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Revising Agent's Manual

Targeted Revision Activities

In this chapter, we will discuss targeted revision activities, using paper forms, at the elector's residence and at revisal desks.

This chapter covers the following topics:



5.1 About Targeted Revision

You will conduct targeted revision activities by visiting various locations to reach electors not likely to appear on the Preliminary List of Electors at their current address.

Targeted revision is primarily directed at electors living in:

There are various types of targeted revision; each requires different preparation and follow-up. You may complete your activities by:



5.2 Working With Your Partner

Revising agents are required by law to work in pairs to ensure the integrity of the revision process and to verify each other's work.

The RS pairs the RAs into teams, and distributes the assignments to each team.

The RS will give you your RA partner's name and contact information. Arrange to meet your partner prior to conducting visits to:

Always wear your revising agent badge so it can be easily seen by electors.



5.3 Getting Ready

Each type of targeted revision activity requires different preparation and your list of material will vary slightly.

Before you start your activities

Your RS will identify areas with addresses that require targeted revision and will assign the list to you and your partner. You will receive:

After Visits - Complete Follow-up Tasks

At the end of each day, you and your partner must complete a list of Follow-up Tasks.

On a daily basis, once you have completed your targeted revision activities, and you and your partner have reviewed each other's work, complete your Follow-up Tasks, return all completed applications to the RS at the office, and place them in the Targeted Revision Basket.

For a detailed description of your end of day tasks, refer to Follow-up Tasks.



5.4 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.

For by-elections only

To be eligible to vote in a by-election, electors must have been resident in the electoral district on the first day of revision, and must continue to reside there until polling day.

Before proceeding with an application you must confirm the elector's period of residency. See Section 3 in the table below.

For more details, refer to Residence during a By-Election.

To complete an application please be sure to respect the following 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)
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 requires identification documents and signatures.
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'.
Corrections
Check this box to indicate which type(s) of correction is being made.
Note if the elector is requesting a legal change of name, Section 7 of the application must also be completed.
Removals
Complete Section 4A only, when the elector completing the form is applying for removal by:
  • Elector request
  • Duplicate record
Only the elector completing the form (4A) may request the removal of his existing or duplicate record.
Complete Section 4B for removal of:
  • Deceased
  • Not resident
  • Not qualified
2. Source of Application Select only one source of application:

  • Revisal desk
  • Door-to-door
  • Mail-in from TR (targeted revision) (when you leave the elector a booklet  EC 40112 or EC 40117)
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.
Confirm the period of residency before continuing. To confirm the elector's period of residency; ask him on what date he moved to that address and if he intends to stay there until after 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, when required.
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)
  • he wishes not to be added to the Register.

Elector 4A may not make this decision on behalf of other electors (listed in 4B, 4C, & 4D).

5. Home Address of Elector(s) Enter 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 it will not 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 GEO lists to verify the PD #.  
6. Mailing Address
(if different from section 5)
Enter the mailing address if 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, if known
  • 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 elector, "Are the electors listed in Section 4 on the form the only electors residing at the home address given in Section 5?"
  • Answer YES or NO accordingly.  

When going door-to-door and visiting long-term care facilities,  you must:

  • ask the elector found at his own residence if any other electors, not mentioned in Section 4, live at the address in Section 5 ;
  • look on the GEO list to see if other electors are listed at living at the address ;
  • on your paper list, strike out names of electors that no longer live at this address ;
  • complete the No longer Resident at Address form (EC 40280) upon your return at the office.

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.
The applicant's signature makes him responsible for the accuracy of all elector information on the form.
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:
11. Privacy Notice
If the elector forgets to sign section 11, this does no invalidate the application; simply
add a note that elector forgot to sign.
Hand the Privacy Notice and ask the applicant to read it and sign Section 11 of the form.
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 If the application is complete and all the requirements have been met, sign the form and pass it to your partner to verify, sign and date.

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



5.5 Door-to-door

Door-to-door targeted revision consists of teams of two revising agents that go door-to-door to visit addresses where the electors are at risk of not being on the list of electors.

Tools required

The following tools are required:

  1. Targeted revision bag containing:
  1. Targeted Revision – Record of Visits (EC 40106) form, indicating the address ranges to be visited.

Requirements to Complete a Door-to-door Application

It is not necessary for an elector to show proof of identity or proof of residency in order to register when you visit the elector at home.

Completing an Application during door-to-door visits

Complete the Application for Revision or Registration on the List of Electors (EC 40200), according to the instructions in Completing the Application for Revision or Registration on the List of Electors (EC 40200)  of this manual.

Note: Remember, for door-to-door targeted revision only:

When an elector is visited at his place of residence by revising agents, he may provide information about the identity and residence of all electors at that residence including himself, read the prescribed Declaration and sign the prescribed application attesting to the accuracy of that information. No other proof of identity or residence is required.

During Visits

Review Serving Electors. It explains how to greet the elector and maintain a customer service mindset.

The RS will provide you with a list of addresses that you are to visit on the Targeted Revision – Record of Visits (EC 40106) form with the exception of those that are identified as vacant.

Conduct visits in one of three time slots:

If Someone Is Home

  1. Greet the resident politely; introduce yourself and your partner.
  2. Explain the purpose of your visit: there is a federal election underway and you are there to make sure that all eligible electors are registered correctly and are able to vote easily.
  3. Ask the resident: “Beginning with yourself, can you please tell me the full name of each person who lives at this address who is 18 years of age or older and a Canadian citizen?”
  4. On the GEO list: Place a checkmark beside each of the name(s) provided by the resident to confirm correct registration. Confirm all details such as whether the elector's name is spelled correctly. If the resident provides names that are not on the GEO list, ask to register the person(s).

    Do not share the names of any electors on the GEO list with people you visit.
  5. Complete the Application for Revision or Registration on the List of Electors (EC 40200) for electors who are being registered.

    For by-elections only, confirm the period of residency before continuing and complete Section 3 of the application.
  6. Hand the elector the Privacy Notice (EC 40201) to read.
  7. Have the elector read and sign Sections 10 and 11 (for a by-election, have them initial Section 3) and date the completed application.
  8. Inform the elector that a Voter Information Card will be sent to confirm his registration and to provide polling station and voting information.
  9. Inform the elector that to vote, all electors must show ID documents and offer them the Have your ID ready – voter ID list (EC 90189) which lists the pieces authorized by the CEO.
  10. Sign the completed application.  
  11. Pass it to your partner to verify, sign and date.

If No One Is Home

  1. Leave the Sorry We Missed You booklet (EC 40112 or during a by-election the EC 40117), which includes an application for revision or registration.
  2. Check the Mail-in from targeted revision box in Section 2 of the application in the booklet.
  3. Make sure that the Privacy Notice (EC 40201) is included with the booklet.
  4. Indicate that you left a booklet at this address or unit in the Record of Visits form (EC 40106).

No Longer Resident at Address

During your targeted revision visits (door-to-door) you will be using the GEO list. On this list there will be electors listed as living at the address. It is possible when you visit this address that there has been a changeover of residents and the name you have listed on the GEO list is not the name of the person living there now.

When you find that you have a name of an elector listed for an address who no longer lives there, you must complete all sections of the No Longer Resident at Address form (EC 40280) upon your arrival at the office.

After Visits – Complete Follow-up Tasks

At the end of each day, you and your partner must complete your Follow-up Tasks.

On a daily basis, once you have completed your targeted revision activities, and you and your partner have reviewed each other's work, complete your follow-up tasks, return all completed applications to the RS at the office, and place them in the Targeted Revision Basket.

For a detailed description of your end of day tasks, refer to Follow-up Tasks instructions.



5.6 Long-term Care Facilities

Your revision supervisor or community relations officer–seniors will provide specific instructions for the long-term care facility that you will be visiting. These facilities typically house seniors.

Tools required

When visiting long-term care facilities you must use the NCR (No Carbon Required) Application for Revision or Registration on the list of Electors (EC 40030) form. You must ensure to include the forms in your bag.
The following tools are required:

Completing an Application at Long-term care facilities

Complete the NCR Application for Revision of Registration on the List of Electors (EC 40300) form, according to the instructions in Section 5.4 .
Targeted Revision Form as Proof of Residency for Long-term care Residents
Electors in long-term care facilities may have difficulty proving their address when voting. These electors may use the yellow copy of the Application for Revision or Registration on the List of Electors (EC 40030)when they vote as proof of address. You must make the elector aware of this option.
Once you complete the NCR application EC 40030 or EC 40030-1 with the elector:

Revision Options for Long-Term Care Facilities

Your revision supervisor or returning officer contacts the administrators at targeted long-term care facilities to outline the three options available for completing revision activities. The options are:

Option 1: The facility provides a list of residents before revision begins.
Option 2: The facility provides a list of residents that may be reviewed when you visit the facility.
Option 3: No list is provided, and revising agents visit each resident.

The RS will inform you which approach is being used and you must make sure to complete your tasks accordingly.

Option 1: The Facility Provides a List of Residents before Revision Begins
Option 2: The Facility Provides a List of Residents That May Be Reviewed When You Visit the Facility
Option 3: A List Is Not Provided and Revising Agents Visit Each Resident

Requirements to Complete a Long-term care Facility Application

It is not necessary for an elector to show proof of identification or proof of residency in order to register when you visit the elector at a long term care facility. 

Note: When an elector is visited at a long term care facility by revising agents, he is not required to show proof of identity or residence; he must read the prescribed Declaration and sign the prescribed application attesting to the accuracy of that information.

During visits

If you have difficulties carrying out your duties properly, let your revision supervisor or the returning officer know as soon as possible.

When visiting long-term care facilities, follow these guidelines:

Suffering from a mental disability or a degenerative disease does not deprive an elector of his right to vote. If the elector can answer the basic questions relating to qualification to vote, you must complete a form for this elector.

After Visits – Complete Follow-up Tasks

At the end of each day, you and your partner must complete your Follow-up Tasks.
On a daily basis, once you have completed your targeted revision activities, and you and your partner have reviewed each other's work, complete your follow-up tasks, return all completed applications to the RS at the office, and place them in the Targeted Revision Basket.
For a detailed description of your end of day tasks, refer to 5.9, Follow-up Tasks instructions.



5.7 First Nations Reserves

Your revision supervisor or community relations officer may make arrangements for you to visit the first Nations Reserves and will provide you with instructions.



5.8 Revisal Desks

The revision supervisor might decide that door-to-door visits aren't the most efficient way of doing targeted revision. As such, you may be asked to work at a revisal desk. Revisal desks are made up of one or more teams of two revising agents who set up tables in targeted locations to register electors. Revisal desks are an alternative to door-to-door visits.

There are three types of revisal desks:

In public places

A public revisal desk is set up in a high traffic area in the community such as a shopping mall or community centre. This type of revisal desk is particularly useful in neighbourhoods where electors are less likely to open the doors and where the safety of the agents could be an issue.

Returning officers in adjacent Electoral Districts (EDs) may choose to collaborate and create a multiple ED public revisal desk. These are made up of teams of two revising agents from each ED. The location chosen would be one that is convenient to more than one electoral district.  

On campuses

A campus revisal desk is designed to register students for the upcoming election and is an alternative to door-to-door in residences. It has the potential to reach a larger number of students while being a convenient and non-intrusive approach for the students and the administration.

In lobbies

A lobby revisal desk is set up in the lobby of a targeted building. The lobby desks could be placed in:

Tools required

The RO and the RS will determine the need for a revisal desk and its location. The RS will provide the material required for the revisal desk set up. You must make sure to bring a sufficient number of application forms, and Sorry we missed you booklets.

The following tools are required:

  1. Targeted revision bag containing:
  2. Targeted Revision – Revisal Desk form (EC 40107), indicating the address ranges to be visited.

Requirements to Complete an Application at a Revisal desk

Electors must be at least 18 years old on polling day, Canadian citizens and ordinarily resident in the electoral district where they wish to register.

Electors must show proof of identification and residency in order to register at a revisal desk. During the revision period, there are four identification options to provide the necessary information to prove identity and address.

For a detailed description of Qualifications and Identification Requirements for revision, refer to Elector Qualifications to Register and Vote.

You are responsible for ensuring that the elector provides acceptable proof of identification and address before completing a transaction.

Serving an Elector at a Revisal Desk

When approached by potential electors greet the electors politely; introduce yourself and your partner and explain the purpose of the revisal desk: ‘There is a federal election underway and we are here to make sure that all eligible electors are registered correctly on the list of electors and are able to vote easily.'

Always verify that the elector lives within your ED before proceeding with an application.

Follow these guidelines:

Ask the elector if he received a voter information card (VIC), and if the information on it was correct:

If the elector received a VIC and the information on it is correct:

No action is required. The elector is registered and can vote at the specified locations as per the VIC.  

If the elector received a VIC but the information on it needs to be updated:

  1. Ask the elector for his current address and use the Poll key to determine if the elector lives within your ED.
  2. If the elector lives within your ED, you may proceed and complete the application to revise the elector's information.

If the elector did not receive a VIC or does not remember if he did:

  1. Ask the elector for his current address and use the Poll key to determine if the elector lives within your ED.
  2. If the elector lives within your ED, and wishes to register, you may proceed and complete the application to register the elector.

If the elector does not live within your ED:

  1. Explain to the elector that the application cannot be completed at your revisal desk as they do not live within your ED.
  2. Hand the elector the Sorry We Missed You booklet, which will outline the various methods on how they can verify if they are registered at their ED and the requirements on how to proceed if they are not.
  3. Thank the elector.

Complete the Application at a Revisal Desk

  1. Ask the elector for his full name, current and previous address, and date of birth.  
  2. Complete all of the required sections on the application according to the instructions in Completing the Application for Revision or Registration on the List of Electors (EC 40200).

    For by-elections only, confirm the period of residency before continuing and complete Section 3 of the application.
  3. Obtain proof of identity and address documents (refer to Satisfactory Documentation).
  4. Provide the applicant with the Privacy Notice (EC 40201) to read.
  5. Have the elector read and sign Sections 10 and 11 (for a by-election, have them initial Section 3) and date the completed application.
  6. Inform the elector that an updated Voter Information Card will be sent to confirm his registration and to provide polling station and voting information.
  7. Inform the elector that to vote, all electors must show ID documents and offer them the Have your ID ready - voter ID list (EC 90189) which lists the pieces authorized by the CEO.
  8. Sign and date the completed application.  
  9. Pass it to your partner to verify, sign and date.
  10. Thank the elector.

After Visits – Complete Follow-up Tasks

At the end of each day, you and your partner must complete your Follow-up Tasks.

On a daily basis, once you have completed your targeted revision activities, and you and your partner have reviewed each other's work, complete your Follow-up tasks, return all completed applications to the RS at the office, and place them in the Targeted Revision Basket.

For a detailed description of your end of day tasks, refer to Follow-up Tasks instructions.



5.9 Follow-up Tasks

At the end of each day, once you have completed your targeted revision activities, you and your partner must:

  1. review each other's work, complete and verify the information on the following forms:

  2. return all forms to the RS at the office and place them in the Targeted Revision Basket.
  3. report the targeted revision totals in the ‘Visits' section of EC 40106 and the ‘Revisal Desk Results' section of EC 40107  to the RS.


Completing the No Longer Resident at Address (EC 40280) form

Complete all sections of the form for the electors who are no longer resident at an address during door-to-door or at a long-term care facility that has been visited during targeted revision.

In the case of visits to long term care facilities, use the GEO list to identify names that appear on the PLE but not on the list of residents. These electors no longer reside in the institution. Complete this form to remove them from the list of electors.

At the end of each day and once you are back at the office, you must complete all sections of the form, sign and date it and hand to your partner to sign and date.

Return all forms to the revision supervisor for data entry in REVISE.

No Longer Resident at Address (EC 40280)

(EC 40280)



Completing the Targeted Revision – Record of Visits (EC 40106) form

In Section ‘Visits' of the Targeted Revision – Record of Visits form (EC 40106), there are three totals that need to be provided. You must report these totals to the RS daily so he can report them in the Targeted Revision Management Tool.

Complete Section ‘Visits' at the bottom part of the form for each address after each visit. When you have completed all visits for a given address or street range, under ‘Total', record:

  1. the total number of units visited,
  2. the number of forms completed,
  3. the number of booklets left at the door.

You and your partner must sign the form when completed.

 Targeted Revision - Record of Visits (EC 40106)

EC 40106



Completing the Targeted Revision – Revisal Desks (EC 40107) form

In Section ‘Revisal Desk Results' of the Targeted Revision – Revisal Desks (EC 40107), there are three totals that need to be provided. You must report these totals to the revision supervisor daily so he can report them in the Targeted Revision Management Tool.

Complete Section ‘Revisal Desk Results' at the bottom part of the form for each revisal desk, record:

  1. how many people visited the desk
  2. how many forms were filled out
  3. how many booklets were given out.

You and your partner must date and sign the form when completed.

Targeted Revision – Revisal Desk (EC 40107)

EC 40107