatetobecreativeinyourcommunications.Createalogo andmessagesthatattractattention.Anduseallthemeansatyourdisposal:posters,student newspaper,studentradio,T-shirts,buttons. . .

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2.4.1

WHATMUSTTHECEOPUBLISH?

Thefollowingisthemaininformationthatyouwillhavetopublishordistributeinsome wayduringthecampaign: theproclamation(Form2)whichmarksthecallingoftheelectionandprovidesbasic informationtotheelectorate(seesection2.2.3); thecallfornominationofcandidates,whichincludes: thelistofpositionstobefilled; theday,timeandplaceforreceivingnominations; closeofnominations; thedeadlineforwithdrawalofcandidates; theschedulefortheinformationsessionsforthecandidatesandcampaignmanagers; thescheduleforelectionactivities,namely: thedates,timesandlocationsofthecandidatesdebates/speeches; thedeadlineforelectorregistration(ifnecessary); thescheduleforthepollingstations,includingthelocation(s),date(s)andhoursforvoting.

2.4.2 AGOODIDEA:THESUPPLEMENTINTHESTUDENTNEWSPAPER Haveyoudrawnupthelistofconfirmedcandidates?Nowisthetimetohaveanelection supplementpublishedinthestudentnewspaper.Itisagoodwayofintroducingthecandidates andarousinginterestinthecampaign.Thesupplementcaninclude: thelistofcandidates(withorwithoutphotographs); thescheduleforthepollingstations(location,date,time); instructionsformarkingtheballots(withexamplesofcorrectlymarkedballots); theproceduretofollowatthepollingstation(Form20).

2.4.3 CANDIDATESADVERTISING:AQUESTIONOFFAIRNESS Youmustensurethattheelection(orreferendum)campaignisconductedfairly.Andthismeans payingattentiontocommunicationsbyandaboutthecandidates. Forthesupplementinthestudentnewspaper,thismeansthatthebasicruleisgivingeach candidateequalspace.However,itisthecandidateswhodecidewhattheywanttoappearin thatspace(e.g.,theirplatformorjusttheirname,photo,etc.).Theimportantthingisthat theyallbeawareofthechoiceavailabletothem.

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Youcanalsocontrolthenumberofleafletsdistributedbythecandidatesaswellasthenumber, sizeandlocationoftheirposters.Youmustinformthecandidatesoftheseruleslonginadvance, duringtheinformationsession,forexample. Itisyourresponsibilitytoprohibitanydiscriminationduringthecampaign.Butyoucannotbe heldresponsiblefordefamatorymaterialorremarksthatmayleadtolegalproceedings.Afterall, youandyourofficecannotcheckabsolutelyeverywrittenororalstatementthecandidatesmake. Anycomplaintmustbepresentedtoyouinwritingandbesignedbytheplaintiffandatleast twowitnesses.Youmustnotacceptanyverbalcomplaintoractorruleonthebasisofrumours. Youmustactcarefullyandequitably(seesection3.5,Contestedresults).

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3.

RETURNINGOFFICERSGUIDE

Thechiefelectoralofficer(CEO)foryourinstitutionhaschosenyoutohelpwithhisorherwork. Congratulations!Thisisagoldenopportunitytoputyourtalentsasanorganizertowork. Insomecolleges,theCEOsright-handman,orwoman,iscalledtheassistantchiefelectoral officer.Themostcommonterm,however,isreturningofficer(RO),andthatisthetermwe usehere.

3.1

WHATARETHEROSRESPONSIBILITIES?

Administeringavote(electionorreferendum)atthecollegeoruniversitylevelisnotaneasy job.TheCEO,whosupervisesalltheoperations,isrelyingonyoutoensurethatthevoting andcountingaredoneeffectivelyandfairly.YourmainresponsibilitiesasROareasfollows: recruiting,trainingandsupervisingthestaffofthepollingstations(alsocalledpollingplaces); preparingtheelementsofstaffidentification(T-shirt,button,etc.); administeringtheelectorregistrationprocess; determiningthelocationofthepollingstations; planningandmanagingtheuseofcomputersinthepollingstations; makingthenecessaryarrangementsforthereceptionandpreparationofelectionsupplies beforevotingbegins; establishing,inco-operationwiththeCEO,thescheduleofvotingandthescheduleforpolling stationstaff; ensuringtheorderlyoperationofthepollingstationduringtheelectionorreferendum; administeringtheprocessofcountingthevotes; payingthepollingstationstaff.

Youhavequitealotonyourplate!Thekeytosuccessistosurroundyourselfwithreliable colleaguesandproceedstepbystep.Yourdutiescanbedividedintothreecategoriesthat correspondtothethreemainstagesoftheelectoralprocess:preparations,electionday (ordays),andcountingthevotes.Letsexamineeachone.

3.2

PREPARATIONS

Inorderforthevotetorunsmoothlyandtokeepstaffhappyeverythingmustbeinplace wellbeforethebigday.Andthedivisionofdutiesmustbeclear.TheROisresponsibleforthese logistics.Youwillhavetorecruitandtrainstaff,setupandmanagethesystemforregistering electorsandmakeallthenecessarypreparationsintermsoffacilities,materialsandprocedures.

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3.2.1 RECRUITINGANDTRAININGSTAFF Youmustrecruitthemembersofyourteam,i.e.,thepeoplewhowillbeassignedtothepolling stationsandtocountingthevotes.Thesepeopleare: theassistantreturningofficers(two); thedeputyreturningofficers(oneperpollingstation); thepollclerks(oneperpollingstation); thesubstitutes.

Youmustalsotrainthem.Thistrainingwillincludethefollowing: directivesontheproceduresforvotingandcountingthevotes; theattendancelistforDROsandclerks; distributionofthepollingofficersguidefordeputyreturningofficersandpollclerks (seesection4.5)oranyotherinstructiondocument; regularlyheldmeetingswithelectionstaff.

3.2.2 REGISTERINGELECTORS/VOTERINFORMATIONCARD Thevoterslistisafundamentalelementofanyvote,eveninstudentelections.TheCEOhasthe mainresponsibilityforpreparingthislist.Butheorshemaysharepartoftheresponsibilitywith you(seesection2.1,WhataretheCEOsresponsibilities?and2.2,TheCEOsadministrative duties). Theregulationsofastudentsassociationgenerallyspecifywhoisentitledtovoteduringan electionorreferendum.IfthisisnotthecaseatyourCEGEPorcollege,orinyouruniversity,it mightbeagoodideatomakethispointclearinanelectioncode.Qualifiedelectorscould,for example,beallthemembersofthestudentsassociationorallfull-timestudents.Theimportant thingistoestablishaclearrule. Atthebeginningoftheelectionperiod,youortheCEOcanpublishanannouncementreminding thestudentswhoiseligibletovote.Ifyousetupanelectorregistrationsystem,your announcementshouldmentionthedeadlineforregistration.Anotherpossiblesolutionwouldbe tosendstudentsavoterinformationcard(Form3),ifyouhaveacomputerizedlist.

3.2.3 PREPARINGTHEFACILITIES,MATERIALSANDPROCEDURES IfyourCEOhasdelegatedthistasktoyou,reservethefollowingfacilities,andacquiresupplies andappropriatefurnitureforthem: facilitiesforthepollingstations,withsufficienttelephoneandelectricaloutlets,asufficient numberoftablesandchairs(twochairsandtwotablesperstation)andasuitableplacefor thevotingscreen;

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 acountingroomwithsufficienttablesandchairs(andperhapssomerefreshmentstokeep upyourtroopsenergy); amaximumsecurityroomtostoretheballotsandballotboxes. Ininstitutionswherethevotelastsmorethanoneday,theDROsandpollclerksmustcollect theirsupplieseverymorningandbringthembackeveryevening.Makesurealltheballotboxes areproperlyidentifiedinadvance,indicatingtheelectiondayandlocationofthepollingstation (e.g.,Day 1,MediaLibraryandanumberaswell,ifnecessary).Twoorthreeweeksbefore thevoteisheld,makesurethatyoualreadyhaveveryclearproceduresconcerning: settingupthepollingstations; closingthepollingstations; storingtheballotboxesandtheseals.

3.3

ELECTIONDAY(ORDAYS)

TheDROsandpollclerksareresponsiblefortheoperationofthepollingstations.Duringthe pollingperiod,yourjobistosuperviseoperationswiththehelpofyourclosecollaborators, theassistantROs,andtokeeptheCEOconstantlyinformedofthesituation.Thisisanintense periodduringwhichteamworkisessentialandcellphonesareveryuseful.

3.3.1 ONEELECTIONDAY,ORFIVE?SCHEDULEANDTIMESHEET Dependingontheneedsandcharacteristicsofyourcampus,votingcanlastfromonetothree days.Insomeinstitutions,itstretchesoverasmanyasfivedays.Butwerecommendkeeping ittoamaximumofthreedaystoavoidexhaustingyourteam,amongotherthings! Setupaworkschedule(seesampleschedule,Form11;blankschedule,Form12)evenifthe votinglastsonlyoneday.Ascheduleisnotonlyuseful,itisessentialifthevotingextends overseveraldays.Thendistributetimesheetstoalltheelectionofficers(Form13).These sheetswillbeusedforpayingthestaff.

3.3.2

SETTINGUPTHEPOLLINGSTATIONINSTRUCTIONSFORELECTORS

Form15 showsyouhowtolayoutthefurnitureandaccessoriesinapollingstation.Stick totheplanasmuchaspossible.Paycloseattentiontothefollowingpoints: PlacethetablessotheelectorscanseetheDROsandpollclerksastheycomeintothe pollingstation. EnsurethatalltheDROscanseethevotingscreenatalltimes. Ensurethatnooneisplacedinalocationthatwouldallowhimorhertoseebehindthe votingscreen.

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 Ensurethevotingscreenisplacedinawaythatprotectsthesecrecyofthevote.Avoid placingitinahigh-trafficarea,orinfrontofanexit,window,elevatorormirror. Ineachpollingstation,theinstructionsforelectors(Form20)thatexplainwhatelectorsdo toobtainanewballotiftheyspoilorincorrectlymarkthefirstoneandwhattheymustdo oncetheyhavemarkedtheballotshouldbepostedinaprominentplace.

3.3.3

THEMOMENTOFTRUTH:THEVOTEVOTINGPROCEDURE

Thisisit:thevotinghasbegun!Theelectorsarealreadyliningupatthepollingstations. Andquestionsarecomingfromeveryside. . . Makesureyoureeasytoreach,preferablybycellphone.TheassistantROswillcirculatefrom pollingstationtopollingstationtocheckifstaffneedsuppliesandtoalertyoutoanyproblem. StayinconstantcontactwiththemandwiththeCEO. ThedutiesoftheDROandpollclerkaredescribedindetailinthePollingofficersguide section(seesection4.5).Asfortheproceduretheelectorsfollowtovote,itisexplainedin detailinForm10 andForm20.Buthereisalittlereminder: TheDROmustalwaysputhisorherinitialsonthebackoftheballotbeforegivingittothe elector,topreventtheuseoffraudulentballots. Ifthestaffassignedtocounttheballotsarenotthesameasthoseassignedtothepolling stations,makesureyougetasampleoftheDROsinitials(Form14) whiletheyareonduty. Thiswillbeusefulifaballotiscontestedduringthecount. Insidethepollingstationandinitsimmediatevicinity,anypartisandocument,button, poster,etc.,isforbidden.Someelectoralcodesspecifythatthebanapplieswithinaradius of15metres(50feet)ofthepollingstation.Insomeinstitutions,alineismarkedouton thefloorwithfluorescenttape. TheDROorpollclerkmustcheckthevotingscreenregularlytomakesurethereisnothing behinditexceptapencil,andtheymustreplaceanyscreenonwhichgraffitiorpartisan messageshavebeenwritten. Theelectionofficersanswerquestionsfromelectorsaboutthevotingprocess,butany discussionofvotingchoicesisforbidden. TheDROandpollclerkcanencouragestudentstovote,providedtheydonotfavourany specificcandidate.Someinstitutionshavesetupquotasystemsforthatpurpose,oreven draws! Itisstrictlyforbiddentoleaveapollingstationunsupervised. Ifthevotinglastslongerthanaday,holdameetingwithyourstaffeverymorningforafew minutestotakestockandkeepteamspiritup.

3.3.4

CONTROLLINGTHESEALSANDBALLOTS

Specificmeasuresaretakentoavoidfraud.Inordertocontroltheballotboxseals(Form17) andtheballots(Form18),theCEOortheROusesthecontrolsheettowritedownthenumbers ofthesealsoneachboxandthenumberofballotsgiventoeachDRO.

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Eachdulysealedballotboxmustbeidentifiedbeforeitisused(e.g.,Day1,MediaLibrary, withanumberifnecessary).Afterthepollingstationcloseseachday,theDROsmustsealthe slotsontheboxes,writetheirinitialsonthesealsandtaketheboxestotheCEOsoffice. Form16, PlacementofsealsonElectionsCanadaballotbox,showshowtosealaballotbox. TheDROnotesthenumberofballotsgiventohimorheratthebeginningofhisorhershift (Form18).Attheendoftheshift,theDROaddsup: thenumberofspoiledballots,i.e.,ballotsthatwereinvoluntarilywastedbyelectorsand thathavebeenplacedbytheDROinaclearlyidentifiedenvelope(andrecordedonForm18); thenumberofunusedballots;and thenumberofpeoplewhovotedduringhisorhershift(recordedonForm19). ThetotalshouldequalthenumberofballotstheDROwasgivenatthebeginningofhis orhershift.

3.4

COUNTINGTHEVOTES

Countingthevotesisobviouslyacriticaloperation.Youhavetotakeawholerangeof precautionstoavoidfraudanderror.Therearetwomainsteps:sortingandcounting. Onlytheelectionofficerscancountthevotes,andtheydosointhepresenceofthecandidates representatives.Whathappensifaballotfallsonthefloor?Onlyanelectionofficerisallowedto pickitup.Andthecandidatesrepresentativesarenotallowedtotalktotheelectionofficers, excepttochallengethevalidityofaballot.

3.4.1

SORTINGTHEBALLOTS:ANIMPORTANTSTEP

Ifyouareusingdifferent-colouredballotsforthedifferentpositionstobefilled(e.g.,bluefor president,yellowforvice-president,etc.),youbeginbyemptyingtheballotboxesonebyone andmakingaseparatepileforeachcolour.Thisisthesortingstage.Itisimportantthatyou sorttheballotsandnotethetotalnumberofballotsineachboxbeforecountingthevotesfor eachcandidate.Why?Becauseitmakesthecountingstagemucheasierandallowsyoutomake surenoonehasputballotsintheboxfraudulently. Ifthecandidatesagree,youcansorttheballotsthenightbeforethecount.Otherwise,doitthe sameday. TheDROsandpollclerksusuallysorttheballotsunderthesupervisionoftheCEOorRO.If theDROsandpollclerksarenotallfreethenightbeforethecount,theROandassistant ROscansorttheballotsinthepresenceoftwoDROsandtwopollclerks,andthecandidates representatives.

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3.4.2

HOWTOSORTTHEBALLOTS

1. Dealwithoneballotboxatatimeandsorttheballotsbeforeopeninganotherbox. 2. TheCEOorROshowseachboxtothepersonspresent.Youmustcomparethenumberonthe sealontheboxwiththenumberalreadyonthecontrolsheet. 3. Opentheboxandemptytheballotsoutonatable.Showeveryone,includingthecandidates representatives,thattheboxisempty. 4. Theteamdoingthesorting(usuallytheDROsandthepollclerks)thenstartsitswork.Sort theballotsbycolourintoseparatepilesandsecureeachpilewitharubberband.Ifoneof theballotsseemstobemarkedinanon-regulationmanner,keepitwiththeotherballotsof thesamecolourfornow.Itwillberejectedduringthenextstage,thecounting. 5. Counttheballotsintheballotbox,thespoiledballots(containedinaseparateenvelope) andtheunusedballots.Thetotalshouldbethesameasthenumberofballotsissuedforthe dayinquestiontotheDROconcerned.Thisallowsyoutoensurethatnoonehasputballots intotheboxfraudulently. 6. Ifyouarenotcountingtheballotsimmediately,placethesortedandsecuredballotsback intheballotbox. 7. Closethebox,sealtheslotandaskthosepresenttoinitialtheseal. 8. Puttheballotsinasafeplaceuntilthedaytheyarecounted.Onthatday,theROoraDRO willtakethesortedballotstotheappropriatecountingtable.

3.4.3

PREPARATIONSFORTHECOUNT

Nowwehavereachedthecountingstageproper.Setasideanentiredayforthis.Youthink theprocedureisalittlecomplicated?Well,ittakesalotofmeasurestoprotecttheintegrity ofthevote.Hereissomepracticaladvice: Setupacentralcountingarea(Form21),becauseitisbettertocountalltheballots inasingleplace. Haveseparateenvelopesforthevalidballotsandrejectedballotsforeachcandidate. Thiscanbeveryusefulwhenoneormorecandidatescontesttheelection. Beforebeginning,reviewtheprocedureswiththeDROsandpollclerkswhowillbecounting thevotesunderyoursupervision,anddoitinaloudvoicesothecandidatesrepresentatives canhearyouatthesametime. Distributeexamplesofmarkedballotstoeveryonepresent(Forms22Aand 22B). DistributethetallysheetstotheDROs,clerksandcandidatesrepresentativespresent (Form23). Setasideacountingtableforeachoftheelectedpositions(president,vice-president,etc.). TheDROandpollclerksitonthesameside,withthecandidatesrepresentativesfacingthem.

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3.4.4

HOWTOCOUNTTHEBALLOTS

1. TheDROtakesaballot,checkstheinitialsontheback,showstheinitialstothecandidates representatives,turnstheballotbackover,verifiesthemarkinfavourofthecandidate chosenandshowsittothecandidatesrepresentativeswhilesayingthecandidatesname aloud. 2. Iftheballotisacceptedbyeveryone(asitgenerallyis),theDROputstheballotwiththe othersforthatcandidate.Aseparatepileiskeptforeachcandidate.Thepeoplepresentmark thetallysheet(Form23)astheballotsareaccepted. 3. Iftheballotisrejectedbyeveryonebecauseitdoesnotconformtotheregulations,theDRO putsitinapilereservedforrejectedballots. 4. IftheDROandoneofthecandidatesrepresentativesdisagreeaboutaballot,theDRO recordsthereasonforthedisagreementonForm24,Objectionstoballotpapers.The ballotsthatarecontestedareputinanenvelopeattachedtotheform.Immediatelyafter thecount,andonthespot,theCEOandROexaminethecontestedballotsandmakea decisionabouteachofthem.TheDROrecordsthesedecisionsonForm24. 5. Attheendofthecountofhisorherpollingstation,theDROestablishestheofficial statementofvotes(Form25)forhisorherpollingstation. 6. ThisstatementandthecountedballotsarethendeliveredtotheCEO. 7. TheCEOdoestheofficialadditionoftheballots,addingup(byhandorcomputer)theofficial statementsforallthepollingstations.Heorshethusdetermineswhichcandidatereceived themostvotes,andcanthenannouncetheresultstotheentirestudentpopulation.

3.5

CONTESTEDRESULTS

Whattodoifacandidateconteststheresults?Firstofall,itwouldbeagoodideatoproceed automaticallywitharecount,i.e.,additionofofficialstatementsofthevote,ifthemargin betweenthefirsttwocandidatesis25votesorless. Ontheotherhand,ifacandidateconteststheelection,thisrecountbecomesimperative, asdoesasystematicverificationofrejectedballots. Youcan,ifyouwish,consultourlegalcounsel.Severalcollegesanduniversitieshaveastudent tribunalthatiscapableofsettlingthequestion. TheCEOshouldthinkcarefullybeforemakingthedecisiontodisqualifyacandidate.Wewould suggestmakingsureofthefactsandcircumstancesandconsultinglegalcounselbeforedoing sotoavoidcostlyandunnecessaryconflicts.

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CONTRIBUTIONSFROMOUR C O L L A B O R ATO R S

4.
4.1

CONTRIBUTIONSFROMOURCOLLABORATORS
AVOIDINGCONFLICTOFINTEREST

Ingeneral,aconflictofinterestisasituationinwhichoneindividualoccupiestwopositions orundertakestwofunctionswhichareinoppositiontoeachotherandwhichcancausethat individualtoactonthebasisofdividedorevencontradictoryloyalties.Theconflictofinterest concepthascometoincludenotonlyactuallyconflictingsituations,butalsothosewhere theconflictispotential,aswellasthosewhereathirdpartymightperceiveconflict. Inthefieldofelections,thenotionofconflictofinterestiscloselyrelatedtothatof impartialityorneutrality.Itsrealsenseisthatincircumstanceswhereanindividualiscalled upontoadjudicateortodecideontheconflictinginterestsofotherindividuals,theperson decidingshoulddosowithoutovertlyrepresenting,orallyinghimself/herselfto,theinterests ofoneofthecontestants. Inthedemocraticcontext,theseconceptscanbeappliedbydirectingthatanyoneparticipating intheadministrationofanelectionshouldrefrainfrombeingacandidateorfromopenly favouringacandidate.Conversely,nocandidate,nopersonworkingforacandidateand nopersonopenlyfavouringacandidateshouldbeadmittedtoapositionintheadministration oftheelectionwhereheorshehassoledecision-makingpowers. Theserulesarejustasvalidinstudentelectionsatapost-secondarylevelastheyareinthe runningofpublicelections,ifthetenetsofdemocracyaretobeobservedandiftheresults oftheelectionaretobeacceptedaslegitimate.

4.1.1 PRACTICALAPPLICATION Observanceofrulessuchasthesewillimprovethecondenceofstudentsintheelectoralprocess: TheCEOshoulddesignandadministertherulesforelectingmembersofthestudentcouncil, aswellastherulesrelevanttoconflictofinterest. MembersofthecurrentcouncilandanypersonholdingpoliticalofficeintheSRB(student regulatorybody)shouldnotbeengagedinrunningtheelectionorinappointingelection officersfromamongtheirranks. Membersrunningforre-electionandtheirelectionorganizers(i.e.,campaignmanagers,etc.) shouldalsofollowtheseguidelinesby,forinstance,choosingtheircandidatesrepresentatives fromthegeneralstudentpopulation,ratherthanfromamongfellowcouncilmembers. Thoseactuallyhiredand/orappointedtoorganizeandruntheelectoralprocessshouldnot themselvesberunningforcouncilandshouldnotopenlyfavourcandidatesorcampaignforthem.

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4.1.2

APPOINTMENTANDQUALIFICATIONSOFELECTIONOFFICERS

Whenselectingandappointingyourelectionofficers,especiallythechiefelectoralofficerand returningofficer,itisimportanttokeepinmindthattheymustbefullycommittedtofollowing theproceduresforadministeringelectionsandreferendumswithintheirmandateinanonpartisanmanner.Thedutiesofelectionofficersarevariedandcallfortheuseofawiderange ofmodernmanagementtechniques:financialplanning;material,humanandfinancialresources management;contractnegotiation;publicandmediarelations;andofficeautomation,toname afew.Electionofficersmustbecompetentintheseareasandveryefficientinordertocomplete allthetasksinvolvedwithinaveryshortandspecifictime. Astheindividualsresponsibleforensuringtheintegrityandhonestyoftheelectoralprocess, thechiefelectoralofficerandthereturningofficermustalsoclearlydemonstratecertain personalqualities.Soundjudgment,patience,tact,discretionandlotsofenergyareessential. BoththeCEOandtheROarerequiredtomakemanyimportantdecisionsbasedonavarietyof circumstancesandconditionsandtoresolvethemanyproblemsthatcanariseoverthecourse ofanelectionorreferendum. Theworkofelectionofficersisbynatureimpartialandnon-partisanandtheymustconductall businessaccordingly.TheCEOandtheROmustabstainfromallactivitiesofapoliticallypartisan natureduringthewholeoftheelectionorreferendumperiod.Deputyreturningofficersandpoll clerksmustabstainfrompartisanactivitiesonelectiondays. Therefore,whenselectingyourelectionofficers,especiallyyourCEOandyourRO,youshould dosowithconsiderationandvigilance.Ajudiciousselectionatthebeginningoftheprocess willeliminatemanypotentialproblemslateronduringtheelectoralevent.

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4.2

THECHIEFELECTORALOFFICER
SimonPetit,ChiefElectoralOfficer,199495,UniversityofOttawa

Throughelections,studentsseekoutcompetentleaderstoserveastheirrepresentatives.This entailsnotonlyacomplicatedlogisticalexercise,butalsoahighdegreeofinterpersonalskill onthepartofthechiefelectoralofficer(CEO).Inordertosafeguardthedemocraticprocess, theCEOmustatalltimesdemonstrateimpartiality,fairnessandco-operation. Impartialityisanessentialprinciple.Firstandforemost,theCEOmustkeepaproperdistance fromelectedofficials,suchastheoutgoingexecutiveormembersofaboardofadministration. Thisisespeciallytruewhenincumbentofficialschoosetorunforre-election.Whilepartisanship isexpectedinthecampaignsofcandidates,itisimperativefortheCEOtoensurethatthe electionprocessitselfremainsfreeofanypartisaninfluence. Fairnesstowardscandidatesconstitutesthesecondfundamentalprinciple.TheCEOplaysa pivotalroleinthedemocraticprocessand,assuch,theCEOsdecisionscantipthebalancein favourofonecandidateattheexpenseofothers.Therefore,theCEOmustestablishanobjective setofelectoralproceduresandenforcethemequallyonallcandidates.Ifanyoneinvolvedwere tofeeltreatedinabiasedorunfairmanner,doubtscouldberaisedaboutthelegitimacyofthe electoralprocess.Attheveryleast,thiswouldunderminethemandateofthenewlyelected officialsanditwouldbedifficultforthemtoundertakeaconstructiveandsuccessfulterm. Attheveryworst,theresultsoftheelectioncouldbedeclaredinvalid,wastingstudentfunds andcountlesshoursofpreparation. TheabilitytoinspireteamworkisthethirdessentialqualityofanyCEO.TheCEOmustwork closelywiththeteam,thecandidatesandallotherinterestedparties,suchasthestudent press,tomakecertainthatallofthemareawareoftheirrolesinthisprocess.Conflictsand disagreementsmayariseduringthecourseofanelection,butopenandhonestcommunication isthebestwaytoensurethateveryoneisabletomakeanhonestcontributiontothesuccess oftheevent.Theimportanceofactivelysolicitingfeedbackfromeveryoneinvolvedcannotbe stressedenough.Thisinputcanthenbeusedtoimprovetheprocessandtofashionaflexible frameworkthatisadaptabletochangingcircumstancesandcrisis. ThesethreebasicprinciplesprovedinvaluableduringmytermasCEO.Butitisimportantto rememberthattheymustbeappliedintandemwithsmoothandefficientlogistics,andthorough organizationandpreparation.

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4.3

THECANDIDATEANDTHECHIEFELECTORALOFFICER
RobertJamieson,Vice-President,199394,CarletonUniversity

CandidateslooktotheCEOastheultimatearbiteroffairnessinacampaign.Favouritism,or eventhehintofit,iswhatcandidatesfearmostinaCEO.ItisforthisreasonthattheCEOs everymoveiswatchedpriorto,during,andevenshortlyafteranelectioncampaign.Everyone theCEOspeaksto,includingoldfriends,cancomeunderthescrutinyofthecandidates.Tobe fair,notallcandidatesthinklikethis,buttherearealwaysacouplewhowillquestiontheCEOs motives.Therefore,candidatesexpectthattheCEOwillmaintainadistancefrompeoplewhomay beseenashavingpartisaninterests,includingtheexecutiveoftheSRB. IhavefoundthatinmanySRBsasocialnetsurroundscampuspolitics,whichencourages rumourstospreadquickly.Therefore,itisbesttosetthetoneveryearlyinanelection campaign,byoutliningpreciselyalltherulesandregulationsgoverningtheelectionatan informationsessionthatgatherstogethercandidates,campaignmanagersandelectionstaff.As thecampaignprogresses,theCEOsadditionalrulingscaneasilybecomethesubjectofrumours, especiallyiftheserulingsarenotinwriting.Itis,therefore,agoodideatopostanynewrulings inpredeterminedareas.Thiswillprevent40differentcandidatesandtheirmanagersfrom appearingattheelectionofficebecausetheyheardthroughthegrapevineofarulechange! Clear,consistentandopencommunicationisanecessitybetweencandidatesandtheCEO. CandidatesrealizethatagreatdealofauthorityrestswiththeCEO,andwanttoheardecisions directlyfromtheCEO.Therefore,whiletheCEOmaydelegatesometaskstoassistants,theCEO shouldbetheonetoinformthecandidatesaboutallrulings. Somecandidatesmayhangaroundtheelectionoffice,perhapsseekinginformation,but sometimesjusttohearandseewhocomesinandout,whoisphoningin,etc.TheCEOshould dealwithonecandidateatatime,andnotallowotherstafftodiscussanyelectionissuesin thepresenceofcandidates. Ihaveneverexperiencedanelectionwheresomeonedidnotthinkthatsomethingillegalwas goingtohappen.ItisuptotheCEOtoprovethatafairelectionistakingplaceandtoestablish atrustingrelationshipwiththecandidates.Oncethistrustisearned,candidateswillstop worryingabouttheCEOsactions,andwillfullyconcentrateontheelectoralcampaign.

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4.4

ARETURNINGOFFICERSREPORT
LindaBelzile,ReturningOfficer,199496,UniversityofOttawa

AfterparticipatinginthreeyearsofelectionsandreferendumsattheUniversityofOttawa, Ihavediscoveredwhatworksandwhatdoesnotworkinourstudentelections.Thisgeneral guidetotheROstasksisbasedonmyexperienceandshouldgiveyouagoodideaofwhat toexpectthroughoutyourmandate.

4.4.1

ADVERTISING/PUBLICITY

AttheUniversityofOttawa,weseeksponsorstohelpsubsidizeourelections.Avariety oforganizationsinyourareacanbeapproachedtohelpfinancetheproductionofT-shirts andposters,ortohelpcoverotherexpensesyoumayincurduringtheelections.Forinstance, youcouldreducethecostsofageneralmail-outbyattachingthemail-outtocompany advertisementsorbysimplyaddingoneormorecompanylogostoyourmail-outpackage. Becareful,however,toavoidanypossibleconflictofinterest,eitherrealorperceived,between asponsorandanyofthecandidates.

4.4.2

INFORMATIONSESSION

Aninformation/recruitingsessionforpotentialelectionstaffshouldbeheldasearlyasthree monthsbeforetheelections,ifpossible,allowingtimeforasecondinformationsessionif required.Putupposterswithallthenecessaryinformationforthesession:date,timeand location,aswellasaphonenumberelectionofficeorSRBofficeincasestudentshave questionspriortothemeeting.Whencreatingtheposterstoannouncethemeetingdates,times andlocations,beascreativeaspossible,andphotocopythemonverybright-colouredpaperso thattheystandout.Atthesession(s),obtaineachpotentialemployeesname,studentnumber, phonenumber,timetable,hoursofavailabilityandfacultyordepartmentofstudy.Allthis informationwillcomeinhandywhenyouarechoosingyourstaffandmakingupyourschedule.

4.4.3

TRAININGSESSION

Onceyouhavechosenyourelectionstaff,organizeatrainingsessionforthewholeteam: assistantreturningofficers(AROs),deputyreturningofficers(DROs),pollclerksandback-ups. Duringthetrainingsession,youshouldpresenttotheelectionstaffallrules,regulations, instructionsandexplanations.ThetrainingsessionmustbemandatoryforallDROsandpoll clerks,andtheyshouldberemuneratedforattending.Ifyouusecomputersinyourelection, makesureyouhaveacomputerandtheprogramonhand,sothatthepollclerkscangetthe necessarypracticalexperience.Theaveragetrainingsessioncanlastanywherefromthreetofive hours,soplanaheadandmakesureitiswellprepared,inordertokeepyourteamsattention throughoutthesession.Encourageyourstafftoaskquestionsthroughoutthepresentation,so theydonotforgetthembytheendofthesession.Ifyouhaveemployeeuniforms,e.g.,T-shirts, thisisagoodtimetodistributethem.Thetrainingshouldtakeplaceasclosetotheactual electiondaysaspossiblesotheinformationwillbefreshinyourteamsminds.Thiswillcut downonthedegreeofconfusiononthefirstpollingday.

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33

4.4.4

SCHEDULING

Theeasiestwaytoplanyourscheduleistomakeachartandsimplyplacethenamesinthe appropriatespots.Rememberthatthebestemployeesarethosewhoaredynamic,energetic, responsibleandavailablefortheentirepollingperiod.Usegoodjudgmentanddonotbeafraid toplacefriendstogether:oftentheyencourageoneanothertoworkharder.Anexcellentmethod ofattractingvotersistoassignemployeestopollingstationsinthebuildingoftheirfaculty ofstudy.Thisgivesthemachancetoencouragetheirfriendstovote.Onceyourscheduleis completed,alwaysmakesureyouhaveacoupleofback-upsincasesomeofyourstaffdecide theycannotworkthehoursyouhavescheduled,andincludetheAROscheduleaswell.Copies ofthefinalversionofthescheduleshouldbepostedonthedooroftheelectionofficeand distributedtothesecretaryattheSRB,aswellastoallelectionstaff.Forasampleschedule, seeForms11and 12 intheFormsandsamplessection.

4.4.5

BEFOREPOLLINGBEGINS

Makesurethatallyoursuppliesareinandthateverythingisreadyforelectiondays.Haveyour ballotboxesandothermaterialsreadyandarrangetheminsets:eachballotbox,votingscreen andsetofsuppliesshouldbelabelledwiththenameofthepollingstationtowhichthey belong.Organizetheroominwhichtheelectionmaterialsarestoredsothatstaffhaveeasy accesstoalltheirpollingsupplies.Agoodtrickistopostthenamesofallpollingstationson awallandplacethesuppliesbelowthecorrespondingsign.

4.4.6

ELECTIONDAYS

Atthispoint,mostoftheworkisdoneandnowthetrouble-shootingbegins.Trytohaveashort meetingwithalltheelectionstaffeverymorning.Thisisanopportunitytoinformthemofany changeswhichmustbeorhavebeenmade.Italsoconstitutesanexcellentoccasiontogive thempositiveenergyinthemorning.Trytorememberthatifyouaresmiling,itmaygivethem areasontodothesame!TheotherthingIwouldrecommendisforyoutohaveacellularphone orwalkie-talkieonhandatalltimesduringelectiondays,aswellasacopyofthescheduleand allaccompanyingnotes(staffwithexams,medicalappointments,etc.).Youareresponsiblefor knowingwho,what,where,andwhenatalltimesduringelectiondays,somakesureyouare wellorganized.Mostofall,writeeverythingdowntwice,ifnecessary.

4.4.7

COUNTINGBALLOTS

Theprocessofcountingballotsisonewhichshouldbetakenveryseriously.Ensurethatyouare inacontrolledenvironmentandthateveryoneintheroomknowswhattodoandunderstands theimportanceofwhattheyaredoing.Themosteffectiveandefficientwaytotabulatethe totalsisonacomputerwithaprogramsuchasLotus1-2-3orMicrosoftExcel.Ifproperlyused, theprogramwillinstantlygiveyoupercentages,totalsandallotherinformationyouwantto generate.Itwillalsoprovideyouwithnumberstoreporttothepartiescontestingtheelection asyougoalong.Justmakesuretocreatetheprogrampriortotheballotcounting.

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4.4.8

PAYROLL

AlthoughthismaynotbetheresponsibilityoftheROinallschools,doingthepayrollisaquick andsimpletaskifyouarewellprepared.Makesureyouhavetheelectionstafffilloutatime sheetfollowingeveryshifttheywork.Suchrecordswillhelpyouquicklymakethenecessary calculationsinordertopaythemasrapidlyaspossible.

4.4.9

OTHERTHINGS

Distributesomethingtothosewhovote,suchasastickerorabutton.Makeittastefuland fashionable,sothatstudentswillwearit.Thiswillhelpyouandthecandidatesidentifythose whohavealreadyvotedandmayencouragethosewhohavenotyetvotedtovote. Createacontestthatencourageselectionstafftoworkatreachingadailyquotaofvoters. Havetheelectionstaffmeetallthecandidatesbeforevotingbegins. Beconsistentinenforcingtherules:thiswillhelpyouavoidmanyproblems. Mostofall,keepsmiling,bepatientanduseyourimagination!Thereturningofficersposition canbelotsoffunifyoumakeitso!

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35

4.5

SAMPLEOFAPOLLINGOFFICERSGUIDEFOR DEPUTYRETURNINGOFFICERSANDPOLLCLERKS

Note:Thisguide(pages3638)wascontributedbyElectionsCarletonasanexample ofinstructionsforpollingofficers.Itisreproducedwithminoreditorialamendments. Pleasefeelfreetocopyanddistributeit,withtheappropriatecredit,oradaptittoyourown needsasnecessary. PeterSzyszlo~CERASIV1995

4.5.1

WORKINGTHEPOLLINGSTATION

ELECTIONDAYSUPPLIES

Ifyouareworkingthefirstshiftoftheday,itisyourresponsibilitytoarriveattheelections officeatprecisely10:45a.m.(Allothershiftsaretobeatthepollingstationtenminutesbefore thetimetheyarescheduledtostartwork.)Atthattime,youwillpickupallthenecessary equipmentforyourpollingstation. Thiswillinclude: theappropriatenumberofballotboxes,forexample: president; otherpositions; referendum; votingscreen; ballotcountbook; appropriatenumberofballots; largeenvelopewithsupplies,includinganenvelopeforcampaignmaterials; spoiledballotenvelope; pollingofficersguide. Ensurethatyouhavealltheballotsyouneedpriortoleavingtheelectionsofficeandrecheckwhen youarriveatthestation.Anydiscrepanciesmustbereportedtotheelectionsofficeimmediately.

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ELECTIONOFFTHESHELF

SETTINGUPTHEPOLLINGSTATION

Thereshouldbeasignindicatingeachpollingstation.Therewillalsobeatablewithtwochairs; iftheyarenotthere,useyourinitiative.(However,notifytheelectionsofficeifthesignis missing.)YourstationwillincludeaPCandswipemechanism. Ifthereareanycampaignmaterialswithin50feetofthepollingstation,removethem immediatelyandplacetheminthecampaignmaterialsenvelope.Pleaseensurethatcampaign materialsarenotbeingpostedordistributedwithinthe50-footzone.Wehavedemarcatedthis areawithElectionsCarletontape.

OPENINGANDCLOSINGTIMES

Votingbeginseachdayat11:10a.m.Thismeansthatnooneispermittedtovotepriorto thattime. Pollingstationscloseatexactly9:10p.m.Ifstudentshavebeenlininguppriortothe9:10p.m. deadline,allowthosewhowaitedtovote.

LASTSHIFTOFTHEDAY

Thelastshiftofthedayisrequiredtoreturnallelectionmaterialsimmediatelytotheelections office. TheballotboxshouldbesealedandinitialledbyboththeDROandthepollclerkbeforebeing returnedtotheelectionsofficeandstored.Thepollclerkmayproceedtotheelectionsoffice withthesuppliesandballotbox(es).TheDROmustwaituntilthetechnicianarrivestoputthe computeraway.Thiswillhappen,atthelatest,by 10:00p.m.

4.5.2

ELECTIONRULESANDPROCEDURES

1. Youarenotpermittedtodiscusstheelectionswithanyonewhileonduty,excepttoexplain votingrequirementsandprocedures. 2. Donotallowanymediacoverageofthepollingstation,unlesswrittenauthorizationhasbeen givenbytheCEO.Ifthereisaproblem,contacttheelectionsofficeimmediately. 3. Candidatesarenotpermitted,inanyway,shapeorform,tocampaigninthe50-foottapedoffarea.Iftheyattempttodoso,askthemtoleaveandreportthemtotheelectionsoffice. Theexclusionalsoappliestoindividualswhosevoicescanbeheardwithinthe50-footvoting zone.

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37

4. Whenastudentapproachesthepollingstation,thefollowingproceduresapply:
POLLCLERKSDUTIES

a)Askforthestudentcard. Nocard,novote!!! b)Swipethestudentcard. c)Determineforwhichposition(s)thestudentiseligibletovote. d)PassthecardtotheDROandinformhim/herwhichballotstoprovide.

DEPUTYRETURNINGOFFICERSDUTIES

a)Initialthebackofeveryballotthestudentiseligibletocast. b)Foldballotsandhandtothestudent. c)Instructthestudenttofoldthecompletedballotsandreturntoyouwiththem. d)Whenthestudenthasfinishedvoting,instructthestudenttoplacehis/herownfolded ballotsintheballotbox. e)Returnthestudentcard. 5. GraduatestudentsmaynotvoteinCUSA(CarletonUniversityStudentsAssociation)elections. 6. Votersmayonlyvoteforconstituencyrepresentativeswithintheirownconstituency.For example,aPoliticalSciencestudentmayvoteforArts/SSreps,butnotforComputerScience seats.PleaserefertotheflyerWhoVotesforWhat.Dontguess,refertotheflyer. 7. Ifavoterunintentionallyspoilsaballotandrequestsanother,writeSPOILEDacrosstheback oftheballotandplaceitinthespoiledballotenvelope.Youmaythengiveoutanewballot. In1995,theelectionsofficewaslocatedbehindPorterHallonthesecondfloorofthe Unicentre,andtheelectoralpersonnelwere: ChiefElectoralOfficer ReturningOfficer ReturningOfficer AssistantReturningOfficer KarolinaSrutek GiselleBetancourt PeterSzyszlo StephanieFarrington

Ifyouhaveanyquestions,pleasecontactthecurrentelectionsstaffatCarletonUniversity.

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4.6

VOTERINFORMATIONCARD
LeoComunale,President,199798,AlgonquinCollegeStudents Association

Afterusingthevoterinformationcardmail-outmethodinthepast,hereiswhatthePresident oftheAlgonquinStudentsAssociation,LeoComunale,hastosayaboutit. Avoterinformationcardisamail-outsenttoallregisteredvoterstoconfirmthattheyareon thevoterslist.Itcanalsobeusedtoinformthemofpertinentelectiondayinformation.The cardisusuallyinpostcardformat,printedonacardstock,withthepostageandnameofthe recipientononesideandtheelectioninformationontheother.AtAlgonquinCollege,thiscard mustbepresentedalongwithastudentidentitycardbeforevoting. Themostimportantthingtorememberwhensendingoutthecardsisthatyoumustsupportthem withsufficientadvertising.Trytoputuppostersinhigh-trafficareastoinformtheelectorate thattheywillbereceivingthecards.Also,ifvotersarerequiredtopresentthecardtovote,make surethenecessaryadvertisementsarepostedwellinadvancesothatthecardsarenotrecycled orleftathomeonelectiondays.YoucouldalsoprinttheinstructionBringthiscardwithyou whenyoucometovoterightonthecarditself.Theadvertisementsforthevoterinformation cardsshouldincludethewho,what,when,whereofyourelectionprocess.Whilemaintainingthe electiontheme,youshouldtrytomakethevoterinformationcardasattractiveaspossible. Youcancutdownthecostsbyputtingthevoterinformationcardinanenvelopeandfinding afewcompaniesthatwilladdtheiradvertisingtothemail-out.Althoughthismakesitalittle moredifficulttoensurethatallrecipientswillactuallyseethecard,withtheappropriate advertising,thecardscanpotentiallyincreaseyourvoterturnout.Ifyouoptfortheenvelopes, youcouldalsoconsideraddingalistofthecandidatesrunningforeachpositiontothemailout.Eitherway,startthinkingaboutitveryearlyinyourelectoralprocessinordertoavoid delaysindelivery. SeetheFormsandsamplessectionforanexampleofavoterinformationcard(Form3).

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39

4.7
4.7.1

ELECTRONICVOTINGSYSTEMS
ADVANTAGESOFUSINGACOMPUTERSYSTEMVERSUSSTUDENTLISTS KarolinaSrutek,ChiefElectoralOfficer,199596,CarletonUniversity

Theadministrationsdecisiontochangetostudentcardswithamagneticstripcatapulted ElectionsCarletonintocyberspace.ElectionsCarletonincorporatedintoitselectoralprocess acomputerprogramthatusedthenewcardstokeeptrackofthestudentswhovoted,thus eliminatingtheproblemofstudentsvotinginthewrongfacultyorcastingtheirvotetwice. Inthepast,studentswenttoapollingstation,handedintheirstudentcards,weremarkedoff themasterstudentlist,andthenweregiventheirballots.Amasterlistwasavailableateach pollingstation,sopollingofficialscouldcheckifthestudentwaseligibletovote,andensure thatthestudentwouldntreturntothesamepollingstationtwice.DuetoCarletonssize (20 000undergraduates),ninepollingstationsweresetuptoserveallareasofcampus.The problemofstudentsgoingtoanotherpollingstationtovoteagaincouldnotbecontrolled, becausetherewasnocommunicationamongpollingstations.Thisproblemwassolvedwiththe decisiontopunchaholeinapre-designatedareaonthestudentcard,thusindicatingtoevery pollingofficialthatastudenthadalreadyvoted. Twoproblemsarosewiththepunchingofstudentcards.First,chiefelectoralofficersdidnot keeparecordoftheareastheydesignatedforpunching.Althougheffortsweremadeeachyear toselectanewarea,manystudentswereturneddownatthepollingstationsbecausetheircards appearedtoshowtheyhadalreadyvoted.Second,somestudentsrefusedtocasttheirballots whentheyrealizedthattheirstudentcardswouldbepunched.Thiswasunderstandable:a studentwhohadbeenatCarletonforanumberofyearsandhadparticipatedactivelyinthe electoralprocesswouldnthavemuchofastudentcardleft.Itwaswithconfidence,then,that inthefallof1995weinstalledthecomputerprogram,hopingtoinvolvethosestudentswho didntwanttheirstudentcardspunchedandensurethateveryonehadthechancetovote. Withthenewcomputersystem,eachpollingstationhasonepersonalcomputerandaswiper toreadthemagneticstriponthestudentcard.Avoterhandshisorherstudentcardtothepoll clerk,whothenswipesthecard.Thecomputertellsthepollclerkthestatusofthestudent,the facultyandyearofstudy.Basedonthisinformation,theDROissuestheproperballots.Withthe swipingofthecard,thestudentsnameisautomaticallyenteredintothesystem,whichislinked totheotherpollingstations,andthereforethestudentcannotvoteagain.Becausefindingout astudentsstatusisdoneconcurrentlywithenteringthenameintothecomputerasavoter,the systemisprogrammedtoerasethestudentsnameifheorsheisnoteligibletovote. AsCEO,Iwasequippedwithacomputerwhichwaslinkedtoallthepollingstations,andIwas abletomonitoreachstationatalltimes.Icouldseewhenpollingstationofficialscloseddown theirstations,andforhowlong.Iwasalsoabletoreceivearunningtotalofvotescastateach station.Mystaffmadetheroundsofthepollingstationsonaregularbasisandalsowhen problemsarose,whichenabledmetooverseetheentireprocessfrommyoffice.Attheendof theday,Ireceivedacomputerprintoutofalltheactivitiesateachstation.Ialsoreceiveda reportonthenumberofballotscastateachpollingstation,whichcouldthenbecomparedwith thenumberofballotsintheballotbox.Thisdocumentationconfirmedthefinalresultsand couldbeusedtoprovethevalidityoftheresultsincaseofachallenge.Itshouldbeunderstood

40

ELECTIONOFFTHESHELF

thatthecomputersystemsimplykeepstrackofthestudentswhovoted,andbynomeans recordshowthestudentsvoted.Thesecrecyofthevoteisparamountandisalwaysprotected. Inallcases,thestudentstillmustphysicallymarkaballotbehindavotingscreenanddeposit itintotheballotbox. Althoughinitiallytheinstallationofthissysteminvolvedextratime,managementandmoney, theinvestmentprovedtobehighlybeneficial.Thesystemisefficient,compactanddependable. Itdemonstratestothestudentbodytheseriousnessoftheelectoralstaff.Irecommendthis routetoanyCEO!

4.7.2

ELECTRONICVOTING RyanPeters,President,199798,MohawkCollegeStudentsAssociation

Note:Thefollowinginformationisexcerptedfromamodelofanelectronicprocessprovidedto ElectionsCanadabyRyanPetersfromtheMohawkCollegeStudentsAssociationinHamilton, Ontario. Withthe21stcenturyrapidlyapproaching,itisnowonderthatelectronicvotinghasarrived ontheelectionscene.Althoughtheelectronicsystemdemandsasubstantialinitialinvestment, bothintimeandmoney,thereturnoninvestmentisquicklyrecoveredoncethesystemisinuse. Theuseofcomputerterminalsisessentialforelectronicvoting.Itispossibletoimplement theprocessusingtemporaryfacilities.However,permanentfacilitiesarepreferable. Ifyouarecurrentlywithoutstudentaccesscomputerterminals,thefirstthingyoumustdoto implementelectronicvotingistosetuptheterminalswithinyourinstitution(theinstallations, insomecases,canbemuchlikebank-machinefacilities).Thebestandmosteffectivewayof settingthingsupistoworkwiththecomputerdepartmentofyourinstitutionsadministration. Ifyoucurrentlyhavecomputerfacilitiesinstalledaroundyourcampus,thenextstepistobegin theprogrammingforvoting.Youwillneedtoincludethefollowingelementstomakeyour programwork.

STUDENTACCESSCODE

Thestudentaccesscodecanincludethecurrentidentificationnumberusedtoaccessallacademic informationoryoucouldchoosetoprovidevoterswithanentirelydifferentaccesscode.

ON-SCREENINSTRUCTIONSPLUSPRINTEDINSTRUCTIONS

Donottakeforgrantedthatvotersknowhowtoworktheprogram,eveniftheyhavebeen bombardedwiththeinformationsincethebeginningoftheelectionperiod.Trytoinclude on-screeninstructionsthroughouttheprocedure.Includeintheinstructionsaconfirmation messageforeveryactionavotertakes.Althoughyoudonothavetoconfirmthenameofthe candidateforwhomastudentvotes,trytoconfirmthatachoicehasbeenmadeandthat pressinganotherkeywillbringupthenextstep.

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41

THESTUDENTNUMBERDETERMINESQUALIFICATIONTOVOTE

Intheprogramdatabase,trytolinkeachstudentnumberwithinformationaboutthepositions forwhichthatstudentiseligibletovote.Thatis,createanautomaticsearch,basedonthe studentnumber,thatbeginswhenthestudentlogsonandwillshowonscreenwhichpositions thevotermayvoteforinthecurrentelections.

GIVEVOTERSTHEOPTIONOFVOTINGNOWORLATER

Inordertoallowvoterstoinformthemselvespriortovoting,thesystemshouldpostamessage askingthemiftheywanttovotenoworlater.Ifthestudentchoosestovoteimmediately,the messageshouldnotappearthenexttimeheorshelogson.Conversely,ifthestudentdecides nottovote,heorshewillseethesamemessagethenexttimetheylogontothesystem,as longasthishappensduringtheelectoralperiod.

MAKEASEPARATESCREENFOREACHPOSITION

Whencreatingtheprogram,makesureeachposition(includingthenamesofallcandidates runningforthatposition)andeachreferendumquestion(includingthenamesoftheyes/no committees)appearsonadifferentscreen.Separatingthescreenswillallowvoterstofocus clearlyonthepositionorquestionforwhichtheyarevoting,therebyreducingconfusion.

ALLOWTHEVOTERTOSELECTANO-VOTEOPTION

Ano-voteoption,equivalenttoarejectedballot,willallowthevotertochoosewhetheror nottovoteforaparticularposition.Rememberthatitisthevotersprerogativetoreject aballotanditisimportanttoaddthisoptionforeverypositionorreferendumquestion.

MAKETHECHOICEANUMBERSELECTION,NOTANAMETOTYPE

Attributeanumbertoeachcandidateandyes/nochoiceonreferendumquestions,ratherthan askingthevotertoinputthefullnameofthecandidateforwhomtheyarevoting,ortheyes/no response.Typinganumberratherthananamewillcutdownonthepotentialformistakesin selectionduetomistakesinspelling(e.g.,thevotertypesBelliveauwhenselectingcandidate Bliveau,andthecomputerselectscandidateBellevueduetothemoresimilarspellingpattern). Oncethechoiceisentered,askthevotertopressEntertoconfirmtheselection,toredothe selectionortomoveontothenextsection.

RETURNTOORIGINALSCREENWHENPROCESSISCOMPLETE

Oncetheselectionprocessiscomplete,makesuretheprogramreturnstotheoriginalscreen toallowthenextvotertoutilizetheprogramimmediately.

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SAMPLEOUTLINEOFPROCEDURE

Step1. Step2. Step3.

Pressstudentaccesskey. EnteryourstudentnumberfollowedbystudentPIN. AnswerYESorNOtotheVoteNow?prompt.(IfYES,thiswillbetheonly timeduringthevotingperiodthatyouwillhaveaccesstothevoting/referendum screen;ifNO,thevoting/referendumscreenwillcomeupagainthenexttimeyou logonwithinthevotingperiod.)

IfYES,gotostep4;ifNO,screenwilldisappearandyoumayactivateotherprograms. Step4. (Eachcandidateislistedwithanumberbeforehisorhername,alongwitha no-votechoiceatthebottomofthecandidateslist.)Tovote,selectanumber andpressEnter. PressYEStoconfirmyourvoteorNOtoreturntostep4. Whenyourvotehasbeenconfirmed,repeatsteps4and5untilyouhave respondedtoallthescreenslistingcandidatesforwhomyouareeligible tovote. SelectReturntoMainMenutoexitthevotingprogram.

Step5. Step6.

Step7.

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GLOSSARY O R D E R I N G E L E C T I O N M AT E R I A L S E V A L U AT I O N

GLOSSARY
compiledbyLindaBelzile,ReturningOfficer,UniversityofOttawa

Ballot

thepaperonwhichavoterindicatesachoiceinanelection orreferendum apersoninchargeoforganizingthecampaignofacandidate apersonseekingelection apersonrepresentingthecandidateatapollingstationand/or attheofficialvotecounting thenon-partisanofficerwhodirectsandsuperviseselectionsand referendums theelectionofficerwhoisresponsiblefortheconductofa pollingstationandwhohandlestheballots alsoreferredtoaspollingday(s) includesthechiefelectoralofcer,assistantchiefelectoralofcer, returningofcers,deputyreturningofcers,andpollclerks aperson/personsentitledtovoteinanelectionorreferendum aformsignedbytherequirednumberofelectorsandfiledwith thereturningofficersothatthecandidatecanseekofficein theelection apersonauthorizedtoenterintocontractsonbehalfofthe candidate;apersonappointedbyapoliticalpartyorcandidate toensurethatthepartysorthecandidatescampaignis conductedinaccordancewiththelaw

Campaignmanager Candidate Candidatesrepresentative

Chiefelectoralofficer (CEO) Deputyreturningofficer (DRO) Electionday(s) Electionofficers

Elector/electorate Nominationpaper

Officialagent

Officialstatementofvotes areportwhichincludesthetotalnumberofvotesobtainedby eachcandidateandthenumberofrejectedandspoiledballots Platform astatementofpositionsonissuesbyapoliticalpartyor candidate agroupofpersonsorganizedtonominateandsupportcandidates atelections

Politicalparty

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47

Pollclerk Qualifiedtovote

thepollofficerresponsibleforthevoterslist meetingtherequirementstovoteassetoutintherulesand regulationsgoverningtheelection aballotimproperlymarkedwhichisfoundintheballotbox apersonappointedtoorganizetheelectionsandsupervisethe pollingstationsduringanelectioninagivenelectoraldistrict aballotimproperlymarkedandexchangedforanewone aballotwhichisproperlymarkedandcounted anelectorwhovotes alistofpersonseligibletovote;alsoknownasthelist ofelectors anofficialdocumentpublishedbythechiefelectoralofficer,and senttoallreturningofficers,directingthatanelectionbeheld andindicatingthedatesandtimesforcampaigningandvoting

Rejectedballot Returningofficer(RO)

Spoiledballot Validballot Voter Voterslist

Writofelection

48

ELECTIONOFFTHESHELF

ORDERINGELECTIONMATERIALS

Pleasenotethatourmaterialscanbephotocopiedandmodified. However,thelogoofElectionsCanadashouldNOTappear onanymodifiedforms.Wegreatlyencourageyoutoreplaceourlogo withyourown.And,bytheway,ifyouhavedevelopedalogo,please sendusacopy.Weareverymuchinterestedinwhatyouaredoing! Ifyouhaveanyquestions,pleasedonothesitatetocalltoll-freeat 1800463-6868.

ORDERINGELECTIONMATERIALS Feelfreetoordersuppliesforyourelection.Deliverywillbequicker ifyouorderbyfax,butpleaseallowthreetofourweeks. Usetheorderformonthefollowingpage.

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49

ORDERFORMFORELECTIONMATERIALS

ITEMNo. EC50250 EC99606 EC99607 EC50190 EC50240 EC50170

DESCRIPTIONOFITEM Ballotboxwith:
Shortseals(4perballotbox)
Longseals(2perballotbox)
Slotseal(1perballotbox)
Votingscreen Template(forvisuallyimpairedelectors) tofitECmodelballot

QUANTITY

NAMEOFINSTITUTION CONTACTNAME ADDRESS CITY POSTALCODE PROVINCE/TERRITORY TELEPHONE( )

Fax,mailorphoneyourorderto: EnquiriesUnit
ElectionsCanada
257SlaterStreet
Ottawa,Ontario K1A0M6
Fax: Phone: 1888524-1444(toll-free)or(613)954-8584
1800463-6868(toll-free)

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ELECTIONOFFTHESHELF

EVALUATION
INORDERTOIMPROVETHISELECTORALPACKAGE,WEWOULDAPPRECIATEYOURCOMMENTSAND YOURRESPONSETOTHEFOLLOWINGQUESTIONS. 1. Whendoyounormallyholdyourstudentrepresentativebodyselections? 2. Aretherulesandregulationsgoverningyourelectionsdevelopedbyyourchiefelectoral officer? OraretheyestablishedbyyourSRB? 3. Doyoufeelthatthiskitingeneralsupportsyoureffortsasanelectionofficer?

4. Onascaleof1to5(5beingthehighest),pleaseratethematerialincluded (pleasecirclerating): (a) guestarticles (b) roleandresponsibilitiesofCEO (c) roleandresponsibilitiesofRO (d) formsandsamples 1 1 1 1 2 2 2 2 3 3 3 3 4 4 4 4 5 5 5 5

5. Wouldyoulikealistoftasksforeachelectionofficer? 6. Shouldweexpandtheglossaryofelectionterms? defined? Whichterm(s)wouldyoulike

7. Arethematerialsavailabletoyouthroughtheenclosedorderformuseful(e.g.,ballotboxes, etc.)? Haveweomittedsomething?

8. Aretheformsincludedgenericenoughtosuityourneeds? seeadditionalforms? Whichone(s)?

Wouldyouliketo

9. Wouldyouliketoobtainanyofourmaterialondiskette,sothatyoucanadaptitmoreeasily tosuityourneeds? Inwhatformat? Whichmaterial?

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51

10. WouldyouliketheopportunitytoconsultourOfficeorourlegalcounselonanyelectionrelatedissues?

11. Wouldyoulikemoreillustrations/diagrams?

Ifyes,pleasespecify:

12. YourcommentsonhowtoimproveElectionofftheShelf wouldbegreatlyappreciated!

(pleaseprint)
YOURNAME
ELECTORALFUNCTION/TITLE
COLLEGEORUNIVERSITY
ADDRESS CITY POSTALCODE PROVINCE/TERRITORY TELEPHONE ( )

Thankyouforyourkindassistance. PleasereturnthecompletedformtoCommunications Directorate,ElectionsCanada,257SlaterStreet,Ottawa,Ontario K1A0M6orbyfax: 1888524-1444(toll-free)or(613)954-8584.

Letskeepintouch! Donothesitatetocontactusifyouhavedonesomethingthatreallyworkswhichyou wouldliketosharewithusandotherCEOs. Yourcommentsandsuggestionstoimprovethepresentpackagewillbemostwelcome. Youwillreceivecreditforallthesuggestionsyoumakewhichareusedinfutureeditions of ElectionofftheShelf.

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FORMSAND SAMPLES

ELECTION CALENDAR

SUNDAY 34 33 32 31

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

SATURDAY 30

36

35

29

28

27

26

25

24

23

22

21

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-1

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-5

VOTE

ELECTION OFF THE SHELF

FORM 1

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

ELECTION OFF THE SHELF

FORM
2

VOTER INFORMATION CARD

1385 Woodroffe Ave. Nepean, ON K2G 1V8

FRONT

ALGONQUINCOLLEGESTUDENTS ASSOCIATION BOARDOFDIRECTORSELECTIONS

ThispostcardisyourvotercardfortheStudents Association PresidentialandVice-PresidentialElections.Presentthiscard alongwithphotoIDtovote.

VOTINGDAYS
Monday,February17/97toFriday,February21/97 9am-3pm Lookforthevotingstationsatyourcampus.

BACK

Formoreinformation,call727-4723ext.7711

ELECTION OFF THE SHELF

FORM
3A

VOTER INFORMATION CARD

FRONT

BACK

ELECTION OFF THE SHELF

FORM
3B

PART 1 CANDIDATES 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 candidates given name. A normal abbreviation of one or more of the candidates 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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FORM
4

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 DECLARATION

OF 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.

signature and student number of campaign manager

CONFIRMED BY ME this

day of

20

signature of chief electoral officer

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FORM
4

PART 4 NOMINATION PAPER

as candidate for the position of
name of candidate position solicited
.

I, the undersigned, nominate and support

NAME OF ELECTOR (PRINT IN BLOCK LETTERS)

STUDENT ID NUMBER

SIGNATURE OF ELECTOR

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FORM
4

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

signature of chief electoral officer

ELECTION OFF THE SHELF

date and time

FORM
5

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:

signature of chief electoral officer

signature of returning officer

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FORM
6

APPOINTMENT OF A CANDIDATES 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 candidates representative for the counting of the votes.

date

signature of candidate

AFFIRMATION OF CANDIDATES 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.

date

signature of person taking affirmation

AFFIRMED BEFORE ME

signature of chief electoral officer

detach here

IMPORTANT
FORM
7
ELECTION OFF THE SHELF

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.

RECEIPT LOG

Position:

Candidate:
Page of

RECEIPT NUMBER

PURPOSE OF RECEIPT

REMARKS

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FORM
8

FRONT AND BACK OF AN ELECTIONS CANADA BALLOT

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

NELSON, Sydney G.
Independent/Ind endant p

STEINBACH, Hanna

STUB

COUNTERFOIL

POLLINGDAY /JOURDUSCRUTIN November27,2000/27novembre2000

EN M CI LE PE S D MO

GENERAL ELECTION ELECTORAL DISTRICT OF OTTAWA CENTRE 2000 LECTIONGNRALE CIRCONSCRIPTIONDE OTTAWA-CENTRE

ELECTION OFF THE SHELF

FORM
9A

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.

IM S

LA U

ON TI

IM S

LA U

ON TI
FORM
9B

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

ELECTION OFF THE SHELF

perforations

cutting line

IM S

LA U

ON TI

head

binding edge

IM S

LA U

ON TI

IM S
STUB
(stays in the book)

LA U

ON TI

COUNTERFOIL
(see Form 10)

ELECTION OFF THE SHELF

FORM
9C

INSTRUCTIONS FOR DEPUTY RETURNING OFFICERS (DROs)

REGULAR VOTING PROCEDURE

1 2

AK
. yG dne , Sy NELSON a nn Ha H, STEINBAC n , Je CH STEINB A
a lm ie-A Mar LACOMBE,

lye

IK ,

STE STE INB A

LA CO MB E, NE LSO N, INB AC

LA

VI

K,

ra

A K L AV

FIR

ST FO LD C SE ON D LD

FO

TEAR BALLOT OUT OF BOOK WRITE YOUR INITIALS ON THE BACK

FOLD AND GIVE TO VOTER, WITH INSTRUCTIONS TO RETURN IT FOLDED THE SAME WAY

REMOVE AND THROW OUT COUNTERFOIL

VOTER DEPOSITS BALLOT IN BALLOT BOX

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WHEN BALLOT IS RETURNED, CHECK INITIALS AND SERIAL NUMBER

RETURN BALLOT TO VOTER

FORM
10

SAMPLE SCHEDULE
POLLS JOBS MONDAY TUESDAY WEDNESDAY SUBSTITUTES

Cafeteria

9:30 18:30

9:30 18:30 Aline Alpha Bart Beta 9:30 16:30 Gerri Gamma Dusty Delta 9:30 17:30 Everard Epsilon Ethelred Eta 9:30 16:15 Isidore Iota Kate Kappa 9:30 19:15 Larry Lamda Margery Mu 9:30 21:15 Nathalie Nu Ozzie Omicron 9:30 18:15 Patrick Pi Rameses Rho 9:30 14:30 Sally Sigma Timothy Tau 9:30 16:15 Ursula Upsilon Xerxes Xi 9:30 14:30 Ziggy Zeta Rene Rho

9:30 16:30 Aline Alpha Bart Beta 9:30 16:30 Gerri Gamma Dusty Delta 9:30 16:30 Everard Epsilon Ethelred Eta 9:30 16:15 Isidore Iota Kate Kappa 9:30 16:15 Larry Lamda Margery Mu 9:30 19:15 Nathalie Nu Ozzie Omicron 9:30 16:15 Patrick Pi Rameses Rho 9:30 14:30 Sally Sigma Timothy Tau 9:30 16:15 Ursula Upsilon Xerxes Xi 9:30 14:30 Ziggy Zeta Rene Rho Paulette Phi Philip Psi
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DRO PC
Mayflower Hall

Aline Alpha Bart Beta 9:30 16:30

Charles Chi

DRO PC
Lollard Library

Gerri Gamma Dusty Delta 9:30 17:30

Zella Zeta

DRO PC
Luddite Building

Everard Epsilon Ethelred Eta 9:30 16:15

Charles Chi

DRO PC
Fabian Hall

Isidore Iota Kate Kappa 9:30 19:15

Paulette Phi

DRO PC
Medialounge

Larry Lamda Margery Mu 9:30 21:15

Ophelia Omega

DRO PC
Sports Building

Nathalie Nu Ozzie Omicron 9:30 18:15

Bryce Beta

DRO PC
Horticulture

Patrick Pi Rameses Rho 9:30 14:30

Shawn Sigma

Astrology Lab

9:30 16:15

DRO PC
Cryology Department

Ursula Upsilon Xerxes Xi 9:30 14:30

DRO PC

Ziggy Zeta Rene Rho

FORM
11

DRO PC

Sally Sigma Timothy Tau

Ophelia Omega

SCHEDULE
POLLS JOBS MONDAY TUESDAY WEDNESDAY SUBSTITUTES

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

DRO PC

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DRO PC

FORM
12

DRO PC

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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FORM
13

DROs INITIALS SAMPLE SHEET

Polling station:

NAME OF DRO

INITIALS USED ON BALLOTS

DATE WORKED

SIGNATURE OF DRO

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FORM
14

POLLING STATION SET-UP

POLL CLERK
(Computerized or paper voters list)

BALLOT BOX

VOTING SCREEN DRO

(DEPUTY RETURNING OFFICER)

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FORM
15

PLACEMENT OF SEALS ON ELECTIONS CANADA BALLOT BOX

SEAL (EC 50190) SEAL (EC 99606)

SEAL (EC 99607) SEAL (EC 99606) SEAL (EC 99606)

SEAL (EC 99607)

SEAL (EC 99606)

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FORM
16

SEAL CONTROL SHEET

Polling station:

NAME OF DEPUTY RETURNING OFFICER

DAY

DATE

TIME

SEAL NUMBERS

INITIALS

signature of CEO/RO

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FORM
17

BALLOT CONTROL SHEET

Polling station: SHIFT: FIRST NUMBER: LAST NUMBER:

deputy returning officer NUMBER OF THE SPOILED BALLOT DAY DATE TIME

poll clerk REASON INITIALS

signature of CEO/RO

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FORM
18

NUMBER OF ELECTORS WHO VOTED

Date:

Polling station:

Deputy returning officer:

Poll clerk:

30

60

90

120

150

180

210

240

FORM
19
ELECTION OFF THE SHELF

270

300

Total for the day or for the working period

time

to
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.

ELECTION OFF THE SHELF

FORM
20

CENTRAL COUNTING AREA SET-UP

Restricted area Ballot boxes Restricted area Ballot boxes

Chie

f ele

ctor al of

ficer
Refreshments

Sorting table

Sorting table

President

Finance

Vice-president

Vice-president

Councillors

Board members

Vice-president

Senators

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.

Candidates representative Candidates representative

Candidates representative

Candidates representative Candidates representative

Rejected ballots

Candidates representative

Keep a separate pile for each candidates ballots and one pile for all rejected ballots. DROs pile of uncounted ballots

Candidates representative

Challenged ballots

POLL CLERK

DRO

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FORM
21

Tally sheet

SAMPLESOFMARKEDBALLOTPAPERSWHICHSHOULDBE ACCEPTEDANDCOUNTED

EC 50130 (06/95)

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

OFFICEOFTHECHIEFELECTORALOFFICEROFCANADA MEMORANDUMTODEPUTYRETURNINGOFFICERS TheattentionofdeputyreturningofficersisparticularlydrawntothedirectionsgivenintheDeputy Returning Officers Manual,whichdealwiththeacceptanceandrejectionof ballotpapers.Everydeputyreturningofficerisrequestedtobecomefamiliarthoroughlywiththeseinstructionsinorderthateverygoodballotpapercastinhis/her pollingstationmaybecountedatthecloseofthepollonelectionday. Eachelectorisexpectedtovotebymakingacrossinthesmallcircularspaceontheballotpaperattherightoftherectangularspacecontainingthenameofthecandidateof his/herchoice.Noballotpaperwillberejectedonlybecauseithasbeenmarkedwithawritinginstrumentotherthanablackleadpencilorwithamarkotherthanacross.In otherwords,ballotpapersmarkedinink,colouredpencilorsimilarinstrumentshouldbecounted.Similarly,ballotpapersmarkedwithamarkofanykind,suchasacheckmark, providedsuchmarkismadeinthesmallcircularspaceanddoesnotconstituteidentificationoftheelector,shouldalsobecounted. TheonlyballotpaperswhichthedeputyreturningofficerSHOULDNORMALLYREJECTarethosefallingwithinoneofthefollowingcategories: (a) Ballotpapersnotmarkedormarkedformorethanonecandidate; (b) Ballotpapersuponwhichtheelectorhasmadeanymarkorwritingbywhichhe/shecouldbeidentified;and (c) Ballotpapersnotmarkedinthecircularspacetotherightofacandidatesname. THECHIEFELECTORALOFFICER

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FORM

22A

SAMPLESOFMARKEDBALLOTPAPERSWHICHSHOULDBE REJECTED

EC 50130 (06/95)

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

AKLAVIK, lyerak
Political Affiliation/Appartenance politique

NELSON, Sydney G.
Independent/Indpendant

LACOMBE, Marie-Alma
Appartenance politique/Political Affiliation

STEINBACH, Hanna

OFFICEOFTHECHIEFELECTORALOFFICEROFCANADA MEMORANDUMTODEPUTYRETURNINGOFFICERS TheattentionofdeputyreturningofficersisparticularlydrawntothedirectionsgivenintheDeputy Returning Officers Manual,whichdealwiththeacceptanceandrejectionof ballotpapers.Everydeputyreturningofficerisrequestedtobecomefamiliarthoroughlywiththeseinstructionsinorderthateverygoodballotpapercastinhis/herpollingstation maybecountedatthecloseofthepollonelectionday. Eachelectorisexpectedtovotebymakingacrossinthesmallcircularspaceontheballotpaperattherightoftherectangularspacecontainingthenameofthecandidateof his/herchoice.Noballotpaperwillberejectedonlybecauseithasbeenmarkedwithawritinginstrumentotherthanablackleadpencilorwithamarkotherthanacross.In otherwords,ballotpapersmarkedinink,colouredpencilorsimilarinstrumentshouldbecounted.Similarly,ballotpapersmarkedwithamarkofanykind,suchasacheckmark, providedsuchmarkismadeinthesmallcircularspaceanddoesnotconstituteidentificationoftheelector,shouldalsobecounted. TheonlyballotpaperswhichthedeputyreturningofficerSHOULDNORMALLYREJECTarethosefallingwithinoneofthefollowingcategories: (a) Ballotpapersnotmarkedormarkedformorethanonecandidate; (b) Ballotpapersuponwhichtheelectorhasmadeanymarkorwritingbywhichhe/shecouldbeidentified;and (c) Ballotpapersnotmarkedinthecircularspacetotherightofacandidatesname. THECHIEFELECTORALOFFICER

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FORM

22B

TALLY SHEET
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 5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80 85 90 95 100 105 110 115 120 125 130 135 140 145 150 155 160 165 170 175 180 185 190 195 200 205 210 215 220 225 230 235 240 CANDIDATE CANDIDATE CANDIDATE CANDIDATE 5 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80 85 90 95 100 105 110 115 120 125 130 135 140 145 150 155 160 165 170 175 180 185 190 195 200 205 210 215 220 225 230 235 240

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FORM 23

OBJECTIONS TO BALLOT PAPERS

At the time of counting the votes, every objection by a candidates 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 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

NAME OF PERSON MAKING OBJECTION

REASON

ACCEPTED/ REJECTED

19 20 21 22 23 24 25

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FORM
24

18

OFFICIAL STATEMENT OF VOTES

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

Polling station: Date:

NAMES OF CANDIDATES (same order as on ballot)

NUMBER OF VOTES

NAMES OF CANDIDATES (same order as on ballot)

NUMBER OF VOTES

VALID VOTES CAST

REJECTED VOTES
(found in box but not counted as valid)

TOTAL VOTES CAST (number of electors who voted)

SPOILED BALLOTS (not deposited in ballot box)

+
2 =

signature of DRO

signature of poll clerk

SIGNATURES OF CANDIDATES REPRESENTATIVES

FORM
25
ELECTION OFF THE SHELF