What Agents Must Do During Counting: A Practical Checklist

Counting is where votes become results — and a well-prepared agent with a clear checklist is the best defence against errors and manipulation. This practical guide gives agents a step-by-step checklist to follow from the moment counting begins to the moment results are transmitted.

The ORPP Agents Quick Guide (June 2022) from the Office of the Registrar of Political Parties outlines the counting procedures and agent rights. This checklist distils those procedures into actionable steps that every agent should follow.

Before Counting Begins

1. Verify Your 48-Hour Appointment Letter

Before counting starts, ensure you have your 48-hour appointment letter — the official document from your political party or candidate appointing you as an agent. This letter must have been issued no later than 48 hours before election day. Without it, the Presiding Officer (PO) can deny you access to the counting area. Keep it visible throughout the process.

2. Record the Time Counting Starts

Note the exact time counting commences in your notebook. This timestamp is important for your records and can be relevant if the counting process is later questioned. Also record any delays and the reasons given.

3. Ensure the Venue Is Properly Arranged

Before the first ballot box is opened, verify that the counting venue is arranged so that you have a clear line of sight to the counting table. You must be able to see:

• Each ballot box as it is opened
• Every ballot paper as it is unfolded, sorted, and placed
• The counting table where ballots are tallied
• The statutory form as it is being filled in

If your view is obstructed, raise the issue immediately with the PO and request that seating be rearranged before counting proceeds.

During the Count

4. Watch Each Ballot Box Opened One at a Time

The PO should open one ballot box at a time. Before each box is opened, verify that all seals — IEBC seals and any agent seals you applied at closing — are intact and unbroken. If any seal is broken or missing, object immediately and record the details. Note the seal numbers and compare them with the numbers you recorded at closing.

5. Confirm Sorting by Position

As ballots are emptied from the box, clerks sort them by elective position. Watch for any ballots from the wrong position that may have been placed in the wrong box. These should be set aside and sorted to the correct pile. Record any such instances.

6. Monitor Each Ballot Placed at a Candidate's Station

For each position being counted, watch as each ballot is read and placed at the relevant candidate's designated spot on the counting table. This is the most labour-intensive part of the agent's role during counting, but it is the most important. Every ballot must go to the right candidate.

7. Object to Any Wrongly Rejected Ballots

If the PO rejects a ballot that you believe is valid — because the voter's intention is clear despite an imperfect mark — you have the right to formally object. The PO will stamp the ballot "REJECTION OBJECTED TO" and set it aside. It is not counted at the station, but it is preserved for potential judicial review during a petition. Exercise this right whenever you believe a ballot has been wrongly rejected.

8. Request a Recount If Numbers Seem Wrong

If your own tally does not match the PO's announced count for any position, you have the right to request one recount per position. This request must be made before the statutory form is completed. Once the form is signed and transmitted, obtaining a recount becomes significantly more difficult.

Remember: You are entitled to only one recount per position. Use this right strategically — request it only when you have a genuine discrepancy, not as a delaying tactic.

9. Record Your Own Tallies for Each Candidate

Throughout the counting process, keep your own independent tally for every candidate in every position. Use a pre-prepared tally sheet with columns for each candidate. Mark each vote as it is placed. This parallel count is your evidence base and the foundation of parallel vote tallying.

After the Count

10. Compare Your Tallies with the PO's Announced Results

When the PO announces the results for each position, immediately compare the announced figures with your own tallies. If there is a discrepancy, this is the moment to speak up — either requesting a recount (if you have not already used your one recount) or recording the discrepancy for your party hierarchy.

11. Sign the Statutory Form If Satisfied

The PO will present the statutory result form for your signature. If you are satisfied that the results are accurate, sign the form. Your signature confirms you witnessed the counting and agree with the recorded figures. If you are not satisfied, you may refuse to sign — but ensure the PO records your reason for refusal on the form.

12. Get Your Copy of the Completed Form

You have the legal right to receive a copy of the completed statutory result form. Do not leave the station without it. If the PO attempts to deny you a copy, record this refusal in your notebook and report it immediately to your party.

13. Photograph the Form Immediately — Front and Back

As soon as you receive or can see the completed form, photograph it using your mobile phone. Photograph both the front (with all results and signatures) and the back (which may contain additional information or stamps). Ensure the photographs are clear, well-lit, and legible. These photographs are the backbone of parallel vote tallying.

14. Transmit the Photo to Your Candidate/Party Hierarchy

Immediately send the photographs to your candidate or party headquarters through the agreed communication channel. Speed matters — the earlier your party receives the photographed forms, the earlier they can build a parallel tally to compare against IEBC's electronic transmission. Platforms like Votrack allow agents to upload form photographs directly, where they are automatically processed and aggregated.

15. Record Any Incidents or Irregularities in Your Notebook

Finally, take a few minutes to write down everything you observed that was unusual, concerning, or noteworthy:

• Any broken or missing seals on ballot boxes
• Any ballots you objected to or disputed
• Any discrepancy between your tally and the PO's count
• Any refusal to grant you a recount
• Any refusal to provide you a form copy
• The names and positions of all IEBC staff present
• The names of other agents present
• The time counting ended for each position
• Any threats, intimidation, or unusual behaviour

This notebook becomes your personal evidence file. In the event of a petition, your contemporaneous notes — written at the time of the events — carry significant weight in court.

The Complete Checklist at a Glance

With Votrack, steps 9, 13, 14, and 15 are integrated into a single mobile workflow. Agents enter tallies, photograph forms, and submit incident reports — all through one platform that aggregates data in real time across every polling station where you have coverage.

CTA: A prepared agent is an effective agent. Request a Votrack demo and give your team the digital checklist that keeps every station accountable.