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Returning Officer's Manual

Chapter 14 – Post Event

This Chapter outlines the responsibilities of the returning officer after election day, such as: validation of the results, judicial recount, return of the writ and election reports, return of election documents and supplies and closing the office.

14.1 Introduction

After polling day, a number of activities must be carried out before you close the office. It is vital that you oversee and ensure that the tasks are completed efficiently and as prescribed in this chapter.

Ultimately, as returning officer (RO) you are responsible for managing the post-polling day activities, their timely completion, proper tracking, and reporting on any difficulties.

Note: The activities described in this Chapter are not always listed in order of completion, as some activities could unfold concurrently.

Post-Polling Day Data Entry of Elector Information

It is a statutory requirement to ensure that the post-polling day data entry of the registration certificates and correction certificates are integrated in the Final List of Electors as soon as possible after election day.

Remember that you have a period of seven days, post-polling day, in which to complete data entry in REVISE. If you need more time, please contact the Revision Systems Help Desk.

Reporting and Return of Official Documents

Elections Canada must comply with amendments to the Canada Elections Act (s.164.1), which require a third party to audit and report on elections officials' performance at the polls and on the quality of returned voting materials.

On completing the return of the writ and all other activities, you must send to the Chief Electoral Officer (CEO) all election documents in your possession. Meticulously handle the return of all official electoral documents and elections materials. Investigate and report on any missing items, such as ballot boxes, Statement of the Vote, elector lists, large plastic poll bags, and so on.

Addressing Issues and Missing Items

If you anticipate having difficulty or need guidance to complete a task, contact the Elections Canada Support Network (ECSN).

When you encounter issues, or if any official electoral documents or items are missing, you must

If an issue relates to the return of Lot 1 and Lot 5, also record the details on the corresponding Return of Elections Materials Checklist.

Note: For ease of reporting and follow-up, it is good practice to keep a log of all submitted incident reports and return of elections materials checklists, where applicable.

14.2 Validation of the Results

Results confirmed during the validation process are the official results used to declare a candidate elected unless a judicial recount is requested. The compiling and reporting of results on election night are considered only preliminary and are verified through the validation process.

The validation of the results is not another count of the ballots. It is a verification that you must perform by comparing the information contained in each original Statement of the Vote (EC 50100; EC 78760 for special ballots) to the information recorded on Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027). If Detail of the Vote does not accurately reflect the information shown on Statement of the Vote for a particular polling station, then Detail of the Vote must be modified and any change must be entered into the Event Results System (ERS).

The date, time and place of the validation of the results is determined upon the issue of the writ and is publicized on Notice of Election (EC 10020) at the beginning of the event. The date cannot change unless a postponement is required.
par. 62(c)

You and the assistant returning officer (ARO) must conduct the validation of the results no later than seven days after election day. The validation cannot take place until all ballot boxes are returned from the polling stations and Elections Canada has communicated to you the results of the vote under the Special Voting Rules (SVR). If one ballot box is missing, or the results of the SVR are not available, the validation of the results is postponed.
s. 293

Candidates and their representatives may attend the validation of the results. If none of them are present, you must designate two persons qualified as electors (preferably electors other than members of the RO office staff) to witness the proceedings. The Federal Elections Fees Tariff outlines remuneration for such witnesses.
s. 294

Refer to Section 18.22, Validation of the Results Checklist on page.

Preparing for Validation

You may organize the documents necessary for validation in advance. This list is found in Section 14.2.1. You may wish to organize the Statement of the Vote forms in numerical order. If you do not find the documents in the envelopes outside of the ballot box, you may not open any ballot boxes to retrieve them until after the validation of results has started.

Starting Validation

Elections Canada will send an email to the RO office Webmail (not your personal email) confirming some details of validation. When validation has started, you will reply to this email to confirm to Elections Canada that validation has started. Further communications via email may be sent, so please arrange for someone to check the RO office Webmail from time to time.

Postponement / Adjournment

The initial postponement / adjournment is for up to one week. Further adjournments may be allowed for two additional weeks, for a total of three weeks (if the initial adjournment is for a full week). For each postponement, if required, you must advise the Electoral Coordination Help Desk by telephone. You are responsible for advising candidates of any such postponement.

14.2.1 Validation of Results Received on Election Night

To begin, retrieve the white copy of each Statement of the Vote (EC 50100; EC 78760 for the SVR local results counted in the RO office) and SVR RESULTS that Elections Canada sent to the RO office on election night.

If you cannot find a copy of Statement of the Vote, refer to 14.3, Exceptional Procedures During the Validation Process.
ss. 293(1)

Required Documents

The following documents are required:

* The results for Group 2 are a total of the national and local counts.

Procedures
1. For ordinary, mobile and advance polling stations

Compare the information in boxes 1 to 4 on each Statement of the Vote (EC 50100) to the information recorded on Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027):

If the information does not accurately match for a particular polling station, then you must modify Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) and enter any changes into ERS.

Do not modify Statement of the Vote (EC 50100) to reflect Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).
ss. 293(1)

2. For SVR Group 1 (Canadian Forces, incarcerated and international electors)

Compare the information on SVR RESULTS to the information recorded on the last page of Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) under SVR Group 1/RES Groupe 1:

If the information does not accurately match for a particular polling station, then you must modify Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) and enter any changes into ERS.

Do not modify Statement of the Vote (EC 50100) to reflect Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).

3. For SVR Group 2 (National and Local)

Compare the information for national electors on SVR RESULTS to the information recorded on the last page of Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) under SVR/RES Grp2 (National):

If the information does not accurately match for a particular polling station, then you must modify Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) and enter any changes into ERS.

Do not modify Statement of the Vote (EC 50100) to reflect Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).

Compare the information for local electors on Statement of the Vote (EC 78760) for special ballots to the information recorded on the last page of Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) under SVR/RES Grp2 (Local):

If the information does not accurately match for a particular polling station, then you must modify Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) and enter any changes into ERS.

Do not modify Statement of the Vote (EC 50100) to reflect Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).

4. On Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027), ensure that the Total SVR/RES Grp 2 (Local + Nat.) tabulates correctly:

Figure 14a Sample: Detail of the vote – for SVR Results
Detail of the vote – for SVR Results

5. Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) may show certain polling stations with an "X" in the Error column, indicating a discrepancy such as a mathematical error in the poll results, and/or a polling station where the total number of votes cast exceeds the electors on the list (EOL) count.

You and the ARO must also carefully review polling stations where the total votes cast are greater than the EOL count. Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027) must include an explanation for such a discrepancy (e.g. part of a merged polling station). Such explanatory notes will be entered into ERS when the automation coordinator (AC) validates the results for the polling station in question.

Note: Do not modify the rejected ballot count or spoiled ballot count without appropriate justification.

6. Once the verification is complete, the AC must

The AC must then print the following reports:

You must

Note: The results of all polling stations must be validated into ERS before a candidate is declared elected.

Verification of SVR RESULTS at Elections Canada

Elections Canada conducts a verification of the results of special ballots counted in Ottawa. In some cases, you might receive an amended SVR RESULTS with handwritten amended numbers that is signed by the SVR administrator. The amended SVR RESULTS should be sent no later than noon on Day -1. You must reflect the amendments on Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).

Elections Canada also conducts a verification of SVR results entered into ERS. You will be notified, by an email to the RO's generic email address, of any errors so that corrections may be made during validation.

14.2.2 Transmitting Validated Results to Elections Canada

Once all the results are validated, ask the AC to

You must ensure that Detail of the Vote – For use by the returning officer only – Validation of Results (EC 10022) and Poll-by-Poll Results (EC 10042) are correct.

14.2.3 Elections Canada Verification of Validated Results

Once the Finalize Validation step has been completed in ERS and the results have been transmitted, Elections Canada will perform some important quality checks on the validated results, including the verification of the SVR results data entry. If any errors are found, Elections Canada will notify you of the problem by email or by telephone. It is important to monitor the RO office Webmail during the validation process to ensure that you respond quickly.

The AC may be required to modify some results in ERS and to complete the Finalize Validation step once again.

Under normal circumstances, this verification should be completed in less than an hour. If Elections Canada finds no issues, you will receive an email asking you to proceed with the steps set out in the next section.

14.2.4 Completing and Verifying the Result of Voting (EC 10420)

Once all information is corrected and verified in ERS, and Elections Canada has confirmed the transmission and verification by email, you must do the following actions.

  1. Ask the AC to print the final Result of Voting (EC 10420).
  2. Ensure that the information on Result of Voting (EC 10420) is identical to the information on Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022):
    • verify the total number of votes counted for each candidate
    • verify the total number of valid votes cast
    • verify the number of rejected ballots
    • verify the total number of votes cast
  3. Date and sign Result of Voting (EC 10420), which is used to record the official results and to declare a candidate.
  4. Print and complete Information Sheet for the Result of Voting (EC 10039).
  5. Scan both Result of Voting (EC 10420) and Information Sheet for the Result of Voting (EC 10039) and email them immediately to Elections Canada.

Elections Canada will perform a final quality check and report any issues by email or telephone (or both), indicating what you may need to do to correct any problems.

When the report is considered final, Elections Canada will send an email to the RO office Webmail address confirming that validation is complete and that you may distribute Result of Voting (EC 10420):

  1. send a copy of Result of Voting (EC 10420) by courier to each candidate
  2. keep a copy for your files
  3. place the signed original Result of Voting (EC 10420) with the other documents to be returned in Lot 1

Once you officially declare the elected candidate, the results are considered official and they cannot be modified by you or by Elections Canada.

Note: The declaration of the elected candidate is done on the same day as the validation of the results.

You cannot delegate the responsibility of signing Result of Voting (EC 10420).

14.2.5 Candidates and Their Representatives

If a candidate or media representative has requested Poll-by-Poll Results (EC 10042), distribute the EC 10042 report that the AC printed after the completion of validation and mark "Distributed" on the report.

If candidates, their representatives or a representative of their party request copies of each Statement of the Vote (EC 50100), they are entitled to these; photocopy and distribute copies upon request. If the copies are not picked up, send them for shredding in Lot 11.

Candidates, their representatives or a representative of their party are also entitled to request and receive a copy of all Statement of Electors Who Voted (bingo sheets) produced throughout polling day.
s. 291

Statement of Electors Who Voted (Bingo Sheet)

The original copies of Statement of Electors Who Voted (bingo sheets) are returned to you after the close of polls on election night.

On request, you are to make available, at the office, copies of the bingo sheets for all polling stations the day following polling day. For advance polls, you are to make available, at the office, a copy of the statement the day following each day of advance polls.

You must return in Lot 9 all completed and not picked up Statement of electors who voted at the Advance Poll (EC 50109), Statement of electors who voted on Polling Day (EC 50111) and a complete original set of Statement of electors who voted placed in Original Copies of Statement of Electors Who Voted at the Polling Station Envelope (EC 50385) by advance, ordinary or mobile polling division.

For more details on bingo sheets and their distribution, refer to Chapter 10, Polling Stations.

Figure 14b Sample: Result of Voting
Figure 14b Sample: Result of Voting

Text description of "Sample: Result of Voting"

14.3 Exceptional Procedures During the Validation Process

When you encounter issues, or if any official electoral documents or items are missing, you must investigate and report on the situation.

Refer to Section 14.1, Reporting and Return of Official Documents .

Missing or Incomplete Statement of the Vote (white copy)

On election night, if the white copy of Statement of the Vote (EC 50100) is missing, appears to contain an error or to have been altered, or is disputed by a candidate (or his or her representative), you may request that the DRO provide the pink copy of Statement of the Vote (EC 50100) that he or she must keep for 60 days following election day and call the Electoral Coordination Help Desk for approval to use this copy.

If you cannot reach the DRO or the pink copy is not available, you must follow these steps:

  1. Retrieve and open the ballot box for the polling station in question.
  2. Open Yellow Copy of the Statement of the Vote Envelope (EC 50380), which contains the yellow copy of the Statement of the Vote (EC 50100).
    ss.295(1)
  3. Compare the results in the same way as if you were using the white copy.
  4. Contact the central poll supervisor to complete an Incident Report Form (EC 10051) with the corresponding information about why Statement of the Vote (white copy) is missing.
  5. Keep the yellow copy of Statement of the Vote (EC 50100) separate. When the ballot boxes are dismantled, return it with the other yellow copies in Lot 1.
  6. Reseal the Ballot Box with a numbered Ballot Box Seal – Long (EC 50200) to secure the contents until all the ballot boxes are dismantled as part of the return of materials.

Missing Statement of the Vote (yellow copy)

If the yellow copy of Statement of the Vote (EC 50100) is missing from the ballot box, or is not useful for the purpose of validating the results, you may follow these steps:

  1. Open the large plastic poll bags and use the information that is written on Envelope for Ballots Cast (EC 50450) for each candidate to record the results for the polling station on a new Statement of the Vote (EC 50100). Both you and the ARO must sign the statement, along with any witnesses.

    You must never open any ballot envelope.
    ss. 295(3)
  2. Afterwards, place the contents of the poll bag in a Loose Documents Bag (EC 11530), seal it with an Official Seal (EC 50180) and sign the seal. Record the justification on Lot 1 – Return of Elections Materials Checklist.
    ss.295(2)(4)
  3. Reseal the Ballot Box with a numbered Ballot Box Seal – Long (EC 50200). Record the seal number on the Seal control sheet (EC 40205) before placing it back in the ballot box to secure the contents until all the ballot boxes are dismantled as part of the return of materials.
  4. Contact the central poll supervisor to complete an Incident Report Form (EC 10051) with the corresponding information about why Statement of the Vote (white and yellow copies) are missing.
    ss.314(2)
Missing Candidate Results

If the results for a particular candidate are not indicated on Statement of the Vote (EC 50100) or are impossible to decipher, you may use the information recorded on Ballots Cast for a Candidate Envelope (EC 50450) for that candidate and fill in the missing or unclear information on Statement of the Vote (EC 50100). Mark your modifications in an ink colour that is different from the ink colour the DRO used. You must initial all changes.

Missing SVR RESULTS

If the copy of SVR RESULTS is missing, you must telephone the SVR Help Desk immediately. ECHQ will email another copy to your office.

Missing Ballot Box

If a ballot box is lost, destroyed or not produced within two weeks after the date originally determined for the validation of results, the Canada Elections Act authorizes the use of Copy of Statement of the Vote for Candidates and Representatives (EC 50110) given to candidates or their representatives on election night. You must ask the DRO, or any other person who has a copy, to appear before you to produce and verify it under oath. You must give notice to the candidates of the date and time fixed for the appearance.
s. 296

You also have the option of requesting that the DRO provide the pink copy of Statement of the Vote (EC 50100; EC 78760 for special ballots) that he or she was instructed to keep at the close of the polls for a period of at least 60 days following election day.
ss. 296(2)

Missing Poll Bags

Once you open the ballot boxes, if a poll bag is lost or unaccounted for, you need to investigate why, log the details on Lot 5 – Return of Election Materials Checklist and keep a copy for your records.

Possible Recount Required

When a recount is automatically required, or the margin between the first and second candidate is less than 500 votes, or there is any other indication that someone could apply for a recount, leave the large plastic poll bags sealed in their respective ballot boxes. Note the serial number of the seals for each ballot box for your records. Send a copy of the report to each candidate.

For more information on recounts, see Section 14.5, Judicial Recount.

14.4 Preparing the Final List of Electors

The production of the final list could go up to Day -7, depending on the volume of polling day registration certificates and correction certificates and the need for a judicial recount.

14.4.1 Final Data Entry in REVISE

It is a statutory requirement that all election day registration certificates and correction certificates from ordinary polls are entered in REVISE, which will integrate them into the Final List of Electors.

The central poll supervisors return the certificates in Registration and/or Correction Certificates Envelope (EC 50390) to your office for data entry on polling night. Refer to Section 13.2, Receipt of Election Materials.

At this point, administrative changes to the list of electors are no longer allowed; only certificate transactions are to be made.

Note: The final data entry in REVISE and the Validation of Results may run concurrently.

Your AC will follow the instructions as indicated in Section 5.3, Final Data Entry in REVISE, in Automation Coordinator's Manual (EC 10500), and will complete C18 – ERS: Post-Polling Day: Final List of Electors and M7 – Final List of Electors Complete milestone report. You must sign and submit the two completed documents to ECHQ.

Refer to Chapter 5 – Preparing the Final List, in Automation Coordinator's Manual (EC 10500).

14.4.2 Completing the ERS Activities

After the election day registration certificates and correction certificates are entered in REVISE, the AC must perform a final synchronization of ERS with REVISE to update the elector count (EOL) in ERS.

Following the synchronization, the AC must print a copy of the final Detail of the Vote – For use by the returning officer only – Validation of Results (EC 10022) with the updated EOL count, mark it final and provide it to you for your signature.

Keep a copy for your files and place the original (marked "Final") with the other documents to be returned in Lot 1.

14.5 Judicial Recount

A judicial recount may be requested within four days after the validation of the results has been completed.
s. 300, 301

Refer to Judicial Recounts Handbook (EC 06530).

14.5.1 Application for a Recount by the Returning Officer

Following the validation of the results, if there is a tie or if the difference between the number of votes cast for the candidate with the most votes and the number of votes cast for any other candidate is less than one one-thousandth (1/1000) of votes cast, you must make a request to a judge for a recount.
ss. 300(1)

You must make an application to a judge and give written notice of the application for recount to each candidate or the official agent, and to Elections Canada. Should an automatic recount be needed, contact the Electoral Coordination Help Desk immediately by telephone to discuss the matter before proceeding with the application.
s. 300

14.5.2 Application for a Recount by Other Persons

In circumstances other than those described, any elector may make an application to a judge for a judicial recount within the time prescribed. Once you are aware of such an application, you should advise the Electoral Coordination Help Desk.
ss. 301(1)

The applicant for the recount must file an affidavit declaring that a DRO incorrectly counted or rejected any ballots, that a DRO incorrectly recorded the number of votes cast for a candidate on Statement of the Vote (EC 50100), or that you totalled the results incorrectly. The applicant is required to deposit, with the clerk of the court, the sum of $250 as security for the costs of the candidate who obtained the largest number of votes.
ss. 301(2)(3)

14.5.3 Date, Time, Place and Attendance

Once the judge has received an application for a recount, the judge determines whether to grant a recount.

If a recount takes place, the judge appoints a date and time to recount the votes. The recount must start within four days following receipt of the application.
ss. 301(4)

The judge summons you to attend the recount and to bring the ballot boxes with the poll bags containing the ballots cast and the used and counted, unused, rejected and spoiled ballots, and to bring the original copies of Statement of the Vote (EC 50100), signed by the DROs. You must bring the original Result of Voting (EC 10420), signed after the validation of the results, and a copy of Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022). You also must bring the blank Result of Voting after a Judicial Recount (EC 10421), which the judge will complete after the judicial recount.
ss. 301(4)

You must obey a summons directed to you and must be present throughout the recount proceedings. Elections Canada will provide support to you throughout the recount process.
ss. 301(6)

The judge gives written notice to the candidates or their official agents of the date, time and place at which the recount is held.
ss. 301(5)

Only the following persons may be present during the recount, in addition to the judge, you as RO, the staff that you ask to assist in the recount, and the recount teams (established by the judge with Elections Canada's approval):

If a judge receives more than one application for a recount for more than one electoral district (ED), the recounts are conducted in the order in which the judge receives the applications.
s. 302

14.5.4 The Recount

Depending on the allegation, judges may proceed to conduct the recount from the statements prepared by DROs or by reviewing the ballots. When judges recount the used, unused, rejected and spoiled ballots, they shall recount the votes according to the directions contained in Sections 304 to 307 of the Canada Elections Act and the procedures set out in Schedule 4 of the Act.

If a recount of the ballots is required, the judge may open the sealed envelopes containing the ballots, but may not open any other envelopes containing other documents.
ss. 304(2)

The standard working hours during a recount are from 9:00 a.m. to 6:00 p.m. As far as practicable, the judge proceeds continuously with a recount, except for necessary breaks between 6:00 p.m. and 9:00 a.m., unless the judge orders otherwise. During a break, the judge or any other person who has possession of ballots and other election documents must keep them sealed in parcels (boxes or bags), and the seal must be signed by the judge and may be signed by any other person in attendance. The judge must personally supervise the parcelling and sealing of ballots and documents at a recount and take all necessary precautions for their security.
s. 305, 306

Except when a recount is automatically requested by an RO pursuant to section 300 of the Canada Elections Act, a judge may, at any time, terminate the recount on written request by the person who applied for the recount.
s. 307

The judge may, subject to the approval of the CEO, retain the services of support staff to assist in the performance of his or her duties during the recount. The rate paid to the assistants is set out in the Federal Elections Fees Tariff.
ss. 304(6)

At the end of the judicial recount, the judge may decide to modify manually the results on Result of Voting (EC 10420) and/or on Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022) and sign it (them). However, the more common practice is for you to enter the modifications into ERS and produce one or both of the revised documents. The judge signs Result of Voting after a Judicial Recount (EC 10421); you retain the original and each candidate receives a copy. The election materials are then returned to you for shipment to Elections Canada as prescribed.
s. 308

14.5.5 Costs and Reimbursements to Candidates

After a recount is made at your request, or the results of any other recounts are such that the difference between the first and any other candidate is less than one one-thousandth (1/1000) of the votes, a candidate may apply to the CEO for reimbursement of costs in respect of the recount, setting out the amount and nature of the costs and whether they were actually and reasonably incurred.
ss. 310(1)

The CEO determines the amount of such reasonable costs and issues a request to the Receiver General for Canada to pay the candidate the lesser of such amounts and up to a maximum of $500 for each day or part of a day during which the judge conducted the recount.
ss. 310(2)(3)

Where a recount does not so alter the result of the vote as to affect the return, the judge shall order the costs of the potentially elected candidate to be paid by the person who applied for the recount and tax those costs, following as closely as possible the tariff of costs allowed with respect to proceedings in the court in which the judge ordinarily presides.
ss. 309(1)

The money deposited as security for costs shall, so far as is necessary, be paid out to the candidate in whose favour costs are awarded.
ss. 309(2)

14.6 Opening the Ballot Boxes

You may authorize the dismantling of the ballot boxes after the validation of results is finalized only if there is no possibility of a judicial recount. Only then may you proceed to open the ballot boxes.

The ballot boxes will include all the large plastic poll bags (EC 50480, EC 50490, EC 50500, EC 78790 and EC 11530) containing voting documents from each ordinary, mobile and advance polling station and from voting by special ballot (local).

If any loose official documents are found in a ballot box, you must insert the official documents in a Loose Documents Bag (EC 11530) and handle them according to instructions in Section 14.6.1 below.

Note: The contents of the ballot boxes must be returned in Lot 5.

You must ensure that all large plastic poll bags have been accounted for and report on any missing items by submitting an Incident Report Form (EC 10051). Use a copy of Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022) in ERS as a checklist of all the polling stations established in your electoral division (ED).

14.6.1 Procedure

Secure an area and tables to arrange and open the ballot boxes:

  1. Open the ballot boxes one at a time.
  2. Verify each large plastic poll bag:
    • ensure that each bag has been sealed with an Official Seal (EC 50180) and identified with the 5-digit code of your ED and the polling station number
  3. If any loose official documents are found in a ballot box,
    • insert the official documents in a Loose Documents Bag (EC 11530)
    • write the 5-digit code of your ED and the polling station number on the bag
    • seal it with an Official Seal (EC 50180)
    • you and the ARO must sign the seal
  4. Sort and arrange all poll bags in numerical order by polling station.
  5. Keep track of all missing items and record them on Lot 5 – Return of Election Materials Checklist:
    • always record the reason that a polling station is missing a poll bag and/or has loose document bags, as well as the total number of bags received
    • keep a copy for your records
  6. Insert the checklist in an All-Purpose Envelope (EC 11515) and clearly identify it with the 5-digit code of your ED and "Lot 5 – Return of Election Materials Checklist."
  7. Package and return in Lot 5 as per the instruction in Table 14a. Procedure for Returning Lots.

14.7 Return of the Writ and Election Reports

Refer to Section 18.17, Return of the Writ and Reports Checklist, in Chapter 18 – Management Materials.

14.7.1 Return of the Writ

On the 7th day following the completion of the validation of results, or a judicial recount, complete and sign the form printed on the back of the writ. This is the official declaration of the election of a candidate and is sent immediately and separately by Priority Courier to the CEO in the special envelope (EC 11510) provided with the writ.
(Refer to Figure 14c, Sample: Return of the Writ.)
ss. 313(1)

Example: If the validation of the results was completed and Result of Voting (EC 10420) was signed on a Thursday, the writ must not be dated and returned until the following Thursday.

If, following a recount, there is an equality of votes between the candidates with the largest number of votes, you must indicate this fact on Return of the Writ.
ss. 313(2)

Complete Candidate's Copy of the Return of the Writ (EC 10310) and send one copy to each candidate.
ss. 315(1)

When you are ready to return the writ, you must advise the Electoral Coordination Help Desk and report the Priority Courier number and the date it was sent. Keep your Priority Courier receipt in case the envelope gets lost in transit.

Figure 14c Sample: Return of the Writ

Text description of "Sample: Return of the Writ"

Figure 14c Sample: Return of the Writ

14.7.2 Returning Officer's Report of Proceedings

The Report of Proceedings (RoP) gathers data to assess RO compliance with election rules and procedures and ROs' experiences regarding electoral delivery. In addition to satisfying the statutory requirement to report on election proceedings stated in the Canada Elections Act s. 314, the RoP is used to support improvements to services provided to ROs.

Elections Canada is committed to providing the services and supports needed to enable ROs to effectively and efficiently deliver electoral events. The results from the RoP will be used to support post-mortem discussions among Elections Canada officials and ROs on issues and challenges encountered during the electoral event. They will also be used to support continuous improvement and learning in electoral event delivery.

As part of the RO's duties, the RoP is completed at the end of an electoral event. The RoP is divided into two sections:

Data about electoral readiness and pre-event activities will be captured independently from this report and merged with data gathered in the RoP for the final report.

A unique link to access the RoP will be sent to you by email with instructions on how to fill out the questionnaire. The link will be sent towards the end of the election calendar. Read the instructions carefully and submit the questionnaire within the deadline given in the instructions.

We strongly recommend that you share your comments, experiences and suggestions using this questionnaire. Elections Canada values your perspective and insight. The questions are written in general terms to give you the opportunity to analyze situations as you deem appropriate and to address the sub-topics of your choice. You will decide what to share and will then provide any relevant information that will contribute to future enhancements.

Please note that Section 2 of the RoP is mandatory. Issues reported in this section require an explanation in the space provided.

14.8 Financial Activities

You are responsible for completing all the tasks necessary to close out the election, including making and managing payments to various election officers, landlords and suppliers.

14.8.1 The Polling Day Worker Pay Period

Information relating to the payment of poll officials is submitted to Elections Canada only once, via ROPS/SITES. This must be done no later than four days after polling day.

Your financial officer is responsible for preparing and entering all election worker accounts and polling day worker pay in ROPS/SITES.

You must review and certify all accounts and ensure their accuracy. Sign the final Payment Authorization Report (PAR) – Summary and submit it to Field Finance by Priority Post.

Refer to Procedure 6, Finalizing Payments in ROPS/SITES, of Financial Officer's Manual (EC 10495).

14.8.2 Accounts

Promptly submit all accounts relating to the purchase of the goods and services received during the event to Field Finance. Follow the procedures for preparing and submitting accounts described in Section 7.4, Financial Activities. Prompt submission expedites the payment of all accounts, which election workers, landlords and suppliers appreciate.

Return to Field Finance the following items:

Refer to Table 14b, Procedure for Returning other Election Materials, at the end of this chapter.

14.9 Return of Election Materials

The election materials to be returned to Elections Canada are described in this section. These items are sorted into and returned as separate lots, or in some cases as separate boxes or packages.
ss. 314(1)

Note: The lot numbers for returning election materials after polling day are NOT the same as the lot numbers for receiving materials upon the issue of the writ.

14.9.1 Procedure

Refer to Table 14a, Procedure for Returning Lots. It contains specific instructions by lot number.

Guidelines
  1. Sort electoral materials and documents into their designated lots, boxes or packages:
    • lots are numbered (1 to 11) and contain documents related to the same phase of the electoral process (e.g. Lot 7 – Revision; Lot 3 – Special Voting Rules [SVR])
    • certain lots and other items are sent separately, in special return boxes (e.g. EC 12120 for return of Devices, and EC 10920 for return of Lot 1)
    • certain lots require many boxes; always number your boxes accordingly (e.g. 1 of 20 boxes; 2 of 20 boxes; etc.)
    • use the appropriate designated return box (EC 12120, EC 10920, EC 10921, EC 10930, EC 40190)
    • other items, such as leases, may be sent separately in packages
  2. Be sure to properly identify each lot box or package, and label each one with the correct return address (e.g. Distribution Centre, Revision Systems, Field Finance).
    • Note: Do not include special account forms, acquisition card reconciliations, petty cash reconciliations or any financial documents in a lot. These items need to be sent to Field Finance via Priority Post.
  3. Respect the schedule and shipping terms for returning each item.
  4. You may authorize the dismantling of the ballot boxes (Lot 5) after the validation of results only if there is no possibility of a judicial recount.
  5. All ballot boxes, voting compartments and emptied VIC collection boxes must be recycled locally.

    If there are no recycling facilities in the ED, send them to a neighbouring ED for recycling. Authorization from the Electoral Coordination Help Desk is required if costs are involved in recycling locally.
  6. Pay particular attention to Lot 11, which contains all forms and confidential documents that must be shredded.
    • Shredding documents locally is not permitted. It must be done by Elections Canada.
    • Non-recyclable paper must not be included in this package (plastic wrap, labels, black metal paper clips, etc.)
  7. At the issue of the writ, you received Lot 28; it contains supplies for returning materials. You must use
    • the monotainer covers with the Elections Canada logo (EC 10905)
    • the shipping tags with the Canada Post number (EC 10910)
    • the nylon bar lock ties (EC 00015)

Note: In accordance with the Health and Safety Guidelines and Procedures and to avoid any hazards to Elections Canada staff, garbage and organic matter must not be returned with election materials.

Return of Election Materials Checklist

Retrieve and complete Return of Election Materials Checklist for Lot 1 and Lot 5:

Note: For Lot 5, attach a copy of Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022), along with the checklist.

Return of Materials Checklist must be completed and sent with the lots to Elections Canada. Please keep a copy for your records.

14.9.2 Return of Monotainers (Lots 3 to 11)

With the exception of Lots 1 and 2, all other lots (3 to 11) are returned in monotainers in one shipment, after the return of the writ.

Elections Canada has entered into an agreement with Canada Post for the return of the monotainers containing Lots 3 to 11 after an electoral event.

Shipping Arrangements

Remember, Lots 1 and 2 are shipped separately and prior to Lots 3 to 11. Lots 3 to 11 are shipped in monotainers provided by Canada Post.

Contact your local Canada Post representative as early as possible to arrange for pickup (but not before all registration certificates and correction certificates have been entered into REVISE and all accounts have been processed in ROPS/SITES). Ideally, these tasks will be done 48 hours before the expected pickup date (Monday to Friday).

The monotainers should all be shipped back on the same business day rather than via partial shipments.

Note: The Canada Post packing slips used during the election are NOT used to return the monotainers.

Pickup of the Monotainers

Canada Post will arrive to pick up your materials with the necessary monotainers. Each box contained in the monotainer must be well identified with your ED's 5-digit code and with the lot number to which it belongs.

After each monotainer is filled, affix the large white cover (EC 10905 – the ones you kept during initial material delivery) and seal it using nylon barlock ties (EC 00015). These barlock ties and additional monotainer covers were provided at the issue of the writ in Lot 28 (neon green label). The cover must be tied down with the nylon barlock ties to the top of the monotainers when Canada Post picks up your supplies. This will ensure that the shipment content is not separated during transit. Do not ship any monotainers without using and sealing the white cover.

If you run out of covers, contact the Support Services Help Desk to request the exact quantities you need. All additional covers must also be returned so that they may be used during subsequent electoral events.

Affix the monotainer Canada Post shipping tags (included in Lot 28), which are pre-addressed to

Elections Canada
The Distribution Centre
100-440 Coventry Road
Ottawa, ON
K1K 2Y5

Note: Shipping manifests and other such documents are no longer used for shipping the monotainers.

Reporting on the Return of Monotainers

Report on the return of the election materials (EC 10018), an electronic form, must be completed and faxed to the Electoral Coordination Help Desk as soon as the monotainers shipment (Lot 3 to 11) has left your office. It must include the following information:

14.9.3 Procedure for Returning other Election Materials

Refer to Table 14b, Procedure for Returning other Election Materials for the return of polling site leases, financial documents, and devices used during the event.

14.9.4 Items to Be Kept by the Returning Officer

You must keep specific documents relative to election expenses in a secure container for up to seven years after election day, unless otherwise instructed in writing by Elections Canada during a record disposition exercise:

Ensure that unused election material that is now obsolete is destroyed appropriately and is not retained in storage.

14.10 Closing the RO Office

To close the office, certain tasks must be completed:

14.10.1 Computer Systems

Following confirmation that all tasks are complete, the AC must purge the computer equipment and complete this process in one day.

Refer to Chapter 6 – Closing-out Activities, in the Automation Coordinator's Manual (EC 10500).

Your AC must perform the following tasks:

You and the IBM technician must sign the M8 – Closing-out Report and send it to the Revision Systems Help Desk.

Canada Post will pick up the RO office LAN equipment; however, the pickup arrangements are IBM's responsibility. All computer equipment is loaded in monotainers that are separate from those containing the election materials being returned to Elections Canada.

14.10.2 Telephones

Telephone Systems

The telephone lines in your office cannot be deactivated until you have made the final backup of the server.

Once the computer systems have been purged, EC's Telephone Support Group will give the order to the telephone companies to remove the telephone systems. A telephone company technician will contact you on your BlackBerry telephone to make an appointment.

Wireless Kits

Prior to the general election, kits containing eight (8) wireless telephones (Samsung Rugby 4 with headsets), A/C chargers, belt clips and Internet equipment (Sierra Wireless GX-440 modem) were sent to your residence. You must now pack this equipment and return it to the Distribution Centre by Priority Courier. Send it in boxes (EC 10930), identifying it as "Wireless Kits" and adding the 5-digit code of your ED.

Do not include in this shipment any equipment that your local telephone company provided to you.

Availability by Telephone

You must immediately give your local telephone number and home address (or that of your ARO, if you will be unavailable) to candidates and official agents, so they may provide you with their unused official income tax receipts. Depending on your circumstances, ensure that your suppliers and any other individuals involved also have your local telephone number.

14.10.3 Furniture and Equipment

After all the closing activities are complete, return rented furniture and equipment to suppliers as soon as possible after the validation of the results to avoid unnecessary rental charges. This does not include the IBM equipment. Finalize last-minute details with the landlord of the premises for the period of the electoral event.

14.10.4 Mail Redirection

You are responsible for making the necessary arrangements with Canada Post to redirect mail to your home address by completing a Business Mail Forwarding form for a period of 4 months. You can apply for this service on the Canada Post website or in person at your local post office. Use your acquisition card to settle the charges related to the transaction.

You can access the mail forwarding page at

https://www.canadapost.ca/cpo/mc/personal/productsservices/receive/coapermanent.jsf?ssl=1.

14.10.5 Lease Arrangements

The initial lease for the rental of office space can be extended. If the option to extend your office lease is exercised, you must finalize the arrangements with the landlord.

Note: You must contact the Electoral Coordination Help Desk for pre-approval of all lease extensions.

14.11 Return of Election Materials Checklists

Lot 1 – Return of Election Materials Checklist

Sample – Lot 1  Return of Election Materials Checklist / ITEMS RETURNED PER POLLING STATION

Sample – Nomination Paper, Letter from the auditor and Endorsement letter (if applicable) for each candidate





Lot 5 – Return of Election Materials Checklist

Sample – Return of Election Materials Checklist

Sample – Return of Election Materials Checklist p2

Table 14 Procedures for Returning Election Materials

Table 14a: Procedure for Returning Lots
Lot Return Box Procedure Shipping / Reporting
Lot 1

Official Results of Voting Documents
Box for Election Results Documents (EC 10920) Lot 1 must be returned SEPARATELY and PRIOR to the other lots.

Immediately after the validation of the results is complete and all election day registration certificates and correction certificates have been entered into REVISE, return Lot 1 in the pre-addressed Box for Election Results Documents (EC 10920) sent to you in Lot 27.

Lot 1 includes
  • final Detail of the Vote – For use by the returning officer only – Validation of Results (EC 10022) produced from ERS after the validation of the results and the data entry of election day registrants in REVISE
  • Poll-by-Poll Results – Validation of Results (EC 10042)
  • original Result of Voting (EC 10420)
  • original Result of Voting After a Judicial Recount (EC 10421) – if any
  • white copy of Statement of the Vote (EC 78760) for Special Voting Rules, showing the results of the local vote along with copies of the forms from each team of DRO and poll clerk
  • yellow copy of Statement of the Vote (EC 78760) for Special Voting Rules, showing the results of the local vote
  • one book of the printed ballots
  • SVR RESULTS (PDF) sent to you by email on election night
  • complete series of the white copy of each Statement of the Vote (EC 50100)
  • complete series of the yellow copy of each Statement of the Vote (EC 50100)
  • completed original Nomination Paper (EC 20010) and documents for each candidate, including the letter from the auditor and the endorsement letter from the political party
Clearly indicate the 5-digit code of your electoral district (ED) on each box and return by Priority Courier to

Elections Canada
Distribution Centre
100-440 Coventry Road
Ottawa, ON
K1K 2Y5

Lot 1 – Return of Election Materials Checklist must be completed and sent with the lot to Elections Canada. Please keep a copy for your records.

Contact the Electoral Coordination Help Desk and inform them of the Priority Courier number, the number of boxes being returned and the date of the shipment.

Lot 2

Undelivered voter information cards (VICs)
Box for Undelivered VICs – Lot 2 (EC 10921) Lot 2 must be returned separately from the other lots.

Return Lot 2 in the pre-addressed Box for Undelivered VICs – Lot 2 (EC 10921) sent to you in Lot 27.

Lot 2 Includes all undelivered voter information cards returned by Canada Post. Refer to Chapter 18, 18.21, Undelivered Voter Information Cards Ledger.

Note: This shipment does not include VICs that electors handed in at the polls after they voted. Those cards are returned in Lot 11 for shredding.
Clearly indicate the 5-digit code of your ED on each box and return by Priority Courier to

Elections Canada
Distribution Centre
100-440 Coventry Road
Ottawa, ON
K1K 2Y5
Lot 3

Special Voting Rules
Box for Election Returns (EC 10930) Lot 3 must be returned along with Lots 4 to 11.

Return and identify the following items as "Lot 3" and add the 5-digit code of your ED:
  • originals and/or photocopies of all application forms from national electors (EC 78510, EC 78525 and EC 78530)
  • all Envelopes for the SVR Oath of Residence Certificates (EC 78056) (containing the SVR Oath of Residence [EC 78055])
  • all Envelopes for the SVR Authorization of a Candidate's Representative forms (EC 78060) (containing all white copies of the SVR Authorization of Candidate's Representative [EC 78057])
  • all copies of Special Voting Rules Booklets (EC 78059)
  • all Control Sheets for Bar Code Labels (EC 78951 and EC 78950)
  • all Bar code label sheets (used and unused) (EC 78873)
  • all used materials related to voting by special ballot only
Lots 3 to 11 are shipped (all together) in monotainers provided by Canada Post.

Refer to Section 14.9.2, Return of Monotainers (Lots 3 to 11)

Identify each box and affix Reprinted label (EC 11560) or use a Blank EC label (EC 11570) addressed to

Elections Canada
Distribution Centre
100-440 Coventry Road
Ottawa, ON
K1K 2Y5
Lot 4

RO Materials
Box for Election Returns (EC 10930) Lot 4 must be returned along with Lots 3 to 11.

Return and identify the following items as "Lot 4" and add the 5-digit code of your ED:
  • Appointment and Oath of Special Messenger or Temporary Custodian (EC 10180)
  • pink copy of Transfer Certificates (EC 10190) issued at the RO office (original is with the election material in the poll bag)
  • Transfer Certificate Register (EC 10195)
  • Transport Bag – Ordinary Ballot Box (EC 50254)
  • Advance Poll Transportation Bag (EC 50253)
  • complete set of Oath of Residence Certificates Envelope (EC 50422), one for each polling station (containing the Oath of Residence Certificates [EC 50055] and Oath of Residence Certificate Register [EC 50056])
  • Seal Control Sheet (EC 50205)
  • Organizing and Returning Material (EC 50020) (completed and signed at the polls)
  • Closing Advance Polls – Daily Procedures (EC 50025) (completed and signed at the polls)
  • Organizing and Returning Advance Poll Material (EC 50026) (completed and signed at the polls)
  • Record of Votes Cast at the Advance Polling Station (EC 50080).
  • Completed Incident report forms (EC 10051) (paper forms that were previously sent to EC through the online forms portal)
Ship Lot 4, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 5

Plastic poll bags from all polling stations
Box for Election Returns (EC 10930) Lot 5 must be returned along with Lots 3 to 11.

Note: The contents of the ballot boxes constitute the items to be returned in Lot 5. Refer to Section 14.6, Opening the Ballot Boxes.

Return and identify the following as "Lot 5" and add the 5-digit code of your ED. Do not use old ballot boxes; send them for recycling.
  • all large plastic poll bags (EC 50480, EC 50490, EC 50500, EC 78790 and EC 11530) containing voting documents from ordinary, mobile and advance polls and from voting by special ballot (local)
Ensure that all bags
  • have been sealed with an Official Seal (EC 50180)
  • are identified with the 5-digit code of your ED and the polling station number
  • are stored numerically by polling station number Insert as many poll bags as possible in the same box.
Only return large plastic poll bags and loose documents bags in the Lot 5 boxes.
Ship Lot 5, along with Lots 3 to 11, according to the instructions in Section 14.9.

Lot 5 – Return of Election Materials Checklist must be completed and sent with the lot to Elections Canada. Also include a copy of the Detail of the Vote – For use by the returning officer only – Validation of Result (EC 10022), along with the checklist.

Please keep a copy of both for your records.
Lot 6

Ballots
Send only in their original packaging or in Box for Election Returns (EC 10930) Lot 6 must be returned along with Lots 3 to 11.

Return the following only in their original packaging or in boxes (EC 10930). Identify this as "Lot 6" and add the 5-digit code of your ED:
  • undistributed printed ballots
  • unused and spoiled sheets of ballot papers and cut-off portions (original packaging or boxes required)
Ship Lot 6, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 7

Revision
Box for Revision Forms (EC 40190) Lot 7 must be returned along with Lots 3 to 11.

Return the following items in Box for Revision Forms (EC 40190) (box used by the revision supervisor to file all forms after data entry in REVISE is complete).

Forms are filed by polling division, in boxes EC 40190 and using the dividers with tabs EC 40191. Identify each box as "Lot 7" and add the 5-digit code of your ED:
  • completed Application for Registration or Revision forms
  • Journal Reports
  • completed Transaction Log (EC 40091)
  • completed Record of Applicants (EC 40090), if applicable
  • originals or faxed copies of all Application for Registration and Special Ballot completed by local electors (EC 78520, EC 78525 and EC 78530)
  • all Registration and/or Correction Certificates Envelope (EC 50390); the envelopes contain all Registration Certificate (EC 50050) and Correction Certificate (EC 50051) for ordinary and advance polls.
Ship Lot 7, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 8

Unused Material
Box for Election Returns (EC 10930) Lot 8 must be returned along with Lots 3 to 11.

Return all of the following unused materials in their original packaging or in boxes (EC 10930). Identify this as "Lot 8" and add the 5-digit code of your ED:
  • all unopened materials
  • pens, pencils, pencil sharpeners, rulers
  • all disinfectant materials and supplies
  • Canadian flag and base provided by Elections Canada
  • all unused materials such as posters and seals, in their original packaging
  • Guide for Federal Electoral Districts (EC 06508)
  • Street Indexes (EC 06511)
  • all Business briefs (EC 10700) used for acute care hospital voting
  • First-aid kit (EC 10860)
  • Date-time stamper (EC 10890)
  • Headset and base (EC 10895)
  • Voting Templates (EC 50170)
    • pack the templates in Box for the return of the template (EC 10950) (25/box)
  • unused Ballot boxes (EC 50250) in their original packaging
  • unused Voting screens (EC 50240) in their original packaging
  • unused Keychains for USB – Candidate's LOE (EC 12121)
Ship Lot 8, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 9

Statement of Electors Who Voted (bingo sheet)
Box for Election Returns (EC 10930) Lot 9 must be returned along with Lots 3 to 11.

Return the following items only in boxes (EC 10930). Identify this as "Lot 9" and add the 5-digit code of your ED:
  • all Original Copies of Statement of Electors Who Voted at the Polling Station Envelope (EC 50385), containing the complete set of original copies of Statement of electors who voted at the advance, ordinary or mobile polling division
  • all completed and not picked up Statement of electors who voted at the Advance Poll (EC 50109) (bingo sheets)
  • all completed and not picked up Statement of electors who voted on Polling Day (EC 50111) (bingo sheets)
Ship Lot 9, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 10

Automation Coordinator
Box for Election Returns (EC 10930) Lot 10 must be returned along with Lots 3 to 11.

Return and identify as "Lot 10" and add the 5-digit code of your ED:
  • Polling Division Maps and Documents
Ship Lot 10, along with Lots 3 to 11, according to the instructions in Section 14.9.
Lot 11 Shredding Box for Election Returns (EC 10930) Lot 11 must be returned along with Lots 3 to 10.

This lot should only include documents for shredding (supplies such as rulers, pencils, plastic or metal binder clips should not be placed in this lot).

Avoid sending too many boxes. Pack them as full as possible.

The remaining empty boxes should be recycled locally.

Return and identify the following items as "Lot 11" and add the 5-digit code of your ED:
  • all forms and documents containing sensitive or personal information
  • voter information cards collected at the polls and stored in craft-coloured VICs Collection Boxes
  • all lists of electors used in the RO office, all alphabetical lists by polling sites used by registration officers, and all paper lists of electors unclaimed by candidates (no USB flash drives)

Note: Any list of electors used by DROs at advance polls or on polling day that is found outside the ballot box should not be shredded. These lists must be inserted in Lot 5 with other documents from the polling stations:
  • place any elector list used by DROs for voting in a Loose Documents Bag (EC 11530)
  • indicate the ED and polling station on the bag and seal it with an Official Seal (EC 50180), and include it in Lot 5
Ship Lot 11, along with Lots 3 to 11, according to the instructions in Section 14.9.
Table 14b: Procedure for Returning other Election Materials
Item Procedure Shipping / Reporting
Polling site leases and other financial documents Return all original signed copies of the leases to Elections Canada in a separate package:
  • polling site leases
  • kiosk leases (as applicable)
Return the following items to Field Finance in separate packages:
  • all signed hard copy reports of election worker accounts in ROPS/SITES
  • all signed polling site reports
  • within 10 days of election day: reconciliation of accountable advances using Record of Reimbursable Expenses from Petty Cash (EC 11710) with supporting receipts
  • by the prescribed deadlines: monthly reconciliation of acquisition card transactions using Acquisition Card Register (EC 11715) with supporting receipts
  • as soon as possible upon receipt of invoice: all outstanding supplier accounts for payment using Special Account Form (EC 11670) with supporting original invoices and receipts

Ensure that the original invoices are date stamped indicating the date they were received in your office. This date is critical in determining interest penalties, if applicable.

Label each package with your 5-digit ED code and return separately by Priority Courier to:

Elections Canada
Field Finance
30 Victoria Street
Gatineau, QC
K1A 0M6
Devices used during the event The AC should have already prepared Back-up Return Box (EC 12120), containing the following storage devices used during the event:
  • 1 OS guest USB flash drive
  • 2 external hard drives
  • all ER tool USB keys
  • PLE USB flash drive (PLE for commercial printer)
  • all used and unused USB flash drives
  • candidates' USB flash drives (those not picked up by candidates)

Note: The List of Electors Control Log (EC 10498) must also be returned in the Back-up Return Box (EC 12120)

Label the box EC 12120 with your 5-digit ED code and return separately to

Elections Canada Revision Systems
30 Victoria Street
Gatineau, QC
K1A 0M6

Refer to Chapter 6 – Closing-out Activities, in the Automation Coordinator's Manual (EC 10500).