Summary
Highlights
At 5:00 p.m., the presiding officer declares the poll closed. All eligible electors within the polling location who are in line are allowed to vote. The presiding officer notes the last person in line and instructs security not to allow others to join. Communication with the EDW cluster supervisor is made to ascertain if there are electors remaining in the precinct. Once all persons have voted, the presiding officer seals the ballot box slot, examines the poll book, writes a statement indicating the number of voters, signs it, and draws a diagonal line after the statement. At least two witnesses should be admitted if official agents are absent.
All spoiled and unused ballots are packaged and their numbers recorded on the respective envelopes (Form E8 for spoiled, Form E5 for unused). All sealed envelopes must be signed by indoor agents. The number of spoiled ballots, unused ballots, and voters are reconciled against the total ballots supplied. The table is cleared for the preliminary count, and tally sheets are distributed to the poll clerk and agents. The ballot box is opened, and ballot papers are removed and counted audibly, shown to the poll clerk and agents. Rejected ballots (e.g., not marked, marked for multiple candidates, or marked with unofficial instruments) are identified, but ballots should not be rejected due to presiding officer errors like missing initials or counterfoils. Ballots are sorted into piles for each candidate and placed in color-coded envelopes (Form E14). Rejected ballots go into Form E7. The statement of the poll is completed in the poll book and on Form 19 (carbonized form). The original Form 19 goes into Form E6, and copies are given to agents. The preliminary statement of the poll is affixed to the ballot box. The Certificate of Preliminary Count is completed in quadruplicate, with the original in Form E9 and copies for agents. The polling station account is completed and placed in the Form E9 envelope.
Letters of appointment for agents, official voters lists (except the presiding officer's), and transfer certificates are packaged in Form E10. All remaining unused papers, envelopes, forms, pencils, pens, ink, and tissues are packaged in Form E12, addressed to the Director of Elections. The ballot box key is placed in Form E2, which then goes into Form E9. Form E6 is placed into the ballot box. Envelopes E5, E7, E8, E10, E14, and E15, along with the pollbook, are placed into the large plastic envelope Form E1, which is then put into the ballot box. All envelopes must be signed by the presiding officer, poll clerk, and agents. The blackbook is also placed into the ballot box. The ballot box is locked, sealed with the provided seal, and signed by agents. Finally, the Form E9 envelope is taped to the top of the ballot box, and the ballot box, presiding officer's voters list, and other documents are delivered to the EDW cluster supervisor.
Polling officials should arrive at their duty station at least one hour before the poll opens, by 6:00 a.m. The presiding officer, with the poll clerk's help, prepares the polling station by organizing the layout, ensuring adequate materials, posting notices, attaching pencils to voting booths, and verifying all relevant documents are present. They also invite and swear in candidates' agents, examine election day supplies, count and distribute signed ballot paper certificates. If no agents are present 15 minutes before opening, the ballot papers are counted with the poll clerk. Any issues regarding timely opening are reported to the returning officer. The ballot box is examined, locked, and placed on the presiding officer's table. Polls are declared open at 7:00 a.m., and electors begin casting votes.
Only the presiding officer, poll clerk, and indoor agents are authorized to be in the polling station. In the absence of an agent, one elector can represent a candidate. Candidates and their agents should not be in the polling station for more than five consecutive minutes. Observers are allowed to enter any polling location but no more than four observers can be present at any given time unless authorized by the ECJ. A polling location refers to any premises where voting takes place and may contain multiple polling stations.
An ordinary elector is someone with a voter ID card who is not required to take an oath. The process involves verifying the elector's identity, providing instructions on how to mark the ballot, issuing the ballot, staining the elector's finger with electoral ink, and depositing the ballot into the ballot box. If an elector refuses to immerse their finger in the ink, the presiding officer has the right to destroy the ballot.
If an elector’s name is on the official voters list but they do not have a voter ID, their identity is established through specific questions and they are required to take an oath. The presiding officer cross-references demographic information from the 'blackbook' to confirm identity. Once identity is established and the oath is taken, the elector is issued a ballot. An elector who refuses to be sworn or answer questions will not be given a ballot.
If an elector's name is not on the voter's list, they should be advised to speak with the election day supervisor or call the EOJ toll-free number. If there is a variance in the elector's name, the presiding officer will ask clarifying questions from the blackbook and administer oath number nine. The poll clerk records the correct spelling and pertinent information in the poll book, noting the discrepancy.
If an objection is made to an elector receiving a ballot or voting in a particular polling station, the grounds for objection must be clearly stated by the candidate's agent and recorded. The elector may then be required to take oath number 10, swearing to their qualification to vote. Once the presiding officer is satisfied with the elector's identity and qualifications, they are allowed to vote, and the objection is noted in the poll book.
A personated elector is someone who finds that another person has already voted in their name. The presiding officer informs the elector of the situation and the procedure to follow. The elector must answer questions to satisfy the presiding officer of their identity and is required to take oath number 11. The poll clerk records the oath taken and notes 'second ballot issued' in the poll book, along with the personator's consecutive number and the current elector's details, confirming they were sworn or affirmed.
Electors who are blind or otherwise physically unable to mark their ballot can be assisted by a friend or the presiding officer. The presiding officer must outline these two options to the elector privately. If a friend assists, they mark the ballot at the voting booth. If the presiding officer assists, they mark the ballot at their desk in view of the poll clerk and sworn agents. The blind elector takes oath number 13, and their friend takes oath number 14, swearing to keep the vote secret and confirming they haven't assisted more than one elector. Only the blind elector's finger is immersed in ink. For other physical incapacities, oath number 12 is administered to the elector. The presiding officer marks the ballot as directed by the elector, in the presence of witnesses. Election observers should not be in earshot of the elector giving instructions for their vote.
If an elector refuses to immerse their finger in the electoral ink after marking their ballot, the presiding officer must deem the ballot spoiled. The ballot is defaced by removing and destroying the counterfoil, writing 'refused to dip' across it, punching a hole through it, and placing it in the form E8 envelope for spoiled ballots. The elector's name on the voter's list is marked with 'refused to dip', and the poll clerk records 'refused to dip' in the remarks column of the poll book. The elector cannot re-enter to vote later.
If an elector makes a mistake on the ballot, they return it to the presiding officer folded. The presiding officer must not inspect it but immediately deface it by removing and destroying the counterfoil, writing 'spoiled' across it, punching a hole, and placing it in the form E8 envelope. The poll clerk records the serial number of the spoiled ballot and notes the serial number of the new ballot issued, updating the poll book accordingly.