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Returning Officer's Manual

Chapter 12 – Special Voting Rules

The procedures outlined in this Chapter apply to the Special Voting Rules for a general election. In the case of a by-election, the returning officer should obtain a copy of the Special Voting Rules for a by-election.

12.1 Introduction

The Special Voting Rules (SVR), Part 11 of the Canada Elections Act (CEA), provides for Canadians who cannot or do not wish to vote at a polling station during an election to vote by mail from virtually anywhere in the world or in person at the office of any returning officer (RO). All references to the CEA in this Chapter are contained in Part 11 of the CEA.

A special voting rules administrator (SVRA) is appointed to oversee the administration of the SVR for offices set up at Elections Canada (EC) in Ottawa. EC provides you, as the RO, with the phone and fax numbers. You are responsible for overseeing the SVR administered at your office and at the additional assistant returning officer (AARO) offices, if applicable.
s. 181, 182

In the RO office, a special ballot coordinator (SBC) is responsible for:

The SBC may also visit an elector's residence, if:

Note: The work of the SBC in the RO office ends at the close of polls on election day. The work of the SBC in the AARO office ends at 9:00 p.m. on Day 6.

When the SBC is absent for any reason (i.e. breaks, lunch, illness or to visit electors at their residence), another individual must be available to conduct the registration and voting in the RO office. This individual can be you, the AARO or another SBC. You must ensure that the person replacing the SBC is familiar with the special ballot registration and voting processes.

Note: The desk of the SBC must remain open during regular office hours in the RO and AARO offices, and must never be left unattended. The elector must be able to register and vote from the drop of the writs until 6:00 p.m. on Day 6.

An elector registration tool (ERTool) will be used to register electors in person at the RO and AARO offices and in most incarcerated facilities. This tool will provide a step-by-step guide to completing and printing the electors' application forms; it also helps to identify the elector's electoral districts (EDs) as well as determine whether the elector should be processed as a local or national elector. For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

12.1.1 Appointment of Special Ballot Coordinators

For SBCs to perform their duties and assist electors, they must be appointed as election officers. You must train and appoint as election officers two or more SBCs in the RO office, and the AARO office if applicable, to conduct registration and voting during the hours that the office is open. Additional hours may be authorized when required. For more information, please see 6.3.2, Hourly Paid Positions in Chapter 6.

To appoint each SBC, you must complete all of the following steps:

  1. Complete the Appointment and Oath (for office staff) (EC 10135). The SBC must swear the oath on this form.
  2. Once the SBC is appointed as office staff, you must provide the SBC with the Delegation of Authority (EC 10090). You must write the following to indicate the tasks that you are delegating to the SBC:
    • "All tasks contained in the Special Ballot Coordinator's Manual."
  3. Once the authority has been delegated, you must then complete the Appointment and Oath (for election or referendum officers) (EC 10130). The SBC must swear the oath on this form as well.

Note: The legislative framework for appointing SBCs is somewhat different than the one for other election officers; they must first be made a member of your staff, then delegated the tasks outlined in the SBC Manual. The requirement for an SBC to reside in your ED in order to be named as an election officer does not apply if the SBC is a qualified elector (Canadian citizen and 18 years of age or older on polling day).

Regardless of the ED where the SBC resides, you must complete the three forms listed.

12.1.2 Categories of Electors

There are five groups of SVR electors:

In your office, you will deal mainly with national and local electors.

To register to vote by special ballot:

To vote by special ballot:

12.2 General Principles

12.2.1 Elector's Responsibility

Under the provisions of the SVR, the elector has more responsibilities than when voting at ordinary or advance polls. The elector who is not a CF elector or a Canadian temporarily residing abroad is responsible for:

Note: CF electors, who choose to return their own ballots, are responsible for the return of their ballots to ECHQ no later than 6:00 p.m. on election day.
ss. 239(2)

Canadians temporarily residing abroad are responsible for obtaining and submitting their Application for Registration and Special Ballot to the SVRA directly. They are also responsible for the return of their ballots to ECHQ no later than 6:00 p.m. on election day.
ss. 229

The Department of National Defence (DND) maintains a list of CF electors. These electors will vote from Day 14 to Day 9 at polling stations established in their unit or on their base. The unit's deputy returning officer (DRO) usually returns the special ballots in bulk to ECHQ. CF electors who have not voted by special ballot and who reside within the same ED as the addresses indicated on their Statements of Ordinary Residence may vote at advanced or ordinary polls.
s. 190, 214

Incarcerated electors register inside their correctional institution usually from Day 13 to Day 11, and then vote on Day 10. The liaison officer (LO) of each correctional institution returns the special ballots in bulk to ECHQ.
s. 245(1), 251, 261

12.2.2 Vote by Special Ballot Only

Once an application form to vote by special ballot is accepted, the local or national elector can only vote by special ballot and cannot vote at the advance or ordinary polls.
s. 235

12.2.3 Special Ballot Voting Kit

Electors vote using a special ballot voting kit that consists of:

Note: Return envelopes for CF, international and national electors are pre-addressed to ECHQ. Their ballots as well as those for incarcerated electors are returned to ECHQ for counting. Local ballots are returned to the RO office.

This multi-envelope system protects the secrecy of the vote while ensuring that adequate administrative measures are in place.

12.3 Canadian Forces Electors

12.3.1 Entitlement to Vote

The following persons, who are 18 years of age or older on election day, are CF electors:
s. 191

Note: Persons living outside Canada with members of the CF are eligible to vote under the category for Canadians Residing Outside Canada (International Electors).

Persons living in Canada with members of the CF will vote in the ED in which their current residence is located. They must be treated like all other electors of your ED and included on the lists of electors (Local Electors).

12.3.2 The Registration Process

DND maintains a list of all CF electors eligible to vote. CF personnel who wish to vote by special ballot must complete a Statement of Ordinary Residence (SOR). The SOR is used to determine the ED for which the CF elector's vote will be counted.
s. 194 to 198

Lists of CF electors are not closed lists. A CF elector's right to vote under the SVR does not depend upon the elector's name appearing on a list of electors; a completed and valid SOR is sufficient.
ss. 194(4)(5)

12.3.3 Manner of Voting

The period for taking the votes of CF electors (on various CF Defence establishments both inside and outside Canada) is six days commencing on Monday (Day 14) and ending on Saturday (Day 9).
s. 190

CF electors vote by special ballot under the provisions of the CF voting system. They vote for a candidate in the ED of the address indicated on their SOR using a special ballot envelope system. A CF elector may amend the information in the SOR, but the amendment will only take effect 14 days after election day when made during an election period or 60 days after the commanding officer of the elector's unit receives it when made at any other time. Ballots are cast before a DRO who is designated by the unit commanding officer. After every eligible CF elector has had the opportunity to vote, ballots are returned to the SVRA to arrive no later than 6:00 p.m. on election day.
s. 214, 219

Note: A CF elector may vote as a civilian at an advance or ordinary poll only if the elector is currently residing in the ED in which his or her ordinary residence is located, as shown on the SOR, and has not already voted in accordance with the SVR.
s. 193

12.4 Incarcerated Electors

12.4.1 Entitlement to Vote

Incarcerated electors who are 18 years of age or older on election day, and who are currently in a correctional institution (federal or provincial) in Canada may vote by special ballot under the provisions of the incarcerated electors voting program. The overall responsibility of registration and voting in each institution is under the direction of a liaison officer (LO) designated by the Minister responsible for correctional services. The LO is usually an employee of the institution. In addition to registration and voting, the LO answers questions from incarcerated electors about the registration process.
s. 245, 248

12.4.2 The Registration Process

Registration takes place usually from Day 13 to Day 11. EC ensures that, after the issue of the writ, Application for Registration and Special Ballot forms along with all of the required registration and voting material are made available in sufficient quantities in each institution. The LO displays, at appropriate places inside the institution, posters informing electors of the date on which voting will take place as well as the name of the LO. The LO provides application forms to each eligible elector and attaches an information pamphlet providing additional details about registration and voting procedures for incarcerated electors.
s. 250, ss. 248(2), ss. 251(1)

Incarcerated electors must complete an application form if they want to vote on Day 10 (voting day in all correctional institutions). This form must be validated and signed by the LO. The completed application forms will constitute the list of electors for the DROs and poll clerks on voting day (Day 10).
s. 245, 252

The LO may offer assistance or direct electors to designated persons who can assist those who require or request help in completing the form.

12.4.3 Definition of Address of Ordinary Residence

For electoral purposes, an incarcerated elector's address of ordinary residence is not the address of the institution in which the elector is serving a sentence. It is the first of the following places for which the elector knows the civic and mailing addresses:

12.4.4 Validating the Application Form

The LO is responsible for the validation of the application forms. This includes determining the ED in which the elector must vote based on the address the elector provided on the application form. The LO will do this using ERTool or the Street Indexes and Guide to Federal Electoral Districts.

The LO shall:

Only if a dispute arises as to which ED an elector may vote in will the matter be referred to the RO for the ED where the correctional institution is located. In those cases the RO will make a final determination in accordance with the process for revising lists of electors.
ss. 251(5)

Note: If the elector provided the address of the institution as his/her address of ordinary residence, then the outer envelope of the elector will be set aside and not counted when received at ECHQ.

12.4.5 Appointment and Training of Deputy Returning Officers and Poll Clerks

On or before Day 18, in consultation with the LO, you must identify, appoint and train DROs and poll clerks to take the votes of incarcerated electors on Day 10 in each correctional institution. The LO, in consultation with you, determines the number of polling stations required inside the institution based on the total number of incarcerated electors. This, in turn, determines the number of DROs and poll clerks you will be required to appoint and train.
ss. 253(1)

Because the voting system in place (a multi-envelope system) requires between five and seven minutes per voter, there should be no more than 100 electors per polling station. It is essential that you appoint competent DROs and poll clerks for each of the institution polls in your ED.

The basic qualification of DROs and poll clerks is that they meet the eligibility criteria of electors (i.e. be at least 18 years of age and Canadian citizens). DROs and poll clerks do not have to reside in the ED in which they will act. They must have a valid security clearance or be able to obtain one.

To eliminate the possibility of intimidation, DROs and poll clerks should, as much as possible, be persons who are well perceived by the incarcerated elector population, possibly members of the John Howard Society, the Elizabeth Fry Society, the Inmate's Advisory Committee, the Chaplain, social workers, and so on.
par. 22(1)(o)

Note: DROs and poll clerks, as election officers, must not participate in partisan political activities while they are carrying out their duties.

Note: DROs and poll clerks are paid an hourly rate (for a minimum of four hours).

12.4.6 Setting Up the Polling Stations

The LO inside each institution shall:

The set-up of the polling station itself will be similar to that of a regular polling station with a large table for the DRO and poll clerk and a smaller table for the voting screen.
s. 253, s. 254

The LO ensures that the DRO and poll clerk have, at the opening of the polls, the original of each Application for Registration and Special Ballot relating to their polling station, placed in alphabetical order by the LO to simplify voting. The original application forms constitute the list of electors. The LO also provides the DRO and poll clerk with all other electoral materials required to register and take the votes of incarcerated electors.
s. 253. 254(b)

12.4.7 Security at the Polling Stations

The correctional institution will provide security at the polling station. The LO will determine the level of security required, based on the security level of the institution. Electors should, at no time, feel intimidated by security while casting their vote.

Note: DROs are instructed to report any real or perceived intimidation to the LO immediately.

12.4.8 Voting Period

Voting takes place on Day 10 inside all institutions. Polls will open at 9:00 a.m. and close when all the registered electors have voted, but no later than 8:00 p.m. DROs and poll clerks receive the votes of electors qualified to vote. If all electors who wish to vote have done so before 8:00 p.m., the DRO may close the poll and hand all materials to the LO.
ss. 250(2). 260

12.4.9 Exceptions

Confined Electors

While a poll is open on Day 10, and when it is deemed appropriate by the LO, voting may be temporarily suspended so that the DRO and poll clerk can carry the necessary electoral event documents within the institution to take the votes of those electors confined to their cell or in the infirmary.

Smaller Institutions

Mobile polls may be created for correctional institutions of less than 50 electors that are inside the same ED and within reasonable travelling distance from one another. The RO of the particular ED and LOs of institutions involved in the mobile poll should coordinate this mobile poll. For logistical reasons, not more than two correctional institutions should comprise a mobile poll within any one ED.
ss. 255(2)

12.4.10 Party Representatives

Each political party is allowed to have a representative at polling stations in correctional facilities. These representatives need to be authorized in advance by the correctional authorities. The Authorization of a Political Party Representative (EC 77001) is available in ECDocs. For more information, please see the DRO and PC Guidebook (Incarcerated Electors) (EC 77060).

12.4.11 Election Day (Day 10)

You and the LO must be available to deal with any problems during election day. The LO is responsible for coordinating the movement of electors to and from the polling area and ensuring that every qualified elector has the chance to cast a ballot.

Note: LOs receive support from staff at ECHQ throughout the event.

For those electors in institutional hospitals, segregation and dissociation areas, arrangements must be made to bring the polls to them. The LO is responsible for arranging this and providing escorts for the DRO and poll clerk.

Before delivering a ballot to an elector, the DRO must ask the elector to identify himself by name as part of the voting process.

Using a special ballot envelope system, electors vote for a candidate in the ED stated on their application form. The Application for Registration and Special Ballot forms are deemed to be the list of electors and, as such, are used to verify the elector's identity.
s. 252

Once the polling station has closed, the DRO returns the completed ballots, the unused ballots and envelopes, and the Application for Registration and Special Ballot forms to the LO, who forwards them to the SVRA.

The deadline for the ballots to arrive at ECHQ is 6:00 p.m. on election day.
s. 261

For more information relating to incarcerated elector voting, please see the Deputy Returning Officer and Poll Clerk Guidebook – Incarcerated Electors (EC 77060) or the Liaison Officer Guidebook – Incarcerated Electors (EC 77080). Should you have special requirements, please contact the Incarcerated Elector Vote Coordinator, through the SVR Help Desk (1-888-677-0301).

Note: Ballots from correctional institutions are never returned to the RO office. They must be given to the LO of the correctional institution, who will then return them to ECHQ via special arrangements.

12.5 Canadian Citizens Temporarily Residing Outside Canada (International Electors)

12.5.1 Entitlement to Vote

Canadians who are 18 years of age or older on election day (other than a member of the CF) and who no longer have an ordinary residence in Canada, and have been residing outside Canada for less than five consecutive years since their departure from Canada (with exceptions), but intend to return to Canada to reside, are eligible to vote.
s. 222

12.5.2 The Registration Process

To cast a ballot under the SVR, Canadians temporarily residing outside Canada must complete an Application for Registration and Special Ballot (EC 78500).
s. 221

Electors can obtain the application form before and during the electoral event by visiting the EC website, by contacting ECHQ or at Canadian diplomatic missions and consular posts around the world. Electors are encouraged to register as early as possible.

International electors can register anytime by sending their application form by mail or fax to EC. EC maintains at all times a register of electors who are temporarily residing outside Canada and who applied to vote by special ballot.

To be eligible to vote, application forms must be completed and received by ECHQ no later than 6:00 p.m. (Eastern Time) on the Tuesday before election day (Day 6).
s. 221

Identification must accompany the application form to allow EC to verify the elector's identity.
par. 223(1)(a)

12.5.3 The Verification Process

Once received at ECHQ, the application form is verified and the elector's ED is determined. The ED is based on:

The elector is then added to the International Register of Electors maintained by EC.
ss. 222(1)

12.5.4 Manner of Voting

At the issue of the writs or on approval of an application during the election period, EC sends a special ballot voting kit to each registered elector at the mailing address provided on the application form. Application forms received during the electoral period are processed immediately and a special ballot voting kit is sent to these electors.

The special ballot voting kit contains:

Electors vote for a candidate in the ED of the address for voting purposes stated on their application form. Names of confirmed candidates can be found on the EC website (www.elections.ca) or obtained by calling the EC Enquiries Service or through Canadian embassies, diplomatic missions or consular posts after the deadline for the confirmation of candidates (2:00 p.m. on Day 19).
ss. 227(2)(3)

The elector is responsible for returning the special ballot to ECHQ and ensuring that it arrives no later than 6:00 p.m. (Eastern Time) on election day. Ballots received after this time will not be counted.
s. 229

To this end, the elector may either:

12.5.5 List of Electors

The list of international electors whose address for voting purposes is located within your ED is maintained by the Alternate Voting Methods Directorate of EC and is not searchable within the REVISE application. However, REVISE will include the international list on candidate USB sticks when your automation coordinator (AC) generates the electronic list of electors for candidates following the confirmation of their nomination papers. Provisions of the CEA and the Privacy Act apply to both the international list and the regular list of electors.

12.6 Resident Canadians Temporarily Away From Their Electoral District (National Electors)

12.6.1 Definition

A national elector is a Canadian citizen, 18 years of age or older on polling day, who resides in Canada and votes while away from his or her ED. Two scenarios are possible:

or

In either case, the ballot must be returned to ECHQ where it will be counted.

12.6.2 Where and How to Obtain an Application for Registration and Special Ballot

Application for Registration and Special Ballot (EC 78510, EC 78525 or EC 78530) forms are available at the following locations:

12.6.3 The Registration Process

When a national elector requests to vote by special ballot in person at your office, the SBC must process the elector with ERTool to complete the elector's registration form and accurately determine the elector's ED. If the elector resides in your ED, then the elector is a local elector, and you should refer to Section 12.7. for more information.

Note: If ERTool is unable to determine the elector's ED, the SBC must look up the elector's ordinary residence in the Poll Key, Guide to Federal Electoral Districts or Street Indexes. If the ED cannot be found, then the SBC should call the SVR Help Desk to request assistance.

A national elector may also request an Application for Registration and Special Ballot in person in the RO or AARO office, by mail, phone or fax, or by downloading a copy from the EC website. Electors may also submit their application online (with acceptable proof of identity and residence) on the EC website.

Application for Registration and Special Ballot forms for national electors can be accepted by your office at any time after the issue of the writ until 6:00 p.m. (local time) or by ECHQ by 6:00 p.m. (Eastern Time) on the Tuesday before election day (Day 6).
s. 232

Candidates or their representatives may observe the registration and voting processes under the SVR in the SBC's office. All candidate representatives must be appointed by confirmed candidates and provide proof of their appointment before entering the SBC's office. Your SBC will be the main point of contact for candidate representatives present to observe the registration and voting processes in their office.

If a candidate or representative does not follow the SVR guidelines, you may ask the candidate or representative to leave or have him or her removed. You may also delegate this authority to your assistant returning officer (ARO) or AARO.

Note: The rights and responsibilities for candidates and their representatives observing the registration and voting processes under the SVR differ from those at polling places. For more information, please see Section 8.2.4 of Chapter 8.

SBCs must record anything unusual that happens during registration in their office in the Notable Events section of the Special Voting Rules Booklet (EC 78059).

After the application form has been printed, the elector must verify and sign it before your SBC can approve it. Your SBC will then issue the elector a special ballot voting kit.
s. 233

Note: Special ballot voting kits are never issued without a completed and approved Application for Registration and Special Ballot.

12.6.4 Proof of Identity and Address of Ordinary Residence

Every elector wishing to register must present proof of identity and address of ordinary residence. For a list of identification options that can prove identity and residence, please see Section 8.2.4 of Chapter 8.

Before a national elector can complete an Application for Registration and Special Ballot in person in your office, the elector must present proof of identity and address of ordinary residence. When the SBC is verifying an elector's proof of identity and address, candidate representatives may review them as well. The type of proof of identity and address provided by the elector must also be captured on the Control Sheet for Bar Code Labels (EC 78951).

If the SBC has any doubts about whether a piece of identification submitted by an elector is acceptable, the SBC may check with you so that the elector does not lose the right to vote. If you have any doubts, contact the SVR Help Desk immediately. If the SBC has any doubts regarding the elector's qualifications (e.g. citizenship, age), the SBC may request that the elector take an oath of qualification.

When a national elector returns an application form to your office, by fax or mail, or through a third party, the application form must be accompanied by a photocopy of acceptable proof of identity and address of ordinary residence. For more information, please see Section 8.2.4 Chapter 8.

12.6.5 The Verification of Applications

Once an application form is completed and printed using ERTool or received from an elector in person by the SBC, the SBC verifies it for completeness and then approves it. The elector's ED is determined based on the address of their ordinary residence. ERTool will help determine the elector's ED based on the address of ordinary residence entered.

Note: The elector votes for a candidate in the ED corresponding to the address for voting purposes on the application form.

Application forms returned to your office or AARO office(s), by mail or fax, or through a third party must be verified for completeness and immediately forwarded to ECHQ by fax (1-800-363-4796) along with the photocopy of identification. Once faxed, the date and time should be written on the original application form and the fax confirmation sheet should be attached after transmission. The documents must be filed alphabetically by the last name of the elector. The application form will be processed by the SVRA and the special ballot voting kit will be mailed to the elector by ECHQ.

Note: All Application for Registration and Special Ballot forms for national electors received in the RO or AARO office must be faxed to ECHQ immediately.

12.6.6 Manner of Voting

In Person

When a national elector registers to vote in person in your office, the SBC places a unique bar code label on the application form, the Outer Envelope – National Elector and the Control Sheet for Bar Code Labels (EC 78951). The SBC will then give a special ballot voting kit to the registered elector, who may choose to vote right away in your office.

National electors that vote in your office may deposit their completed outer envelope containing their ballot in the ballot box identified for national ballots. You must expedite these ballots to ECHQ. National electors may also take their special ballot with them to complete and return later to ECHQ. For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

Note: The Outer Envelopes – National Elector must never be placed in the local ballot box.

They must only be placed in the ballot box identified for national ballots.

By Mail or Fax

When a national elector mails, faxes or delivers through a third party his or her application to your office, the SBC must immediately fax the application form along with the photocopy of the appropriate proof of identity and residence to ECHQ. EC will then affix a unique bar code label to the application form and the Outer Envelope – National Elector and mail the special ballot voting kit to the elector.

The special ballot voting kit contains:

Note: The envelope system and the bar code label ensure the secrecy of the vote and that each elector has only one vote.

If an elector leaves with the special ballot voting kit, the elector is responsible for mailing the special ballot to ECHQ and ensuring it is received no later than 6:00 p.m. (Eastern Time) on election day.

In accordance with the CEA, late ballots are not counted.
par. 239(2)(b)

Note: All national ballots left in your office must be received by ECHQ no later than 6:00 p.m. (Eastern Time) on election day.

12.6.7 Receiving Applications from Third Parties

Sometimes an individual will submit one or more completed application forms on behalf of another elector, along with photocopies of identification documents, and will ask that the special ballot voting kit be given to him or her for that elector.

If this happens, your SBC must not give the special ballot voting kit to this individual. The SBC must instead mail the special ballot voting kit to the elector or make arrangements with the elector to come to the office to pick up the special ballot voting kit. In accordance with the CEA, the voting kit can only be given to the elector.

The SBC should speak to you immediately or, if working in an additional office, to the AARO, if the SBC has concerns about the request. Call the SVR Help Desk if you require guidance.

Note: Special ballot voting kits are never given to a third party, a candidate or candidate's representative or a representative of a political party.

12.6.8 Sealing the Ballot Box

Once the writs are issued, you must immediately advise the political parties and offer the opportunity to send representatives to your office and to any AARO office(s), if applicable, to witness the sealing of the ballot boxes for both electors residing in your ED (local electors) and for electors residing outside of your ED (national electors).

If no representatives are present, the SBC must ensure that you, the ARO or the AARO are present for the sealing of the ballot boxes. No more than one ballot box is required in your office for national ballots.

Note: The procedures for sealing ballot boxes differ from those of advance and ordinary polls.

Procedures for Sealing Ballot Boxes

In plain view of the representatives or the RO, ARO or AARO, the SBC must:

  1. Open the ballot box (EC 50250) and confirm it is empty.
  2. Seal the ballot box with one long numbered seal (EC 50200) at the bottom of the box and four short unnumbered seals (EC 50190) for the sides.
  3. Repeat this procedure for each ballot box.
  4. Repeat steps 1 to 3 each time a new ballot box is required.

For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

Unsealing and Resealing of Ballot Boxes

To correct any errors or ensure ballots are in the appropriate ballot boxes (e.g. local outer envelopes in the national ballot box), you may open the ballot box containing national ballots. However, only you or your AARO may unseal a ballot box.

Note: If unsealing a ballot box, only the two short seals on the top of the box should be cut.

Once you are ready to reseal the box, add two new short seals overtop the old seals. For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

Note: As you will need to unseal and reseal the national ballot box on a weekly basis, you will not be required to obtain prior approval from ECHQ to do so.

12.6.9 Identifying the Ballot Box

RO and AARO offices process and accept both national and local ballots.

No more than one ballot box should be identified for national ballots in the RO or AARO office. To identify which ballot box will contain national ballots, the SBC must place a "National" label (EC 78657) in the bottom left-hand corner of the box.

Note: It is important that local and national ballots are never placed in the same ballot box.

12.6.10 Providing Names of Candidates

Before the deadline for the confirmation of candidates (2:00 p.m. on Day 19), the names of the candidates who have filed their Nomination Paper and whose candidacy has been confirmed by the RO are available from EC's Enquiries Unit and on the EC website. After Day 19, lists of candidates running in each ED will also be available in every RO and AARO office in Canada and on the EC website.

Your SBC can give out the names of candidates and their political affiliation to electors voting in your office as they are confirmed. However, the list is not official and complete until Day 19. Your SBC must inform electors who complete their ballot before this date that they run the risk of spoiling their ballot or seeing it rejected at the count.

Note: To avoid the possibility of error at any time during the electoral calendar, you must approve any lists of candidates being used by your SBC before the List of Confirmed Candidates is available.

12.6.11 List of Electors

A list of electors from your ED who have registered to vote by special ballot from outside your ED will be transmitted to REVISE and will appear on the RO approval screen under the SVR tab.

You or your AC must review the transaction and then approve or reject it. You or your AC must then search for each elector's name in REVISE. If the elector's name is already entered, the elector will be identified as an elector who has registered to vote by special ballot. If the elector's name is not in the database, the elector will be added and identified as an elector who has registered to vote by special ballot. In both cases, an "S" will appear in the left margin of the lists of electors next to the elector's name, which will also be struck through.

If the name of an elector does not already appear in the National Register of Electors, and the elector has indicated that he or she does not want it to be added, you must indicate in REVISE that the elector has requested to be excluded from the register.

If the AC notices that an elector may have applied or voted twice, this matter should be brought immediately to your attention. You must review the potential incidents and contact EC immediately.

For more information, please see the Special Ballot Coordinator's Manual (EC 78690) and the Automation Coordinator's Manual (EC 10500).

Note: Before rejecting any records, you or your AC should contact ECHQ to notify SVR of the potential error(s).

12.6.12 Returning National Ballots to ECHQ

Ballot boxes containing national ballots may be opened on a weekly basis (or daily basis, depending on the number of ballots and the electoral calendar day) to prepare them for shipping to ECHQ.

Your SBC must advise you or the AARO when the national ballot box contains over 100 ballots, because they will need to be removed and prepared for shipping to ECHQ.

At the end of the registration period (Day 6 at 6:00 p.m.), you will need to perform a final quality check with your SBC of the national ballot box. All national ballots will need to be removed and prepared for shipping to ECHQ. You will need to instruct your SBC as to the scheduled pick up for the national ballots because they must be received by ECHQ by 6:00 p.m. on election day.

For more information on the procedures for unsealing and resealing ballot boxes, please see the Special Ballot Coordinator's Manual (EC 78690).

Note: After Day 6, all national ballots will need to be removed and prepared for shipping on a daily basis to arrive at ECHQ before the 6:00 p.m. deadline on election day.

12.7 Resident Canadians in Their Electoral District (Local Electors)

12.7.1 Definition

A local elector is a Canadian citizen, 18 years of age or older on polling day, who resides in your ED and will physically be in your ED when completing a ballot.
s. 231

12.7.2 The Registration Process

When a local elector requests to vote by special ballot at your office, the SBC must process the elector with ERTool to complete the elector's registration form and accurately determine the elector's ED. If the elector does not reside in your ED, then the elector is a national elector and you should refer to section 6 for more information.

Note: If ERTool is unable to determine the elector's ED, the SBC must look up the elector's ordinary residence in the Poll Key, Guide to Federal Electoral Districts or Street Indexes. If the ED cannot be found, then the SBC should call the SVR Help Desk to request assistance.

A local elector may request an Application for Registration and Special Ballot in person in the RO or AARO office, by mail, phone or fax, or by downloading a copy from the EC website.

To obtain a special ballot voting kit, the completed application form must be returned to you or the SBC in person, by mail or fax at any time after the issue of the writ and until 6:00 p.m. on the Tuesday before election day (Day 6).
s. 232

For in person registration, once the application form has been printed, the elector must verify and sign it before your SBC can approve it. Your SBC will then issue the elector a special ballot voting kit.
s. 233

Note: Special ballot voting kits are never issued without a completed and approved Application for Registration and Special Ballot.

Candidates or their representatives may observe the registration and voting processes under the SVR in the SBC's office. All candidate representatives must be appointed by confirmed candidates and provide proof of their appointment before entering the SBC's office. Your SBC will be the main point of contact for candidate representatives present to observe the registration and voting processes in their office.

If a candidate or representative does not follow the SVR guidelines, you may ask the candidate or representative to leave or have him or her removed. You may also delegate this authority to your ARO or AARO.

Note: The rights and responsibilities for candidates and their representatives observing the registration and voting processes under the SVR differ from those at polling places. For more information, please see Section 8.2.4 of Chapter 8.

SBCs must record anything unusual that happens during registration in their office in the Notable Events section of the Special Voting Rules Booklet (EC 78059).

12.7.3 Proof of Identity and Address of Ordinary Residence

Every elector wishing to register must present proof of identity and address of ordinary residence. For a list of identification options that can prove identity and residence, please see Chapter 8.

Before a local elector can complete an Application for Registration and Special Ballot in person in your office, the elector must present proof of identity and address of ordinary residence. When the SBC is verifying an elector's proof of identity and address, candidate representatives may review them as well. The type of proof of identity and residence provided by the elector must also be captured on the Record of Special Ballots Issued to Electors Voting in their Electoral District (EC 78720).

If the SBC has any doubts about whether a piece of identification submitted by an elector is acceptable, the SBC may check with you so that the elector does not lose the right to vote. If you have any doubts, contact the SVR Help Desk immediately. If the SBC has any doubts regarding the elector's qualifications (e.g. citizenship, age), the SBC may request that the elector take an oath of qualification.

When a local elector returns an application form to your office, by fax or mail, or through a third party, the application form must be accompanied by a photocopy of acceptable proof of identity and address of ordinary residence in Canada. For more information, please see Section 8.2.4 of Chapter 8.

12.7.4 Monitoring Requests for Applications

Representatives of political parties or candidates at an election may ask you for quantities of the Application for Registration and Special Ballot (EC 78520) registration kits. They may want to hand them out to electors who are confined to their homes or reside in senior homes. Your SBC must inform you immediately of any such request so that you may investigate the reason for requesting these forms. This practice is legal, but you and your SBC should monitor it.

Note: Senior residences are typically served by mobile polls.

If your SBC believes that the number of application forms requested is unreasonable or excessive (for example, 20 or more), the SBC can consult you before giving out the application forms.

12.7.5 Receiving Applications from Third Parties

Sometimes, an individual will submit one or more completed application forms on behalf of another elector, along with photocopies of identification documents, and will ask that the special ballot voting kit be given to him or her for that elector.

If this happens, your SBC must not give the special ballot voting kit to this individual. The SBC must instead mail the special ballot voting kit to the elector or make arrangements with the elector to come to the office to pick up the special ballot voting kit. In accordance with the CEA, the voting kit can only be given to the elector.

The SBC should speak to you immediately or, if the SBC is working in an additional office, to the AARO, if the SBC has concerns about the request. Call the SVR Help Desk if you require guidance.

Note: Special ballot voting kits are never given to a third party, a candidate or candidate's representative or a representative of a political party.

12.7.6 Sealing the Ballot Box

Once the writs are issued, you must immediately advise the political parties and offer the opportunity to send representatives to your office and to any AARO office(s), if applicable, to witness the sealing of the ballot boxes for both electors residing in your ED (local electors) and electors residing outside of your ED (national electors).

If no representatives are present, the SBC must ensure that either you, the ARO or AARO are present for the sealing of the ballot boxes.

Note: The procedures for sealing ballot boxes differ from those of advance and ordinary polls.

In plain view of the representatives or RO, ARO or AARO, the SBC must:

  1. Open the ballot box (EC 50250) and confirm that it is empty.
  2. Seal the ballot box with one long numbered seal (EC 50200) at the bottom of the box and one short unnumbered seal (EC 50190) on each of the four sides.
  3. You, the ARO or AARO must initial all four short unnumbered seals. Repeat steps 1 to 3 for each ballot box.
  4. For ballot boxes containing local ballots only – Write the serial number of the long seal that you placed at the bottom of the ballot box in the appropriate section on the Record of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720). This procedure must be repeated each time a new ballot box is required.

For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

Unsealing and Resealing of Ballot Boxes

To correct any errors or ensure ballots are in the appropriate ballot boxes (e.g. national outer envelopes in the local ballot box), you may obtain prior approval from ECHQ to open a ballot box containing local ballots. Only you or your AARO may unseal a ballot box.

Note: If unsealing a ballot box, only the two short seals on the top of the box should be cut.

Once you are ready to reseal the box, add two new short seals overtop the old seals. The date the new seals were added must be written on the current page of your Record of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720). For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

12.7.7 Identifying the Ballot Box

RO and AARO offices process and accept both national and local ballots.

To identify which ballot box will contain local ballots, your SBC and the SBC in the AARO office (if any) must place a "Local" label (EC 78656) in the bottom left-hand corner of each box.

Note: It is important that local and national ballots are never placed in the same ballot box.

Local Ballot Boxes only

A local ballot box must never have more than 500 ballots. Your SBC and the SBC in the AARO office (if any) must identify each local ballot box with a number and its corresponding outer envelope number range.

In the RO office, your SBC must:

  1. Write "Box 1: 1 to 500" on the first box.
  2. Write "Box 2: 501 to 1000" on the second box.
  3. Follow this numerical process for all subsequent local boxes.

Your SBC may need to identify other boxes, such as a box for hospital outer envelopes and any AARO office you may have.

Note: For more information on how to identify ballot boxes in your office and your AARO office(s) (if any), please see the Special Ballot Coordinator's Manual (EC 78690).

12.7.8 Ballot Papers

The SBC's material includes 1,500 special ballots. Of these, 1,000 ballots are to be set aside to be used by electors voting inside their ED (local electors), and 500 ballots are to be set aside to be used by electors voting outside their ED (national electors). The SBC must keep a record of all the special ballots received by noting the serial numbers on the Ballot Booklet Tracking Sheet (EC 78722) provided by EC.

When regular ballots are printed, 500 ballots are to be set aside for local electors wishing to vote immediately in your office. The serial numbers of these ballots must also be recorded on the Ballot Booklet Tracking Sheet (EC 78722). In other words, a total of 1,500 ballots will have been set aside for local electors (i.e. 1,000 special ballots and 500 regular ballots).

If you have an AARO office, special ballots and SVR-related material will be sent directly to that additional office. You must, however, provide the AARO office with a sufficient quantity of regular ballots.

Note: At the end of each business day in the RO office or AARO office, you must ensure that election supplies, including ballot papers and the ballot box(es), are stored under lock and key.

12.7.9 Issuing the Special Ballot Voting Kit

On approval of the application form, the elector will be issued a special ballot voting kit that contains a special ballot on which the elector will write the name of the chosen candidate.

Once regular ballots are printed, local electors may not leave with their regular ballot; they must either vote immediately in the office using a regular ballot or take a special ballot away to return later.
s. 241

Note: Regular ballots must never leave your office.

The SBC may be called upon to help an elector voting in your office who is unable to complete a ballot.
s. 243

12.7.10 Home Visits

The Canada Elections Act allows certain electors to request to vote at home. These electors are those who:

If you receive such a request, an election officer, accompanied by someone from your office, may be sent to the elector's home to assist the elector in completing the application form and marking the ballot. However, this must be done in front of a witness chosen by the elector. If none are present, the office staff member (accompanying the election officer) may act as the witness.
s. 243.1

These requests must be monitored closely and should meet the criteria outlined in the CEA.

You or your AARO must approve all requests for home visits before they are performed. It is important to ensure that all other voting options (including voting by mail) have been considered.

Note: When scheduling visits, your SBC must inform the elector that it is the election officer who will be completing the application form and marking the ballot in front of a witness.

12.7.11 Obtaining Candidate Names

Before the deadline for the confirmation of candidates (2:00 p.m. on Day 19), the names of the candidates who have filed their Nomination Paper and whose candidacy has been confirmed by you will be available from your office, from EC Enquiries Unit and on the EC website. After Day 19, lists of candidates running in each ED will also be available in every RO and AARO office in Canada and also on the EC website.

Your SBC can give out the names of candidates and their political affiliation to electors voting in your office as they are confirmed. However, the list is not official and complete until Day 19. Your SBC must inform electors who complete their ballot before this date that they run the risk of spoiling their ballot or seeing it rejected at the count.

Note: To avoid the possibility of error at any time during the electoral calendar, you must approve any lists of candidates being used by your SBC before the List of Confirmed Candidates or regular ballots are received.

12.7.12 Forwarding Application Forms to the Revision Centre

The SBC must forward all approved Application for Registration and Special Ballot forms from local electors to the AC, who will ensure that the elector's name is either marked as having voted by special ballot in REVISE, or is added and then marked.

In both cases, an "S" will appear in the left margin of the list next to the elector's name, which will also be struck through.
s. 236

These tasks must be completed before your AC prints the Revised Lists of Electors that will be used at the advance polls, and the Official List of Electors that will be used on election day.

For more detailed information, refer to the Automation Coordinator's Manual (EC 10500).

Note: If the name of an elector does not appear in the National Register of Electors, and the elector has indicated that he or she does not want it to be added, the AC must indicate in REVISE that the elector has requested to be excluded from the register.

SBCs working in AARO offices should regularly fax approved application forms to your SBC in the RO office. They must also fax a copy of their Record of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720) to your SBC on a daily basis so that the SBC can complete the Record when completed ballots are received from electors who did not vote immediately in the AARO office.

Note: If the AC notices that an elector may have applied or has voted twice, this matter must be brought immediately to your attention. You must review the potential incidents and contact EC immediately.

12.7.13 Returning the Special Ballot

Local electors are responsible for returning the special ballot to you so that it arrives no later than the closing of the polls in your ED on election day, otherwise the ballot will not be counted.

Your SBC should keep separate and sealed all outer envelopes received after the prescribed deadline. Your SBC will indicate the date and time of their receipt, after which you must initial the envelopes.

On polling night, your SBC will hand the envelopes over to the DRO of the primary team responsible for counting the local special ballot votes. These envelopes will then be placed unopened in the Envelope for Spoiled Ballot Papers (EC 78900).
ss. 275(2)

12.7.14 Returning Material from the AARO to the RO office

The duties of the SBC in your AARO office end at 9:00 p.m. on Day 6 before election day. The SBC has a period of three hours after the 6:00 p.m. deadline on Day 6 to complete his or her tasks. The complete list of tasks is identified in the Special Ballot Coordinator's Manual (EC 78690) under the "Tasks and Duties at the End of Registration" section.

The SBC in the AARO office is responsible for:

The SBC must place all of the material into the ballot box and seal it with the Official Seals (EC 50190 and EC 50200).

The SBC then returns the sealed ballot box to the RO office using the fastest and most secure means of delivery. You must make the arrangements for the return of the ballot box(es) beforehand.

If there are any outstanding voting kits yet to be received by the SBC in the AARO office, they are to be returned to the SBC in the RO office before the close of polls in your ED on polling day.

Note: For more information, please see the Special Ballot Coordinator's Manual (EC 78690).

12.7.15 National Outer Envelopes Placed in Local Ballot Box

During the registration period, if an outer envelope for a national elector was inadvertently placed into the ballot box reserved for local electors, you must contact the SVR Help Desk immediately to obtain instructions on how to proceed. Neither you nor your SBC may open the sealed ballot box containing local ballots without prior approval from ECHQ.

At the end of the registration period (Day 6, 6:00 p.m.), you will be need to perform a final quality check (with your SBC) of the local ballot box(es). Your SBC must triage the outer envelopes to ensure that no national outer envelopes were placed inside the ballot boxes. If you do find a national outer envelope, it must be removed and included in the shipment to ECHQ.

For more information on the procedures for unsealing and re-sealing ballot boxes, please see the Special Ballot Coordinator's Manual (EC 78690).

12.8 Electors in Acute Care Hospitals

The following procedures deal with special ballot voting by patients in acute care hospitals.

An acute care hospital is for patients hospitalized for short-term stays only and is not considered an elector's ordinary residence for voting purposes.

The procedures set out in the following pages apply strictly to special ballot voting and must not be confused with those for long-term care. Mobile polling stations may be set up in hospitals on election day for full-time residents whose permanent residence address is the long-term facility.

Note: The address of ordinary residence determines if the elector is part of a mobile polling station (long-term care) or if the elector is able to register and vote by special ballot through the acute care hospital voting initiative.

12.8.1 Mandate of Elections Canada

Making voting accessible is an important part of EC's mandate. To this end, EC ensures that electors, who are hospitalized in an acute care hospital in or outside their ED, can vote as conveniently as possible.

During an electoral event, electors unexpectedly admitted to hospital may find themselves unable to vote on election day, at an advance poll or by special ballot at the RO office. In an attempt to provide service to these electors, EC has developed the acute care hospital voting initiative.

The following is a brief overview of the procedures adopted by EC to enable patients hospitalized in an acute care hospital to exercise their right to vote:

You and the hospital SBC are responsible for ensuring that all acute care patients in your ED are given the opportunity to vote.

Note: During the 42nd General Election, EC will be testing the "on-demand model" in a select number of facilities only. EC will provide the list of hospitals targeted by this initiative.

Additional instructions for ROs participating in this initiative will be provided along with training material specific to the "on-demand model" (for SBCs and hospital SBCs).

If you are uncertain as to whether you are participating in the initiative or require additional information, please contact the SVR Help Desk.

12.8.2 Preparations

Preparations are undertaken by both EC and you.

By Elections Canada

List of Acute Care Hospitals

EC maintains a database of all acute care hospitals in Canada, containing the information provided for each hospital as follows:

In between events, EC updates the list of acute care hospitals for your ED by contacting each hospital administrator and making the necessary changes in the database. As a pre-event task, EC will send you a complete list of the acute care hospitals in your ED and asks that you review it for completeness and accuracy. This information is critical as it determines your budget as well as the material required for the acute care hospital voting initiative.

Shortly after the writs are issued, you will receive the Acute Care Hospital Datasheet for each acute care hospital in your ED.

Supply of Materials

During the week of Day 28, EC will forward kits for each hospital SBC to your office in your Lot 26. However, voting supplies (e.g. special ballots, outer envelopes, inner envelopes, etc.) will not be included in Lot 26. You must instruct your SBC (who will be preparing the material for each hospital SBC's kit) to use supplies found in your office. It is important that your SBC verifies the quantities of voting supplies in your office before Day 15 to determine whether additional supplies will need to be ordered.

The material in Lot 26 is for the use of the acute care hospital voting initiative and not to be used for any other initiative. The bar code labels and control sheet have been specifically designed for this initiative. Should you require additional material, please contact the SVR Help Desk.

Note: Any changes to the list of hospitals in your ED must be reported as soon as possible.

If you do not have an acute care hospital in your ED, you will not receive a Lot 26.

By the Returning Officer

Communications with the Hospital Administrators

A few days after EC sends the letter to the hospital administrators, you will communicate with the designated hospital contact to conduct the following activities:

Choosing Hospital Special Ballot Coordinators

Since your SBC will be on duty during the four days set out for the registration and voting in the hospitals, the SBC may not be available to conduct the registration and voting initiative in acute care hospitals. In consultation with the hospital administrator, you must identify, appoint and train hospital SBC(s). We recommend recruiting a hospital volunteer if possible. In the case where a hospital administrator insists that a member of the hospital staff accompany the hospital SBC, you must contact ECHQ to obtain approval for additional funds.

The qualifications required to be a hospital SBC are as follows:

Once trained, the hospital SBC will:

Number of Hospital Special Ballot Coordinators Required

Because the hospital SBC will be dealing for the most part with mobility-impaired electors, this voting process will take longer to conduct than the normal voting process.

It is reasonable to expect that each elector will need no more than 10 minutes to finalize the registration and vote. The hospital SBC will be able to take the vote from a maximum of 50 electors during an eight-hour day.

It is difficult to estimate the number of electors who will vote while hospitalized. Some may have voted at an advance poll or by special ballot in the RO office, and some will be able to vote on election day.

The number of hospital SBCs you are required to appoint and train is determined by the number of acute care beds in the given hospital and by taking into consideration a maximum voter participation of 60%. Consult the table below:

Table 12a: Number of Hospital SBCs Required by Number of Acute Care Beds
Number of Acute Care Beds Number of Hospital SBCs
Up to 200 1
201-400 2
401-600 3
601-800 4
More than 801 5

It is imperative that the hospital SBC ensures that the Information Notice (EC 78693) is distributed (either by the hospital SBC, by the volunteer services or with meal trays) on Day 9.

Training the Hospital SBC

The procedures for registration and voting and the documents required for voting in acute care hospitals are almost identical to the procedures and documents used for voting by special ballot in your office with respect to local and national electors.

Since the hospital SBCs must possess an excellent knowledge of the registration and voting process under the SVR, it is imperative that they receive an extensive training session. The training of the hospital SBC will take place in your office during the week of Day 15. You or your SBC will conduct the training session(s).

You should ask your SBC to communicate with the persons identified as hospital SBCs as soon as possible to ensure they are available to attend the mandatory training session. It might be necessary to schedule two training sessions.

As with other SBCs, each hospital SBC must be appointed as an election officer. To do so, you must complete the following steps:

  1. Complete the Appointment and Oath (for office staff) (EC 10135). The hospital SBC must swear the oath on this form.
  2. Once appointed as office staff, you must provide the SBC with the Delegation of Authority (EC 10090). You must write the following to indicate the tasks which you are delegating to the hospital SBC:
    • "All tasks contained in the Special Ballot Coordinator's Manual (Acute Care Hospitals)"
  3. Complete the Appointment and Oath (for election or referendum officers) (EC 10130). The hospital SBC must swear the oath on this form as well.

Note: The requirement for a hospital SBC to reside in your ED in order to be named as an election officer does not apply if you complete the three forms listed above.

Hospital SBCs must not participate in any political activity in the course of their duties, that is from Day 9 until 6:00 p.m. on Day 6, whether they are on duty or not.

Hospital SBCs must have an excellent understanding of the rules governing the elector's place of ordinary residence and the boundaries of the ED. They must also be familiar with the supporting documents, which constitute valid proof of identity and address of ordinary residence.

You should ask the SBC working in your office to prepare the necessary material for each hospital SBC. EC will send you sufficient kits for each hospital SBC based on the numbers provided during the update of your list of acute care hospitals carried out during the pre-event exercise.

Your SBC will provide each hospital SBC with a series of consecutive numbers that will be required for the registration of local electors voting in the hospitals. Two electors cannot be identified by the same number.

The SBC in your office should assign numbers to electors as follows:

Distribution of Information Notices

On Saturday (Day 9) before election day, the hospital SBC will leave an Information Notice (EC 78693) at each acute care bed. The distribution of this notice can be handled in one of the following ways:

This distribution would need to be arranged with the hospital administrator beforehand.

The notice informs potential electors of the electoral event and the upcoming visit of the hospital SBC on Sunday, Monday and Tuesday, respectively Days 8, 7, and 6 before election day. The notice also includes:

You must ensure that your SBC completes, before Day 15, the original of the Information Notice (EC 78693) and records the public telephone number of the RO office. Before your SBC can provide the notices to the hospital SBCs, you must approve the original copy.

It is important to verify that your SBC gives each hospital SBC enough copies of the notice to meet the distribution requirements (one for each acute care bed).

Note: Information Notice (EC 78693) is available in ECDocs as a Word document.

12.8.3 Registration and Voting

Registration and voting for hospitalized electors will take place on Sunday, Monday and Tuesday, respectively Days 8, 7, and 6 before election day.

The hospital SBC must visit and register all eligible electors who wish to vote and have not already done so. The hospital SBC must inform the electors of their voting rights, assist electors when necessary to complete the Application for Registration and Special Ballot (EC 78530) and ensure that the elector provides satisfactory proof of identity and address of ordinary residence.

The hospital SBC provides electors with an Application for Registration and Special Ballot (EC 78530) and is required to determine each elector's ED once the application form has been completed. To do so, they must consult their Street Indexes or Guide to Federal Electoral Districts or contact the SBC in the RO office who may perform a quick search in ERTool to confirm the elector's ED.

If electors are not in their room at the time of the visit, it is important that the hospital SBCs return to see them throughout the three days of voting. EC provides 24 hours for the hospital SBCs to register and take the vote of these electors.

Note: The hospital SBC may not accept applications for registration forms or perform visits after 6:00 p.m. on Day 6 (the Tuesday before election day).

It is important that, for security reasons, the hospital SBC ensures that after each day the Secure Envelope for Outer Envelopes (Hospitals) (EC 78660), special ballots and other electoral material are safely locked up.

Every Application for Registration and Special Ballot for national electors is to be faxed to ECHQ on a regular basis starting on Day 8, and continuing on Days 7 and 6. All application forms must be received by ECHQ on Day 6.

The place of ordinary residence in the application form determines the ED where the vote will be counted. The name and address information of each national elector will be transmitted to the REVISE database of the appropriate RO by Day 5 and will appear in the RO's approval screen under the SVR tab. These elector records must be reviewed and approved in the REVISE of their respective ED to ensure that the electors are identified as having registered to vote by special ballot. This must be completed before the AC produces the Official List of Electors for election day. For more information, please see Section 12.6.11.

It is important that the information appearing on the application form be clear, precise, complete and legible. If we are unable to enter the elector in our database, the Outer Envelope – National Elector of the elector will not be validated when it is received at ECHQ and will be set aside.

12.8.4 Proof of Identity and Address of Ordinary Residence Required

Every hospitalized elector wishing to register must present proof of identity and address of ordinary residence. Please see Section 8.2.4 of Chapter 8 and the Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692) for the list of acceptable proof of identity and address of ordinary residence.

It is not necessary for the hospital SBC to photocopy the documents presented, but the hospital SBC must note the type of document on the appropriate Control Sheet for Bar Code Labels or Record of Special Ballots Issued to Electors Voting While in Their Electoral District. The hospital SBC must ensure that the documents accurately reflect the information recorded on the elector's application form, namely the address of ordinary residence.

12.8.5 Categories of Hospitalized Electors

The hospital SBC will be dealing with two categories of hospitalized electors:

The hospital SBC will determine the ED of the elector's address of ordinary residence using the Street Indexes or Guide to Federal Electoral Districts by contacting the SBC working in your office to perform a quick search using ERTool or through the EC website. If the elector's address is located in your ED, the elector is a local elector and must complete an Application for Registration and Special Ballot (EC 78530). If the elector resides outside the ED in question, the elector is a national elector and must complete an Application for Registration and Special Ballot (EC 78530).

Since the procedures for local electors differ from those for national electors, it is important to refer to the appropriate instructions for each category. For more information, please see the Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692).

12.8.6 Polling Division and Sequence Numbers for Local Electors

To facilitate the workload of the hospital SBC during the registration of local electors, the polling division number and the elector's sequence number on the list of electors will be determined by your SBC once the completed application forms have been returned to your office. The hospital SBC is responsible for ensuring that all mandatory information relating to each elector is included on the Application for Registration and Special Ballot (EC 78530), the Outer Envelopes – Local Elector (EC 78860) and the Record of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720).

12.8.7 Return of Application Forms and Completed Ballots

The hospital SBC must return the completed Application for Registration and Special Ballot (EC 78530) forms for local electors, the Outer Envelopes – Local Elector (EC 78860) and the Records of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720) to your office after each of the three days of work, so that the information on each elector can be data captured by your AC in REVISE.

Throughout the three days of hospital voting, the hospital SBC must regularly send to your SBC by fax the Application for Registration and Special Ballot (EC 78530) forms for national electors only and the Control Sheet for Bar Code Labels. Immediately upon receiving them, your SBC must fax the application forms along with the control sheets to ECHQ at 1-800-363-4796. The final bundle must be sent as soon as possible after 6:00 p.m. (local time) on Day 6. EC then transmits the names, addresses and other relevant information of these electors to the appropriate RO office to be entered and struck in REVISE.

It is important that ECHQ receive the application forms for national electors as quickly as possible and no later than Day 6 so that EC can data capture the information, and finalize the List of National Electors to be sent to the appropriate RO during the evening of Day 6 or early on Day 5.

Note: You must ensure that all national application forms have been faxed to ECHQ. Your SBC must not mail them.

While the ballots of national and local electors are placed in the same Secure Envelope for Outer Envelopes (EC 78660) during the taking of the votes, they are not to be placed in the same ballot box once returned to your office.

National outer envelopes are to be placed in the ballot box identified for national ballots in your office and returned by courier to ECHQ on the night of Day 6 or first thing on the morning of Day 5, so that they are received by EC before 6:00 p.m. on election day.

Local outer envelopes are to be placed in the ballot box identified for the hospital special ballots in your office.

12.8.8 Payment for Services

The hospital SBC will be paid at the same hourly rate as your SBC, plus travel time if applicable. The maximum 28 hours budgeted for each hospital SBC (excluding travel time which you will have to approve) are broken down as follows:

The hospital SBC will receive an additional $35 for training.

Note: Should you require an additional budget for your hospital SBC, either for travel time, additional hours or an additional hospital SBC, you must contact the SVR Help Desk to obtain prior approval.

For more information, please see the Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692) and the Federal Elections Fees Tariff.

12.9 Reporting Special Voting Rules Results

12.9.1 Counting Special Ballots at Elections Canada Headquarters

Upon reception at ECHQ, the special ballots are sorted by ED and will be counted by special ballot officers appointed by political parties. The actual counting of special ballots begins on a date fixed by the CEO, or if no date is fixed, on Wednesday (Day 5). Special ballot officers, working in pairs and each representing a different political affiliation, count the ballots, one ED at a time.
ss. 264(2), s. 266, s. 268

12.9.2 Counting Special Ballots in the Returning Office

Ballots cast by local electors are counted in your office after the close of the polls on election day. These local ballots are from your office, your AARO office and your acute care hospital(s), if any.

The verification of the Outer Envelopes – Local Elector begins earlier and is coordinated by the SBC you designate. The SBC's responsibilities end at the close of the polls on election day.

Additional information on the verification of Outer Envelopes – Local Elector and the counting of the votes in your office can be found in Chapter 13 and in the Deputy Returning Officer's Manual (Counting Local Special Ballots) (EC 78700).

12.9.3 Communication of Results

Upon completion of the counting of special ballot votes at ECHQ, the SVRA will merge together by ED the results of voting by CF electors, incarcerated electors and international electors voting under the SVR. These results will be sent to you by email in a password-protected PDF file 30 to 60 minutes after the close of the polls in your ED on election day. This will be referred to as Group 1.

The result of voting by national electors will also be transmitted to your office as Group 2, and will be sent at the same time as Group 1. You will be requested to add to the Group 2 amount the results of ballots cast by local electors, counted in your office, before you release these results.
s. 280

Group 1 and Group 2 results will be displayed separately on election day. The password for the PDF file will be sent to your generic RO email account at the close of polls. For more information, please see Chapter 13, Results.

Note: It is critical that your AC be familiar with the reporting process of the results under the SVR. You must confirm that all results are properly reported before beginning the validation of the results exercise. For more information, please see Chapter 14, Post Event.