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Revising Agent's Manual

Computer-based Revision in the Office - Using REVISE

In this chapter, we will discuss the procedures to follow for completing revision tasks using the computer in the office (ORO and the AARO).

This chapter covers the following topics:



6.1 About Computer-based Revision

In the office you will receive, verify and process electors' applications for revision or registration on the PLE and enter them directly on the computer using REVISE.

REVISE is the computer application you will use to complete revision tasks rather than filling in forms by hand. For instructions on how to use the REVISE application, refer to the REVISE User's Guide (EC 40238).

Your revision tasks include:

  1. Receiving and immediately addressing new revision or registration requests in REVISE when electors visit or call the office:

    When electors visit or call the office of the returning officer, you can complete the revision application immediately using REVISE by entering the elector's information directly into the system.

    Gather all printed and signed forms and attach them to your Journal Report, which prints out at the end of each session in REVISE, and place them in the Journal Report Basket for the revision supervisor to review.
  2. Data entry of already ‘completed and verified' paper applications and polling day certificates submitted by election officials to the office:

    When completed paper applications are received at the office, the RS verifies and batches the applications and supporting documents and places them along with the Revision and Registration – Batch Form (EC 40100) in the Data Entry Basket for you to process.

    All ‘completed and verified' paper applications can be processed in REVISE by either revising agents or revision center clerks. These forms include:
    • mail-in, targeted revision, revisal desk, application for special ballot (local) and/or faxed applications
    • in-office forms
    • advance poll and polling day registration and certificates
  3. Verifying and data entry of paper applications submitted by electors to the office:

    Some applications are submitted by electors to the office but have not yet been verified by other revising agents or election officials. The RS will batch the applications and supporting documents and place them along with the Revision and Registration – Batch Form (EC 40100) in the Data Entry Basket for you to process.

    Before processing a batch, verify Section 5 of the Revision and Registration – Batch Form (EC 40100) for RS comments.  The RS will indicate when you must verify and sign forms for completion. These forms include:
    • elector submitted applications by mail or fax
    • incomplete applications that required a follow-up

Revision center clerks may not process incomplete forms that have not already been verified and signed by other election officials or revising agents.

Note: All Mail / Fax forms must be verified and signed by RAs before data entry in REVISE. The Data Entry Clerk may not sign.

  1. Completing Follow-up Tasks as directed by the RS.
  2. Completing your End of Session Tasks, printing and verifying both your own and your partner's Journal Reports.

Once electors' requests are entered, the returning officer accepts them by approving the requests using REVISE.

Information Technology Security and Acceptable Use

In the office, when performing your revision duties using the computer, you must protect private information, and ensure acceptable use of the Elections Canada Local Area Network (LAN) and all electronic devices and follow the security guidelines provided.

You must follow these security guidelines:

    • do not share your password with anyone,
    • do not leave the REVISE application open at the end of your shift,
    • secure and file all forms and copies of identification at the end of the day as directed by the revision supervisor,
    • lock your workstation screen during breaks, etc.
    • do not modify existing Operating System configurations,
    • do not disable any components of the returning office LAN,
    • do not remove any computers or devices from the Revision Center,
    • do not install any un-authorized software or tools, and
    • do not access the returning office LAN server physically or remotely.

Note: Only authorized personnel are permitted access to REVISE and the electronic information and must use them in an acceptable manner at all times.

Elections Canada Legal Advisory-Preliminary Notice

When you log on to your account on a computer in the ORO, the Elections Canada Legal Advisory dialog box will open; you must read the notice and click Accept to continue your work session.

Legal Advisory Notice
 Legal Advisory Notice
Text Description of Legal Advisory Notice

Handling a Security Breach

In case of an Information Technology (IT) security breach, or any improper use of the REVISE application, advise the RO, ARO or the AARO immediately.

The following are examples of IT security breaches:

    • theft or vandalism,
    • illegal downloading, installation or execution of un-authorized programs or utilities on the ORO IT infrastructure,
    • inappropriate use of the REVISE application or ORO LAN,
    • any virus or malicious software attempts, and
    • unauthorized access to the list of electors, or revision computer application.

Note: In case of an IT security breach, the ARO or AARO will follow up with ECHQ for a plan of action.



6.2 Tools Required

You need the following tools to complete your tasks:  

For a complete list and descriptions, see Tools and Revision Centre Baskets.



6.3 Processing Revision Applications Using REVISE

During computer-based revision, you can process all types of revision transactions.

Remember the following when processing an application in REVISE:

Registration Methods

Registration methods are options within the REVISE elector window that specify the origin of the application. There are 9 registration methods:

Registration Methods
Registration Methods
Text Description of Registration Methods

Administrative Questions

At the end of a transaction, you will be asked to respond to a series of administrative questions. The questions will vary according to the type of transaction.  

Locating an Elector's Polling Site

You can use REVISE to locate the polling site for an existing elector registered in your ED. If the elector has been transferred out of your ED, or removed from the list, no information on their voting location will be available.

For step by step instructions, refer to Chapters 7 – Locating an Elector's Polling Site and Printing a Voter Information Sheet, of the Revise User's Guide (EC 40238).

Transaction Types in REVISE

Before an elector leaves, verify that you have completed all the required application fields and that the elector has met all the specific requirements according to Revision Verification Tables.

The following are the transactions you can perform in REVISE:

Adding an Elector Record

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

Before adding an elector you must ensure that they are not already on the list. Perform local and national searches for each elector. If the elector is not found, then you may proceed and add the elector.  

For an addition, the elector must provide proof of identify and address, and sign the application.

Corrections – Updating an Elector Record

A correction is a change to one or more of the following:

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

Moving an Elector (within the ED)

An elector is “Moved” when he changes his address, but still remains within the ED. You will perform a move when you find an elector on your PLE and the address changes to a new polling division, municipality or street, but still remains within your ED.

Transferring an Elector (from outside the ED)

When an elector moves from one electoral district to another, a transfer is required. You will perform a transfer when an elector has moved into your ED.   

For a transfer, the revising agent cannot complete this transaction over the telephone. The elector must sign the application.

Removals

A removal is when you delete an elector's name from the PLE. 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.  

When the Applicant is Applying on Behalf of Others

Sometimes the person making a request is doing so on behalf of someone else. A person may apply to register or revise other electors who are not registered at the same address.

Letter of authorization

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. For more information, refer to When the applicant is applying on behalf of others.

During a transaction and when additional information is required about the applicant, REVISE will prompt you to ‘Enter the details of the applicant' and to answer a number of questions (see Figure 11 Example: Applicant information is required).

Make sure to obtain the necessary information, ID documents (including a letter of authorization) and to answer the questions accordingly.

In the case of a deceased elector, a proof of death document, such as a photocopy of death certificate or obituary, replaces the letter of authorization.

For a complete list of when a letter of authorization or proof of death is required, refer to Revision Verification Tables.

 Example: Applicant information is required
 Figure 11
Text Description of Applicant information is required



6.4 The Three Steps of Computer-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 sign the applications.

To begin, from the Data Entry Basket, take one batch of forms to process and verify Section 5 of the Revision and Registration – Batch Form (EC 40100) for any specific RS comments and instructions.

The Steps

When processing any revision application in REVISE, there are three basic steps you need to follow:

Step 1: Search for the elector in REVISE

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

Step 2: Complete the application in REVISE

Based on the Transaction Type, you will enter requests from electors to be registered (addition), to have their records revised (correction, move, transfer) or to be removed on the list of electors.

Step 3: Verify the application

At the end of a transaction, you will be asked to respond to a series of Administrative Questions. The questions will vary according to the type of transaction and how you answer each of the questions as you progress.  

Note: These three steps must be completed for all revision or registration applications.

Step 1: Search for the elector in REVISE

Always begin by performing an elector search in REVISE to determine the elector's status; there are two types of elector search you can perform:

  1. A Local search: Always perform a local search in REVISE first to see if the elector is registered in your ED;
    Ask the elector for his first and last name, date of birth, and current and previous addresses (always start with the current address).
  2. A National search by province: If the elector does not appear in your ED, perform a national search by province (in other EDs) to find the record.

In REVISE, you must always begin by performing a local search first.  

For step by step instructions, refer to Chapter 4 – Searching for electors, of the Revise User's Guide (EC 40238).

Step 2: Complete the application in REVISE

You will register the elector if he was not found on the list (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/transfer).

When possible, always record the applicant's telephone number in case a follow-up is needed.

  1. Determine the type of transaction needed.
  2. Complete the required fields and make the required changes in REVISE.
    For step by step instructions, refer to Chapters 5 – Adding or Updating Elector Records, 6 – Moving or Transferring an Elector, and 11 – Removing or Unremoving an Elector, of the Revise User's Guide (EC 40238).
  3. During data entry in REVISE you will be required to select one Registration Method per elector transaction.
  4. Provide the applicant with the Privacy Notice (EC 40201). If you are on the phone, read the Privacy Notice to the elector.
  5. Obtain any required supporting documentation. For more information, refer to Revision Verification Tables.

Note: Only the RO 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

You will be asked to respond to a series of administrative questions that appear on the screen with a Yes or No response. The questions will vary according to the type of transaction.

  1. Verify that you have accurately entered the elector's information and made the required updates.  
  2. Answer the administrative questions and verify that the elector has met the specific requirements as listed in Revision Verification Tables.

To verify the application for completion, ask yourself the following:

If all the requirements for the specific transaction have been met you can complete the data entry:

  1. SAVE the transaction.
  2. Print a VIS or order a VIC, as required.
  3. If REVISE prints a form:
    1. get elector signature
    2. sign and have your partner verify and sign the form
    3. Place in your Completed forms file folder all completed and verified applications, and supporting documents.
  4. Thank the elector.

If required, REVISE will automatically print the completed application once you save the transaction. When this occurs, you must obtain elector's signatures on the printed form.

If one or more requirements have not been met, REVISE will not allow you to SAVE the incomplete transaction:

  1. A message will appear followed with a question: ‘This application for Registration is incomplete and cannot be saved. Do you wish to print the Application for Registration on the List of Electors? Yes/No'
  2. Explain to the elector that the transaction cannot be completed at this time.
  3. Follow Partially Completed Applications process.
  4. Exit and thank the elector.
  5. Place in the Follow-up Basket and complete the Transaction Log (EC 40091).

Note:  If one or more requirements have not been met follow Partially Completed Applications process.

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.

Searching for an elector
Searching for an elector
Text Description of Searching for an elector



6.5 Partially Completed Applications

In a case where the type of transaction requested cannot be fully completed in REVISE, you must advise the elector on how to proceed.

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

  1. Explain to the elector or applicant that the application cannot be completed
  2. Describe what other requirements are needed in order to complete it
  3. Offer to partially fill in the Application for Revision or Registration on the List of Electors (EC 40200) paper form  (follow Partially completed Paper Applications process) and hold it at the office until the applicant can provide the missing requirements
  4. Do Not Sign partially completed forms
  5. Remind the elector of the revision deadline and provide the dates
  6. When possible, always provide the elector with their voting location information in case they cannot complete their registration during the revision period.

Note:  Within REVISE, it is possible to determine electors' voting locations even if they are not registered. Refer to Locating an elector's polling site.

  1. Mail or fax the partially completed form to the elector/applicant, as required
  2. Thank the elector.

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).  

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.

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 revising agent who completes the transaction will sign and date the form.



6.6 End of Session Tasks

Each time you log out of REVISE, a Journal Report will print automatically. Use the report to check over your work and organize your printed forms. You and your partner will then review and sign each other's paperwork, as required.

Once you and your partner have reviewed each other's work, log the journal number(s) in the control log and give it to your revision supervisor.

End of session tools include:

Checking Your Journal Report and Using the Journal Report Control Log

  1. Print the REVISE Journal Report for User to verify all your transactions.
    •  Verify each transaction on the journal report against the completed forms.
  2. Gather all the completed forms including the supporting documents and place the journal report on top.
  3. Complete the Revision and Registration – Batch Form (EC 40100).
  4. Attach all the forms that you printed out during your shift to your Journal Report.
    • Check that the number of forms and the number of additions and transfers in the Journal Report match.
  5. Sign all the forms.
  6. Sign, print your name and date the Journal Report.
  7. Complete the Journal Report Control Log (EC 40014).
  8. Give everything to your partner to review it and to sign the forms, and Journal Report.
  9. Place the package in the Journal Report Basket.

The Revision Supervisor or Automation Coordinator will perform a quick verification to check for data entry completeness and if everything is correct and places the forms in the Ready to File Basket.

Journal Report Control Log (EC 40014)
EC 40014
Text Description of Journal Report Control Log (EC 40014)

Verifying Your Partner's Journal Report

  1. Sign and print your name on your partner's Journal Report.
  2. In the Revision and Data Entry Batch Log (EC 40100), record your name under Revising Agent 2.
  3. Review the Journal Report for errors:
    1. Check that the number of forms printed out and number of additions and transfers recorded match
    2. Confirm the accuracy of spelling and of the address when more than one elector registers at the same address and they have the same last name
  4. Sign all the forms.

If you find a mistake, use REVISE to make the correction:



6.7 Follow-up Tasks

The revision supervisor will designate a revising agent to check the Transaction Log (EC 40091) and use the information on the log to ensure that follow-ups are completed.

Incomplete forms printed by REVISE or filled out by hand, are placed in the Follow-up Basket. The basket is used to keep track of forms that cannot be completed and are missing required information, signatures, proof of identification or other required documentation.

You should follow-up on incomplete forms one to two days after they have been added to the transaction log. Before following up with an elector, you should check in REVISE to see whether the elector has already provided any missing information without mentioning the form. If no changes were made in REVISE for that record, follow up with the elector to obtain the missing information.

For more details, refer to Follow-up Tasks.

Journal Report
Journal Report
Text Description of Journal Report