Revision: 1.0 September 24, 2021

Revision: 1.0 – September 24, 2021

Deputy Returning Officer

2021 General Election Revision 1.0 – September 24, 2021 of 44

IMPORTANT INFORMATION

PDRO (Presiding Deputy Returning Officer)

– and – APDRO

(Assistant Presiding Deputy Returning

Officer)

DRO

(Deputy Returning Officer)

TC

(Tabulator Clerk)

IO (Information Officer)

BC

(Ballot Clerk)

ADVANCE VOTE: Voting Station Name & Address

ADVANCE VOTE

ADVANCE VOTE: Time to Arrive at Voting Station

ADVANCE VOTE: Voting Hours

ELECTION DAY ELECTION DAY: Voting

Station Name & Address

ELECTION DAY: Time to Arrive at Voting Station

ELECTION DAY: Voting Hours

EMERGENCY NUMBERS



Welcome to Elections Calgary!

You will be playing an important role in the 2021 General Election. Your time and dedication to this election is valued and appreciated. Elections Calgary is committed to

delivering a safe, accessible and legislatively compliant election for all Calgarians.

It is extremely important to read through this manual — even if you have worked at an election before. This manual will help you know how to fully support the

election.

Thank you for participating. We hope your election experience is positive.



Table of Contents Revision Summary .......................................................................................................... 6

General Information ...................................................................................................... 7

Election Workers ............................................................................................................. 7

COVID-19 Protocols ........................................................................................................ 8

Masks ........................................................................................................................... 8

Hygiene ........................................................................................................................ 8

Cleaning ....................................................................................................................... 9

Physical Distancing ...................................................................................................... 9

Feeling Sick? ............................................................................................................... 9

Break Requests ............................................................................................................... 9

Cell Phones in the Voting Station .................................................................................... 9

Service Animals............................................................................................................. 10

Managing the Media ...................................................................................................... 10

Campaigning in Voting Station ...................................................................................... 10

Calgary Transit Tickets .................................................................................................. 10

General Voting Station Safety ....................................................................................... 11

Other Information .......................................................................................................... 12

DRO Responsibilities and Authority ............................................................................ 13

Prior to Opening Voting Station ................................................................................... 14

Arriving On Site ............................................................................................................. 14

Station Set-Up ............................................................................................................... 17

Post Signs ..................................................................................................................... 18

Preparing the Voting Station to Open ............................................................................ 19

Voting Station is Open ................................................................................................ 20

DRO Registration Table ................................................................................................ 20

Scrutineers .................................................................................................................... 20

Register Voter and Issue Ballots ................................................................................... 21

Voter Eligibility ........................................................................................................... 21

Identification Requirements ........................................................................................ 22

Issuing Calgary Transit Tickets .................................................................................. 23

Process to Register Voter and Issue Ballot ................................................................ 23

Spoiled Ballots ........................................................................................................... 26

Rejected Ballots ......................................................................................................... 26

Special Ballots (“Mail-In Ballots”) ............................................................................... 26

Voting Situations ......................................................................................................... 27

Voter Does Not Have Valid ID but Brings a Voucher..................................................... 27

Voter Does Not Have Valid ID but Brings an Attestation Form ...................................... 27

Voter Does Not Have Valid ID nor a Voucher ............................................................... 27



Voter Produces ID with a PO Box Address ................................................................... 29

Voter Brings a Helper to Vote ........................................................................................ 29

Voter Requests Help to Vote but Did Not Bring a Helper .............................................. 31

Voter Lives in a Community with No School Board ....................................................... 31

Voter Declines One or Both Ballots (at the Registration Table) ..................................... 32

Objection to Person Voting ............................................................................................ 32

Voter Forfeits Ballot (Leaves Voting Station with Ballot) ............................................... 33

Voter Returns to Registration Table with a Spoiled or Rejected Ballot .......................... 33

Wrong Ballot is Issued to Voter ..................................................................................... 34

DRO Initials Missing from Ballot .................................................................................... 34

Voter is Unable to Enter Voting Station (“Curbside Voting”) .......................................... 34

Closing Voting Station ................................................................................................. 36

Preparing for Close ....................................................................................................... 36

Voting Station Tear Down ............................................................................................. 36

Working at Voting Stations During ADVANCE VOTE ................................................. 38

Voting Stations During Advance Vote ........................................................................... 38

Station Hours ............................................................................................................. 38

Election Worker Forms ............................................................................................... 38

Voter Assist Terminal (VAT) Station ........................................................................... 39

Daily Station Tasks ........................................................................................................ 39

Nightly Closing of the Station at the End of Each Day (Except for Final Day) ............ 39

Preparing the Voting Station to Open Every Day (Except for First Day) .................... 40



Revision Summary

Manual

Version Page Revision 1.0 7, 14 Workers must report to the voting station at 7:00 a.m. on Election Day.

1.0 12 Voters without a mask allowed into the station.

1.0 14 Name badges are pre-printed with positions.

1.0 18 There could be additional bottles of hand sanitizer.

1.0 22 Revised identification requirements for School, College or University

Documents and Attestation.

1.0 23 Calgary Transit Access users will not have proof of purchase.

1.0 24, 35 Reference to CCSD jurisdiction removed.

1.0 29 Additional information about interpreters.

1.0 32 Corrected reference to a fully blank ballot submitted to the tabulator by a

voter.

1.0 40 Added point #5 in opening the station during Advance Vote.



General Information

This manual provides Election Day information and outlines the

responsibilities of Deputy Returning Officers (DROs) on Election

Day. Voting stations for Advance Vote and Election Day are not

dissimilar, but there are differences. There is one section in this

manual that specifically deals with Advance Vote days. Refer to this

section only if you will be working at a voting station during Advance

Vote.

On Election Day, election workers must be at the voting station by 7:00 a.m. — one

(1) hour prior to the station opening.

On Advance Vote, election workers must be at the voting station one (1) hour prior

to the voting station opening on its first day. PDROs can use their discretion on

whether election workers need to come in at the same time before the station opens

on subsequent advance voting days.

Election Workers

Presiding Deputy Returning Officer (PDRO)

• The PDRO is responsible for the overall conduct of the voting station and for

understanding the requirements of each position within the voting station.

Assistant Presiding Deputy Returning Officer (APDRO)

• The APDRO assists PDRO with supervision and conduct of the voting station.

Deputy Returning Officer (DRO)

• The DRO is responsible for assisting voters in the completion of the Elector

Register (Form 13RSE), communicating eligibility to the voter and issuing the

ballots.

Tabulator Clerk (TC)

• The TC is responsible for the operation of the tabulator at the voting station.

Ballot Clerk (BC)

• The BC is responsible for handling the ballots at a voting station.

Information Officer (IO)

• The IO is responsible for greeting voters, notifying the PDRO/APDRO if a voter

requires assistance, managing lines and answering questions.



COVID-19 Protocols

The situation surrounding COVID-19 remains fluid. Information will

be made available to all election workers in advance of training and

Election Day.

The safety and well-being of all election workers is a priority. Election workers are

expected to follow the COVID-19 protocols outlined in this section and all public health

guidelines to protect themselves and voters.

There are steps you can take to ensure your safety.

Masks

• All election workers will be required to wear masks while working in the voting

station. This will also help make the public feel more comfortable about in-person

voting opportunities. Whether voters are required to wear masks inside the voting

station will depend on current restrictions and facility requirements.

• Information will be made available to all election workers in advance of training and

Election Day with respect to current health guidelines.

• Disposable masks will be provided, but election workers can wear their own (cloth)

masks if they prefer. Election workers who wear their own masks are encouraged

to bring two or three extra masks each day to swap out.

Hygiene

• Clean your hands on a regular basis by using hand sanitizer or washing your

hands with soap and water.

• Avoid touching your face/mask.

Presiding Deputy Returning Officer

(PDRO)

Deputy Returning

Officer (DRO)

Tabulator Clerk (TC)

Information Officer (IO)

Ballot Clerk (BC)

Assistant Presiding Deputy Returning Officer (APDRO)



Cleaning

• Common touch points (i.e.: voting booths, tables, equipment, ballot secrecy

sleeves) should be sanitized on a regular basis with the appropriate cleaning

products provided.

Physical Distancing

• Maintain a physical distance of approximately two metres from other people.

• Follow any physical distance measures set up in the voting station (i.e.: markers,

crowd management).

Feeling Sick?

• Stay home! Do not attend an in-person training session or go to your voting station

for your shift.

• Call the Election Office if you are not able to attend an in-person training session.

• Contact your PDRO to let them know you are not feeling well and will not be

available for your shift.

• Please advise your PDRO if you are experiencing symptoms or have a positive

COVID-19 test result.

Break Requests

• Election workers cannot take their breaks outside of the property boundaries of the

facility hosting the voting station.

• Smoking is not permitted on the property of most voting stations (i.e.: schools). Do

not smoke while on the property if there is no designated smoking area.

• The PDRO and or APDRO sit in for the TC and BC, but they may designate DROs

to cover other DROs or IOs.

• A break area/table will be designated at the voting station. Election workers should

eat at this table.

Cell Phones in the Voting Station

Taking photographs or videos inside the voting station is not allowed. Voters, candidates

and scrutineers can use their cell phone to make (audio) calls or text messages while

inside the voting station. Voters can also use information on their cell phone to confirm

their identity (i.e.: showing a utility bill, credit card statement).

If an election worker needs to use their cell phone, they should be discreet and not use

the cell in front of a voter or when the voting station is busy.



Service Animals

Service animals assist and/or guide people with a variety of disabilities.

Service animals are allowed inside voting stations. If a voter indicates the animal is a

service animal, allow both it and the voter to enter the voting station. It is not necessary to

ask whether the animal is trained or if the voter has a disability.

Managing the Media

Members of the media are to be referred to the PDRO when they arrive at a voting

station. The PDRO has the authority and responsibility of granting some media requests

in their voting station.

Campaigning in Voting Station

In accordance with the Local Authorities Election Act, campaign materials are not

permitted inside the voting station. Campaign material can include items such as buttons,

clothing, pamphlets, signs or any other material that endorses or rejects any candidate or

issue to be voted on (i.e.: fluoride added to water).

If an individual enters the voting station with campaign materials, a DRO at the station

should:

1. Approach the individual and firmly ask them to remove the campaign items or leave

the voting station.

a. DRO should request assistance from PDRO if the individual does not

comply.

2. When the campaign materials have been removed, the voter can continue through

the vote process.

a. If the voter has left the station at any point, they must line-up again and start

the vote process over.

3. Once the voter has completed their vote, discreetly confirm the voting booth they

used has not been defaced.

a. Remove any materials left behind or replace the compartment (if needed).

b. Immediately replace any posters that have been defaced.

Calgary Transit Tickets

Calgary Transit tickets are being offered to voters for this election. Tickets will be offered

during Advance Vote and Election Day. DROs will hand out tickets to eligible voters

during the registration process (see “Issuing Calgary Transit Tickets” on page 23 for more

information).



General Voting Station Safety

Election workers should maintain awareness for potentially disruptive activity, near or

inside the voting station.

• Carefully monitor loitering in or around the voting station.

• Be certain the voting station access points – Entrance and Exit – are clearly

marked.

• Be certain all election workers and scrutineers are wearing proper identification.

• Assist the IO with limiting voter movements throughout the facility by use of

signage and by asking voters whether they require assistance. These soft

enforcement methods will assist in preventing voters from accessing areas of the

building not being used for the voting station.

• All election workers must know the evacuation routes and assembly areas (“muster

points”).

• Assist voters in exiting the building safely and quickly.

• In the event of an emergency evacuation, ballot boxes and the tabulator should be

secured and removed from the voting station (if it is safe to do so).

• Avoid exiting the voting station alone at night. All election workers (except TC)

should exit the building together after the team has been dismissed by the PDRO.

The TC does not take part of the voting station tear-down (on Election Day or the

final day of Advance Vote). The TC is expected to return the tabulator to the

Elections Office (on Advance Vote) or the Ward Office (on Election Day)

immediately after results have been transmitted and the tabulator has been shut

down.

Any problematic activity needs to be promptly reported to the PDRO

and/or APDRO.



Other Information

• If a voter remarks to you that they are a first-time voter, acknowledge the comment

in a positive way (i.e.: “that is fantastic”).

• Special (mail-in) ballots cannot be accepted at voting stations. If a voter comes into

the voting station with a mail-in ballot:

1. If the voting station is that voter’s designated station, explain to the voter that

they can surrender their mail-in ballot to an election worker, but the ballot will

not be counted and they will need to stand in line to vote; or

2. They can take their ballot to a location equipped with a ballot drop-off box; or

3. They will need to drop-off their ballot at the Elections Office before 4:00 p.m. on

Election Day.

• Election workers can carpool; however, the tabulator and ballots cannot be

transported to/from the voting station in the same vehicle.

• There may be some voters who are not wearing a mask. If a voter refuses both the

offer of a mask or face shield and the offer of a curbside vote (see page 34), the

voter should be allowed to enter the station as they may have a medical condition

or a disability.

Refer to your online training session material for information on dress code, breaks and

general rules. It is important to remember and follow these guidelines as your appearance

and conduct will reflect on yourself and The City.



DRO Responsibilities and Authority

Deputy Returning Officers (DROs) are responsible for:

• Directing voters arriving at the Voting Station;

• Confirming voters are at the right Voting Station;

• Confirming voters have an authorized form of ID;

• Explaining the statement of eligibility to voters;

• If requested, assist voters with completion of Elector Register (Form 13RSE);

• Explain how to properly mark their ballot;

• Answer voters’ questions regarding the voting process;

• Handing out Calgary Transit tickets to eligible voters (upon request);

• Ensuring all election materials required to be in the voting station (posters, forms,

and supplies) are set up and taken down;

• Escalating issues (as needed):

• Processing Statement of Interpreter, Elector Who is Unable to Vote in the Usual

Manner, Friend or Relative of Elector Who is Unable to Vote in the Usual Manner

(Form 17); and

• Maintaining secrecy of the vote.

The DRO is to take direction from the PDRO and execute the voting station processes as

needed.

All DROs must be approachable and informative to voters, maintaining an efficient flow of

traffic throughout the voting station. The main goal is to move voters through the process

as efficiently as possible. If information requested by the voter is not available on the

provided ‘placemat’, DRO to notify PDRO who will help the voter and answer the voter’s

questions.



Prior to Opening Voting Station

Arriving On Site

Ensure you arrive at 7:00 a.m. — one (1) hour before the voting

station is scheduled to open on Election Day.

1. The PDRO will greet all staff inside the voting station prior to its opening.

2. Name badges are pre-printed with each position, but will have space for you to put

any language that you speak (other than English). Print those languages you speak

in that language (i.e.: français for French; español for Spanish).)

3. Complete Form 33 – Election Day List Of Workers (see page 15) and return to

PDRO.

Ensure you complete Form 33 as this information is used to confirm

payroll. A worker whose name is not on the form may not get paid.

4. Add your name and (sample) initials to Form 34 – Sample Of DRO Initials for

Ballots (see page 16) and return to PDRO, who will give the completed form to the

TC.

Any election worker under the age of 18 does not need to sign

Form 34.

5. Support the voting station set-up, as directed by the PDRO.



Form 33 – Election Day List Of Workers (page 1)



Form – Sample of DRO Initials for Ballots



Station Set-Up

Voting station set-up must be completed according to the provided

guidelines and direction from PDRO. Do not improvise with the set-

up.

1. PDRO will direct election workers to work together and:

• Place tables and chairs to match the floor plan, or as directed by PDRO.

2. Set up the registration tables and post the following:

• DRO placemat;

• “Identification is Required” sign;

• FOIP statement; and

• “Eligibility Requirements”.

3. Ensure there is enough space behind registration tables for the BC’s table.

4. Set up voting booths and privacy screens. Post the following signs at the booths:

• Instructions for Voters; and

• Important Notice (secrecy of voting and offenses).

5. Ensure there are no security cameras or windows behind voting booths. If there

are, cover up windows with paper and PDRO will ask facility staff to turn off

cameras.

6. Place a chair near each voting booth.

(1) Sanitizers and table wipes; (2) FOIP statement; (3) “Important Notice; (4) privacy sleeve;

(5) “Eligibility Requirements”; (6) “Identification Requirements”; (7) DRO placemat; (8) Form

13RSE – Elector Register and Form 17 – Statement of Interpreter (printed back-to-back); (9)

ballots.

Items 2–6 are placed facing outwards so voters can easily read them.



7. Set up:

• PDRO table (affix “PDRO Table” sign to the front of the table);

• Scrutineers’ seating area (near the registration table); and

• Staff table (if a separate eating room is not available). Put privacy

screens on the tables.

8. Place a chair with “Wait Here” for voters to form a single line before the DRO tables

and wait for the first available DRO. The chair(s) should be far enough away from

the DRO tables so voters talking with DROs can have privacy.

9. If the layout of the voting station needs to be adjusted (from the provided floor

plan), the modified setup should achieve one-direction traffic flow through the

room.

For example:

10. Place hand sanitizer and table wipes at:

• registration tables;

• PDRO and BC tables; and

• tabulator table.

At the discretion of the PDRO, there could be additional bottles of

hand sanitizers placed at other locations in the station.

Post Signs

Together, election workers will:

1. Place “Voting Station” signs (two sandwich boards) outside the property to guide

voters from the street to the voting station.

2. At the entrance of voting station post these signs:

• “Voting Station Hours” and the Voting Sub-Division (VSD) number;

• “Languages Spoken at This Station”;

• “Accessible Entrance” directional sign (if needed);

• “Masks Required” (if not already posted) — if applicable (based on current

health guidelines provided by Elections Calgary); and

• floor markings from building entrance pathway to sidewalk. Use painter’s

tape to make an “×” but no tape should be used on gym floors (as tape could

Entrance DROVoting Booth

Tabulator Exit



damage the floor). Markings should be 2.2 m (7 ft) apart — if applicable

(based on current health guidelines provided by Elections Calgary).

3. Locate and post signage for accessible parking stalls (if needed).

4. Remove/cover any campaign material or references to any candidate that may be

located on the property of the voting station.

5. Inside the voting station, place:

• directional signs as needed;

• social distancing signs — if applicable (based on current health guidelines

provided by Elections Calgary);

• “Staff Only” signs on washroom doors (as needed); and

• floor markings outside voting room. Use painter’s tape to make an “×” but no

tape should be used on gym floors (as tape could damage the floor).

Markings should be 2.2 m (7 ft) apart — if applicable (based on current

health guidelines provided by Elections Calgary).

6. At the voting station entrance post the following signs and posters:

• “Instructions for Voters”;

• “Important Notice”;

• ward map;

• voting subdivision map;

• acceptable ID list;

• voting station process map; and

• COVID-19 signs:

• “Masks Required”;

• line spacing and patience; and

• room capacity.

Some of these signs can be posted inside the room to avoid the

entrance from looking too cluttered.

Preparing the Voting Station to Open

1. Allow scrutineers to enter the voting station just before its designated opening time

to allow them to witness the final stages of opening, verifying the ballot box is

empty and the tabulator tape is reflective of the start of the voting day.

• For Election Day that means that the tape shows no votes have been cast.

2. PDRO will announce to the workers that the station is open.

3. Doors will be unlocked to allow voters to enter the station. Lines will be managed

by the IO.



Voting Station is Open

DRO Registration Table

Registration table DROs will be stationed in front of the Ballot Clerk table. The DROs at

the registration table are responsible for ensuring the Form 13RSE – Elector Register

(see page 25) and Form 17 – Statement of Interpreter, Elector Who is Unable to Vote in

the Usual Manner, Friend or Relative of Elector Who is Unable to Vote in the Usual

Manner (see page 30) is completed correctly, assisting voters through the process.

The table will include the following materials:

• One (1) DRO placemat per person;

• One (1) FOIP statement per table;

• “Identification is Required” sign;

• Eligibility Requirements;

• Calgary Transit tickets;

• Stack of Forms 13RSE and 17;

• Stack of Form 14;

• Ballots;

• Hand sanitizer and table wipes; and

• Pencils.

If you suspect an issue regarding voter eligibility, alert the PDRO.

The voter may still be issued a ballot and the PDRO will instruct

whether further action is required.

Scrutineers

Scrutineers cannot enter the voting station early with workers. They

are allowed to enter the voting station just before it opens so they

can witness the final stages of opening.

Scrutineers represent candidates at voting stations and observe the election process to

ensure fairness and transparency.

An area will be designated inside the voting station from where scrutineers may observe

the election process. Scrutineers cannot hinder or interfere with the election staff or the

voters.



Only one (1) scrutineer per candidate or Yes/No side of a question is

permitted in the voting place at a time.

Scrutineers must not:

• Campaign or discuss issues with voters.

• Wear or distribute campaign literature or materials inside the voting station.

• Ask voters how they will vote or voted.

• Interfere with the voting process at any time.

• Handle or look at completed Form 13RSE – Elector Registers at any time.

• Be permitted to vouch for any voter.

• Be in the immediate proximity of the vote tabulator where they can hear

conversations between a voter and the TC or see a voter’s ballot. A scrutineer may

occasionally ask how many ballots have been processed by the vote tabulator or

what the vote count is.

Scrutineers can object to a person voting (see “Objection to Person Voting” on page 32).

When the voting stations closes, scrutineers may remain to witness

the printing of the results tape from the tabulator and clean-up

procedures. They cannot touch any ballots. They must be in the

voting station prior to 8:00 p.m.

Register Voter and Issue Ballots

Voter Eligibility

Voters are eligible to vote at their designated voting station in Calgary’s municipal election

if they meet the following requirements:

• Are at least 18 years old.

• Are a Canadian citizen.

• On Election Day, is a resident:

o of the City of Calgary to vote for Mayor;

o of the ward to vote for Councillor; and

o of the Calgary Board of Education (public school board) jurisdiction ward to

vote for public school trustee; or

o of the Calgary Roman Catholic Separate School District (separate school

board) jurisdiction ward to vote for separate school trustee.

• Provide one of the authorized pieces of identification.



Identification Requirements

To be able to vote, a voter must bring one accepted form of identification containing their

name and current address. Accepted forms of identification include:

• Government-Issued Identity Documents

– Identification issued by a Canadian government (federal, provincial or local)

or issued by a government agency and contains a photograph of the voter

and their name and current address.

– or –

• Government-Issue Documents

– Government cheque or cheque stub; or

– Income/property tax assessment notice; or

– Statement of government benefits (i.e.: employment insurance, old-age

security, social assistance, disability support or child tax benefits).

– or –

• School, College Or University Documents

– Correspondence issued by a school, college or university; or

– A letter or form (attestation) confirming the person lives at the stated

address. The letter can be signed prior to the vote by the authorized

representative of a post-secondary institution.

– or –

• Attestation

– A letter or form (attestation) confirming the person lives at the stated

address. The letter can be signed prior to the vote by any of the following:

▪ the authorized representative of a correctional institution; or

▪ the responsible authority of a supportive living facility or treatment

centre; or

▪ the authorized representative (landlord) of a commercial property

management company; or

▪ the authorized representative of a facility that provides services to the

homeless.

– or –

• Other Documents

– Bank/credit card statement or personal cheque; or

– Insurance policy or coverage card; or

– Letter from a public curator, public guardian or public trustee; or

– Pension plan statement of benefits, contributions or participation; or

– Residential lease or mortgage statement; or



– Utility bill (i.e.: telephone, public utilities commission, television, hydro

(electric), gas or water).

– or –

• Vehicle ownership, registration or insurance certificate

Any piece of accepted identification produced does not require a

current date as long as the identification confirms name and current

residential address. Picture ID is not a requirement.

Issuing Calgary Transit Tickets

Calgary Transit tickets are being offered to voters for this election. Tickets will be offered

at voting stations during Advance Vote and Election Day within Calgary and Chestermere.

These tickets will not be available at care facility, shelter or hospital voting stations or

those located outside of Calgary (except Chestermere).

Tickets come in packs of 10 and will go into voting station kits.

DROs will hand out two (2) tickets to eligible voters during the registration process. The

onus will be on the voter to let a DRO know that they took transit to the voting station.

When a voter informs a DRO that they have taken transit to the voting station:

• DRO is to ask for their proof of transit purchase (a ticket or transfer).

Calgary Transit tickets should not be given to bus pass holders.

Calgary Transit Access users will not have a proof of purchase. If a

voter indicates they used CT Access to get to the voting station, they

are eligible for two (2) Calgary Transit tickets.

• If a voter is insistent or says they have already thrown out their ticket/transfer, DRO

can use their discretion on whether to give them the tickets.

• Once confirmed, the DRO tears out two (2) tickets from the book and give them to

the voter.

Process to Register Voter and Issue Ballot

There will be two (2) ballots required for each voter. The municipal

ballot will contain the contests for mayor, councillor for the ward the

voter lives in, the school board trustee for the school board the

voter supports and any municipal questions on the ballot. The

second ballot is a provincial ballot for the senate candidate and

provincial referendum questions.



1. DRO places two secrecy sleeves on the middle of the table before the voter

arrives.

2. Give voter Form 13RSE – Elector Register (see page 25) and instructs voter to

read the eligibility and explains what needs to be filled in.

A DRO can assist a voter filling out the "Statement of Elector

Eligibility" section of the voter's Form 13RSE if the voter needs or

asks for help. If the voter is unable to sign, the DRO may write "DRO

name on behalf of voter's name" to indicate that verbal confirmation

was given.

3. DRO asks voter to place their valid ID on top of a secrecy sleeve along with Form

13RSE – Elector Register with the voter’s portion completed. (COVID consideration

to keep voters from touching the desktop.)

a. Check ID to ensure voter is at the correct voting station and that it matches

the information the voter completed on Form 13RSE – Elector Register.

4. DRO checks the form and verbally confirms which school board the voter supports:

a. Public – Calgary Board of Education (CBE), or

b. Separate (Catholic) – Calgary Catholic School District (CCSD); or

c. The school board support is left blank on Form 13RSE if the voter is a

French language school voter or if the voter does not reside in any area of

the city where there is CBE jurisdiction.

5. After DRO checks to ensure the form is complete and verifies ID requirements (see

“Identification Requirements” on page 22), DRO completes the DRO section of the

form.

a. If voter does not have valid ID but has someone willing to vouch for the

voter, go to “Voter Does Not Have Valid ID but Brings a Voucher” on page

27.

b. If the voter’s ID only has a PO box for an address, the PDRO needs to

approve the voter’s ID.

6. If a voter needs assistance:

a. If the voter has brought a helper, see “Voter Brings a Helper to Vote” on

page 29.

b. If the voter requests help from the DRO, see “Voter Requests Help to Vote

but Did Not Bring a Helper” on page 31).

7. DRO gets municipal and provincial ballots and double-checks school board.

a. Get a “No School Board” ballot from BC if:

i. the voter is a supporter of the “French” school board; or

ii. the voter is a CBE supporter but lives in an area of the city that is not

part of a CBE Ward.

b. Retrieve appropriate ballot from your municipal ballot supply if the voter

supports the “Public” or “Separate” school board.



Form 13RSE – Elector Register



8. In the “Ballots Issued to Elector” section of Form 13RSE – Elector Register, check

off all ballots given to the voter.

9. DRO initials both ballots in the presence of the voter (DRO does not fill-in their

initials ahead of time).

10. DRO explains to the voter how to mark the ballots and use the secrecy sleeves and

provides a pencil (which the voter can keep).

11. DRO places ballots into the secrecy sleeves and gives them to the voter.

12. DRO directs the voter to voting booth they use to fill out the ballots and points out

to the voter where tabulator is located (i.e.: where to go after the ballots are filled

in.)

13. DRO checks that the voter took their belongings (including ID) and sanitizes station

(as needed.)

14. DRO places the voter’s completed Form 13RSE – Elector Register in a pile that will

be given to the BC when receiving more ballots, or when requested by the BC.

Spoiled Ballots

When a ballot cannot be processed through the tabulator and the TC has tried all possible

methods, the voter may wish to be issued a new ballot. Their original ballot would then be

considered “Spoiled”. (See “Voter Returns to Registration Table with a Spoiled or

Rejected Ballot” on page 33 on the procedure for dealing with spoiled ballots.)

Rejected Ballots

When a ballot cannot be processed through the tabulator and the TC has tried all possible

methods, the voter may not wish to be issued a new ballot. The ballot would be

considered “Rejected”. (See “Voter Returns to Registration Table with a Spoiled or

Rejected Ballot” on page 34 on the procedure for dealing with rejected ballots.)

Special Ballots (“Mail-In Ballots”)

Special (mail-in) ballots cannot be accepted at voting stations. If a voter comes into the

voting station with a mail-in ballot:

1. If the voting station is that voter’s designated station, explain to the voter that they

can surrender their mail-in ballot to an election worker, but the ballot will not be

counted and they will need to stand in line to vote; or

2. They can take their ballot to a location equipped with a ballot drop-off box; or

3. They will need to drop-off their ballot at the Elections Office before 4:00 p.m. on

Election Day.

All surrendered special (mail-in) ballots should be given to the PDRO who will place them

in the Surrendered Mail-In Ballots Envelope in the PDRO Binder.



Voting Situations

Voter Does Not Have Valid ID but Brings a Voucher

1. DRO gives Form 14 – Statement of Voucher (see page 28) to the person vouching

for the voter and instructs what needs to be filled in.

2. DRO checks that form is complete and verifies the ID of the voucher.

Voucher must be eligible to vote at this station, was not vouched for

themselves and can only vouch for people from one (1) household

that are eligible to vote at the same station.

3. DRO completes the DRO section of Forms 13RSE – Elector Register (see page

25) and 14 – Statement of Voucher (see page 28).

4. If voucher is vouching for more than one voter, DRO verifies that all voters are from

the same household.

5. Go to Step 5 at “Process to Register Voter and Issue Ballot” (page 24) and follow

the rest of the process from there.

A completed Form 14 should be stacked with the corresponding

Form 13 and given to the BC. The BC keeps it with the Form 13 and

it will go into the Ballot Transfer Box at the end of the night.

Voter Does Not Have Valid ID but Brings an Attestation Form

1. DRO reviews the voter’s address on the attestation form or letter and verifies voter

is in the correct ward or VSD.

2. The attestation form or letter is returned to the voter.



Voter Does Not Have Valid ID nor a Voucher

1. DRO shows list of valid id (see page 22), asks if voter has anything on the list,

including items accessible on their cell phone (i.e.: utility bill).

If voter needs extra time to search, ask voter to go to the entrance of

the room and wait there until called again. DRO can process another

voter in the meantime.



Form 14 – Statement of Voucher



2. If voter is unsuccessful, DRO asks them to return later in the day with valid ID or a

voucher.

Voter Produces ID with a PO Box Address

DRO calls over the PDRO to review. DROs do not have the authority

to accept this type of ID.

Voter Brings a Helper to Vote

Voters who are physically unable to independently sign things

(i.e.: Form 13RSE, attestation form) can have their helper write in the

signature portion of the form “their name on behalf of voter’s name”

(i.e.: John Smith on behalf of Robert Jones).

For voters in the voting station who were assisted by an election

worker, friend or relative, the DRO will need to complete the bottom

portion of that voter’s Form 13RSE and the appropriate section of

Form 17.

1. DRO directs voter and helper to fill out Form 17 – Statement of Interpreter, Elector

Who is Unable to Vote in the Usual Manner, Friend or Relative of Elector Who is

Unable to Vote in the Usual Manner (see page 30).

a. The voter completes the “Statement of Elector Who is Unable to Vote in the

Usual Manner” section (the helper can fill this section in if the voter has

given them permission to do so).

b. The helper completes the “Statement of Friend or Relative of Elector Who is

Unable to Vote in the Usual Manner” section.

Interpreters can be under the age of 18 (a minor), but a DRO will

need to first confirm that the minor can read the statement and is

able to translate for the voter. The minor will also need to fill-in and

sign the “Statement of Interpreter” section on Form 17.

A minor cannot help a voter mark their ballot. A person who assists a

voter in marking their ballot must be at least 18 years of age.



Form 17 – Statement of Interpreter, Elector Who is Unable to Vote in the Usual

Manner, Friend or Relative of Elector Who is Unable to Vote in the Usual Manner



Interpreters do not have to be eligible to vote (i.e.: can live in a

different ward, is not a Canadian citizen).

2. DRO ensures that the form is completed correctly.

3. DRO initials the appropriate spots on Form 17 – Statement of Interpreter.



Voter Requests Help to Vote but Did Not Bring a Helper

1. DRO shows voter Form 17 – Statement of Interpreter, Elector Who is Unable to

Vote in the Usual Manner, Friend or Relative of Elector Who is Unable to Vote in

the Usual Manner (refer to page 30).

a. The voter completes the “Statement of Elector” section. (If the voter requires

help, voter must be asked permission for the DRO to fill out form for them.)

b. Call over a spare DRO to be a helper.

Spare DRO is NOT required to complete the “Statement of Friend or

Relative of Elector Who is Unable to Vote in the Usual Manner”

section.

2. DRO initials the appropriate spots on the applicable section of Form 17.

3. Go to Step 5 “Process to Register Voter and Issue Ballot” (page 24). The spare

DRO will accompany the voter to voting booth and assist them.

If no spare DRO is available, the DRO may assist the voter and ask

the DRO beside them to monitor their table.

Voter Lives in a Community with No School Board

1. If a voter is a:

a. Supporter of Calgary Catholic School District (CCSD). All areas within the

city are part of a CCSD ward. The voter must be given the appropriate ballot

with the CCSD contest for the ward they live in.

b. Supporter of Calgary Board of Education (CBE). There are areas within the

city limits that are not part of a CBE ward. Verify the voter is not living within

a CBE ward on the appropriate map. If the voter resides in a CBE ward, they

must be given the appropriate ballot with the CBE contest for the ward they

live in.



2. DRO will leave the “school board” selection on the voter’s Form 13RSE blank /

unchecked and get a “No School Board” ballot from BC if:

a. the voter is a supporter of CBE but resides in an area not within a CBE

ward; or

b. the voter is a supporter of the Southern Francophone Education Region

(French).



Voter Declines One or Both Ballots (at the Registration Table)

1. DRO explains that both ballots must be issued.

a. If the voter does not wish to vote for any contest on any of the ballots, they

are not required to make a selection for that contest. The voter can submit a

fully blank ballot through the tabulator and it will be counted as a blank

ballot.

b. If the voter still declines one or both ballots, the DRO initials the ballots,

marks the back of the declined ballot(s) as “Rejected” and provides this to

the BC who places the ballots into the Rejected Ballots Envelope.

2. If the voter has at least one (1) ballot to fill out, go to Step 10 at “Process to

Register Voter and Issue Ballot” (page 26).

Objection to Person Voting

Objections to a person voting can only be made while registering a

voter (i.e.: objections are not allowed after the ballot has been

processed by the tabulator).

The objection process is to be kept discreet, without offending the

voter or bringing attention to the situation.

1. If a scrutineer or an election worker has an objection to a voter (i.e.: the voter is

ineligible to vote), finish the registration process, give the voter their ballot(s) and

allow them to vote. An objection by a scrutineer or an election worker does not

prohibit the voter from voting.

2. Once the voter has gone to the privacy booth, DRO completes the “Objection to

Person Voting” section of Form 13RSE – Elector Register (see page 25) in the

presence of the person who had objected to the voter.



3. The voter’s Form 13RSE – Elector Register is given to the BC to be placed in the

Elector Register’s Objected To Envelope.

Ensure the PDRO is informed when an objection has been made to

a voter.

Voter Forfeits Ballot (Leaves Voting Station with Ballot)

Voters are not permitted to leave the station with a ballot. Signs with this information are

posted in the station.

Legislation reads: “Any person who, having received a ballot from

the deputy, leaves the voting station without first delivering it to the

deputy in the manner provided by this Act, forfeits the person’s right

to vote at that election and the deputy shall record in the elector

register an entry to the effect that the person left the voting station

without first delivering the ballot.”

If a voter is seen leaving the station while still in possession of a ballot:

1. With the PDRO present, the DRO finds the Form 13RSE – Elector Register (see

page 25) that belongs to that specific voter.

2. On the form, DRO writes “Left voting station with ballot – forfeit”.

3. The voter’s Form 13RSE – Elector Register is then processed the same as other

(regular) Form 13RSE – Elector Register.

Voter Returns to Registration Table with a Spoiled or Rejected

Ballot

1. DRO verifies whether the ballot is spoiled or rejected.

a. A ballot is Spoiled if:

• the tabulator could not process the ballot and the voter would like a

replacement ballot; or

• the voter made an unintended marking error and would like a

replacement ballot

b. DRO issues a replacement ballot to the voter.

i. DRO writes “Spoiled” on the back of the ballot.

ii. DRO issues a replacement ballot for the voter.

iii. Voter is directed to return to a voting booth.



c. A ballot is Rejected if:

• the tabulator could not process the ballot or the voter made a marking

error and the voter declines a replacement ballot.

i. DRO writes “Rejected” on the back of the ballot.

ii. Voter is thanked and directed towards the exit.

2. DRO gives the spoiled or rejected ballot to the BC.

Wrong Ballot is Issued to Voter

1. DRO gets the issued ballot from the voter.

2. DRO marks ballot as Spoiled and processes it (refer to “Voter Returns to

Registration Table with a Spoiled or Rejected Ballot” on page 33)

3. DRO issues the correct ballot, confirming school board.

4. The voter’s Form 13RSE – Elector Register is updated to indicate the correct

ballot(s) given (as needed) and the DRO initials the updated form.

5. Directs the voter to return to a voting booth.

DRO Initials Missing from Ballot

1. If the TC receives an uninitialed ballot, TC directs the voter to take the ballot back

to the Registration Desk and the DRO who had issued the ballot.

2. Once DRO confirms having issued the ballot to the voter, that DRO would initial the

ballot, return it to the voter and direct the voter back to the TC.

If necessary, ask for the voter’s name and have the BC confirm the

voter had signed the Form 13RSE.

Voter is Unable to Enter Voting Station (“Curbside Voting”)

If a voter is physically unable to enter a voting station or cannot leave their vehicle, the

voter may vote from their vehicle or outside the voting station. An IO will inform the PDRO

that workers are needed for a curbside vote.

1. PDRO or DRO collects the Curbside Vote Kit from BC (the kit should contain each

ballot type for that voting station).

2. PDRO and DRO go outside and introduce themselves as election workers.

3. Offer hand sanitizer or wipes to voter. PDRO and DRO clean their hands as well.

4. Give voter Form 13RSE – Elector Register (see page 25):

a. Instruct voter to read the eligibility and explain what needs to be filled in.

b. DRO asks voter to place their valid ID on top of a secrecy sleeve along with

Form 13RSE – Elector Register with the voter’s portion completed.



c. Check ID to ensure voter is at the correct voting station, and that it matches

the information the voter completed on Form 13RSE – Elector Register.

d. DRO checks the form and verbally confirms which school board the voter

supports:

i. Public – Calgary Board of Education (CBE)

ii. Separate (Catholic) – Calgary Catholic School District (CCSD)

iii. The school board support is left blank on Form 13RSE if the voter is a

French language school voter or if the voter does not reside in any

area of the city where there is CBE jurisdiction.

e. DRO completes the DRO section of the form. The “Voter Number (BC)” field

must not be filled in at this time – the BC will complete this field.

5. DRO explain the ballots to the voter. Once completed, instruct voter to enclose and

seal in the Curbside Vote Envelope.

6. Ask the voter to wait while the PDRO takes the envelope inside. DRO stays with

the voter.

The voter should not leave until the ballots have been processed (in

case there was a marking error and the voter needs to correct their

ballots).

7. Once back in the voting station, the PDRO announces to any scrutineers present

that the ballots belong to a voter who could not enter the voting station and the

ballot will be processed through the tabulator.

8. TC opens the envelope, taking care to ensure that the marked ballots are removed

face down to conceal markings while confirming the DRO’s initials are present.

9. TC feeds the ballots through the tabulator, following tabulator error process if

necessary.

10. Once completed, PDRO returns to vehicle and lets the voter know that their ballots

were submitted, and the voter can leave.

11. PDRO and DRO return to voting station.

12. Return the Curbside Vote Kit to the BC to be re-stocked.



Closing Voting Station

Preparing for Close

When it is time to close the voting station, as based on the time as shown on the PDRO’s

iPad, the PDRO will go to the door of the voting station and announce to everyone

present that “the voting station is closing. All voters who are in line right now will have the

opportunity to cast their ballot.”

1. PDRO will then:

i. Close and lock the voting station door behind the last voter; or

ii. Close the voting station door and instruct an IO stand at the door to

prevent any new or late-arriving voter from joining the line; or

iii. Find their contact at the facility and have the contact close and lock

the voting station door behind the last voter.

b. If the facility is too small to safely move all waiting voters into the voting

station, PDRO will instruct one of the IOs to go to the end of present line of

voters and prevent any new or late-arriving voter from joining the line.

2. After the last voter has left the station, PDRO announce to the staff that the station

is now closed. This will signal all workers to begin their close processes.

Once the voting station is closed, no one may leave and re-enter

until the results have been completed. Scrutineers must be inside the

voting station before 8:00 p.m.

Voting Station Tear Down

Once the tabulator has transmitted its voting results, it will print three copies of the Voting

Results Report. One copy is taped to a wall of the voting station for all present scrutineers

to review. The scrutineers are to leave the voting station once they have seen the results

contained within the report, and the voting station door is closed and locked.

Once the scrutineers have left, DROs will return to the BC:

• any unused ballots; and

• all completed Form 13RSEs – Elector Register.

As directed by the PDRO, election workers will work together to:

1. Collect all recyclable paper into a box(es), and affix “SHRED” sticker on it:

• signs

• unused forms

• voter cards

2. Collect the miscellaneous supplies into boxes:



• office supplies and equipment;

• unopened and mostly full packages of cleaning supplies;

• unopened and mostly full packages of hand sanitizer, masks, gloves; and

• secrecy sleeves.

3. Clean-up:

• wipe down tables and chairs. Return them to the storage room (if instructed

by the facility);

• tables and chairs marked “City of Calgary” need to be stacked/placed neatly

(PDRO is to direct where they should be stacked);

• wipe down high-touch areas; and

• there may be additional instructions provided by facility.

4. Toss garbage into garbage bags. Put into dumpster or as instructed by facility.

5. Remove signs from voting room, as well as from inside and outside the

facility. If the signs are made of recyclable paper, put it in the SHRED box. Remove

tape from floors, walls.

6. Help PDRO/ADPRO load boxes and equipment into their cars. Cannot leave until

dismissed by PDRO.



Working at Voting Stations During ADVANCE VOTE

Voting stations for Advance Vote and Election Day are not

dissimilar, but there are differences. This section specifically

deals with Advance Vote days. Refer to this section only if you

will be working at a voting station during Advance Vote.

Voting Stations During Advance Vote

Station Hours

Voting stations open during Advance Vote are not open during the same hours as stations

open during Election Day. Depending on the days for which your station is scheduled, the

station’s hours would be:

• 8:00 a.m. – 7:00 p.m. Monday through Friday (October 4–8, 2021);

• 10:00 a.m. – 7:00 p.m. Saturday (October 9, 2021); and/or

• 10:00 a.m. – 3:00 p.m. Sunday (October 10, 2021).

Election workers will need to arrive at their voting station one (1) hour prior to the station’s

opening on the first day. PDROs can use their discretion on whether election workers

need to come in at the same time before the station opens on subsequent advance voting

days.

Election Worker Forms

The PDRO will check-in election workers every day and have them complete a Form 33 –

Election Day List Of Workers (see pages 15) and a Form 34 – Sample of DRO Initials for

Ballots (see page 16). New forms must be filled-out every day that the voting station is

open during the Advance Vote.

Ensure you complete a new Form 33 every day that you are working

at the voting station as this information is used to confirm payroll. A

worker whose name is not on the form may not get paid.

Any election worker under the age of 18 does not need to sign

Form 34.



Voter Assist Terminal (VAT) Station

Voter Assist Terminals are only available during the Advance Vote at

certain stations.

The Voter Assist Terminal (VAT) is a ballot marking device

used by voters who are visually impaired or have another

disability where they need assistance with ballot marking.

Alert the PDRO if there is any voter who wants to use the

VAT. The PDRO (or APDRO) will help the voter to mark

their ballot with the VAT.

Daily Station Tasks

Nightly Closing of the Station at the End of Each Day (Except for Final Day)

Based on the time as shown on the PDRO’s iPad, the PDRO will go to the door of the

voting station and announce to everyone present that “the voting station is closing. All

voters who are in line right now will get the opportunity to cast their vote.”

1. PDRO will then:

a. Direct the waiting voters to move inside the voting station if possible.

i. Close and lock the voting station door behind the last voter; or

ii. Close the voting station door and PDRO will instruct an IO stand at

the door to prevent any new or late-arriving voter from joining the line;

or

iii. PDRO will find their contact at the facility and have the contact close

and lock the voting station door behind the last voter.

b. If the facility is too small to safely move all waiting voters into the voting

station, PDRO will instruct one of the IOs to go to the end of present line of

voters and prevent any new or late-arriving voter from joining the line.

2. After the last voter has left the station, PDRO will announce to the staff that the

station is now closed. This will signal all workers to begin their close processes.

Once the voting station is closed, no one may leave and re-enter

until the results have been completed. Scrutineers must be inside the

voting station before the station closes.

3. The DROs will return to the BC:

• unused ballots; and

• completed Form 13RSEs – Elector Register.

4. Collect all recyclable paper (including voter cards) into a box(es) and affix

“SHRED” sticker on it.



5. Clean-up:

• wipe down tables and chairs;

• wipe down high-touch areas.

6. Work with IOs to remove all signs outside the voting station and the facility to store

them overnight in the voting storage.

7. Toss garbage into garbage bags. Put into dumpster or as instructed by PDRO.

8. Leave the station after being dismissed by the PDRO.

Preparing the Voting Station to Open Every Day (Except for First Day)

1. Arrive at the station and get checked in by the PDRO (see “Election Worker Forms”

on page 38).

2. Work with the IOs in replacing all signage outside the voting station and the facility.

3. Restock the registration table with sanitizers and table wipes, pencils., etc.

4. DROs will get from the BC a fresh supply of:

• Blank ballots;

• Form 13RSE – Elector Register (see page 25); and

• Form 17 – Statement of Interpreter, Elector Who is Unable to Vote in the

Usual Manner, Friend or Relative of Elector Who is Unable to Vote in the

Usual Manner (is on the back of Form 13RSE). See page 30.

5. Some Advance Vote voting stations will be servicing multiple wards. For DROs

working at these stations, they need to keep ballots separated by ward and type.

Keep completed Form 13RSE – Elector Registers separate by ward

to help out the BC.

6. The PDRO will announce to the workers that the station is open.



Notes

Email: [email protected]

Website: https://www.calgary.ca/election.html

mailto:[email protected]

https://www.calgary.ca/election.html

Revision: 1.0 September 24, 2021

Documents

Transcript of Revision: 1.0 September 24, 2021