Registration Official Manual: General and Advance Voting
October 2017 City of Vancouver
City of Vancouver 2017 RO Election Manual
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Thank you for accepting an appointment to serve as a Registration Official (RO) for the City of Vancouver. This manual for Registration Officials will be used at your training session and will be your reference guide on General Voting Day and during Advance Voting (for those working during advance voting). This manual includes instructions on using the electronic Voters’ List mobile application that will allow you to search, add, change, and record electors. This manual contains excerpts from the Presiding Election Official (PEO)/Alternate Presiding Election Official (APEO) Manual; however, the topics covered represent the specific duties you will be asked to undertake. You will be responsible for reviewing qualifications for registration and registering new electors in the electronic Voters’ List, reading the elector declaration to the elector and having them sign the general voting book, and issuing and demonstrating how to mark the ballot. Finally, you will perform general tasks throughout the voting station as assigned by the PEO or APEO, including helping with the set-up and clean-up of the voting place. It is very important that your duties as the Registration Official be conducted in complete accordance with the requirements outlined in this manual. Please ensure that you have read this manual thoroughly, and that you fully understand all aspects of preparing for, conducting and closing the voting place. You will have the opportunity during your training sessions to ask questions about the material; and on voting day, the PEO at your voting place will be your main contact for all process related inquiries. For this election, face-to-face training is required for all PEOs, APEOs, ROs and VCs. Although you may have served as an Election Official in the past, there are many changes this year. All Registration Officials must read the manual prior to attending training. You are encouraged to ask questions during training sessions and to share any recommendations and experiences you feel would be beneficial to others. Your “Appointment & Solemn Declaration of RO” will be administered by the PEO at your voting place. Sincerely,
Rosemary Hagiwara Deputy Chief Election Officer City of Vancouver 2017 RO Election Manual
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CONTENTS 1.
Introduction (Chapter 1 from PEO/APEO manual) .......................................................................................... 2 Important Phone Numbers ........................................................................................................................................2 General Election Information ....................................................................................................................................3 Staff Complement at Voting Places ...........................................................................................................................4 Roles and Responsibilities of the Registration Official (RO) ......................................................................................4
2.
Processing Electors (Chapter 6 of the PEO/APEO manual) .............................................................................. 5 Elector Age & residency Requirements .....................................................................................................................5 Using the Electronic List of Electors...........................................................................................................................6 Laptop Set-up Instructions ....................................................................................................................................6 Log into the electronic Voters’ list .........................................................................................................................9 Technical Difficulties ............................................................................................................................................11 Internet Connectivity Issues ................................................................................................................................11 Voting Place Procedures (Duties of the RO) ............................................................................................................13 Processing Electors ..............................................................................................................................................13 Duplicate Elector/Property ..................................................................................................................................55 Special Circumstances .............................................................................................................................................56 Deceased Electors ................................................................................................................................................56 Impersonation .....................................................................................................................................................56 Electors who voted in Advance ...........................................................................................................................56 Obscured Electors (An Elector voting under privacy protection) ........................................................................56 Elector requests Privacy Protection .....................................................................................................................57 An Elector is Challenged ......................................................................................................................................59 Ballots for University Endowment Lands (UEL) ...................................................................................................59 Elector with Invalid Information message in EVL ................................................................................................59
3. Reference Sheet for Registration Officials ........................................................................................................ 60 4. Yellow Pages – Illustrations and Sample Forms (see section cover for contents) .......................................... .Y-1
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1. INTRODUCTION
(CHAPTER 1 FROM PEO/ APEO MANUAL)
IMPORTANT PHONE NUMBERS
Election Office Telephone: 604.829.2010
COV 3-1-1 Contact Centre: Dial 311 or 604.873.7000
VP Technical Support Line: 604.673.8318 or 604.673.8319 (AVAILABLE ON VOTING DAYS ONLY)
Note: The PEO or APEO will contact these numbers if necessary. If you encounter an issue on voting day that requires contact with these support lines, immediately inform the PEO or APEO.
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GENERAL ELECTION INFORMATION
October 2017
Sunday
Monday
2
1
Tuesday
3
Wednesday
4
Thursday
Friday
Saturday
5
6
7
12
13
14
Advance Voting Day 8am-8pm
8
9
10
11
Advance Voting Day
General Voting Day
8am-8pm
8am-8pm
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
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STAFF COMPLEMENT AT VOTING PLACES Staff are hired for the full day, starting at 7 am until after the clean-up of the voting place is complete after the poll has closed, and must remain in the voting place at all times while voting is underway. Staffing numbers for the voting places (numbers may vary in some voting places): 1 PEO
8 Registration Officials
1 APEO
2 Voting Coordinators
*Stand-by Election Officials are available on an on-call basis if required. The Election Office is responsible for deploying where necessary.
ROLES AND RESPONSIBILITIES OF THE REGISTRATION OFFICIAL (RO)
Greet electors. Verify elector’s name and address in electronic Voters’ List. Perform elector strikeout in electronic Voters’ List. Review qualifications for registration and register new electors in electronic Voters’ List. Perform elector strikeout of new elector once entered. Make changes to existing registrations. Read the elector declaration to the elector and have them sign the general voting book. Issue ballot and demonstrate how to mark if necessary. Direct electors to voting booth and ballot box. Help with set-up and clean-up of the voting place. Perform general tasks throughout the voting station as assigned by the PEO or APEO.
Ensure that when you are helping electors you maintain a friendly and professional manner and do your best to ensure they are satisfied with their voting experience. Be respectful, courteous, patient and caring.
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2. PROCESSING ELECTORS
(CHAPTER 6 OF THE PEO/APEO MANUAL)
ELECTOR AGE & RESIDENCY REQUIREMENTS In order to vote in this election, you must on the day of voting, qualify as either a Resident Elector or a Non-Resident Property Elector as outlined below: A Resident Elector must:
A Non-Resident Property Elector must:
be a Canadian Citizen*
not be entitled to register as a Resident Elector (i.e. Do not live in Vancouver)
have been a resident of B.C. for at least six months immediately before registering to vote have been a resident of Vancouver for at least 30 days immediately before registering to vote be 18 years of age or older, or will be turning 18 on or before general voting day (born before or on October 14, 1999) not be disqualified by any enactment from voting in an election or are otherwise disqualified by law
be 18 years of age or older, or will be turning 18 on or before general voting day (born before or on October 14, 1999) have been a resident of B.C. for at least six months immediately before the day of registration be a Canadian Citizen* have been a registered owner of a real property in the City of Vancouver for at least 30 days immediately before registering to vote have not registered as a non-resident property elector in relation to any other parcel of real property in the City of Vancouver
* Landed immigrants who are not yet Canadian citizens are not eligible to vote
not be disqualified by any enactment from voting in an election or are otherwise disqualified by law If a property has more than one registered owner, only one of those owners may register as a Non-Resident Property Elector in relation to that property The only persons who are registered owners of the real property, either as joint tenants or tenants in common, are individuals who are not holding the property in trust for a corporation or another trust.
Please note the following 30 DAY AND 6 MONTH REQUIREMENTS applicable to Advance and General Voting Days (for electors registering at time of voting) Advance and General Voting Day
30 Day Residency Requirement
th
September 4 , 2017
th
September 10 , 2017 September 14, 2017
October 4 , 2017 October 10 , 2017 th October 14 , 2017
th
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6 Month Residency in BC Requirement nd
April 4 , 2017 th
April 10 , 2017 April 14, 2017
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USING THE ELECTRONIC LIST OF ELECTORS The City of Vancouver is using an Electronic List of Registered Electors at all Voting Places in 2017. The Electronic List of Registered Electors is a secure internet-based voter registration and strike-off system, which involves having a centralized database and laptops (electronic poll books) in each respective Voting Place so that when an elector attends the Voting Place and is issued a ballot, their name is struck off the voters list in real-time. When an elector votes, it will show when and where they voted in the central database. When you arrive in the morning, you will need to assist in connecting each of the laptops to an electrical outlet using the laptop’s power cord as well as plug in the mouse. Note: for the Westside Baptist Church voting place, please see the special instructions for your location.
Laptop Setup (mouse)
Laptop computers for your Voting Place are picked up from the Election Office the day before General Voting Day by the Presiding Election Official (PEO). Laptop peripherals (mouse and adapter cord) are provided at the same time. All of the computers, and the peripherals, are labelled as per your assigned Voting Place. LAPTOP SET-UP INSTRUCTIONS
Carefully take the computers out of the carrying case.
A sealed envelope with staff names and login passwords for the Voting Place is included in the PEO’s Portfolio box. Your PEO will provide you with your login information.
Before setting up the computers, the RO stations should already be set up. Each RO table will have a laptop set up on it. Of the utmost consideration, the RO table must be positioned in an area where you can connect to a power supply.
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Power bars and extension cords will have been delivered to your voting place in the supplies container (prior to General Voting Day). You may want to place these out first to determine the maximum distance that you can use between the plug and your tables. Remember, you will need to tape down the cords to ensure that there are no tripping hazards. Once you determine the configuration of the tables to the plug/power source, set up the tables.
Space the laptops with enough room between each computer for election supplies (training manual, ballots, general voting books, registration forms).
The computers should now be placed at the various tables, but don’t power them up yet!
First you will need to get the various computer accessories/peripherals plugged in.
The computer accessories/peripherals are: mouse and adapter cord (computer power cord)
The mouse has what is called a USB plug. This is what the plug looks like:
USB Plug
The USB plugs the mouse into the USB Ports. This is what the port looks like:
USB Port
As described above, plug the mouse into each computer port. It is recommended that you plug in the mouse closer to the front of the computer to allow for adequate working room.
Connect the adapter cord to the laptop and plug in the laptop to the main power source via the provided extension cords and power bar.
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The power connector is located on the left side of the laptop facing you
The computer adapter
Power Bar
Turn on the laptops.
Give the laptop some time to power up and then enter the username and password for the computer provided by the PEO.
Allow the laptop to load all of the applications.
Keep an eye on the laptop computers throughout the day.
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LOG INTO THE ELECTRONIC VOTERS’ LIST All Registration Officials should be comfortable using a laptop and have an intermediate knowledge of computer functions. The ROs will be using a web-based application to access the electronic Voters’ List. If, during the day, there is an issue with the internet, the ROs will use a backup desktop-based application (VoterView Express). The ROs must sign into both applications at the beginning of the day. Further instructions for using the secondary backup application can be found below under the heading “Internet Connectivity Issues.” 1. Follow the steps below to log into both applications for the electronic Voters’ List. Ensure the laptops are powered up using the instructions on the previous pages. Primary Web-based Electronic Voters’ List Login: 2. Open Internet Explorer located on the desktop. 3. In the address bar type www.voterview.ca and press enter. 4. The Login dialog window is displayed. 5. Enter the Username and Password. The PEO will provide you with the user name and password first thing in the morning. If you are having difficulties when you turn on the computer, advise the PEO immediately. 6.
Click
. The Home screen is displayed.
7. Click the Record Electors tab at the top of the window.
8. The Record Electors Setup screen is displayed. 9. Select Entire Voters’ List. 10. Your voting location name should already be in the voting location section. Confirm that the location is correct. If it is incorrect, select your voting location from the drop down box by typing the name. For example, Vancouver City Hall. 11. Select the correct date (e.g. October 14, 2017 on General By-election Day). 12. Click
.
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13. Under the Actions column, confirm that the voting place and the voting date are correct. Note: If one of these is not correct, click Change to re-open the Record Electors Setup Screen.
Click in the Setup column to revise the voting location and date if required.
The Record Electors screen is displayed and you are ready to accept electors. Backup desktop-based electronic Voters’ List Login: 1. Double click
from your desktop.
2. The Login Dialog box is displayed 3. Enter the Username and Password (these are the same for both the web-based and desktopbased electronic Voters’ List). 4. Click
. The Record Electors Setup screen is displayed. Select Entire Voters’ List.
5. Select your voting location from the drop down box by typing the name. For example, Carnegie Centre. 6. Select the correct date (e.g. October 14, 2017 on General By-election Day). 7. Click
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8. Under the Actions column, confirm that the voting place and the voting date are correct. Note: If one of these is not correct, click Change to re-open the Record Electors Setup Screen. 9. The Record Electors screen is displayed. 10. Synchronize the application by clicking File > Synchronize Now in the top left hand corner.
11. Minimize this application and return to the web-based application of the electronic Voters’ List. Make sure you are recording electors in the web-based application of the electronic Voters’ List TECHNICAL DIFFICULTIES If at any time during the day you are unable to use the laptop (i.e. your screen freezes and you cannot enter information), you will need to reboot the computer. 1. Go to the Start Menu to restart the laptop. 2. If your laptop is frozen and you are unable to select the Start Menu, hold the power button down (about 5 seconds) until the laptop shuts down. 3. Wait 20 seconds and turn the laptop back on by clicking the power button again. 4. If you are still encountering difficulties, the RO should advise the PEO immediately. If you encounter any technical difficulties, including but not limited to, loss of internet connection, computer malfunctions, the electronic Voters’ List program issues, loss of electricity, other software issues, contact the Election Office immediately and assistance will be dispatched to you. You may contact the VP Technical Support Line at: 604.673.8318 or 604.673.8319. INTERNET CONNECTIVITY ISSUES If there are internet connectivity issues, the ROs should advise the PEO immediately and should begin using the back-up desktop-based application (VoterView Express). The backup desktop-based application will only permit voter strike-off, therefore, the ROs will not be able to add, move or change the name or address of electors. The backup desktop-based application will be similar to the web-based
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application. Follow the web-based application instructions to strike-off an elector in the desktop-based application. Electors who require changes to their record or who need to register for the Voters’ List will be asked by the PEO to form a separate queue to be processed when internet connectivity has been restored. If an RO identifies an elector who requires changes or needs to be added to the voters list, the RO should direct the elector to that queue. ROs should reassure electors waiting to register or modify their records, that the wait will not be long. ROs can continue to strike off electors who are on the list and who require no modifications to their record.
VoterView Express Login Screen
VoterView Express Record Electors Setup Screen
VoterView Express Record Electors Screen When connectivity is restored the RO should: 1. Synchronize by clicking File > Synchronize Now in the top left hand corner.
2. Close out of the VoterView Express application and resume work in the web-based application.
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VOTING PLACE PROCEDURES (DUTIES OF THE RO) PROCESSING ELECTORS There are four scenarios that may occur when an elector comes into the voting place to vote. Scenario
Page #
A
The elector’s name is in the electronic Voters’ List and their information is correct/up-to-date. Applies to resident, non-resident and UEL electors.
14-21
B
The elector’s name is in the electronic Voters’ List but the elector’s record must be updated with a name and/or address change.
22-32
C
The elector’s name is not in the electronic Voters’ List and they are a resident elector; the elector must complete a Resident Elector Registration form to have their name added to the electronic Voters’ List.
33-48
D
The elector’s name is not in the electronic Voters’ List and they are a non-resident property elector; the elector must complete a Non-Resident Property Elector Registration form to have their name added to the electronic Voters’ List.
49-54
There are different processes for recording and registering different types of electors. The table below provides an overview of these processes; more detailed steps are provided in the following sections. Type of Elector
EVL Dialogue Box Displayed
Ballot Type
General Voting Book
Resident
Yellow coloured dialogue box
Regular ballot (Councillor and School Trustee races)
Sign the white pages
Non-Resident Property Elector
Green coloured dialogue box
Regular ballot (Councillor and School Trustee races)
Sign the green pages
UEL
Purple coloured dialogue box
School Trustee only (UEL) ballot
Sign the white pages
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SCENARIO A - THEIR NAME IS IN THE ELECTRONIC VOTERS’ LIST AND THEIR INFORMATION IS CORRECT/UP-TO-DATE. APPLIES TO RESIDENT, NON-RESIDENT, AND UEL ELECTORS. A1: TO RECORD A RESIDENT ELECTOR FOUND IN THE ELECTRONIC VOTERS’ LIST. The following are the steps for processing registered resident, non-resident and UEL electors (i.e. electors who are already on the voter’s list). 1. Greet the elector. 2. From the VoterView menu bar, click Record Electors.
Ensure that when you are helping electors you maintain a friendly and professional manner and do your best to ensure that they have a positive voting experience.
3. Ask the Elector to provide their first and last name. 1. Enter the person’s last name and first name. o
2. Click
As you type, a drop down box displays with a list of possible last names. Click on one or continue typing the entire last name. The last name is required to search, but including the first name will narrow your search results. Alternatively, you can enter the person’s address to search for the elector. .The Elector Search Results screen appears.
Searching for an elector in the electronic Voters’ list. If you cannot find an elector on the list, it is suggested that you try more than once, keeping the following things in mind: Did the elector recently change their first or last name (i.e. marriage, nickname, and shortened form of names – Al from Albert)? Do you need to reverse the first and last name fields and search again? Proper spelling. Ask the elector about hyphens, spaces or other formats. For example, DeSanti could be De Santi? Ask to see a piece of ID or try searching by using their address in the Street Number and Street Name fields. When searching for street names, first enter a number or the name, not a direction or prefix. For example, for W 12th Ave, type the number 12 ave W. A drop down box list is displayed with a list of possible addresses, from which to choose.
4. Once you have located the elector’s name (ensure that you have the right person by reading back their name), ask them to verbally provide their complete address if they have not already done so. 5. In the Record Vote column for the Elector, click
City of Vancouver 2017 Registration Official Election Manual
. For example, Andrew L. Barker.
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4. The Record Vote dialog box is displayed (see below).
The Record vote dialog box is always displayed in yellow for a resident elector.
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6. The message “Important! You are about to record a vote for this person, verify voter information carefully” is displayed on the Record Vote dialog box. 7. If the information is correct, click 8.
.
The elector's record appears with a line through their name and address to indicate they have been struck off and crossed off the List of Registered Electors. Note: If you record the wrong elector (i.e. strike the wrong person from the list), contact the Election Office at 604.829.2010 immediately to have it unrecorded.
9. Print the elector’s name and address in the General Voting Book. 10. Before asking the elector to sign, say the following: “By signing this book you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” 11. Enter the elector’s status R to indicate that the name was found in the List of Registered Electors. BY-ELECTION - October 14, 2017
12. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 13. Demonstrate the ballot. 14. Say the following: “There are items on one side of the ballot to be voted. You vote by filling in the oval completely to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” 15. Direct the elector to the voting booth by saying:
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"The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve with the printed side down, and then take it and the pen to the ballot box attendant over there." 16. If required, click
to search for another elector.
You are now prepared to search for and record another Elector.
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A2: TO RECORD A NON-RESIDENT PROPERTY ELECTOR (NRPE) FOUND IN THE ELECTRONIC VOTERS’ LIST. NRPEs are electors who own property in Vancouver, but live elsewhere in BC. 1. Click
.
2. Enter the last name of the NRPE. For example, Day.
3. Click
.
4. The NRPE elector will have the letter “N” under the RS column.
5. Click the name of the elector in the Name column. City of Vancouver 2017 Registration Official Election Manual
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6. A pop-up window will ask “Are you sure you want to leave this page?” Click Leave this page. The Elector Details screen is displayed. Confirm residency status “Not Resident in Municipality”.
7. Click
in the Actions column.
8. A Record Vote Dialog box opens.
The Record Vote dialog box for NRPE will always be displayed in green.
9. If the information is correct, click
.
10. The elector signs the green sheet at the back of the General Voting Book. See the example in the General Voting Book on Y-20 of the yellow pages.
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11. Both the elector’s residential address and Vancouver property address must be entered in the general voting book. Note: If the NRPE is not found in the electronic Voters’ List, let the PEO know. Refer to section D of processing electors. A3: TO RECORD A UNIVERSITY ENDOWMENT LAND (UEL) ELECTOR FOUND IN THE ELECTRONIC VOTERS’ LIST. Registered electors in the University Endowment Lands are entitled to vote for the office of School Trustee only. On General Voting Day, UEL electors may only vote at the UEL voting place (University Hill Secondary). On both Advance Voting Days, there will be both COV and UEL ballots at Vancouver City Hall. UEL electors must only be provided UEL ballots. If a UEL elector attends a Voting Place within the City of Vancouver on General Voting day, do not record them in the electronic Voters’ List and do not give them a ballot. Please advise the UEL elector to go to University Hill Secondary Voting place to vote. 1. Click
.
2. Enter the last name of the UEL elector. For example, Snow.
3. Click
.
4. The UEL elector will have “UEL” under the Local Area column.
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5. Once you have located the UEL elector’s name (ensure that you have the right person by reading back their name), ask them to verbally provide their complete address if they have not already done so. 6. In the Record Vote column for the UEL elector, click
7. Click
.
in the Actions column.
8. A Record Vote Dialog box opens.
The Record Vote dialog box for UEL will always be displayed in purple.
9. If the information is correct, click
.
10. The elector signs the white sheet at the back of the General Voting Book. See the example in the General Voting Book on Y-20 of the yellow pages.
UEL electors must only receive a School Trustee (UEL) ballot.
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B. THE ELECTOR’S NAME IS IN THE ELECTRONIC VOTERS’ LIST BUT THE ELECTOR’S RECORD MUST BE UPDATED WITH A NAME AND/OR ADDRESS CHANGE. If the elector is registered but wants to change their voter record (e.g. name change or address change), the RO takes the information from the elector and updates it directly in the electronic Voters’ List. 1. Click the search tab
.
2. Select the Last name field. 3. Enter the last name of the elector. For example, Peters.
4. Click
.
5. Review the table and find the correct elector based on their date of birth and/or address. If required, click one of the arrows
to move through the list.
6. Click on the name of the correct elector in the Name column. For example, .
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The Elector Details screen is displayed.
7. Select the
tab.
8. Confirm that this is the correct Elector by asking what the elector’s date of birth is. 9. Confirm that the elector is a Resident. This information can be found in this window under Residency Status. 10. Confirm that the elector has not voted before in this election.
11. Select the
tab.
12. Confirm the Elector’s mailing address and their property address. Note: The mailing address and property address could be different. . Do not change the elector’s address in this window. See “To change the elector’s address” section for the proper procedure
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B1: TO CHANGE THE ELECTOR’S NAME
1. Select the
tab.
2. In the appropriate form, change the elector’s name. In the example below, the elector’s surname has been changed from Peters to Peters-Smith.
3. Click
.
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4. A window appears on the screen requesting the source of change.
5. Click In Person. 6. Click Save. 7. The message “The elector has been saved.” is displayed in green under the Elector Details.
8. Click
in the Actions columns.
The Record Vote dialog box is displayed.
Enter a note in the Comments box. For example, name and/or address changed as applicable.
9. Click the Add Comments button. 10. Click Other.
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11. Enter into the new comment box what you have changed as applicable. For example, name and/or address changed.
12. The screen will return to the Record Vote dialog box.
13. Click
.
14. The elector's name is now struck off the list to indicate that they have been crossed off the List
of Registered Electors. 15. Print the elector’s name and updated address in the General Voting Book. 16. Before asking the elector to sign, say the following: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” 17. When printing the elector’s name and address in the general voting book, enter the elector’s status as CH to indicate a change to the voter record.
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BY-ELECTION - October 14, 2017
1 2
18. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 19. Demonstrate the ballot. 20. Say the following: “There are items on one side of the ballot to be voted. You vote by filling in the oval to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” 21. Direct elector to the voting booths. 22. Say the following: “The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve printed side down and then take it and the pen to the ballot box attendant over there.”
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B2: TO CHANGE THE ELECTOR’S ADDRESS
1. Select the 2. Click
tab. in the Actions column (to the left).
3. The Move Elector window opens. Enter the elector’s new property address. Make sure that you are in the Move Elector window. Do not change the address on the Elector Details screen.
Do not change the address on the Elector Details screen. Only use Move Elector.
4. Click
to display
and review the property address.
5. Click
to display
.
6. Have the elector confirm the mailing address if it is not the same as the property address.
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7. Click
to display
.
8. Confirm the new address.
9. Click The Source of Change dialog box is displayed.
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10. Select 11. Click
. .
12. The message “The elector has been moved.” is displayed in green under the Elector Details.
13. Click
in the Actions columns.
The Record Vote dialog box is displayed.
Enter a note in the Comments box. For example, name and/or address changed as applicable.
14. Click the Add Comments button. 15. Click Other.
16. Enter into the new comment box what you have changed as applicable. For example, name and/or address changed.
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17. The screen will return to the Record Vote dialog box.
18. Click
.
19. The elector's name is now struck off the list to indicate that they have been crossed off the List
of Registered Electors. 20. Print the elector’s name and updated address in the General Voting Book. 21. Before asking the elector to sign, say the following: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” 22. When printing the elector’s name and address in the general voting book, enter the elector’s status as CH to indicate a change to the voter record. BY-ELECTION - October 14, 2017
1 2
23. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 24. Demonstrate the ballot. 25. Say the following: “There are items on one side of the ballot to be voted. You vote by filling in the oval to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” City of Vancouver 2017 Registration Official Election Manual
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26. Direct elector to the voting booths. 27. Say the following: “The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve printed side down and then take it and the pen to the ballot box attendant over there.”
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C. THE ELECTOR’S NAME IS NOT IN THE ELECTRONIC VOTERS’ LIST AND THEY ARE A RESIDENT ELECTOR; THE ELECTOR MUST COMPLETE A RESIDENT ELECTOR REGISTRATION FORM TO HAVE THEIR NAME ADDED TO THE ELECTRONIC VOTERS’ LIST. C1: TO REGISTER AN UNREGISTERED ELECTOR 1. Greet the elector. Ask the elector if they are a resident or non-resident property owner. If they are a non-resident property owner, proceed to section D of processing electors. 2. Perform a search in the electronic Voters’ List to double-check that the elector is not already registered to vote. Note: If you find the elector on the list, proceed to record the elector and issue a ballot. The message “No voters were found matching the search criteria.” is displayed. For example, Gordon Pinsent.
3. Ask to see two identifying documents. Check Identification Documents. a) Determine whether the elector has two acceptable I.D. documents (see the table below).
If the elector has no acceptable I.D. documents, he/she cannot register to vote.
If the elector has only 1 acceptable I.D. document, he/she must swear a solemn declaration of identity and residence before the PEO or APEO. This declaration qualifies as the second I.D. document.
If the elector has 2 acceptable I.D. documents, proceed with the registration process.
b) Determine whether the documents meet ALL the following legal requirements.
The elector must provide satisfactory evidence of elector’s identity.
The elector must provide satisfactory evidence of elector’s place of residence (alternatively, the elector may swear a solemn declaration of residence before the APEO or PEO).
At least 1 piece of I.D. must contain the elector’s signature.
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Note: The list below is provided for your guidance only. When deciding whether I.D. documents are acceptable, you must always exercise your own judgment. You can accept a document even if it is not on the List. You can also reject a document on the List if you have a good reason to believe that it is unreliable or not valid. If in doubt, the RO should ask the PEO for assistance. PEO: If you are uncertain, contact the Election Office immediately. Examples of Acceptable Identification Documents Abbreviation
Document
BC Care Card or BC Gold Care Card British Columbia Services Card BC Driver’s Licence BC ID card from the Motor Vehicle Branch Birth Certificate Canadian Passport Citizenship Card Credit card or debit card ICBC Owner’s Certificate of Insurance and Vehicle Licence Income tax assessment
CC BCSC DL BCID BCERT PPT CIT MC, V, AMEX, etc. ICBC ITAX
Ministry of Social Development and Poverty Reduction (formerly Ministry of Social SDPR Development and Social Innovation) Monthly Report/Request for Continued Assistance (HR0081 form) CIS Certificate of Indian Status NBC Nexus Border Card PTAX City of Vancouver Property tax notice SIN Social Insurance Number USC Student Card UTIL Utility bill VPL Vancouver Public Library Card Statutory declaration or sworn affidavit (from a notary public, lawyer, or commissioner for taking affidavits)
SD/A
*Ask your PEO or APEO for assistance with statutory declarations. *The new combined BC driver’s licence and Care Card is considered one identifying document.
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4. Ask the elector to sign the registration form. Name must be exactly as shown on ID documents.
Either birth date or SIN must be provided. If elector does not provide birth date, however, their name will NOT be added to the Provincial or Federal Voters List.
It is your responsibility to record registration accurately and completely, and to ensure that the applicant understands the voter qualifications. However, the onus rests with the voter to tell the truth in signing this form.
Voluntary
By filling out this form, a voter will automatically be registered on the provincial and federal voters list. If a voter does not want to be added to the provincial or federal voters list, then they should ask the PEO for assistance.
Record nature of ID documents by using abbreviations.
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Say the following: “By signing this form, you are declaring that you meet the following requirements to be registered as an elector:
You are a Canadian citizen.
You have been a resident in BC for the past 6 months.
You have been a resident in the City of Vancouver for the past 30 days.
You are 18 or older, or you will be turning 18 on or before General Election Day.
You are not disqualified by any enactment from voting in an election or are otherwise disqualified by law.”
5. If the elector affirms, then ask them to sign the registration form. 6. Sign as a witness. 7. Date the form. 8. Check the box labelled “IF WITNESSED BY AN ELECTION OFFICIAL”. C2: TO ADD THE ELECTOR’S INFORMATION INTO THE ELECTRONIC VOTERS’ LIST. 9. Use the menu path
10. Click Add Elector. Note: If you have an on-going search open, a window will pop-up with the message, “Are you sure you want to leave this page?” Click “Leave this page”. 11. The Add Elector window will open. 12. Complete all fields under the
tab.
a. Enter the elector’s last name, first name and date of birth (gender and SIN are optional) b. Enter the abbreviations for the two pieces of identification shown by the voter
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Note: If the following error message appears: confirm that you have filled in both the “Other Identification #1” and “Other Identification #2” fields (e.g. BCSC and CC in the image above). 13. Click
.
14. Complete all fields under the
15. Click
to display the
tab. For example, 4467 Belmont Ave.
tab.
16. Confirm that the elector’s address has been entered correctly. City of Vancouver 2017 Registration Official Election Manual
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17. Confirm that the elector’s local area is not UEL. 18. Click
to display the Mailing Address tab.
Note: If a duplicate is found, you will be taken to the duplicate tab. Refer to the Duplicate Elector/Property section of this manual. If not, continue on to the next step. 19. Have the elector confirm the mailing address if it is not the same as the property address. If the mailing address is incorrect, edit the mailing address before clicking Next.
20. If the mailing address is correct, click
to display the
tab.
21. Confirm that the elector’s address and name are correct.
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22. Select Resident under Residency Status if it is not already selected. Do not change the Personal Obscuring field.
23. Click
.
The Source of Change dialog box is displayed.
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24. Select
25. Click
.
.
26. The message “The elector has been added.” is displayed in green.
27. Click
in the Actions column.
The Record Vote dialog box is displayed.
1. Click the Add Comments button
.
28. Select “New eligible elector” on the Comments screen.
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29. Once the record vote window displays “New eligible elector” in the comments section, click
30. The elector's name is now struck off the list to indicate that they have been crossed off the List
of Registered Electors. 31. Print the elector’s name and address in the General Voting Book. 32. Before asking the elector to sign, say the following: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” 33. If the elector affirms, enter the elector’s status NR (for new registrant), name, and current address. 34. The elector then signs in the appropriate column. Refer to sample general voting book below. BY-ELECTION - October 14, 2017
NR – New Registrant. CH – Change in name or address of a previously registered elector. 35. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 36. Demonstrate the ballot. 37. Say the following:
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“There are items on one side of the ballot to be voted. You vote by filling in the oval to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” 38. Direct elector to the voting booths. 39. Say the following: “The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve printed side down and then take it and the pen to the ballot box attendant over there.” C3: ADD A NEW PROPERTY If, when adding or moving an elector, you receive a message “No properties matching the search criteria were found”, you need to do the following. 1. Add the property by selecting “Add a new property” or “This property is not in the above list”
2. Click
.
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3. The Add Property window will open. Complete all fields that apply under the tab. Note: You must enter an existing street name.
Note: If a duplicate is found, you will be taken to the duplicate tab. Refer to the Duplicate Elector/Property section of this manual. If not, continue on to the next step. 4. The Details tab will open.
5. In the Details Tab, you will be asked for the local area that the property falls within. Please confirm with the elector the correct local area of the new property. If the Local Area field is incorrect or is blank, edit it accordingly by typing in the correct local area and selecting it from the scroll-down menu. Do not use the ‘unassigned’ local area. Note: Do not change the selection for Institutional Property.
6. Click
.
7. Select In Person as the source of change, and click Add Property.
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8. If you are adding or moving an elector, confirm the new property that is displayed and click .
9. Click to display the Mailing Address tab. Have the elector confirm the mailing address if it is not the same as the property address. Update if necessary. If the elector is not able to provide able to provide a mailing address, select “The Mailing Address for this elector is blank” and Click Next.
Note: If you have entered a mailing address, an error message may appear “The mailing address you entered could not be validated”. The window will ask if you want to continue. Click Yes. 10. Click
to display the
tab.
11. Select resident or non-resident elector (whichever is applicable) under the Residency Status field.
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12. Select
. The “Source of Change” window will pop-up.
13. Select In Person. 14. Select Add Elector (or Save if moving the elector). 15. Complete the process for striking-off the elector. C4: ADD AN ELECTOR WITH NO FIXED ADDRESS (NFA) 1. Follow the steps to add an elector as above (pages 33-41) with no fixed address (NFA). 2. If the property is not in the electronic Voters’ List, add the address. Adding an address for NFA: 3. In the Find Property tab of the Add Elector window, enter in a local street name and a zero (0) for street number. E.g. 0 Broadway E.
5. Click Next. 6. The Select Property Tab will open. If the NFA address you are trying to add is already available select that address and continue with the process for adding an elector. If there are no properties that match the address, select “Add a new property”. City of Vancouver 2017 Registration Official Election Manual
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7. Click Next. 8. The Add Property window will open.
9. Make sure the information is correct in the Basic Information Tab. Click Next. Note: If a duplicate is found, you will be taken to the duplicate tab. Refer to the Duplicate Elector/Property section of this manual. If not, continue on to the next step. 10. In the Details tab, confirm that the local area is correct. If it is not correct, use the scroll-down menu to find the correct local area.
11. Click Finish.
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12. The Source of Change window will appear. 13. Click In Person. 14. Click Add Property. 15. You will return to the Add Elector window. Select the NFA property you have added.
16. Click Next. 17. Review the Mailing Address and update if necessary. If the elector is not able to provide a mailing address, select “The Mailing Address for this elector is blank” and Click Next.
Note: If you have entered a mailing address, an error message may appear “The mailing address you entered could not be validated”. The window will ask if you want to continue. Click Yes. 18. Select Resident in the drop-down menu under the Residency Status field.
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20. Select
. The “Source of Change” window pops-up.
21. Select In Person. 22. Select Add Elector. 23. Complete the process for striking-off the elector.
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D. THE ELECTOR’S NAME IS NOT IN THE ELECTRONIC VOTERS’ LIST AND THEY ARE A NONRESIDENT PROPERTY ELECTOR; THE ELECTOR MUST COMPLETE A NON-RESIDENT PROPERTY ELECTOR REGISTRATION FORM TO HAVE THEIR NAME ADDED TO THE ELECTRONIC VOTERS’ LIST. If an elector is an unregistered non-resident property elector, follow these instructions: 1. First, direct the elector to the PEO. 2. The PEO will confirm the eligibility of the elector. 3. Once you receive confirmation from the PEO to proceed with registration, add the NRPE’s information into the electronic Voters’ List according to the following steps.
4. Use the menu path 5. Click Add Elector.
Note: If you have an on-going search open, a window will pop-up with the message, “Are you sure you want to leave this page?” Click “Leave this page”. 6. The Add Elector window will open. 7. Complete all fields under the
tab. * indicates a mandatory field. For
example, the elector’s full name (last name, first name, middle name); date of birth; gender; all 9 digits of S.I.N. #, gender, and Driver’s Licence number (if provided) and the type of identification documents.
8. Click
.
9. Complete all fields under the City of Vancouver 2017 Registration Official Election Manual
tab. For example, 4467 Belmont Ave. 49
10. Click
to display the
tab.
11. Confirm that the elector’s address has been entered correctly. 12. Confirm that the elector’s local area is not UEL. 13. Click
to display the Mailing Address tab.
Note: If a duplicate is found, you will be taken to the duplicate tab. Refer to the Duplicate Elector/Property section of this manual. If not, continue on to the next step.
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14. Have the elector confirm the mailing address if it is not the same as the property address. If the mailing address is incorrect, edit the mailing address before clicking Next.
15. If the mailing address is correct, click
to display the
tab.
16. Confirm that the elector’s address and name are correct.
17. Select Not Resident in Municipality under Residency Status if it is not already selected. Do not change the Personal Obscuring field.
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18. Click
.
The Source of Change dialog box is displayed.
19. Select
20. Click
.
.
21. The message “The elector has been added.” is displayed in green.
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22. Click
in the Actions column.
The Record Vote dialog box is displayed.
Make sure the Record Vote dialog box is displayed as green.
2. Click the Add Comments button
.
23. Select “New eligible elector” on the Comments screen.
24. Once the record vote window displays “New eligible elector” in the comments section, click .
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25. The elector's name is now struck off the list to indicate that they have been crossed off the List
of Registered Electors. 26. Print the elector’s name and address on the green pages at the back of the General Voting Book. 27. Before asking the elector to sign, say the following: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” 28. If the elector affirms, enter the elector’s status NR (for new registrant), name, and current address. 29. The elector then signs in the appropriate column. Refer to sample general voting book below. BY-ELECTION - October 14, 2017
NR – New Registrant. CH – Change in name or address of a previously registered elector. 30. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 31. Demonstrate the ballot. 32. Say the following: “There are items on one side of the ballot to be voted. You vote by filling in the oval to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” 33. Direct elector to the voting booths. 34. Say the following: “The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve printed side down and then take it and the pen to the ballot box attendant over there.”
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DUPLICATE ELECTOR/PROPERTY To process a potential duplicate record for an Elector: 1. If a duplicate is present, the Duplicates tab is displayed and the following message appears: “The following elector(s) have been identified as potential duplicates:” and you will need to ask the elector to provide additional information to confirm if the potential duplicate record belongs to the elector. If the potential duplicates message does not appear, you will be taken to the Mailing Address tab, and you can skip the steps below.
2. Ask the elector to provide the Month and Day of birth. Note: Elector may choose not to provide their birthdate for the purpose of locating their record in the electronic Voters’ List. 3. Ask the elector to provide the name of the street where they currently reside, and one or more street names from previous residences in Vancouver. Note: Do not reveal the name, birthdate, address or any other information about the potential duplicate to the elector you are currently serving. Example: “Please tell me the name of the street on which you currently live. Please tell me the names of any other streets you have lived on in Vancouver.” 4. If a current or previous street provided by the elector matches the street of the potential duplicate, ask the elector for the full address of that residence in order to confirm that the potential duplicate record belongs to the elector. Example: “Please tell me the complete address for your residence on ____ Street in Vancouver.” 5.
If none of the elector’s current or previous streets match, ask the elector to provide their full name and any other nicknames they have used in the past.
6. If all three fields match (name, birthdate, and address), then select the duplicate record identified by VoterView.
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7. If you feel there is a very high certainty that the elector belongs to the record, have the PEO confirm that the duplicate record should be selected. 8. If there is considerable doubt that the duplicate record belongs to the elector, select “The elector is not in the above list. will be added to the list.” SPECIAL CIRCUMSTANCES DECEASED ELECTORS Electors will need to show an Election Official a copy of a person’s death certificate to have someone removed from the elector’s list. Only an administrator will be able to delete an elector (PEO must call election office). If no death certificate is available, the citizen will need to contact Elections BC after Oct. 14. Provide the elector with Elections BC’s phone number: 1.800.661.8683. IMPERSONATION If an elector comes in to vote and discovers that someone else has already obtained a ballot and voted under their name, direct the elector to the PEO. If you or a scrutineer suspects that an elector is impersonating another person in order to obtain a ballot, direct the elector to the PEO. ELECTORS WHO VOTED IN ADVANCE The names of electors who voted in advance will be crossed off the electronic Voters’ list. If an elector comes in to vote and claims that his/her name has been improperly crossed out, the RO must direct the elector to the PEO. OBSCURED ELECTORS (AN ELECTOR VOTING UNDER PRIVACY PROTECTION) Electors who have formally requested through the Office of the Chief Election Officer that their elector information (address) be omitted from the List of Registered Electors require the following steps: 1. After searching the name of the obscured elector in the ‘Record Electors’ tab in the electronic Voters’ List, the screen will display:
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Note that no address is shown. It has been ‘obscured’. (Only the PEO can process this voter.) 2. Refer the Elector directly to the PEO. 3. Once you receive confirmation from the PEO, proceed with striking the elector off the list. ELECTOR REQUESTS PRIVACY PROTECTION During any election, electors may request privacy protection of their addresses and other personal information and their registration information not be forwarded to Elections BC to be added to the Provincial Voters’ List. The following steps are required: 1. Direct the elector to the PEO. 2. Once you receive confirmation from the PEO to proceed with registration, add the elector’s information into the electronic Voters’ List. Follow instructions outlined in “To Add an Elector” in Chapter 2, page 36. 3. After registering the elector in the electronic Voters’ List, click Record Vote. A window pops up with the elector’s name and address. 4. Click the Add Comments button
.
5. Select “Do not register provincially” on the Comments screen.
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6. Once the record vote window displays “Do Not Register Provincially” in the comments section, click Record Vote.
7.
The elector's record appears with a line through their name and address to indicate they have been struck off and crossed off the List of Registered Electors.
8. Print the elector’s name and address in the General Voting Book. 9. Before asking the elector to sign, say the following: “By signing this book you are declaring that you are entitled to vote in this election and that you have not voted before in this election” BY-ELECTION - October 14, 2017
10. If the elector affirms, enter the elector’s status NR (for new registrant) and ask them to sign. 11. Give the elector a ballot inside a secrecy sleeve with the special marking pen and with the cap removed. 12. Demonstrate the ballot. 13. Say the following: “There are items on one side of the ballot to be voted. You vote by filling in the oval to the left of your choice. Don’t try to erase or cross out a choice after it has been made. If you make a mistake, you can ask for a replacement ballot.” 14. Direct elector to the voting booths. 15. Say the following:
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“The voting booths are over there. When you have finished marking your ballot, put the ballot inside the secrecy sleeve printed side down and then take it and the pen to the ballot box attendant over there.” AN ELECTOR IS CHALLENGED An elector’s right to vote may be challenged any time throughout the election process right up until the time the person receives the ballot. A challenge may be made in person by election officials, a candidate representative or another elector. The challenge must be made on the basis that the person proposing to vote is not entitled to vote or has accepted an inducement to vote. If an elector has been challenged on their right to vote, the RO must direct the elector to the PEO. BALLOTS FOR UNIVERSITY ENDOWMENT LANDS (UEL) Registered electors in the University Endowment Lands are entitled to vote for the office of School Trustee only. On General Voting Day, UEL electors may only vote at the UEL voting place (University Hill Secondary). On both Advance Voting Days, there will be both COV and UEL ballots. UEL electors attending either Advance Voting Days must only be provided UEL ballots. ELECTOR WITH INVALID INFORMATION MESSAGE IN EVL Elector with an invalid address: if an elector has invalid address information in the EVL, you will find a warning message on the elector details screen that states: IMPORTANT! This elector has an incorrect address. Verify and update the elector’s address details. Confirm the elector’s address and move the elector to the correct address following the process described on page 28 of this manual. Elector with an invalid date of birth: if an elector has an invalid date of birth in the EVL, you will find a warning message on the elector details screen that states: IMPORTANT! This elector has an incorrect Date of Birth. Ask elector if they would like to update their Date of Birth. Confirm the elector’s date of birth and update the date of birth on the elector details screen. *Note: If the Elector chooses not to update their information they are still permitted to vote.
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3. REFERENCE SHEET FOR REGISTRATION OFFICIALS PROCESS
PRESIDING ELECTION OFFICIAL (PEO) OR ALTERNATE PRESIDING ELECTION OFFICIAL (APEO)
Registering, Moving or Changing the Name or address of an Elector Taking of oaths
NRPEs
Completed by the RO.
Only PEOs & APEOs are authorized to take oaths (e.g. oath related to ID or residency, elector challenge, assistance, translation).
When the NRPE is not listed in the electronic Voters’ list (must be referred to PEO/APEO).
UEL Elector (Registering, Moving or Changing the name or address of an Elector) Curbside Voting
REGISTRATION OFFICIALS
ROs will refer individuals with ONLY 1 acceptable elector ID document to the APEO. 1. If the NRPE was not on the electronic Voters’ list, once the PEO/APEO has assisted the voter, the RO will enter the elector in the electronic Voters’ list and record the elector as voted 2. When the NRPE is already registered and shown in the electronic Voters’ list, ROs will process the elector by using the electronic Voters’ list in same manner as processing any other registered elector and the elector will sign the Green pages of the general voting book before the RO issues them a ballot.
Completed by the RO. UEL Elector must only receive a School Trustee Ballot.
If an elector is physically unable to enter the voting place, an elector may request to vote at the nearest location to which they have access, i.e. curbside. Refer elector to the PEO or APEO.
City of Vancouver 2017 Registration Official Election Manual
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
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PROCESS
PRESIDING ELECTION OFFICIAL (PEO) OR ALTERNATE PRESIDING ELECTION OFFICIAL (APEO)
REGISTRATION OFFICIALS
Assisting an elector to mark his/her ballot
If an elector advises the election official that assistance is required for them to actually sign the voting book or mark the ballot (because of physical disability). Refer elector to the PEO or APEO.
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
Voting assistance by non-election officials
If an elector with a physical disability or inability to read or write chooses a person accompanying them to assist with the marking of the ballot, that person must make a declaration. Refer elector to the PEO or APEO to complete the declaration.
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
If an elector comes in to vote and claims that his/her name has been improperly crossed out, the voter must make a solemn declaration to receive a ballot. Refer elector to the PEO or APEO to complete the declaration.
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
An elector’s name already used
Obscured elector
Privacy Registrations
Challenged elector
If an elector has requested that their personal information (address, birthdate, etc.) be obscured (not shown or hidden) in the list of electors to protect their privacy or security, their name will appear in the electronic Voters’ list, but the address is not shown. Refer elector to the PEO or APEO to provide the ballot and sign the appropriate voting book.
If an elector requests that their address and other personal information included on their registration not be forwarded to Elections BC to be added to the Provincial Voter’s List, a privacy registration will be completed. Refer elector to the PEO or APEO.
If an elector has been challenged on his/her right to vote, the individual must either provide satisfactory evidence that they are entitled to vote or take a declaration prior to receiving a ballot Refer elector to the PEO or APEO to sign the appropriate voting book before a ballot is issued.
City of Vancouver 2017 Registration Official Election Manual
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list and select ‘Do Not Register Provincially’ in the comments section when recording.
Once the PEO/APEO has assisted the voter, RO will either register or record the elector in the electronic Voters’ list.
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Notes
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Illustrations and Sample Forms Table of Contents Neighbourhood Map ...............................................................................................................................................Y-2 2017 General Local By-Election – List of Voting Places ...........................................................................................Y-3 Application for Registration as a Non-Resident Property Elector............................................................................Y-5 Application for Registration as a Resident Elector...................................................................................................Y-6 Appointment & Solemn Declaration of Election Official .........................................................................................Y-7 Appointment of Scrutineer......................................................................................................................................Y-8 Consent of Registered Owner for Non-Resident Property Elector Registration ......................................................Y-9 Declaration of Broken Seal ................................................................................................................................... Y-10 Declaration of Challenged Elector ........................................................................................................................ Y-11 Declaration of Elector Identity and Place of Residence........................................................................................ Y-12 Declaration of Impersonated Elector ................................................................................................................... Y-13 Declaration of Non-Election Official-Elector Assistance or Translation................................................................ Y-14 Declaration of Secrecy .......................................................................................................................................... Y-15 Demonstration Ballot ........................................................................................................................................... Y-16 Ballot Tabulator Results Tape Envelope ................................................................................................................ Y-17 Elector Assistance List by PEO or APEO ................................................................................................................ Y-18 General Voting Book Instructions ......................................................................................................................... Y-19 Instructions for Marking Ballot Poster.................................................................................................................. Y-21 Obscured Elector Voting Sheet ............................................................................................................................. Y-22 PEO Portfolio Instructions and Tamper Proof Seal ............................................................................................... Y-23 Request for Curbside Voting ................................................................................................................................. Y-24 Sample of Statement of Ballot Account................................................................................................................ Y-25 Supplies Checklist for Materials in Ballot Box....................................................................................................... Y-26 Supplies Checklist for Materials in PEO Portfolio ................................................................................................. Y-27 Transfer Case Instructions and Tamper Proof Seal ............................................................................................... Y-28 Voting Place Delivery Slip ..................................................................................................................................... Y-29 Sample of Statement of Ballot Account Worksheet ............................................................................................. Y-30
City of Vancouver 2017 PEO Manual
Y-1
City of Vancouver 2017 PEO Manual
Neighbourhood Map
Y-2
2017 Local By-Election – List of Voting Places ID VD 200
Facility Name
Facility Address
Specific Location in Facility
MOUNT PLEASANT Advance Voting – Vancouver City Hall
453 W 12th Avenue
Main Hall
1
Vancouver City Hall
453 W 12th Avenue
Main Hall
28
Mount Pleasant Elementary School
2300 Guelph Ave
Gymnasium
29
Simon Fraser Elementary School
100 West 15th Avenue
Gymnasium
WEST END 2
King George Secondary School
1755 Barclay Street
Gymnasium
3
Lord Roberts Annex Elementary School
1150 Nelson Street
Gymnasium
4
Gathering Place Community Centre
609 Helmcken Street
Theatre
5
Elsie Roy Elementary School
150 Drake Street
Gymnasium
6
Crosstown Elementary School
55 Expo Blvd
Gymnasium
DOWNTOWN
STRATHCONA 7
Lord Strathcona Elementary School
8
Ray-Cam Co-operative Centre
592 E Pender Street
Gymnasium
920 East Hastings Street
Gymnasium
GRANDVIEW-WOODLAND 9
Grandview Elementary School
2055 Woodland Drive
Gymnasium
10
Sir William Macdonald Elementary School
1950 East Hastings Street
Gymnasium
HASTINGS- SUNRISE 11
Hastings Elementary School
2625 Franklin Street
Gymnasium
12
Sir John Franklin Elementary School
250 Skeena Street
Gymnasium
13
Chief Maquinna Elementary School
2882 East 4th Avenue
Gymnasium
RENFREW-COLLINGWOOD 14
John Norquay Elementary School
4710 Slocan Street
Large Gymnasium
15
Renfrew Elementary School
3315 East 22nd Avenue
Cafeteria
KILLARNEY 16
Dr. H. N. MacCorkindale Elementary School
6100 Battison Street
Gymnasium
17
Killarney Community Centre
6260 Killarney Street
Gymnasium
18
Champlain Heights School Annex Elementary School
7835 Champlain Cresent
Gymnasium
19
David Oppenheimer Elementary School
2421 Scarboro Street
Gymnasium
20
David Thompson Secondary School
1755 East 55th Avenue
Cafeteria
VICTORIA-FRASERVIEW
SUNSET 21
Pierre Elliott Trudeau Elementary School
22
John Oliver Secondary School
449 E 62nd Avenue
Gymnasium
530 East 41st Avenue
Girls Gymnasium
KENSINGTON-CEDAR COTTAGE 23
Tecumseh School Annex
1551 East 37th Avenue
Gymnasium
24
Lord Selkirk Elementary School
1750 East 22nd Avenue
Gymnasium
25
Charles Dickens School Annex Elementary School
3877 Glen Drive
Gymnasium
26
David Livingstone Elementary School
315 East 23rd Avenue
Gymnasium
27
Hillcrest Community Centre
4575 Clancy Loranger Way
Gymnasium
RILEY PARK
FAIRVIEW 30 31
False Creek Elementary School L’Ecole Bilingue Elementary School
900 School Green th
1166 W 14 Ave
Gymnasium Gymnasium
SOUTH CAMBIE 32
Emily Carr Elementary School
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4070 Oak Street
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2017 Local Election – List of Voting Places VD
Facility Name
Facility Address
Specific Location in Facility
SHAUGHNESSEY 33
Shaughnessy Elementary School
4250 Marguerite Street
Gymnasium
34
Point Grey Secondary School
5350 East Boulevard
Cafeteria
OAKRIDGE 35
Langara Golf Course
6706 Alberta Street
Clubhouse
36
William Osler Elementary School
5970 Selkirk Street
Gymnasium
37
Sir William Van Horne Elementary School
5855 Ontario Street
Gymnasium
MARPOLE 38
Sir Wilfred Laurier Elementary School
7350 Laurel Street
Gymnasium
39
Westside Baptist Church
8506 Ash Street
Gymnasium
40
Dr. R. E. McKechnie Elementary School
7455 Maple Street
Gymnasium
41
Kerrisdale School Annex
3250 West 43rd Avenue
West Hall
42
Maple Grove Elementary School
6199 Cypress Street
Gymnasium
43
Carnarvon Elementary School
3400 Balaclava Street
Activity Room
44
Prince of Wales Secondary
2250 Eddington Drive
Gymnasium
KERRISDALE
ARBUTUS RIDGE
KITSILANO 45
Henry Hudson Elementary School
1551 Cypress Street
Gymnasium
46
Lord Tennyson Elementary
1936 West 10th Avenue
Gym
47
General Gordon Elementary School
2268 Bayswater Street
Gymnasium
48
Lord Byng Secondary School
3939 West 16th Avenue
49
Lord Kitchener Elementary School
4055 Blenheim Street
Room 158
50
Southlands Elementary School
5351 Camosun Street
Gymnasium
WEST POINT GREY Girls Gymnasium
DUNBAR SOUTHLANDS
UBC/UEL 400
University Hill Secondary School
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Gymnasium
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INSTRUCTIONS:
Under section 53 of the Vancouver Charter, a candidate or the candidate’s Official Agent may appoint a scrutineer
A scrutineer, present at a place where election proceedings are being conducted, must: a) Carry a copy of this appointment b) Show the copy of the appointment to the Presiding Election Official before beginning duties at the voting place; and c) Make a solemn declaration to preserve the secrecy of the ballot and not to interfere with an elector marking a ballot
The Presiding Election Official at the voting place will designate the location(s) from which scrutineers may observe the proceedings
Only one scrutineer per candidate is allowed at the voting place at any one time
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Saturday, October XX, XXXX
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Ballot Tabulator Results Tape Envelope
IN THIS ENVELOPE PLACE:
BALLOT TABULATOR RESULTS TAPE
PEO TO SEAL AND SIGN ENVELOPE FLAP
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INSTRUCTIONS FOR GENERAL VOTING BOOK (FOR USE WITH THE ELECTRONIC VOTERS’ LIST) When an elector’s name (resident and non-resident property electors) is already listed in the electronic Voters’ list…
When an elector’s name (resident elector) is not listed in the electronic Voters’ list …
1.
1. Search the electronic Voters’ list (through a name or
2.
3.
Locate elector's name in the electronic voters list by searching their name or address. Once the elector’s name is found, ensure you have the right person by reading back their name and asking them to verbally confirm their address and then click on the “in person” button beside their name to record their vote. There will now be a line through the elector’s name to show that they have been struck off the list. Enter the voter’s status as “R” for registered elector (name found in the electronic voters list). Print the elector's name and address in the General Voting Book.
4.
Say the following to the voter: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” If the elector affirms, he/she will then sign in the appropriate space in the book.
5.
Demonstrate the ballot & issue ballot inside secrecy sleeve.
When an elector’s name is in the electronic Voters’ list but elector needs to update their voter record (name or address)… 1. Locate elector’s name on the electronic voters list by searching their name or address.
address search) to confirm their name is not already in the list. If you cannot find the elector’s name in the electronic voters list, proceed with the Application for Registration as a City of Vancouver resident elector.
2. Ask for 2 identification documents showing name, address and signature. Check to ensure the documents are on the list of acceptable documents and review qualifications for registration with elector.
3. Complete the registration form and ask the elector to sign it. As the elector is signing, say the following: “By signing this form, you are declaring that you meet the following requirements to be registered as an elector: You are a Canadian citizen You have been a resident in B.C. for the past six months You have been a resident in the City of Vancouver for the past 30 days You are age 18 or older, or you will be turning 18 on or before general voting day; and You are not disqualified by any enactment from voting in an election or are otherwise disqualified by law”
4. Sign as a witness, date the form,
the box, and indicate
the type of ID provided.
2. Once the elector’s name is found, you can change an address for an elector under “move an elector” or change an individual’s name under “Elector Details” under the Search Option, and then record their vote.
5. Enter the elector’s status as “NR” for New Registration.
3. Enter the elector’s status as “CH” for changed voter record. Print the elector’s name and address in the General Voting Book.
6. Say the following to the voter: “By signing this book, you
4. Say the following to the voter: “By signing this book, you are declaring that you are entitled to vote in this election and that you have not voted before in this election.” If the elector affirms, he/she will then sign in the appropriate space. 5. Demonstrate the ballot & issue ballot inside secrecy sleeve.
City of Vancouver 2017 PEO Manual
Print the elector’s name and address in the General Voting Book.
are declaring that you are entitled to vote in this election and that you have not voted before in this election”. If the elector affirms, he/she will then sign in the appropriate space in the book.
7. Demonstrate the ballot & issue ballot inside secrecy sleeve. Important Notes: - Registrations for non-resident property electors (NRPEs) are processed only by the PEO/APEO. - Scrutineers may review the General Voting Book at your table ONLY, but they must do so during a quiet time, when there are no voters. Do not allow the General Voting Book to leave your table.
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General Voting Book
“R” (Registered), “NR” (New Registrant) or “CH” (Change)
Print clearly in ink using block letters
CITY OF VANCOUVER LOCAL BY-ELECTION – OCTOBER 14, 2017 General Voting Book (Resident Electors) I hereby declare that I am entitled to vote in this election, and that I have not voted before in this election. NO 1 2 3 4 5
STATUS
NAME
RESIDENTAL ADDRESS
SIGNATURE
Surname, Given Name(s)
NRPEs are voters who own property in Vancouver, but live elsewhere. Only the PEO may register new NRPEs.
CITY OF VANCOUVER LOCAL BY-ELECTION – OCTOBER 14, 2017 General Voting Book (Non-Resident Property Electors) I hereby declare that I am entitled to vote in this election, and that I have not voted before in this election. NO
STATUS
NAME
RESIDENTAL ADDRESS
VANCOUVER PROPERTY ADDRESS
SIGNATURE
1 2 3 4 5
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Note: for the 2017 Byelection there are only items on one side of the ballot card
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PEO Portfolio Instructions and Tamper Proof Seal VOTING PLACE #: ________ VOTING PLACE NAME: _______________________
INSTRUCTIONS: 1. PLACE IN THIS PEO PORTFOLIO: Copy #2 of results tape & yellow copy of the Statement of Ballot Account in sealed envelope Pink pay sheet (signed by all staff) PEO Memo Book Key for Ballot Tabulator _____ General Voting Books Envelope “Completed Registrations” for Resident Electors Envelope “Completed Registrations” for NRPEs Envelope “Privacy Protected Registrations” Envelope “All Other Signed Forms/Documents” 2. PLACE TAMPER PROOF SEAL IN THE SPACE PROVIDED BELOW SO THAT CASE CANNOT BE OPENED WITHOUT CUTTING THE SEAL 3. RETURN SEALED PEO PORTFOLIO ALONG WITH THE BALLOT TABULATOR CARRYING CASE TO CITY HALL
PLACE TAMPER PROOF SEAL HERE This tamper-proof seal must be attached to the Ballot Transfer Case where noted so that the container cannot be opened without cutting the label. Sign Presiding Election Official Election Official Scrutineer Scrutineer Scrutineer
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names before affixing label to transfer case. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________
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Transfer Case Instructions and Transfer Case Seal
VOTING PLACE #: ________ VOTING PLACE NAME: _______________________ CASE ________ OF ________
INSTRUCTIONS: 1. PLACE IN THE TRANSFER CASES: VOTED BALLOTS TAKEN FROM BALLOT BOX COPY 1 OF STATEMENT OF BALLOT ACCOUNT (IN CASE 1 OF _____ ONLY) 2. PLACE TAMPER PROOF SEAL IN THE SPACE PROVIDED BELOW SO THAT CASE CANNOT BE OPENED WITHOUT CUTTING THE SEAL 3. RETURN SEALED TRANSFER CASES TO CITY HALL
PLACE TAMPER PROOF SEAL HERE This tamper-proof seal must be attached to the Ballot Transfer Case where noted so that the container cannot be opened without cutting the label. Sign Presiding Election Official Election Official Scrutineer Scrutineer Scrutineer
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names before affixing label to transfer case. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________
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Voting Place #: ______________________________________ Voting Place Name:______________________________________________ ____________________________________________________
STATEMENT OF BALLOT ACCOUNT WORKSHEET (OPTIONAL FORM) Use this form to account for ballots and keep track of ballot packs with more or less than 50
Pack
Issued to (voting place staff person)
Exactly 50? Record + or -
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
TOTAL* EXTRA/SHORT BALLOTS FROM PACKS: *Add/deduct total from Box A on ballot account form
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