Elections Canada - Elections Off the Shelf - Model for Student Elections

7/31/2019 Elections Canada - Elections Off the Shelf - Model for Student Elections

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ELECTION OFF THE SHELF

M ODEL FOR STUDENT ELECTI ONS


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The Chief Electoral Officer Le directeur gnral des lections

Dear Student:

I am pleased to provide Election off the Shelf, a manual for student

elections at universities and colleges across Canada. This how-to guide was created

in response to requests from student associations across the country for help in

administering their elections. Elections Canada is grateful to the many college and

university student associations that advised us in developing the kit, and to the student

election officials at Carleton University, the University of Ottawa, Algonquin College

and Mohawk College who contributed articles or information based on their own

experience as student election administrators.

I hope you will find this manual helpful in guiding you through the process

of administering your own student elections. It includes articles on some of the essentials

of democratic elections: impartiality of election officials, respect for the secrecy of the

ballot, fair and open procedures, and fair access for all electors, as well as step-by-step

guidelines and checklists for all the activities in the electoral process.

As an administrator of a student election, you are about to embark upon

one of the fundamental exercises of democracy. Just as Elections Canada provides a

framework for federal elections, student electoral officials work to ensure that they, too,

undertake a fair and legitimate electoral process.

I trust that this information will help foster greater understanding and

interest among students not only in their own elections but in the greater Canadian

electoral process as well.

Yours truly,

Jean-Pierre Kingsley

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


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TABLE OF CONTENTS

FOREWORD: A TOOL KI T FOR MANAGING YOUR ELECTION 3

1. DI D SOMEONE SAY DEMOCRATIC ? 7

1.1 The t hree basic principles 7

1.2 Choosing electi on off icers 7

2. CHI EF ELECTORAL OFFICERS GUI DE 8

2.1 What are the CEOs responsibi li t ies? 8

2.2 The CEOs administrat ive dut ies 9

2.2.1 Elect ion off icers: t he indispensable team 9

2.2.2 Facili t ies t o reserve 10

2.2.3 Off iciall y call ing the elect ion (Form 2) 10

2.2.4 The electi on calendar (Form 1) 11

2.2.5 Vot ers li st/ Voter informat ion card (Form 3) 12

2.2.6 Print ing t he ballot s (Forms 9A, 9Band 9C) 12

2.2.7 Elect ion day (or days) 13

2.2.8 Count ing the votes and announcing the result s 13

2.2.9 The electi on report and evaluat ion of procedures 13

2.3 Relati ons wit h t he candidates 14

2.3.1 Nominat ion papers (Form 4 four part s) 14

2.3.2 Validat ing candidates 14

2.3.3 Conf i rming the candidates (Form 5) 14

2.3.4 Wit hdrawals (Form 6) 15

2.3.5 I nformat ion sessions for t he candidates and campaign managers 15

2.3.6 Designat ion of a candidates representati ve (Form 7) 16

2.3.7 Report ing expenses 16

2.3.8 The receipt log (Form 8) 16

2.4 Communication wit h t he elect orat e 16

2.4.1 What must t he CEO publ ish? 17

2.4.2 A good idea: t he supplement in the student newspaper 17

2.4.3 Candidates advert ising: a questi on of fairness 17

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3. RETURNING OFFICERS GUI DE 19

3.1 What are t he ROs responsib i li t ies? 19

3.2 Preparat ions 19

3.2.1 Recruit ing and t raini ng st aff 203.2.2 Registeri ng electors/ Voter informat ion card (Form 3) 20

3.2.3 Preparing the facil i t ies, mat erials and procedures 20

3.3 Elect ion day (or days) 21

3.3. 1 One elect ion day, or f i ve? Schedule and t ime sheet (Forms 11, 12and 13) 21

3.3.2 Sett ing up t he polli ng st ati on I nst ruct ions for electors (Forms 15and 20) 21

3.3.3 The moment of t rut h: t he vote Vot ing procedure 22 I nst ruct ions for deput y return ing of f icers ( Form 10) Sample of t he DROs i ni t ials (Form 14)

3.3.4 Cont roll ing t he seals and ballot s 22 Placement of seals ( Form 16) Seal cont rol sheet (Form 17) Ball ot cont rol sheet (Form 18) Number of elect ors who vot ed (Form 19)

3.4 Count ing t he votes 23

3.4.1 Sorti ng the ballot s: an important st ep 23

3.4.2 How to sort t he ballot s 24

3.4.3 Preparati ons for t he count 24 Cent ral count ing area set -up (Form 21)

Example of a count ing table set -up (Form 21) Samples of marked bal lot papers whi ch should be accepted and count ed(Form 22A)

Samples of marked bal lot papers whi ch should be rejected (Form 22B)

3.4.4 How to count t he ball ots 25 Tall y sheet (Form 23) Obj ect ions t o bal lot papers (Form 24) Off icial statement of vot es (Form 25)

3.5 Cont ested resul t s 25

4. CONTRI BUTIONS FROM OUR COLLABORATORS 29

4.1 Avoiding confli ct of int erest 29

4.1.1 Pract ical applicat ion 29

4.1.2 Appoint ment and quali fi cat ions of elect ion offi cers 30

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4.2 The chief electoral off icer 31Simon Peti t , Chief Electoral Off icer, 199495, Universit y of Ot tawa

4.3 The candidat e and t he chief electoral off icer 32Robert Jamieson, Vice-President, 199394, Carleton University

4.4 A ret urning offi cers report 33Linda Belzil e, Returning Off icer, 199496, Universit y of Ot tawa

4.4.1 Advert ising/ Publici t y 33

4.4.2 I nformat ion session 33

4.4.3 Traini ng session 33

4.4.4 Scheduli ng 34

4.4.5 Before poll ing begins 34

4.4.6 Elect ion days 34

4.4.7 Counti ng ball ots 34

4.4.8 Payroll 354.4.9 Other t hings 35

4.5 Sample of a poll ing off icers guide for deput y return ing off icers and poll clerks 36Peter Szyszlo ~ CERAS I V 1995

4.5.1 Working t he polli ng stati on 36 Elect ion day suppl ies Set t ing up the pol l ing stat ion Openi ng and closing t imes Last shi f t of t he day

4.5.2 Elect ion rules and procedures 37

Pol l clerks dut ies Deput y ret urn ing of f icers dut ies

4.6 Voter informat ion card (Form 3) 39Leo Comunale, President, 199798, Algonquin College Students Association

4.7 Elect ronic vot ing systems 40

4.7.1 Advantages of using a computer syst em versus student li st s 40Karolina Srutek, Chief Electoral Officer, 199596, Carleton University

4.7.2 Electronic voti ng 41Ryan Peters, President, 199798, Mohawk College Students Association

St udent access code On-screen i nst ruct ions plus pr int ed inst ruct ions The student number determi nes qual i f icat ion t o vot e Give vot ers t he opt ion of vot ing now or later Make a separate screen for each posi t ion Allow t he vot er t o select a no- vot e opt ion Make t he choi ce a number select ion, not a name t o t ype Return t o ori ginal screen when process i s complete Sample out l ine of procedure



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APPENDI X 1

GLOSSARY 47

ORDERI NG ELECTION MATERIALS 49

EVALUATION 51

APPENDI X 2

FORMS AND SAMPLES 55

1. Election calendar2. Sample proclamation of election

3AB. Voter information card4. Candidat es nominat ion paper ( four parts) 5. Confirmati on of nominat ion 6. Withdrawal of a candidate7. Appointment of a candidates representative8. Receipt log9AC. Samples of ballot paper10. I nstructi ons for deputy returning off icers ( DROs) 11. Sample schedule12. Schedule 13. Election staff time sheet14. DROs in it ials Sample sheet

15. Polling station set-up16. Placement of seals on Elections Canada ballot box17. Seal control sheet18. Ballot control sheet19. Number of electors who voted20. I nstructi ons for electors21. Central counting area set-up22A. Samples of marked ballot papers which should be accepted and counted22B. Samples of marked ballot papers which should be rejected23. Tally sheet24. Objections to ballot papers25. Official statement of votes

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A T OOL KI T FOR M ANAGING

Y OUR ELECTI ON


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FOREWORDA TOOL KI T FOR MANAGI NG YOUR ELECTI ON

Are you running an election at your college or university? Election off the Shelf will make your

task easier, whatever your degree of experience.

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

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

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

Feel free to adapt some elements to the practices at your own institution or to your specificcircumst ances. The important t hing i s that t he electi on run smoothl y; and the most import antthing is that it be fair.

Whi le preparing Election off the Shelf, we consulted representatives from 16 studentsassociat ions i n various regions of Canada. St udent s from t he Universi t y of Ot tawa and CarletonUniversit y wrote arti cles describing t heir own elect ion experiences; t he information on t he voterinformation card came from students at Algonquin College; and the section on electronic votingwas inspired by the model at Mohawk College.

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

We welcome your comments and suggestions, because Election off the Shelf is and will remain a col laborat ive work. I nformat ion on how t o reach Elect ions Canada can be found at t he f rontof t he kit . Keep i n t ouch . . . and happy electi ons!



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PROCEDURE


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1. DI D SOMEONE SAY DEMOCRATI C ?

1.1 THE THREE BASIC PRI NCI PLES

Participation, fairness, transparency . . . You no doubt recognize the basic principles of anydemocratic process. You should keep them in mind at all times, whatever your role as anelect ion offi cer.

But exactl y what i s meant by part icipat ion? That all electors can exercise their ri ght t o votefully and freely. Fairness? That all candidates are treated exactly the same and impartially.And transparency? That everyone knows and accepts the rules.

If your students association has already established election regulations that reflect theseprinciples, your j ob i s to apply t hem. Ot herwise, your f irst duty i s to have basic regulat ionsadopted, or even better, a real election code.

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

1.2 CHOOSING ELECTI ON OFFI CERS

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

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

The ideal candidates are dynamic st udent s capable of handli ng a wide range of t asks fi nancialplanning, human and material resources management, contract negotiations, public and mediarelations, automation, etc. effectively and impartially. Men and women with sound judgmentwho like to work as part of a team. And are not afraid of stress!



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2. CHI EF ELECTORAL OFFI CERS GUI DE

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

They may use a different title at your college or university, such as president of electionsor election convenor. It doesnt matter, the function is the same. In this kit we will be usingthe term chief electoral officer (CEO) for simplicitys sake.

2.1 WHAT ARE THE CEOS RESPONSI BI LI TI ES?

As CEO, it is your job to see that the election is free, fair and effective. Even though the CEOis appointed by the members of the student council, he or she must operate with complete

independence and no partisanship. The following are your chief responsibilities:

admini stering elect ions and referendums;

ensuring t hat t he electi on regulati ons of your inst it ut ion are enforced;

inf orming the st udents that a vote i s being held, explaining how t o exercise the right t o vote,and piquing their interest in the campaign by means of printed, electronic or video documents;

overseeing the registrat ion of candidat es;

approving the candidates budgets, monit oring their elect ion expenses and, if necessary,reimbursing their expenses in accordance with the established policies;

ensuring that candidates or referendum commit t ees respect t he spending li mit s and presenttheir election expenses reports and receipts by the set deadlines;

organizing t he candidates debat es/ speeches and, if you feel i t i s appropriat e, organizing aquestion period chaired by a moderator;

responding t o requests for inf ormation from electors and candidates;

decidi ng on t he measures t o take fol lowi ng inf ract ions of t he electi on regulat ions;

direct ing t he electi on offi cers and supervising t he administ rat ion of your off ice: pay, f acil it ies,contracts, inventory, telecommunications, etc.;

est ablishing and respecti ng the overall electi on budget; i n some insti t ut ions, th is budget mustfi rst be submit ted to t he st udents association.

Thats a lot to do, youd say. Well, youre right. But the secret to success here is to proceed

met hodicall y, step by st ep. And to have the ri ght people working wit h you.

The CEOs work can be divided into three main components: administrative duties, relations withthe candidates, and communications with the electorate. The following pages describe the tasksassociated with each of these three components.

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2.2 THE CEOS ADMI NI STRATI VE DUTIES

The CEO is responsible for the administration of elections and referendums. This process issimple enough for the ordinary elector, but quite a bit more complex for the people who haveto administer it! At each step, resources have to be planned, documents prepared, formalities

completed, forms distri buted . . . That i s why you need competent staff and a well- oil edorganization.

2. 2. 1 ELECTION OFFI CERS: THE I NDISPENSABLE TEAM

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

In addition to the CEO, the election officers include:

a returning officer;

assistant returning officers;

deputy returning off icers (one per polli ng stati on);

poll clerks (one per polli ng st ati on);

substitutes;

a graphic artist (optional).

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

him or her the ret urning off icer (RO).

You can put the returning officer in charge of all the logistics, i.e., the administration oft he poll ing stat ions and the staff assigned to t hose st ati ons. That wil l give you more time toconcern yourself with the other two components of your mandate: relations with candidatesand communications wit h t he elect orate. The ROs responsibi li t ies are described i n detail inChapter 3, Returning Officers Guide.

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

You can give the RO the responsibility for recruiting and supervising the officers directlyinvolved in t he vot ing process, i .e., t he assistant returning off icers, deputy returni ng offi cers(DROs) and poll clerks. The duties of these individuals will be described in Chapter 3, ReturningOff icers Guide. You should also have subst it utes available to replace any of t hese electi onofficers if needed.



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I f you can, h ire a graphic arti st for t he campaign. You wont regret it ! The graphic arti st can helpyou to create a visual identity for your communications (using a logo or specific theme) and designyour announcements and posters during the campaign. But where do you find such a person? Atsome institutions, the administration will provide you with the services of a graphic artist.

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

2. 2. 2 FACI LI TIES TO RESERVE

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

poll ing stati ons, wit h a sui t able area for t he vot ing screen, basic services (elect rici t y,telephone) and suitable furniture (two tables and two chairs per polling station);

a room for count ing the votes, wit h a suff icient number of t ables and chairs (and perhapsrefreshments to keep up morale);

a secure st orage room for t he ball ot boxes and ballot s;

a room for t he candidates debates/ speeches, wi t h adequate li ght ing and sound syst ems;

a room for the inf ormation and training sessions (f or your staff , and for t he candidatesand t heir campaign managers).

2. 2. 3 OFFI CI ALLY CALLI NG THE ELECTION

The moment has arrived to officially call the election or referendum. This is a key step in theelectoral process. Take this opportuni t y t o sti mulat e the int erest and part icipat ion of st udents,as candidates or electors, by using original and highly visible announcements!

How do you call an election? By publishing an election proclamation ( Form 2) . The text shouldcont ain t he following elements:

t he date or dates of t he vote;

t he durati on of the electi on period;

t he posit ions to be fi ll ed;

t he quali fi cat ion of candidat es;

the enti t lement t o vote;

t he location of the polli ng st ations;

t he locati on and telephone number of t he elect ion off ice.



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

2. 2. 4 THE ELECTION CALENDAR

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

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

Example of election calendar:

(dat e) Nominat ion of candidat es opens at 9 a.m.

(dat e) Nominat ion of candidat es closes at 4 p.m.

(dat e) Validat ion of candidat es

(dat e) Deadli ne for wit hdrawal of candidat es

(dat e) List of confi rmed candidat es is post ed at 4 p.m.

(date) Mandatory in fo rmat i on session fo r conf i rmed candidates andcampaign managers at 8 p.m.

(date ) Al te rnat i ve i nfo rmat ion session for conf i rmed candidates and

campaign managers at 10 a.m.(date ) Noon dead l i ne for candidates to p rovide requ i red mate rial f o r

publication by CEO

(dat e) Campaign begins at 8 a.m.

(date) Debate / speech fo r p resident ia l candidates, in the cafe ter ia at1 p.m., followed by a question period

(date) Debate / speech fo r candidates fo r other posi t ions, in t he studentlounge at 4 p.m., followed by a question period

( date) Campaign closes at 9 p.m.

(dat e) Elect ion day(s)

(dat e) Count ing days



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2.2. 5 VOTERS LI ST/ VOTER I NFORMATION CARD

To exercise the right to vote, the elector must be on the voters list. This is one of the basicprinciples of any democrati c vote. Being on t he list confirms that t he elector meet s thecondit ions required to vote.

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

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

More and more institutions provide each student with a card with a magnetic strip. This highlyaut omat ed syst em all ows for electronic regist rat ion and vot ing ( see sect ion 4.7 enti t led

Electronic vot ing systems ).

2.2.6 PRI NTING THE BALLOTS

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

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

The most important is the presentation of the candidates names on the ballots. Make especiallysure:

t hat t he candidates names are spell ed correct ly: t hey must be writ t en the same way on theballot as on the candidates nomination papers;

t hat t he names are li sted in alphabet ical order by surname;

t hat t he size and t ypeface is the same for all names and that all t he names are wri t t en on asingle line.

Another important point is the use of coloured ballots. This procedure is recommended in order

to avoid confusion among the various positions being voted on. But be careful what colours youchoose! Experience has shown, for example, that some shades of pale green and pale blue arehard to tell apart.

What type of paper should you use? Offset book No. 1, opaque, 140 M paper is a very goodchoice, but it is not the only one. Whatever you choose, make sure that the electors markcannot be seen once the ballot is folded.



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

2.2.7 ELECTION DAY (OR DAYS)

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

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

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

2.2.8 COUNTING THE VOTES AND ANNOUNCI NG THE RESULTS

The day after the last day of voting, as a rule, the DROs and clerks count the ballots for allt he polli ng stati ons under t he supervision of t he ret urning off icer (see sect ion 3.4 for moreinformation).

You have two duties at this stage. The first is to perform the validation of the results, from

the statements of votes from the polling stations, as soon as possible after the votes arecounted. The second is to announce the official results to the students as soon as possibleafter the election.

2.2.9 THE ELECTION REPORT AND EVALUATION OF PROCEDURES

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

In order to improve the election procedure for the people who come after you, it would be agood idea to organize a meet ing of all t he electi on off icers after the vote t o t ake stock, gathersuggestions for improvements and suggest, where appropriate, changes to your institutionselection code.



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2.3 RELATIONS WI TH THE CANDI DATES

As CEO, relati ons wit h t he candidates are your di rect responsibi li t y. There is no quest ion ofdelegat ing t hese dut ies. I t is up t o you to in form t he int erested part ies about t he proceduresand regulat ions, t o confi rm t heir nomination and t o provide them wit h all t he necessary forms.

It is also up to you to ensure that they respect the regulations governing election spendingand promotional material.

2.3.1 NOMINATION PAPERS

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

t o announce t he posit ions t o be fi ll ed;

t o announce t he deadli ne for submit t ing nominat ion papers;

t o prepare and distri bute t he nominat ion papers, which each candidate must fi ll out

and have signed by a specific number of electors ( Form 4, in four parts); t o receive the nominat ions.

The number of signatures required on the nomination papers varies at different institutionsand for different positions. In principle, any candidate should have the signature of at least20 electors. The CEO is responsible for ensuring that all the signers are eligible.

2.3.2 VALI DATING CANDIDATES

So the candidates have given you their nomination papers? Now you have to validate them;

heres how:

check each candidates eligi bil i t y (make sure t he candidat e is registered at t he universit y,is eligible to vote and is, in all respects, entitled to run for the position);

check t he eligi bi li t y of t he people who have signed t he nominat ion papers.

2. 3. 3 CONFIRMI NG THE CANDI DATES

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

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



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2.3.4 WI THDRAWALS

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

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

2.3.5 I NFORMATION SESSIONS FOR THE CANDI DATES AND CAMPAI GN MANAGERS

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

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

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

Send a writ t en invi t ation to t he candidat es and campaign managers invit ing t hem t o aninf ormat ion session covering t he followi ng point s:

t he regulati ons concerni ng adverti sing, post ers, etc., during the campaign ;

spending limits;

t he procedure for t he candidates debat es/ speeches;

t he polli ng dat es; t he location of the polli ng st ati ons;

t he date and procedure for count ing the votes;

t he appoint ment of candidates representat ives.

I f possible, off er two sessions so t hat everyone can at tend one or t he other. (Some CEOs makeattendance at these information sessions a condition for accepting candidacies.) Hand out aninformation kit to the candidates at the meetings.

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

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

what your plans are regarding speeches, debat es, publ ic meet ings, et c., and obtain t heiragreement;

how long they wil l be able to speak;

who wil l i nt roduce them (the moderat or or their campaign manager) and the time li mit forthe introductions.



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2.3. 6 DESI GNATION OF A CANDI DATES REPRESENTATIVE

Then ask each candidate to designate a representative, using Form 7, Appointment of acandidates representative. The representative will monitor the counting of the ballots on behalfof the candidate. Be careful though! The candidates representative must not present a risk of

conflict of interest, derive any benefit from the voting or be a member of the council of thestudents associat ion.

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

2.3. 7 REPORTING EXPENSES

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

2. 3. 8 THE RECEIPT LOG

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

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

2.4 COMMUNI CATION WITH THE ELECTORATE

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

But it is not enough just to stick a notice up on a bulletin board. The chief electoral officermust also be the public relations officer for the election. He or she must encourage the studentsinterest and participation. Dont hesitate to be creative in your communications. Create a logoand messages that attract attention. And use all the means at your disposal: posters, studentnewspaper, student radio, T-shir t s, but t ons . . .



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2. 4. 1 WHAT MUST THE CEO PUBLI SH?

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

t he proclamat ion (Form 2) which marks the calling of the election and provides basicinformation to the electorate (see section 2.2.3);

t he call for nominat ion of candidates, which includes:

t he l i st of posi t ions t o be f i l led;

t he day, t ime and place for receiving nomi nat ions;

close of nomi nat ions;

t he deadline for wi t hdrawal of candidates;

t he schedule for t he inf ormat ion sessions for t he candidates and campaign managers;

t he schedule for elect ion acti vit ies, namely:

t he dates, t imes and locat ions of t he candidates debat es/ speeches;

t he deadline for elect or regi strat ion ( i f necessary) ;

t he schedule for the polli ng stati ons, i ncluding the locat ion( s), dat e(s) and hours for voti ng.

2.4.2 A GOOD I DEA: THE SUPPLEMENT I N THE STUDENT NEWSPAPER

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

t he li st of candidates (wi t h or wit hout photographs);

t he schedule for the polli ng st ati ons (l ocat ion, date, ti me);

inst ructi ons for marking the ballot s (wi t h examples of correctl y marked ballot s) ;

t he procedure t o follow at t he polli ng st ation (Form 20) .

2. 4. 3 CANDI DATES ADVERTISING: A QUESTION OF FAI RNESS

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

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



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You can also control the number of leaflets distributed by the candidates as well as the number,size and location of t heir posters. You must in form t he candidates of t hese rules long in advance,during t he informat ion session, for example.

I t is your responsibi li t y t o prohibit any discriminat ion during t he campaign. But you cannot be

held responsible for defamat ory material or remarks t hat may lead t o legal proceedings. Aft er all,you and your offi ce cannot check absolut ely every wri t t en or oral statement the candidates make.

Any complaint must be present ed to you i n writ ing and be signed by the plaint if f and at leasttwo witnesses. You must not accept any verbal complaint or act or rule on the basis of rumours.You must act carefully and equitably (see section 3.5, Contested results).



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3. RETURNI NG OFFI CERS GUI DE

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

In some colleges, the CEOs right-hand man, or woman, is called the assistant chief electoralofficer. The most common term, however, is returning officer (RO), and that is the term weuse here.

3.1 WHAT ARE THE ROS RESPONSI BI LI TI ES?

Administering a vote (election or referendum) at the college or university level is not an easyjob. The CEO, who supervi ses all t he operat ions, is relying on you t o ensure t hat t he vot ing

and counting are done effectively and fairly. Your main responsibilities as RO are as follows:

recruit ing, t raini ng and supervising the staff of t he polli ng stations (also called poll ing places);

preparing the elements of st aff identi fi cat ion (T-shirt , butt on, et c.);

admin ist ering the elector registrat ion process;

det ermini ng t he locat ion of the polli ng stati ons;

planni ng and managing t he use of computers in the poll ing st ati ons;

making t he necessary arrangement s for the recept ion and preparat ion of elect ion suppli esbefore voting begins;

establishing, in co-operati on wit h t he CEO, t he schedule of voti ng and the schedule for poll ing

stat ion staff; ensuring t he orderly operation of t he polli ng stati on during t he electi on or referendum;

admin ist ering the process of counti ng the votes;

paying the polli ng st ation st aff.

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

3.2 PREPARATI ONS

I n order for t he vot e to run smoot hly and t o keep st aff happy everyt hing must be in placewell before the big day. And the division of duties must be clear. The RO is responsible for theselogistics. You will have to recruit and train staff, set up and manage the system for registeringelectors and make all t he necessary preparat ions i n t erms of facil i t ies, mat erials and procedures.



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3.2.1 RECRUI TING AND TRAI NI NG STAFF

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

t he assistant returni ng off icers (t wo); t he deputy returning off icers (one per polli ng stati on);

t he poll clerks (one per polli ng st ati on);

the substitutes.

You must also t rain them. This traini ng wil l i nclude the foll owing:

direct ives on the procedures for vot ing and count ing the votes;

t he at tendance l ist for DROs and clerks;

distri buti on of t he poll ing off icers guide for deputy returni ng officers and poll clerks(see section 4.5) or any other instruction document;

regularly held meet ings wit h electi on staff.

3.2. 2 REGI STERI NG ELECTORS/ VOTER I NFORMATION CARD

The voters list is a fundamental element of any vote, even in student elections. The CEO has themain responsibi li t y for preparing t his li st . But he or she may share part of t he responsibi li t y wit hyou (see secti on 2.1, What are t he CEOs responsibi li t ies? and 2.2, The CEOs admini strat iveduties).

The regulations of a students association generally specify who is entitled to vote during anelection or referendum. If this is not the case at your CEGEP or college, or in your university, itmight be a good idea to make this point clear in an election code. Qualified electors could, forexample, be all the members of the students association or all full-time students. The importantt hing i s to est ablish a clear rule.

At the beginning of the election period, you or the CEO can publish an announcement remindingthe students who is eligible to vote. If you set up an elector registration system, yourannouncement should ment ion the deadline for registrat ion. Another possible solut ion would beto send students a voter information card ( Form 3), if you have a computerized list.

3. 2. 3 PREPARING THE FACI LI TIES, MATERI ALS AND PROCEDURES

If your CEO has delegated this task to you, reserve the following facilities, and acquire suppliesand appropriate furnit ure for t hem:

facil it ies for t he polli ng stati ons, wit h suff icient t elephone and electri cal out let s, a suff icientnumber of tables and chairs (two chairs and two tables per station) and a suitable place forthe voting screen;



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a count ing room wi t h suffi cient t ables and chairs (and perhaps some refreshments to keepup your troops energy);

a maximum securi t y room t o store t he ball ot s and ball ot boxes.

In institutions where the vote lasts more than one day, the DROs and poll clerks must collect

their supplies every morning and bring them back every evening. Make sure all the ballot boxesare properly identified in advance, indicating the election day and location of the polling station(e.g., Day 1, Media Library and a number as well, if necessary). Two or t hree weeks beforethe vote is held, make sure that you already have very clear procedures concerning:

sett ing up t he polli ng st ations;

closing the polli ng stati ons;

stori ng the ballot boxes and the seals.

3.3 ELECTION DAY (OR DAYS)

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

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

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

Set up a work schedule (see sample schedule, Form 11; blank schedule, Form 12) even if thevoti ng last s only one day. A schedule is not only useful, it is essential if t he vot ing extendsover several days. Then distribute time sheets to all the election officers (Form 13). Thesesheets will be used for paying the staff.

3.3.2 SETTING UP THE POLLI NG STATION I NSTRUCTIONS FOR ELECTORS

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

Place the tables so the electors can see the DROs and poll clerks as they come int o thepolling st ation.

Ensure t hat all t he DROs can see t he voti ng screen at all t imes.

Ensure t hat no one is placed in a locat ion t hat would all ow him or her to see behind t hevoting screen.



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Ensure the vot ing screen is placed in a way t hat protects the secrecy of t he vote. Avoidplacing it in a high-traffic area, or in front of an exit, window, elevator or mirror.

I n each polli ng st ati on, t he instructi ons for electors (Form 20) that explain what electors doto obtain a new ballot if they spoil or incorrectly mark the first one and what they must doonce they have marked the ballot should be posted in a prominent place.

3.3. 3 THE MOMENT OF TRUTH: THE VOTE VOTING PROCEDURE

This i s it : t he voti ng has begun! The electors are already li ning up at t he polli ng st ati ons.And quest ions are coming from every side . . .

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

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

The DRO must always put h is or her ini t ials on the back of t he ballot before givi ng it t o theelector, to prevent the use of fraudulent ballots.

I f t he st aff assigned to count t he ballot s are not t he same as t hose assigned to the poll ingstations, make sure you get a sample of the DROs initials ( Form 14) while they are on duty.This will be useful if a ballot is contested during the count.

I nside the polli ng stati on and in it s immediate vicini t y, any part isan document , butt on,poster, etc., is forbidden. Some electoral codes specify that the ban applies within a radiusof 15 metres (50 feet) of the polling station. In some institutions, a line is marked out on

the floor with fluorescent tape. The DRO or pol l clerk must check t he voti ng screen regularl y to make sure t here is not hi ng

behind it except a pencil, and they must replace any screen on which graffiti or partisanmessages have been written.

The elect ion of fi cers answer questi ons from electors about t he voti ng process, but anydiscussion of voting choices is forbidden.

The DRO and poll cl erk can encourage student s to vote, provided they do not favour anyspecific candidate. Some institutions have set up quota systems for that purpose, or evendraws!

I t is st rict ly forbidden to leave a polli ng st ation unsupervised.

I f t he vot ing l ast s longer than a day, hold a meeti ng wit h your st aff every morning for a few

minutes to take stock and keep team spirit up.

3.3. 4 CONTROLLI NG THE SEALS AND BALLOTS

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



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

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

t he number of spoiled ball ots, i. e., ballot s t hat were involunt arily wast ed by electors andthat have been placed by the DRO in a clearly identified envelope (and recorded on Form 18) ;

t he number of unused ballot s; and

t he number of people who voted during hi s or her shif t (recorded on Form 19) .

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

3.4 COUNTI NG THE VOTES

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

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

3. 4. 1 SORTI NG THE BALLOTS: AN I MPORTANT STEP

If you are using different-coloured ballots for the different positions to be filled (e.g., blue forpresident, yellow for vice-president, etc.), you begin by emptying the ballot boxes one by oneand making a separate pile for each colour. This is the sorting stage. It is important that yousort t he ball ots and not e the t otal number of ball ots i n each box before counti ng t he vot es foreach candidate. Why? Because it makes the counting stage much easier and allows you to makesure no one has put ballots in the box fraudulently.

I f t he candidates agree, you can sort t he ball ots t he night before the count . Ot herwise, do i t t hesame day.

The DROs and pol l clerks usuall y sort t he ball ot s under t he supervi sion of t he CEO or RO. I fthe DROs and poll clerks are not all free the night before the count, the RO and assistantROs can sort the ballots in the presence of two DROs and two poll clerks, and the candidatesrepresentatives.



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3.4. 2 HOW TO SORT THE BALLOTS

1. Deal wi t h one ballot box at a ti me and sort t he ballot s before opening another box.

2. The CEO or RO shows each box t o t he persons present . You must compare the number on t heseal on the box with the number already on the control sheet.

3. Open the box and empt y the ball ot s out on a table. Show everyone, i ncluding the candidatesrepresentatives, that the box is empty.

4. The team doing the sort ing (usuall y the DROs and the poll clerks) t hen st arts it s work. Sortthe ballots by colour into separate piles and secure each pile with a rubber band. If one ofthe ballots seems to be marked in a non-regulation manner, keep it with the other ballots oft he same colour for now. I t wil l be reject ed during t he next st age, t he counti ng.

5. Count t he ball ot s in t he ball ot box, t he spoil ed ball ot s (cont ained in a separat e envelope)and the unused ballots. The total should be the same as the number of ballots issued for theday in question to the DRO concerned. This allows you to ensure that no one has put ballots

int o t he box fraudulentl y.

6. I f you are not count ing t he ball ot s immediately, place the sorted and secured ballot s backin t he ballot box.

7. Close t he box, seal t he slot and ask those present t o in it ial t he seal.

8. Put t he ball ot s in a safe place unt i l t he day they are counted. On t hat day, t he RO or a DROwill take the sorted ballots to the appropriate counting table.

3.4. 3 PREPARATIONS FOR THE COUNT

Now we have reached the counting stage proper. Set aside an entire day for this. You thinkt he procedure is a lit t le compli cat ed? Well, it t akes a lot of measures to prot ect t he int egrit yof the vote. Here is some practical advice:

Set up a cent ral counti ng area (Form 21), because it is better to count all the ballotsin a single place.

Have separate envelopes for t he vali d ballot s and rejected ballot s for each candidate.This can be very useful when one or more candidates contest the election.

Before beginni ng, review the procedures wit h t he DROs and poll clerks who wil l be count ingthe votes under your supervision, and do it in a loud voice so the candidates representativescan hear you at the same time.

Dist ri bute examples of marked ballot s to everyone present ( Forms 22A and 22B) .

Distr ibut e t he t all y sheets to the DROs, clerks and candidates representat ives present(Form 23) .

Set aside a counti ng table for each of the elected posi t ions (president , vice-president , etc.) .The DRO and poll clerk sit on t he same side, wit h t he candidates representati ves facing t hem.



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3.4.4 HOW TO COUNT THE BALLOTS

1. The DRO t akes a ball ot , checks t he ini t ials on the back, shows the ini t ials t o the candidatesrepresentatives, turns the ballot back over, verifies the mark in favour of the candidatechosen and shows it to the candidates representatives while saying the candidates namealoud.

2. I f t he ball ot is accepted by everyone (as it generally i s), t he DRO puts the ballot wit h t heothers for that candidate. A separate pile is kept for each candidate. The people present markthe tally sheet (Form 23) as the ballots are accepted.

3. I f t he ball ot is reject ed by everyone because it does not conform t o t he regulati ons, t he DROputs i t in a pil e reserved for reject ed ball ots.

4. I f t he DRO and one of t he candidates representat ives disagree about a ball ot , t he DROrecords the reason for the disagreement on Form 24, Objecti ons to ballot papers. Theballot s that are contested are put in an envelope att ached t o t he form. I mmediately afterthe count, and on the spot, the CEO and RO examine the contested ballots and make a

decision about each of them. The DRO records these decisions on Form 24.

5. At t he end of t he count of his or her polli ng stati on, t he DRO establishes the offi cialstatement of votes (Form 25) for his or her polling station.

6. Thi s st atement and t he counted ballot s are then deli vered t o t he CEO.

7. The CEO does t he off ici al addit ion of t he ballot s, adding up (by hand or computer) t he off icialstatements for all the polling stations. He or she thus determines which candidate receivedthe most votes, and can then announce the results to the entire student population.

3.5 CONTESTED RESULTS

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

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

You can, i f you wish, consult our l egal counsel. Several coll eges and uni versit ies have a st udent

tribunal that is capable of settling the question.

The CEO should t hink careful ly before making t he decision to di squalif y a candidate. We wouldsuggest making sure of t he facts and ci rcumstances and consult ing l egal counsel before doingso to avoid costly and unnecessary conflicts.



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CONTRI BUTI ONS FROM OUR

COLLABORATORS


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4. CONTRI BUTI ONS FROM OUR COLLABORATORS

4.1 AVOI DI NG CONFLI CT OF I NTEREST

In general, a conflict of interest is a situation in which one individual occupies two positionsor undertakes two functions which are in opposition to each other and which can cause thatindi vidual t o act on t he basis of di vided or even contradictory loyalt ies. The confli ct of int erestconcept has come to i nclude not only actually confl ict ing sit uat ions, but also t hose wheret he confl ict is potent ial, as well as t hose where a t hird part y might perceive confli ct.

In the field of elections, the notion of conflict of interest is closely related to that ofimparti alit y or neutrali t y. I t s real sense is t hat in circumstances where an i ndividual is calledupon to adjudicate or t o decide on t he confl ict ing i nterests of other i ndividuals, t he persondeciding should do so wit hout overt ly representing, or all ying hi mself/ herself t o, t he int erest sof one of the contestants.

I n t he democrat ic context, t hese concepts can be applied by directi ng t hat anyone partici pat ingin t he administrat ion of an electi on should refrain from being a candidate or from openlyfavouring a candidate. Conversely, no candidate, no person worki ng for a candidate andno person openly favouring a candidate should be admit ted to a posit ion in t he administ rat ionof t he electi on where he or she has sole decision-making powers.

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

4.1.1 PRACTICAL APPLI CATI ON

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

The CEO should design and administer t he rules for electi ng members of t he st udent counci l ,as well as t he rules relevant t o confli ct of i nterest .

Members of t he current council and any person holdi ng poli t ical off ice in t he SRB (studentregulatory body) should not be engaged in running t he electi on or i n appoint ing electi onofficers from among their ranks.

Members runni ng for re-electi on and t heir electi on organizers (i .e., campaign managers, etc.)

should also follow these guidelines by, for instance, choosing their candidates representativesfrom the general student population, rather than from among fellow council members.

Those actuall y hi red and/ or appoint ed to organize and run t he electoral process should notthemselves be running for council and should not openly favour candidates or campaign for them.



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4. 1. 2 APPOI NTMENT AND QUALI FICATI ONS OF ELECTION OFFICERS

When selecting and appointing your election officers, especially the chief electoral officer andreturning officer, it is important to keep in mind that they must be fully committed to followingthe procedures for administering elections and referendums within their mandate in a non-

partisan manner. The duties of election officers are varied and call for the use of a wide rangeof modern management techniques: financial planning; material, human and financial resourcesmanagement ; contract negot iati on; publi c and media relations; and off ice aut omat ion, t o namea few. Election officers must be competent in these areas and very efficient in order to completeall t he tasks involved wit hin a very short and specif ic t ime.

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

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

Therefore, when selecting your election officers, especially your CEO and your RO, you shoulddo so with consideration and vigilance. A judicious selection at the beginning of the processwil l eli minate many potenti al problems later on during t he electoral event.



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4.2 THE CHI EF ELECTORAL OFFI CERSimon Peti t , Chief Electoral Off icer, 199495, Universit y of Ot tawa

Through elections, students seek out competent leaders to serve as their representatives. Thisentails not only a complicated logistical exercise, but also a high degree of interpersonal skillon t he part of t he chief electoral off icer (CEO). I n order to safeguard the democrati c process,the CEO must at all times demonstrate impartiality, fairness and co-operation.

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

Fairness towards candidates constitutes the second fundamental principle. The CEO plays apivotal role in the democratic process and, as such, the CEOs decisions can tip the balance in

favour of one candidate at the expense of others. Therefore, the CEO must establish an objectiveset of electoral procedures and enforce them equall y on all candidates. I f anyone involved wereto feel treated in a biased or unfair manner, doubts could be raised about the legitimacy of theelectoral process. At the very least, this would undermine the mandate of the newly electedoffi cials and it would be dif fi cult for t hem t o undertake a const ruct ive and successful t erm.At the very worst, the results of the election could be declared invalid, wasting student fundsand countless hours of preparation.

The ability to inspire teamwork is the third essential quality of any CEO. The CEO must workclosely with the team, the candidates and all other interested parties, such as the studentpress, to make certain that all of them are aware of their roles in this process. Conflicts anddisagreements may arise during the course of an election, but open and honest communication

is the best way to ensure that everyone is able to make an honest contribution to the successof the event. The importance of actively soliciting feedback from everyone involved cannot bestressed enough. This input can then be used to improve the process and to fashion a flexibleframework that is adaptable to changing circumstances and crisis.

These three basic princi ples proved i nvaluable during my t erm as CEO. But i t is i mportant t oremember t hat t hey must be applied i n t andem wit h smooth and eff icient logist ics, and t horoughorganization and preparation.



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4.3 THE CANDI DATE AND THE CHI EF ELECTORAL OFFICERRobert Jamieson, Vice-President, 199394, Carleton University

Candidates look to the CEO as the ultimate arbiter of fairness in a campaign. Favouritism, oreven the hint of it, is what candidates fear most in a CEO. It is for this reason that the CEOsevery move is watched prior to, during, and even shortly after an election campaign. Everyonet he CEO speaks t o, including old f riends, can come under t he scrut iny of t he candidates. To befair, not all candidates think like this, but there are always a couple who will question the CEOsmotives. Therefore, candidates expect that the CEO will maintain a distance from people who maybe seen as having partisan interests, including the executive of the SRB.

I have found that in many SRBs a social net surrounds campus politics, which encouragesrumours to spread quickly. Therefore, it is best to set the tone very early in an electioncampaign, by outlining precisely all the rules and regulations governing the election at aninformation session that gathers together candidates, campaign managers and election staff. Asthe campaign progresses, the CEOs additional rulings can easily become the subject of rumours,

especially i f t hese rulings are not in writ ing. I t is, t herefore, a good idea to post any new rulingsin predetermined areas. This will prevent 40 different candidates and their managers fromappearing at the election office because they heard through the grapevine of a rule change!Clear, consistent and open communication is a necessity between candidates and the CEO.

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

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

the presence of candidates.

I have never experienced an election where someone did not think that something illegal wasgoing t o happen. I t is up t o t he CEO t o prove t hat a fai r elect ion i s taking place and t o est ablisha trusti ng relat ionship wit h t he candidates. Once thi s trust is earned, candidates wil l st opworrying about the CEOs actions, and will fully concentrate on the electoral campaign.



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4.4 A RETURNI NG OFFICERS REPORTLinda Belzil e, Returning Off icer, 199496, Universit y of Ot tawa

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

4.4.1 ADVERTISI NG/ PUBLI CI TY

At the University of Ottawa, we seek sponsors to help subsidize our elections. A varietyof organizations in your area can be approached to help finance the production of T-shirtsand posters, or to help cover other expenses you may incur during the elections. For instance,you could reduce the costs of a general mail-out by attaching the mail-out to companyadvertisements or by simply adding one or more company logos to your mail-out package.

Be careful, however, to avoid any possible conflict of interest, either real or perceived, betweena sponsor and any of the candidates.

4.4.2 I NFORMATION SESSI ON

An information/ recruiting session for potential election staff should be held as early as threemonths before the elections, if possible, allowing time for a second information session ifrequired. Put up posters with all the necessary information for the session: date, time andlocation, as well as a phone number election office or SRB office in case students havequestions prior to the meeting. When creating the posters to announce the meeting dates, times

and locations, be as creative as possible, and photocopy them on very bright-coloured paper sothat they stand out. At the session(s), obtain each potential employees name, student number,phone number, t imetable, hours of availabil it y and facult y or depart ment of study. All t hisinformation will come in handy when you are choosing your staff and making up your schedule.

4.4.3 TRAI NING SESSI ON

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



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4.4.4 SCHEDULI NG

The easiest way to plan your schedule is to make a chart and simply place the names in theappropriate spots. Remember that the best employees are those who are dynamic, energetic,responsible and available for the entire polling period. Use good judgment and do not be afraid

to place friends together: often they encourage one another to work harder. An excellent methodof attracting voters is to assign employees to polling stations in the building of their facultyof study. This gives them a chance to encourage their friends to vote. Once your schedule iscompleted, always make sure you have a couple of back-ups in case some of your staff decidethey cannot work the hours you have scheduled, and include the ARO schedule as well. Copiesof the final version of the schedule should be posted on the door of the election office anddistributed to the secretary at the SRB, as well as to all election staff. For a sample schedule,see Forms 11 and 12 in the Forms and samples section.

4. 4. 5 BEFORE POLLI NG BEGI NS

Make sure that all your supplies are in and that everything is ready for election days. Have yourballot boxes and other materials ready and arrange them in sets: each ballot box, voting screenand set of suppli es should be labell ed wit h t he name of t he polli ng st ati on t o which t heybelong. Organize the room in which the election materials are stored so that staff have easyaccess to all t heir poll ing suppli es. A good tri ck is to post t he names of all poll ing stations ona wall and place the supplies below the corresponding sign.

4. 4. 6 ELECTION DAYS

At this point, most of the work is done and now the trouble-shooting begins. Try to have a short

meeting with all the election staff every morning. This is an opportunity to inform them of anychanges which must be or have been made. It also constitutes an excellent occasion to givet hem posit ive energy in t he morning. Try t o remember that if you are smili ng, i t may give t hema reason to do the same! The other thing I would recommend is for you to have a cellular phoneor walkie-talkie on hand at all times during election days, as well as a copy of the schedule andall accompanying notes (staff with exams, medical appointments, etc.). You are responsible forknowing who, what, where, and when at all times during election days, so make sure you arewell organized. Most of all, write everything down twice, if necessary.

4.4.7 COUNTING BALLOTS

The process of counti ng ball ot s is one which should be t aken very seriously. Ensure that you arein a controlled environment and that everyone in the room knows what to do and understandst he importance of what t hey are doing. The most effecti ve and effi cient way to t abulate t hetotals is on a computer with a program such as Lotus 1-2-3 or Microsoft Excel. If properly used,t he program wil l instantl y give you percentages, t otals and all ot her informat ion you want t ogenerate. It will also provide you with numbers to report to the parties contesting the electionas you go along. Just make sure to create the program prior to the ballot counting.



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4.4.8 PAYROLL

Although this may not be the responsibility of the RO in all schools, doing the payroll is a quickand simple task if you are well prepared. Make sure you have the election staff fill out a timesheet following every shift they work. Such records will help you quickly make the necessary

calculations in order to pay them as rapidly as possible.

4.4.9 OTHER THINGS

Distri bute something to those who vote, such as a st icker or a but t on. Make i t t ast eful andfashionable, so t hat st udents will wear it . This wil l help you and t he candidates identi fy t hosewho have already voted and may encourage those who have not yet voted to vote.

Creat e a contest t hat encourages electi on staff t o work at reaching a daily quota of vot ers.

Have t he electi on st aff meet al l t he candidates before vot ing begins.

Be consistent i n enforcing the rules: th is wil l help you avoid many problems.

Most of all, keep smiling, be patient and use your imagination! The returning officers positioncan be lots of fun if you make it so!



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4. 5 SAMPLE OF A POLLI NG OFFI CERS GUI DE FORDEPUTY RETURNI NG OFFICERS AND POLL CLERKS

Note: This guide (pages 3638) was contributed by Elections Carleton as an exampleof i nst ruct ions for polli ng offi cers. I t is reproduced wit h minor edit orial amendments.

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

Peter Szyszlo ~ CERAS I V 1995

4. 5. 1 WORKI NG THE POLLI NG STATI ON

ELECTION DAY SUPPLI ES

If you are working the first shift of the day, it is your responsibility to arrive at the electionsoffice at precisely 10:45 a.m. (All other shifts are to be at the polling station ten minutes beforet he ti me t hey are scheduled to start work.) At t hat t ime, you wi ll pick up all t he necessaryequipment for your polling station.

This wil l include:

t he appropriat e number of ball ot boxes, for example:

president ;

ot her posi t ions;

referendum;

voting screen;

ball ot count book;

appropriate number of ball ot s;

large envelope wit h suppli es, i ncluding an envelope for campaign mat erials;

spoi led ballot envelope;

poll ing off icers guide.

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



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SETTING UP THE POLLI NG STATION

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

I f t here are any campaign materials within 50 feet of t he poll ing station, remove themimmediately and place them in the campaign materials envelope. Please ensure that campaignmaterials are not being posted or distributed within the 50-foot zone. We have demarcated thisarea wit h Elect ions Carleton t ape.

OPENING AND CLOSI NG TI MES

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

Polli ng st ati ons close at exactl y 9:10 p.m. I f st udents have been li ning up pri or t o t he 9:10 p.m.deadline, allow those who waited to vote.

LAST SHI FT OF THE DAY

The last shi ft of t he day is required to return all electi on materials immediately to t he electi onsoffice.

The ballot box should be sealed and initialled by both the DRO and the poll clerk before beingreturned to the elections office and stored. The poll clerk may proceed to the elections office

wit h t he supplies and ballot box(es). The DRO must wait unti l t he technician arrives to put t hecomputer away. This will happen, at the latest, by 10:00 p.m.

4.5.2 ELECTION RULES AND PROCEDURES

1. You are not permit ted to discuss the elect ions wit h anyone whil e on duty, except t o explainvoting requirements and procedures.

2. Do not allow any media coverage of t he polli ng st ati on, unless writ t en aut horizat ion has beengiven by the CEO. If there is a problem, contact the elections office immediately.

3. Candidates are not permit t ed, in any way, shape or form, t o campaign in t he 50-foot t aped-off area. I f t hey at tempt t o do so, ask t hem to leave and report t hem t o t he electi ons offi ce.The exclusion also applies to individuals whose voices can be heard within the 50-foot votingzone.



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4. When a student approaches t he poll ing stati on, t he fol lowi ng procedures apply:

POLL CLERKS DUTI ES

a) Ask for the student card. No card, no vote!!!

b) Swipe the student card.

c) Determine for which position(s) the student is eligible to vote.

d) Pass the card to the DRO and inform him/ her which ballots to provide.

DEPUTY RETURNI NG OFFICERS DUTI ES

a) Initial the back of every ballot the student is eligible to cast.

b) Fold ballot s and hand to t he student.

c) Instruct the student to fold the completed ballots and return to you with them.

d) When t he st udent has fi nished voti ng, i nst ruct t he st udent t o place his/ her own folded

ballots in the ballot box.

e) Return the student card.

5. Graduat e student s may not vot e in CUSA (Carlet on Universi t y Students Associat ion) electi ons.

6. Voters may only vote for const i t uency representat ives wit hin their own const i t uency. Forexample, a Political Science student may vote for Arts/ SS reps, but not for Computer Scienceseats. Please refer to the flyer Who Votes for What. Dont guess, refer to the flyer.

7. I f a vot er unint enti onally spoil s a ballot and request s another, wri t e SPOI LED across the backof t he ball ot and place it in t he spoil ed ball ot envelope. You may t hen gi ve out a new ballot .

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

Chief Elect oral Off icer Karoli na Srut ekReturn ing Off icer Giselle Bet ancourtReturni ng Offi cer Peter SzyszloAssistant Return ing Off icer St ephanie Farringt on

I f you have any quest ions, please contact t he current elect ions staff at Carleton Universit y.



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4.6 VOTER I NFORMATI ON CARDLeo Comunale, President, 199798, Algonquin College Students Association

Aft er using the voter in format ion card mail -out method in t he past , here is what t he Presidentof the Algonquin Students Association, Leo Comunale, has to say about it.

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

The most important thing to remember when sending out the cards is that you must support themwit h suff icient adverti sing. Try to put up post ers in high-t raff ic areas t o inf orm the electorat ethat they will be receiving the cards. Also, if voters are required to present the card to vote, makesure the necessary advertisements are posted well in advance so that the cards are not recycled

or left at home on election days. You could also print the instruction Bring this card with youwhen you come to vote right on the card itself. The advertisements for the voter informationcards should include the who, what, when, where of your election process. While maintaining theelection theme, you should try to make the voter information card as attractive as possible.

You can cut down t he costs by putt ing t he vot er informat ion card in an envelope and fi ndinga few companies that will add their advertising to the mail-out. Although this makes it a littlemore difficult to ensure that all recipients will actually see the card, with the appropriateadverti sing, t he cards can pot ent ially increase your vot er turnout . I f you opt for t he envelopes,you could also consider adding a list of the candidates running for each position to the mail-out. Eit her way, start t hinki ng about it very early i n your elect oral process in order t o avoiddelays in deli very.

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



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4.7 ELECTRONI C VOTI NG SYSTEMS

4.7.1 ADVANTAGES OF USI NG A COMPUTER SYSTEM VERSUS STUDENT LI STS

Karolina Srutek, Chief Electoral Officer, 199596, Carleton University

The administrations decision to change to student cards with a magnetic strip catapultedElections Carleton into cyberspace. Elections Carleton incorporated into its electoral processa computer program that used the new cards to keep track of the students who voted, thuseliminating the problem of students voting in the wrong faculty or casting their vote twice.

I n t he past , students went to a polli ng st ati on, handed i n t heir student cards, were marked offthe master student list, and then were given their ballots. A master list was available at eachpolli ng st ati on, so polli ng offi cials could check if t he st udent was eligible to vote, and ensuret hat t he st udent wouldnt ret urn t o t he same polli ng st ation twice. Due t o Carletons size(20 000 undergraduates), nine poll ing stat ions were set up t o serve all areas of campus. Theproblem of students going to another polling station to vote again could not be controlled,

because there was no communication among polling stations. This problem was solved with thedecision to punch a hole in a pre-designated area on the student card, thus indicating to everypolli ng offi cial t hat a student had already vot ed.

Two problems arose with the punching of student cards. First, chief electoral officers did notkeep a record of t he areas they designat ed for punching. Alt hough eff ort s were made each yearto select a new area, many students were turned down at the polling stations because their cardsappeared to show they had already voted. Second, some students refused to cast their ballotswhen they realized that their student cards would be punched. This was understandable: astudent who had been at Carleton for a number of years and had participated actively in theelectoral process wouldnt have much of a student card left. It was with confidence, then, thatin t he fall of 1995 we install ed the computer program, hoping t o i nvolve those st udents who

didnt want their student cards punched and ensure that everyone had the chance to vote.

Wit h t he new computer syst em, each poll ing st ati on has one personal computer and a swiperto read the magnetic strip on the student card. A voter hands his or her student card to the pollclerk, who then swipes the card. The computer tells the poll clerk the status of the student, thefacult y and year of st udy. Based on t hi s informat ion, t he DRO issues the proper ball ots. Wit h t heswiping of the card, the students name is automatically entered into the system, which is linkedto the other polling stations, and therefore the student cannot vote again. Because finding outa students status is done concurrently with entering the name into the computer as a voter, thesystem is programmed to erase the students name if he or she is not eligible to vote.

As CEO, I was equipped wit h a comput er which was li nked to all t he polli ng st ati ons, and I wasable t o monit or each st ati on at all t imes. I could see when poll ing stat ion of fi cials closed downtheir stations, and for how long. I was also able to receive a running total of votes cast at eachstation. My staff made the rounds of the polling stations on a regular basis and also whenproblems arose, which enabled me to oversee the entire process from my office. At the end oft he day, I received a computer print out of all t he acti vit ies at each st ati on. I also received areport on t he number of ball ots cast at each poll ing stat ion, which could then be compared wit ht he number of ball ot s in t he ball ot box. This document ati on confirmed the fi nal result s andcould be used to prove the validity of the results in case of a challenge. It should be understood



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that the computer system simply keeps track of the students who voted, and by no meansrecords how the students vot ed. The secrecy of t he vote is paramount and is always protected.In all cases, the student still must physically mark a ballot behind a voting screen and depositit into the ballot box.

Although ini t iall y t he inst allati on of t his syst em involved ext ra ti me, management and money,the investment proved to be highly beneficial. The system is efficient, compact and dependable.It demonstrates to the student body the seriousness of the electoral staff. I recommend thisrout e to any CEO!

4. 7. 2 ELECTRONI C VOTINGRyan Peters, President, 199798, Mohawk College Students Association

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

Wit h t he 21st century rapidly approaching, it is no wonder that elect ronic voti ng has arrivedon the election scene. Although the electronic system demands a substantial initial investment,both in time and money, the return on investment is quickly recovered once the system is in use.

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

I f you are current ly wi thout st udent access computer terminals, t he first t hing you must do toimplement electronic voting is to set up the terminals within your institution (the installations,in some cases, can be much like bank-machine facilities). The best and

Elections Canada - Elections Off the Shelf - Model for Student Elections

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