Revising Agent's Manual
This section covers the following topics:
- 7.1 Frequently Asked Questions
- 7.2 Determining Where an Elector is Ordinarily Resident
- 7.3 Residence during a By-Election
- 7.4 Terms You Should Know
- 7.5 Tools
- 7.6 Revision Centre Baskets
- 7.7 Revision Verification Tables
- 7.8 Have your ID ready - voter ID list (EC 90189)
- 7.9 Privacy Notice (EC 40201)
7.1 Frequently Asked Questions
How do I register a homeless elector?
An elector who does not have a permanent place of residence is still eligible to vote. †If the person is staying at a temporary place of residence, such as a shelter, he is required to use that place as his residence. †If he does not have either a permanent place of residence or a temporary place of residence, he may still register using the address of a place where he receives services such as a soup kitchen.
Electors in this situation must still prove their identification and residence. †As they are unlikely to have a document to prove their residence they are permitted to register by using a Letter of Confirmation of Residence (EC 50053).The elector may already have one in hand, duly completed. If so, register the elector as usual. The Letter of Confirmation of Residence (EC 50053) is to be used as proof of address only; the elector must show separate proof of identification. If the elector does not have a Letter of Confirmation of Residence (EC 50053), he may obtain one from the shelter in which he is staying, or if none, a facility that provides services to the homeless, such as a soup kitchen.
For more details see Letter of Confirmation of Residence.
How do I register an elector who is in danger (for example, an abused spouse)?
An elector who is in danger and does not want to list her place of residence on the list of electors can vote with a special ballot. You must direct this elector to the returning officer or the special ballot coordinator, who will explain how she can apply for a special ballot and keep her current address protected.
Door-to-door targeted revision: Does the elector at the door need to show ID and proof of address? What do we do if no ID document is presented for absent electors?
Since the elector is visited at his place of residence by revising agents, proof of address and identity is not needed for the elector at the door or for any other elector at that address. The elector must read the prescribed Declaration and sign the Application for Revision or Registration on the List of Electors (EC 40200) form attesting to the accuracy of the information. No other proof of identity or residence is required.
An applicant's spouse or parent died several years ago, and the applicant cannot find the death certificate.
First, determine if a proof of death is required using the criteria in Revision Verification tables. If one is needed, the returning officer can accept another type of document, such as the obituary.
Where does the data for the lists of electors come from?
The data comes primarily from the National Register of Electors, which is a permanent database maintained at Elections Canada in Gatineau. This database is updated regularly from administrative sources such as the Canada Revenue Agency, driver's licence information, vital statistics, and provincial and territorial electoral data.
7.2 Determining Where an Elector is Ordinarily Resident
If an elector's ordinary residence is uncertain, provide the elector with the following rules and have the elector make a determination:
A person is not ordinarily resident in a secondary residence, such as a cottage that is generally used during only part of the year, unless the person staying there has no other place that he considers to be his residence.
Electors Who Are Temporarily Absent from Home
During a period of temporary absence from home, an elector may not register in the polling division where he is staying temporarily. He must vote in the polling division of his place of ordinary residence.
Electors Who Do Not Have a Permanent Residence
When a person has no permanent residence or dwelling, his temporary quarters at registration time are considered to be the place where he is ordinarily resident.
Temporary quarters include soup kitchens, shelters, hostels and other similar facilities that provide food, lodging or other social services.
Canadian Forces Electors
A member of the Canadian Forces normally votes under a separate procedure set out in the Special Voting Rules. However, if at the time of an electoral event, the Canadian Forces elector is actually living in the electoral district indicated on his Statement of Ordinary Residence that is filed with the Department of National Defence, the elector may vote at his “civilian” polling station, provided that he has not already voted by special ballot.
Spouse or Dependant of a Canadian Forces Elector in Canada
Spouses and dependants of Canadian Forces electors living in Canada must vote as civilians if they are qualified. They must be registered at their Canadian address if that is their place of ordinary residence.
Student Away from Home
A student's residence can be considered a place of ordinary residence if the student does not intend to return to his previous home. However, students who leave their place of ordinary residence for the duration of their studies but do intend to return are eligible to vote only in the electoral district of their place of ordinary residence.
Members of Parliament
In a general election, any candidate who, on the day before the dissolution of Parliament, was a member of Parliament and any elector living with this member on that day or who had moved or would move in order to continue living with this member is entitled to have their name on the list of electors established for one of the following areas and to vote at the corresponding polling station:
- the former member's place of ordinary residence
- the former member's temporary residence in the ED in which he is running as a candidate
- the returning office for the ED where the former member is running as a candidate
- a place in Ottawa or surrounding area where the former member resides for the purpose of carrying out parliamentary duties
7.3 Residence during a By-Election
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.
This means that:
- an elector who has moved from another electoral district after the first day of the revision period is not entitled to vote at the by-election
- an elector who is planning to move out of the electoral district before polling day is not entitled to vote
- an elector who has moved from one polling division to another within your electoral district since the start of revision is entitled to vote
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:
|The date when he moved into the electoral district is before or is the first day of revision, and he confirms that he intends to remain at that address until polling day||Proceed with registering or transferring the elector.|
|The date when he moved is after the first day of revision, and his previous address was not in the electoral district||Inform the elector that he cannot vote in this by-election and that his information cannot be updated at this time.|
7.4 Terms You Should Know
|Address range||A street segment contained within a polling division. Its extremities are usually defined by the lowest and highest civic numbers in that segment. †See “poll key ” below.|
|Advance polls||Special polling days open for four days, where an elector can vote before regular polling day. Advance polls are held on Days 10, 9, 8 and 7 of the election calendar.|
|Alphabetical List of Electors (ALPHA list)||A paper copy of the list of electors that is sorted alphabetically.|
|Applicant||Person making a request for revision.|
|Automation coordinator||A person who provides technical support for all automated systems in the returning office, and produces lists of electors for the polls.|
|Civic address||The elector's physical address.|
|Correction Certificate (EC†50051)||Form used at the polls to capture changes in elector information and corrections to their voting status when the elector is already on the list of electors.|
|EC form numbers||Inventory control number (for example, EC†40111) printed on the first page of official forms, books and other items to identify them.|
|Elector||Any Canadian citizen who is at least 18 years of age on polling day. If voting on polling day, electors must vote at the polling station established for the polling division in which they reside.|
|Electoral district (ED)||The basic geographical and administrative unit of the Canadian electoral system from which a candidate is elected as the member of Parliament. Also known as a riding or constituency.|
|Electoral event||A general election, by-election or referendum.|
|Geographical List of Electors (GEO list)||A paper copy of the list of electors for your electoral district, sorted first by name of municipality, then alphabetically by street name and addresses.|
|National Register of Electors (NRoE)||A database of all electors in Canada that is kept at Elections Canada in Gatineau and maintained year-round through updates from various sources.|
|Official List of Electors (OLE)||A list of electors used on polling day that is produced from the REVISE application and incorporates changes made to the list of electors from the start of revision until the end of revision.|
|Ordinarily resident||A person is ordinarily resident at the place that has always been or has been adopted as, his dwelling place. †This is the place he intends to return to when away. Essentially it is his home or the place where he resides.|
|Poll key||A document used to determine in which polling division an elector's address is located.|
|Polling division (PD)||The basic geographical and administrative unit of the electoral district. There usually is one polling station for each polling division.|
|Polling station (PS)||Established for every polling division in the electoral district. There is one ballot box for each polling station|
|Preliminary List of Electors (PLE)||A list of electors produced from the National Register of Electors when an election is called and sent to each returning officer.|
|Registration Certificate (EC†50050)||Form used at the polls to capture information about a qualified elector for registration purposes.|
|Reminder card||A card sent to each address shortly after the Voter Information Cards have been distributed. It tells electors to check that they have received a Voter Information Card and, if not, to take appropriate action.|
|Returning officer (RO)||Responsible for the administration of the electoral process within the electoral district.|
|REVISE||Software used to complete revision tasks in the returning office.|
|Revised List of Electors (RLE)||A list of electors used at advance polls that incorporates changes made to the list from the start of revision until just before the advance voting days.|
|Revising agent(RA)||A person who updates the Preliminary List of Electors by receiving applications for registration or revision from electors through the mail, by telephone or in person.|
|Revision||A period usually of four weeks during which revising agents respond to electors' requests to have their names added to, corrected on, or deleted from the Preliminary List of Electors.|
|Revision centre||Computer centre in the office of the returning officer where electors come to have their record created or updated.|
|Revision supervisor (RS)||A person who manages and controls revision activities. Revising agents are supervised by the revision supervisor.|
|Sequence number||A number assigned to every elector on the Preliminary List of Electors.|
|Targeted revision||An activity directed primarily at electors living in new residential developments, high mobility areas, post-secondary institutions, long-term care facilities and First Nations reserves. Targeted revision ensures that these electors are offered the opportunity to register or to request revisions.|
|Unique identifier number||An eight-digit, unique, randomly generated number assigned to each elector that appears on the Preliminary List of Electors.|
|Voter Information Card (VIC)||A card mailed to every elector (with some exceptions) registered on the Preliminary List of Electors. It identifies the elector and tells him where to vote and how to contact the office of the returning officer.|
The following is a list of tools revising agents use during the revision period to complete their tasks:
|Alphabetical List of Electors (ALPHA list)||A paper copy of the list of electors that is sorted alphabetically.||Used to determine the status of the elector.|
| Application for Revision or Registration on the List of Electors
|Form used to capture information about a qualified elector for registration or to revise an existing elector record.||Used by the revising agent to update existing elector records (moves/ corrections/ deletions) or to register qualified electors.|
|Appointment and Oath (for election or referendum officers) form
|A document used to appoint and swear in election officials.||Authorizes the appointed person to act in the capacity of an election official. The oath must be read and signed by both the returning officer or designate and the appointee.|
|Geographical List of Electors (GEO list)||A paper copy of the list of electors that is sorted first by name of municipality, then alphabetically by street name and addresses.||Used to determine the status of the elector.|
|Journal Report||A report printed by the revising agent when finishing a work session with REVISE.||Details all the transactions the revising agent has performed using REVISE for a work session.|
|Journal Report Control Log (EC 40014)||A control ledger on which a consecutive number is assigned to each Journal Reports for tracking.||Revising agents indicate their Journal Reports' numbers as they are printed, allowing the revision supervisor to follow up|
|National Register of Electors (NRoE)||A database of all electors in Canada that is kept at Elections Canada in Gatineau and maintained year-round through updates from various sources.||Used to search for electors who are not found on the Preliminary List of Electors. ¬†|
|NCR form- Application for Revision or Registration on the List of Electors
|No carbon required (NCR) paper form used at long term care facilities to capture information about a qualified elector for registration or to revise an existing elector record.||Used by the revising agent to update long-term care resident electors records (moves/ corrections/ deletions) or to register qualified electors.|
|No Longer Resident at Address (EC 40280)||A form used to capture electors who are no longer resident at an address or institution that has been visited during targeted revision.||Completed by revising agents to identify names that appear on the PLE but not in the list of residents during doing door-to-door and long-term care facilities visits.|
|Poll key||A document that contains address ranges sorted by polling divisions.||Used to determine the poll corresponding to an address.|
|Polling division maps and descriptions for your electoral district||Different size maps of the electoral district and the documents setting out a description of the boundaries of the polling divisions in the electoral district.||Used to determine the polling division in which an elector belongs.|
|A document that discloses the purposes for which Elections Canada collects electors' personal information.||Handed by revising agent to electors that complete an application for registration or revision on the list of electors. ¬†|
|REVISE User's Guide (EC 40238)||A manual that explains how to use REVISE||Used by RO office staff to perform tasks using REVISE.|
|Revision Verification tables||A reference document that indicates the requirements an elector needs to meet to complete an application for revision or registration on the list of electors.||Used by revising agents to verify if the requirements for a revision or registration application have been met.|
|Revision and Registration - Batch Form (EC 40100)||A control ledger that indicates which stage the data entry process is in.||Attached to a batch of revision forms; it is used to keep track of the status of the batch within the revision centre.|
|Sorry We missed you Booklet (EC 40112 or for a by-election EC 40117) containing an application||A booklet that explains ways for electors to check if they are registered to vote, update their information, or register for the first time. It also contains a blank application form.||Left at households or handed to electors when revising agents conduct targeted revision activities.|
|Targeted Revision Management Tool (TRMT)||A computer application that contains all the targeted revision addresses that the returning officer has identified for your electoral district.||Used by revision supervisors to monitor and manage targeted revision. It tracks revision results and generates record of visit forms for revising agents
|Targeted Revision – Record of Visits
|A form that indicates address ranges to be visited and to track results of targeted revision in a specific area.||Used to organize door-to-door targeted revision activities and to report results to the revision supervisor.|
|Targeted Revision – Revisal Desk
|A form that indicates the location and tracks results of revisal desk activities during targeted revision.||Used to organize revisal desk targeted revision activities and to report results to the revision supervisor.|
|Transaction Log (EC 40091)||Form used with the Follow-up basket.||Used to keep track of forms needing follow-up.|
|Voter Information Card (VIC)||A card sent to all electors registered on the preliminary list or sent to electors who get registered during revision.||Confirms that an elector is registered to vote and provides important voting information.|
7.6 Revision Centre Baskets
There are eight baskets in the revision centre to help organize and manage forms:
- 4 in-baskets; for in-coming applications and certificates, completed by RA and poll officials, and require batching, and
- 4 ‘action required' type baskets for data entry, follow-up, reports and filing.
|1. In Office Forms||Contains forms completed by hand by revising agents in the revision centre.||Revising agents place completed in-office applications in this basket for the revision supervisor to batch.|
|2. Mail / Fax||Contains revision or registration applications received by mail or fax to the office of the returning officer.||Office clerks place all applications and supporting documentation received by mail and fax in this basket for the revision supervisor to verify and batch, if complete.|
|3. Targeted Revision||Contains targeted revision applications from
door-to-door visits and revisal desk activities.
|At the end of their work session, targeted revision agents place all completed and signed forms in this basket for the revision supervisor to batch.|
|4. Poll Certificates||Contains polling day registration and correction certificates.||Deputy returning officers place all polling day certificates in this basket for the revision supervisor to batch.|
|5. Follow-up||Contains incomplete applications and the Transaction Log (EC 40091)||Incomplete applications are placed in this basket for revising agents to follow-up with electors.|
|6. Data Entry||Contains batches of applications and the Revision and Data Entry Control Log (EC 40101).||The revision supervisor batches completed revision or registration applications and places them in this basket for data entry in REVISE by revising agents.|
|7. Journal Report||Contains the Journal reports with all related forms attached.||Revising agents place their journal reports and attached forms in this basket for verification by the revision supervisor.|
|8. Ready to File||Contains batches of completed, verified and data entered applications and certificates.||Revision supervisor or automation coordinator place all verified and data entered applications and certificates in this basket for filing along with their journal reports.|
7.7 Revision Verification Tables
Always refer to the 4 Revision Verification Tables to determine that the elector and /or applicant have met the specific requirements () for each type of application for revision or registration.
Note: Deletion – no longer at address (same as elector) = Deletion of other electors listed at elector's address.
Revision Verification Table # 1
Revision Verification Table # 2
Revision Verification Table # 3
Revision Verification Table # 4
7.8 Have your ID ready - voter ID list (EC 90189)
7.9 Privacy Notice (EC 40201)