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Revising Agent's Manual

Paper-based Revision in the Office

This chapter covers the following topics:



4.1 About Paper-based Revision

In the office you can receive applications for revision or registration and complete them directly on the computer using REVISE. Sometimes however, when the computers are not available or there is a line-up, the applications are filled out on paper using the Application for Revision or Registration on the List of Electors (EC 40200) form and paper copies of the PLE.

Once the applications are completed using the paper forms, they are collected, verified and data entered, as soon as possible, into the computer using REVISE.

Note: It is very important that you fill in the paper form completely, correctly and clearly to minimize the risk of errors during data entry into REVISE.

There are three ways an elector can submit a revision request in the office:



4.2 Tools Required

You need the following tools to complete your tasks:  

For a complete list and description, see Tools and Revision Centre baskets



4.3 Revision Types for Paper-based Revision

During paper-based revision, revising agents receive and complete, using paper forms, requests for additions, corrections, moves, and removals.

Additions

An addition is when you register an elector who is not on the PLE for your ED.

Corrections

A correction is a change to elector information, such as:

For a legal name change, the elector must show a piece of identification with the new name and sign the form.

Moves (within the ED)

An elector is “Moved” when he changes his address, but still remains within the ED.

Removals

A removal is when you delete an elector's name from the PLE for the ED. An elector may request to remove the following from the list:

Inform any elector requesting the deletion of their own name that it will only be removed from the list of electors for the current electoral event.

Note: Direct electors who wish to be removed from the NRoE to submit a request for deletion in writing to the CEO. Each written request must state the elector's name, date of birth, current home and mailing addresses, and it must be signed by the elector.



4.4 The Three Steps of Paper-Based Revision

Remember, you must ensure the integrity of the revision process. Revising agents must act jointly to assist in the revision of the PLE, to verify each other's work, and to sign all applications.

The Steps

When receiving an application for revision, there are three basic steps you need to follow:

Step 1: Search for the elector

Step 2: Complete the application

Step 3: Verify the application

Note: These three steps must be completed whether the elector applies in person, over the telephone, or by mail or fax.

For detailed instructions, see Completing the Application for Revision or Registration on the List of Electors (EC 40200).

Step 1: Search for the elector

A search determines if the elector is already on the list, and avoids the creation of a duplicate record.

  1. Ask the elector for his:

Full name, date of birth, and current and previous addresses (always start with the current address).

  1. Search for the elector on the ALPHA or GEO lists.

Step 2: Complete the application

You will register the elector if he was not found on the list for your electoral district (addition).

You will revise the elector's information, if he was found on the list but the information needs to be updated (move/correction/removal).

  1. Ask the applicant what type of revision he needs.
  2. Fill in all the required sections on the application.
  3. Provide the applicant with the Privacy Notice (EC 40201).
  4. Obtain any required supporting documentation and elector signatures. For more information, refer to Revision Verification Tables.

Note: Only the RO or ARO can approve or reject an application for revision. If you have any doubts about the validity of identification documents an elector presents, report the situation to your revision supervisor.

Step 3: Verify the application

Before the elector leaves, verify that you have completed all the required sections on the application and that the elector has met all the specific requirements, as listed in Revision Verification Tables, before you and your partner sign the form.

Ask yourself 4 questions:

  1. Did the applicant provide ID documents, if that was required?
  2. Did the elector provide ID documents, if that was required?
  3. Did the applicant present a letter of authorization, if that was required?
  4. Did the applicant read and sign the Declaration and the Privacy Notice, where required?

If all the requirements have been met:

  1. Thank the elector.
  2. Sign the form.
  3. Have your partner check and sign the form.
  4. Place the completed form in the In Office Forms Basket for processing.

If one or more requirements have not been met:

  1. Explain to the elector that the transaction cannot be completed at this time.
  2. Do not sign the form.
  3. Follow Partially Completed Paper Applications process.
  4. Thank the elector.

If there is a disagreement between the revising agents

In some circumstances, there may be a disagreement between revising agents as to whether an elector has met the requirements for a certain kind of revision. If this is the case, do not sign the form, but bring the matter to the attention of your RS, and explain the reason for the disagreement. The disagreement will be resolved by the RO, the ARO or a person designated by the RO. Their decision is final.



4.5 When the Applicant is Applying on Behalf of Others

Sometimes the person making a request is doing so on behalf of someone else. If they are applying for themselves and others, they must complete Section 4A Elector Information on the application. If they are only applying on behalf of others, Section 9 Applicant Information needs to be filled out. For more information, Revision Verification Tables.

If an applicant is applying to have an elector added to the list, he or she must provide documentary proof of identity and residence for that elector.

Exception:

In rare cases, the person applying to correct the information of another elector or remove the name of another elector will not themselves be an elector.

 If this occurs, you must:

10 Declaration

Letter of Authorization

A person may apply to register or revise other electors who are not registered at the same address. If the person making the request (the applicant) does not live at the same address as the elector, the applicant must provide a letter of authorization signed by the elector who is being registered or revised.

The letter of authorization must contain the following information:

Exception: Removal of Deceased Elector

In the case of a deceased elector, proof of death replaces the letter of authorization, when required.

In the case of a deceased elector, and whether or not the applicant resides at the same address as the deceased elector, the applicant must identify himself and complete and the required sections of the application.

When the applicant does not reside at the same address as the deceased elector, he also needs to present a proof of death document such as a death certificate.

If a photocopy of a death certificate cannot be presented, the RO can accept another type of document such as the obituary.

If … Then …
The applicant does not reside at the same address as the deceased elector Proof of death and applicant signature is required.
Complete Section 9 on the application.
The applicant resides at the same address as the deceased elector No proof of death or signature is required.

For more information, refer to Revision Verification Tables.



4.6 Telephone Applications

Some types of revision applications can be fully completed over the telephone, as long as certain requirements are met:

Corrections that involve a legal change of name cannot be completed over the telephone because the elector must show ID with his new name and sign the form.

Requirements to Complete an Application over the Telephone

To fully complete an application over the telephone:

Completing an Application over the Telephone

When an elector calls the office to apply for revision (for himself and/or another elector at the same address), complete the following revision steps:

Step 1: Search for the elector

  1. ask the elector for his name, date of birth and current or previous address, or
  2. if the applicant elector, is applying for another elector, for both the elector's and his own name, date of birth and current or previous address, and
  3. determine the applicant's and/or the elector's status on the PLE, using the Alpha or GEO lists.

If the elector(s) are identified on the PLE:

Step 2: Complete the application

  1. ask which kind of revision the elector requires ;
  2. verify if the type of revision can be completed over the telephone (see Revision Verification Tables) ;
  3. complete all of the required sections of the application.

Step 3: Verify the information:

  1. verify that elector has met the requirements (see Revision Verification Tables) ;
  2. sign the application ;
  3. give the form to your partner to review, and sign ;
  4. place the completed and signed application in the In Office Forms Basket for processing.

If the applicant and/or elector cannot be identified on the PLE or the required revision is not one of the types that can be completed over the telephone, offer to either:

  1. partially complete the application for the elector or applicant, or
  2. discontinue the application altogether.

For more information, see Partially Completed Paper Applications process



4.7 In-Person Applications

The following types of revision applications can be fully completed in person at the ORO or AARO offices, as long as the requirements are met:

Requirements to Complete an Application in Person at the Office

To fully complete an application in person:

Completing an Application in Person

When an applicant and/or elector arrives at the office to apply for revision, complete the following revision steps:

Step 1: Search for the elector

  1. ask the elector for his name, date of birth and current or previous address, or
  2. ask the applicant, who is applying for the elector, for both the elector's and his own name, date of birth and current and previous address, and
  3. determine the applicant's and/or elector's status on the PLE, using the ALPHA or GEO lists.

If the applicant and/or the elector are identified on the PLE:

Step 2: Complete the application

  1. ask which kind of revision the elector requires ;
  2. complete all of the required sections of the application ;
  3. obtain supporting documentation and signatures, if required.

Step 3: Verify the application

  1. verify that elector has met the requirements (see Revision Verification Tables) ;
  2. sign the form ;
  3. give the form to your partner to review and sign ;
  4. place the completed, signed form in the In Office Forms Basket for processing.

If either the applicant and/or elector cannot provide satisfactory proof of identity, or if the revision requirements cannot be met, offer to either:

  1. partially complete the application for the elector/applicant or
  2. discontinue the application altogether.

For more information, see Partially Completed Paper Applications process



4.8 Mailed or Faxed Applications

The following types of applications can be fully completed by mail or fax and submitted to the ORO and AARO office, as long as the requirements are met:

When an application for revision by mail or by fax is received at the office, an office clerk will place the application and any supporting documents in the Mail/Fax Basket for review and batching by the revision supervisor.



4.9 Completing the Application for Revision or Registration on the List of Electors (EC 40200)

Remember: you may complete a single application for multiple electors only if all the electors being revised live at the same address and require the same type of revision.

Always refer to Revision Verification Tables to determine the requirements for each type of application. Please be sure to follow these guidelines:

Section Action
ED # Enter the electoral district number in the “ED #:” box at the top right corner of the form.
1. Type of Application (Check only one box)

If multiple electors are applying on the same form, only one type of application may be completed.
Select only one type of application for multiple electors living at the same address.
Additions
An addition cannot be completed over the phone because identification documents and signatures are required.

Moves
Check this box if the elector is moving within the ED.

If an elector has moved from another ED into your ED, you will not be able to locate his previous address on the PLE. In this case, you will need to add the elector to the PLE as an “Addition” (see above).  

Corrections
Check box indicating which type(s) of correction is being made.

If the elector is requesting a legal change of name:
  • Section 7 of the application must be completed
  • A piece of ID showing new name must be provided
  • Elector signature is required

Removals
Complete Section 4A only, when the elector completing the form is applying to remove:
  • The elector's own name (“Elector request”)
  • The elector's duplicate record


Only the elector completing the form (4A) may request to remove his existing or duplicate record.

Complete Section 4B for removal of a:
  • Electors who are not resident
  • Not qualified
  • Deceased elector

For removal of a deceased elector:
  • Complete Section 9, Applicant Information.

If the applicant does not reside at the same address as the deceased elector:
  • Ask for proof of death and signature (Section 10)
2. Source of Application Select only one source of application.

For Phone applications, make sure you:
  • read the elector the Privacy Notice (EC 40201)
  • check the related box in Section 12
3. For a By-election

(To be completed only during by-elections)
At a by-election, to be qualified to vote, electors must reside in the ED on the first day of revision and continue to reside there until polling day.

If the elector is eligible:
  • record the date of start of revision
  • obtain elector's initials


Note: Remember that if an elector has recently moved, but their previous address was in the same ED, they are still eligible to vote in the by-election.  
4. Elector Information

(Fill in the elector information fields for each elector requiring revision or registration)
Complete Section 4A only when:
  • the elector completing the form requires revision or registration himself.

Complete Sections 4B, 4C, & 4D when:
  • other electors besides the applicant require revision or registration.

Date of Birth
If an elector chooses not to provide his complete date of birth, he may vote in the current election, but he may have to register again in the next election, since his name will not be added to the Register of Electors (NRoE).

Dates of birth will not appear on the lists of electors prepared for candidates, Members of Parliament or political parties.
ID (Y/N)
Enter Y (Yes) or N (No) to indicate if satisfactory identification has been provided for each elector.
Refer to Revision Verification Tables  to determine satisfactory identification for each type of application.
Do not add to Register of Electors (Elector 4A only)
Do not check this box unless the elector completing the form:
  • is applying to add himself to the list (name listed in 4A), and
  • he wishes not to be added to the Register.

Elector 4A may not make this decision on behalf of other electors (names listed in 4B, 4C, & 4D).
5. Home Address of Elector(s) Enter name, home address and home phone number of the electors listed in 4A, 4B, 4C & 4D.


Obtain a postal code to speed up data entry in REVISE.

Inform the elector the telephone number would only be used in case a follow-up is needed and won't be retained in any data base. If the elector declines to provide a phone number, this does not invalidate the application.

Enter the elector's polling division number (PD), if known.

You may use the Poll Key or the ALPHA or GEO lists to verify the PD#.

6. Mailing Address
(if different from
section 5)
Enter the mailing address only if it is different from the home address in Section 5.
7. Name and last home address of each elector listed in 4A, 4B, 4C & 4D For all electors listed in Section 4A, 4B, 4C & 4D, you must:
  • obtain and enter the previous home address ;
  • enter previous legal name, if applicable. (Elector must show one piece of ID showing new name and must sign Section 10)
8. Elector(s) previously resident Ask the applicant, “Are the electors listed in Section 4 on the form the only electors residing at the home address given in Section 5?”
  • Check the YES box, if the applicant says Yes.
  • Check the NO box, if the applicant says No.

If the elector does not understand the question, do not check either box.

Do not share names of previous tenants or residents when you are trying to determine who is or is not registered at the address.
9. Applicant Information
(if not listed in Section 4A)
This section is completed only when the person applying does not require revision or registration for himself. He is only applying on behalf of another elector. In other words, his name will not be listed in Section 4A.

Fill in the applicant's information in the Name and Address fields.

Check the Elector provided authorization for applicant to complete the form box when:
  • the person applying does not live at the same address as the elector being applied for and has provided the required authorization.

In the case of a deceased elector, the proof of death replaces the letter of authorization.
Check the Applicant provided identification box when:
  • the person applying is requesting the removal of a deceased elector and has provided his or her identification.
10. Declaration The applicant completing the form must:
  • read the Declaration ;
  • sign and date it.

In rare cases, the person applying to correct the information of another elector or remove the name of another elector will not themselves be an elector. If this occurs, you must:

For exceptions see Revision Verification Tables.
11. Privacy Notice

For applications received over the phone, you must read the Privacy Notice to the elector, and Check the related box in Section 12
Hand the Privacy Notice and ask the applicant to read it and sign Section 11 of the form.

If the elector forgets to sign, this does no invalidate the application; simply add a note that elector forgot to sign.

If the elector does not wish to share his personal information, and wants to cancel the application:
  • remind the elector that their information will not be revised or added to the list of electors (as per the 3rd paragraph of the Privacy Notice) ;
  • discontinue the application and add a note.
12. For Use by the Office of the Returning Officer When the application is complete and all the requirements have been met, you must:
  • sign the form and pass it to your partner to verify, sign and date.

For over the telephone applications, you must:
  • read the elector the Privacy Notice and check the box.

Application for Revision or Registration on the List of Electors (EC 40200)
EC 40200



4.10 Partially Completed Paper Applications

When an application cannot be fully completed at the time, you must:

  1. explain to the applicant that the application cannot be completed,
  2. describe what other requirements are needed in order to complete it, for more details, refer to Revision Verification Tables.
  3. offer to partially complete the application and hold the partially completed form at the office until the elector/applicant can provide the missing requirements either in person, by mail or by fax.

You may also mail or fax the form to the elector to complete and to return to the office.

When mailing or faxing forms to electors, you must always include the Privacy Notice (EC 40201).

If the elector chooses to continue and complete the application, you must make sure to:

  1. remind the elector of the revision deadline and provide the dates,
  2. complete the Transaction Log (EC 40091),
  3. put the partially completed application in the Follow-up Basket, or
  4. mail or fax the partially completed form to the elector/applicant, as required, and
  5. do not sign the application.

Note: Do not sign a form that is missing information or that must be sent to the elector. Once the form is returned, or when the elector is present, the RA who completes the transaction will sign and date the form.

If the elector chooses to discontinue the request altogether:

Place any partially completed forms or materials containing sensitive information in the box identified as Lot 11 (Shredding).  

If the elector asks about the online Voter Registration Service:

In cases where electors enquire about E-registration (Elections Canada's online Voter Registration Service), inform the elector that they need access to the Internet and make sure to direct electors to do the following:

  1. Go to the Elections Canada website www.elections.ca ;
  2. Click on the Are you registered to vote? link on the home page ;
  3. Under Voter registration, click on Check my voter registration button ;
  4. Follow the instructions accordingly.

During the revision period, the E-Registration service allows electors to:

After Day 6 at 6:00 p.m. (end of revision period), the E-Registration service allows electors to:



4.11 Follow-up Tasks

The RS will designate an RA to check the Transaction Log (EC 40091) and will use the information on the log to ensure that follow-ups are completed.

 

Follow-up activities include:

When mailing or faxing forms to electors, you must always include the Privacy Notice (EC 40201).

Always remember that the revision period is short and any requests for registration or revision arriving after Day 6 at 6:00 p.m. cannot be processed. Forms that need action from the elector (signature, ID, etc.) should not remain in the Follow-Up Basket more than a few days.

Completing your Follow-up Tasks:

Once you obtain missing information, place the completed applications and all supporting documents in the In Office Forms Basket for processing.

Completing the Transaction Log (EC 40091)

Revising agents must complete the Transaction Log (EC 40091) for all elector requests needing a follow-up.

The Transaction Log (EC 40091) is a quality control measure that is used to ensure that the elector is offered every opportunity to register or to revise his information.

To complete the Transaction Log (EC 40091):

Transaction Log (EC 40091)