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Returning Officer's Manual

Chapter 18 – Management Materials

This Chapter contains lists, checklists, forms and other documents to manage an election.

Note: With the exception of the Returning Officer's Calendar Checklist, which appears first, all lists and checklists are presented in alphabetical order.

18.1 Returning Officer's Calendar Checklist

Day 36 SUNDAY

Issue of the writ

  • The Chief Electoral Officer (CEO) issues the writ at least 36 days before election day. (Section 7.1)

Acknowledge receipt of CEO's message

  • The CEO sends an email notifying you that the writ has been issued.

Acknowledge receipt immediately and confirm your availability. (Section 7.1)

Open office and submit lease agreement

  • Open your returning office immediately. (Section 7.4.3)
  • Immediately arrange to have the landlord sign the lease. (Section 7.4.3)
  • Scan and email or fax the completed, signed lease to Field Finance at Elections Canada (EC) and mail the original. (Section 7.4.3)

Confirm the office address with the Electoral Coordination Help Desk

  • As soon as the lease is signed, confirm the complete address of the returning office, including the postal code.

Once the address is confirmed, installation of telephone system and scheduling of LAN delivery begin

  • The telephone company will send technicians to install the telephone only after you have confirmed the office address with the Electoral Coordination Help Desk.
  • Once installation is complete, the Voice Response System (VRS) is activated, sending calls to the office (revising agent group).
  • Once the fax machine has been installed and tested, you may receive fax messages.
  • The LAN equipment contractor will schedule the hardware installation only after you have confirmed the office address with the Electoral Coordination Help Desk.

Voting by special ballot begins

Special Voting Rules – List of National Electors

  • The List of National Electors for your electoral district (ED) is found under the Special Voting Rules (SVR) tab, with the REVISE RO approval screen in REVISE.
  • The names of electors who have registered outside your ED will be sent nightly by Elections Canada headquarters (ECHQ).

Appoint and train special ballot coordinators

  • Special ballot coordinators (SBCs) are selected before the writ is issued. (Section 5.2)
  • Confirm that the SBCs can begin work immediately.
  • SBCs must be appointed on Day 36 and must begin their self-training program immediately. (Section 7.7.3)

Notify persons who are entitled to recommend revising agents

  • Contact the local district association of the political parties that finished first and second in the last election to get names, addresses and telephone numbers of prospective revising agents. (Chapter 5)
  • These lists must be provided by Day 33 (within three days of the request being made). (Section 5.1.2)

If possible, start confirming the availability of polling locations and signing leases before conducting the quality control of the voter information cards (VICs) and authorizing the printing of VICs.

  • Phone the contact person for each polling location to obtain verbal confirmation that the site is still available. (Section 7.6)
  • Immediately complete Standard Contract of Lease (EC 11750) and send the original to the landlord for signing. (Section 7.6)
  • Use SITES on your EC home computer to update the information on polling stations. (Section 7.6)

Validate and issue Notice of Election (EC 10020)

  • Validate and complete Notice of Election (EC 10020) prepared by EC and send it to EC for approval. (Section 7.2)
  • Issue Notice of Election (EC 10020) no later than Day 32.
  • Once EC approves Notice of Election, post it in your office immediately and distribute one copy to every registered political party.

Prepare to receive nomination papers

  • You can receive Nomination Papers (EC 20010) at your office after Notice of Election is published. (Section 9.1.7)
  • When nomination papers are filed, use the Nomination of Candidates: Preliminary Verification Checklist. (Section 20.6)
  • Within 48 hours of filing, to confirm or reject a candidate's nomination, use the Nomination of Candidates: Detailed Verification Checklist.
    (Section 20.7) ss. 71(1)
  • Contact the Electoral Coordination Help Desk before refusing the nomination of a candidate.

Day 35 MONDAY

Open the returning office and submit the lease agreement, if not already done

  • Open the office immediately. (Section 7.4.3)
  • Immediately arrange to have the landlord sign the lease. (Section 7.4.3)
  • Scan and email or fax the completed, signed lease to Field Finance at EC and mail the original. (Section 7.4.3)

Confirm the office address with the Electoral Coordination Help Desk, if not already done

  • As soon as the lease is signed, confirm the complete address of the returning office, including the postal code.

Once the address is confirmed, installation of telephone system and scheduling of LAN delivery begin, if not already done

  • The telephone company will send technicians to install the phone only after you have confirmed your office address with the Electoral Coordination Help Desk.
  • Once installation is complete, the Voice Response System (VRS) is activated, sending calls to the office (revising agent group).
  • Once your fax machine has been installed and tested, you may receive fax messages.
  • The LAN equipment contractor will send your computers only after you have confirmed your address with the Electoral Coordination Help Desk.

Confirm availability of polling locations and sign leases, if not already done, before conducting the quality control of the VICs and authorizing the printing of VICs

  • Phone the contact person for each polling location to obtain verbal confirmation that the site is still available. (Section 7.6)
  • Immediately complete Standard Contract of Lease (EC 11750) and send the original to the landlord for signing. (Section 7.6)
  • Use SITES on your EC home computer to update the information on polling stations. (Section 7.6)

Contact revision supervisor

  • The revision supervisor is selected before the writ is issued. (Section 5.2)
  • Confirm that the revision supervisor can begin work tomorrow.

Contact automation coordinator

  • The automation coordinator (AC) is selected before the writ is issued. (Section 5.2)
  • Confirm that the AC can begin work tomorrow.

Make arrangements to reproduce the Preliminary Lists of Electors

  • Meet with the printer and provide Reproduction Specifications for Lists of Electors (EC 10750). (Section 8.3.2)

Validate and issue Notice of Election (EC 10020), if not already done

  • Validate and complete Notice of Election (EC 10020) prepared by EC and send it to EC for approval. (Section 7.2)
  • Once EC approves Notice of Election, post it in your office immediately and distribute one copy to every registered political party.
  • Issue Notice of Election by Day 32.

Prepare to receive nomination papers

  • You can receive Nomination Papers (EC 20010) at your office after Notice of Election (EC 10020) is published. (Section 9.1.7)
  • When nomination papers are filed, use the Nomination of Candidates: Preliminary Verification Checklist. (Section 20.6)
  • Within 48 hours of filing, to confirm or reject a candidate's nomination, use the Nomination of Candidates: Detailed Verification Checklist.
    (Section 20.7) ss. 71(1)
  • Contact the Electoral Coordination Help Desk before refusing the nomination of a candidate.

Day 34 TUESDAY

CEO to publish List of Acceptable Pieces of Identification

Open office and submit the lease agreement to EC, if not already done

  • Open the office immediately. (Section 7.4.3)
  • Immediately arrange to have the lease signed by the landlord. (Section 7.4.3)
  • Scan and email or fax the completed, signed lease to Field Finance at EC and mail the original. (Section 7.4.3)

Confirm the address with the Electoral Coordination Help Desk, if not already done

  • As soon as the lease is signed, confirm the complete address of the returning office, including the postal code.

Once the address is confirmed, the installation of the telephone system and scheduling of LAN delivery begin, if not already done

  • The telephone company will send technicians to install the phones only after you have confirmed your office address with the Electoral Coordination Help Desk.
  • Once installation is complete, the VRS is activated, sending calls to the office (revising agent group).
  • Once your fax machine has been installed and tested, you may receive fax messages.
  • The LAN equipment contractor will send your computers only after you have confirmed your address with the Electoral Coordination Help Desk.

Revision supervisor begins work

  • Ensure that the revision supervisor has a Revision Supervisor's Manual (EC 40231) and the Revising Agents' Manual (EC 40240).

Automation coordinator begins work

  • Ensure that the AC has A Procedure Manual for Automation Coordinators (EC 10500).
  • Confirm availability of polling locations and signing of leases before conducting quality control of the VICs and authorizing the printing of VICs.
  • Phone the contact person for each polling location to obtain verbal confirmation that the site is still available. (Section 7.5.1)
  • Immediately complete Standard Contract of Lease (EC 11750) and send the original to the landlord for signing. (Section 7.5.1)
  • Use the ROPS/SITES application and confirm the information on polling stations. (Section 7.7.2)

Splitting of Lists of Electors (if applicable)

  • Once the LAN is installed, ensure that the AC performs splits requiring electors to vote in separate voting locations only in REVISE.
  • Ensure that the synchronization between REVISE and ROPS/SITES is done in ROPS/SITES to reflect the changes (to ensure that the VICs are produced using the accurate information).

Validate and issue Notice of Election, if not already done

  • Validate and complete Notice of Election (EC 10020) prepared by EC and send it to EC for approval. (Section 7.2)
  • Once EC approves Notice of Election, post it in your office immediately and distribute one copy to every registered political party.
  • Issue Notice of Election (EC 10020) by Day 32.

Prepare to receive nomination papers

  • You can receive Nomination Papers (EC 20010) at your office after Notice of Election (EC 10020) is published. (Section 9.1.7)
  • When nomination papers are filed, use the Nomination of Candidates: Preliminary Verification Checklist. (Section 20.12)
  • Within 48 hours of filing, to confirm or reject a candidate's nomination, use the Nomination of Candidates: Detailed Verification Checklist.
    (Section 20.12) ss. 71(1)
  • Contact the Electoral Coordination Help Desk before refusing the nomination of a candidate.

LAN delivery and installation of revision centre begins

  • The LAN equipment contractor will send your computers only after you have confirmed your address with the Electoral Coordination Help Desk.
  • Ask the AC to supervise the arrival and installation of the computer equipment.
  • Ask the AC to install and test the computer equipment and software.
    A Procedure Manual for Automation Coordinators (EC 10500)

Day 33 WEDNESDAY

Start of revision period

  • Revision normally begins on Day 33 of the electoral calendar, unless the CEO decides upon a different day, and ends on Day 6 at 6:00 p.m.

Prepare to deal with objections

  • Electors alleging that another person on a list of electors is not entitled to vote must complete Affidavit of Objection (EC 40080) and submit it to you no later than Day 14. (Section 8.4.8)
    ss. 103(1)
  • You must make a decision no later than Day 11 by following the procedures outlined. (Section 8.4.8)

Last day for political parties to submit names of revising agents

  • Names must be received from contact persons from parties making recommendations.
    ss. 33(1)(2)
  • If you receive insufficient names, request additional names from other sources.
    ss. 33(1)

Hire revising agents and prepare election materials

  • Ask the revision supervisor and staff members to contact revising agents to confirm their availability and invite them to a training session. (Section 5.33) Revision Supervisor's Manual (EC 40231)
  • Ask staff members to prepare election materials for revising agents according to the list of election materials.
    Revising Agents' Manual (EC 40240)

Open the returning office and submit the lease agreement, if not already done

  • Open the office immediately. (Section 7.4.3)
  • Immediately arrange to sign the lease with the landlord. (Section 7.4.3)
  • Scan and email or fax the completed, signed lease to Field Finance at EC and mail the original. (Section 7.4.3)

Once the address is confirmed, installation of telephone system and scheduling of LAN delivery begin, if not already done

  • The telephone company will send technicians to install the phones only after you have confirmed your office address with the Electoral Coordination Help Desk.
  • Once installation is complete, the Voice Response System (VRS) is activated, sending calls to the office (revising agent group).
  • Once your fax machine has been installed and tested, you may receive fax messages.
  • The LAN equipment contractor will send your computers only after you have confirmed your address with the Electoral Coordination Help Desk.

LAN delivery and installation of revision centre continues

  • The LAN equipment contractor will send your computers only after you have confirmed your address with the Electoral Coordination Help Desk.
  • Ask the AC to supervise the arrival and installation of the computer equipment.
  • Ask the AC to install and test the computer equipment and software.
    A Procedure Manual for Automation Coordinators (EC 10500)

All National Register of Electors (NROE) updates, if any, must be approved in REVISE, with the exception of "Unconfirmed NROE updates".

  • Confirm the availability of polling locations and sign leases before conducting quality control of the VICs and authorizing the printing of VICs.
  • Phone the contact person for each polling location to obtain verbal confirmation that the site is still available. (Section 7.5.1)
  • Immediately complete Standard Contract of Lease (EC 11750) and send the original to the landlord for signing. (Section 7.6)

Splitting of Lists of Electors (if applicable)

  • Once the LAN is installed, ensure that the AC performs splits requiring electors to vote in separate voting locations in REVISE.
  • Ensure that the synchronization between REVISE and ROPS/SITES is done in ROPS/SITES to reflect the changes (to ensure that the VICs are produced using the accurate information).

Schedule VICs to be printed in REVISE

  • Use ROPS/SITES to update and confirm the information on polling stations (Section 7.7.2).

Validate and issue Notice of Election, if not already done

  • Validate and complete Notice of Election (EC 10020) prepared by EC and send it to EC for approval. (Section 7.2)
  • Once EC approves Notice of Election, post it in your office immediately and distribute one copy to every registered political party.
  • Issue Notice of Election (EC 10020) by Day 32.

Prepare to receive nomination papers

  • You can receive Nomination Papers (EC 20010) at your office after Notice of Election (EC 10020) is published. (Section 9.1.7)
  • When nomination papers are filed, use the Nomination of Candidates: Preliminary Verification Checklist. (Section 20.6)
  • Within 48 hours of filing to confirm or reject a candidate's nomination, use the Nomination of Candidates: Detailed Verification Checklist.
    (Section 20.7) ss. 71(1)
  • Contact the Electoral Coordination Help Desk before refusing the nomination of a candidate.

Day 32 THURSDAY

Last day to photocopy and distribute Notice of Election
s.62

  • Issue Notice of Election (EC 10020) within four days of the issue of the writ. (Section 7.2)
  • Validate and complete Notice of Election prepared by EC and send it to EC for approval.
  • Once approval is received from EC, today is the last day to photocopy, post in your office and distribute Notice of Election.

Prepare to receive nomination papers

  • You can receive Nomination Papers (EC 20010) at your office after Notice of Election (EC 10020) is published. (Section 9.1.7)
  • When nomination papers are filed, use Nomination of Candidates: Preliminary Verification Checklist. (Section 20.6)
  • Within 48 hours of filing to confirm or reject a candidate's nomination, use Nomination of Candidates: Detailed Verification Checklist. (Section 20.7) ss. 71(1)
  • Contact EC before refusing the nomination of a candidate.

Confirm the availability of polling locations and sign leases before conducting the quality control of the VICs and authorizing the printing of VICs, if not already done

  • Phone the contact person for each polling location to obtain verbal confirmation that the site is still available. (Section 7.6)
  • Immediately complete Standard Contract of Lease (EC 11750) and send the original to the landlord for signing. (Section 7.6)

Splitting of Lists of Electors (if applicable)

  • Once the LAN is installed, ensure that the AC performs splits requiring electors to vote in separate voting locations only in REVISE.
  • Ensure that the synchronization between REVISE and ROPS/SITES is done in ROPS/SITES to reflect the changes (to ensure that the VICs are produced using the accurate information).

Schedule remaining VICs using REVISE once LAN is operational

  • Review and approve the back of the VIC for each polling division.
  • Have the AC schedule the remaining VICs (split polls) using REVISE and ROPS/SITES. (Section 7.7.2)

LAN delivery and installation of revision centre continue

  • The LAN equipment contractor will not send the computer equipment until after you have confirmed the address with the Electoral Coordination Help Desk.
  • Ask the AC to supervise the arrival and installation of the computer equipment.
  • Ask the AC to install and test the computer equipment and software.
    A Procedure Manual for Automation Coordinators (EC 10500)

All NROE updates, if any, must be approved in REVISE, with the exception of "Unconfirmed NROE updates."

Hire revising agents and prepare election materials

  • Ask the revision supervisor and staff members to contact revising agents to confirm their availability and invite them to a training session. (Chapter 5) Revision Supervisor's Manual (EC 40231)
  • Ask staff members to prepare election materials for revising agents using the list of election materials.
    Revising Agents' Manual (EC 40240)

Receive and reproduce Preliminary Lists of Electors

  • Send the Preliminary Lists of Electors received from EC to the printer for reproduction. (Section 8.3.2)
  • Only confirmed candidates are authorized to receive a paper and electronic copy of the preliminary lists. (Section 1.6.3)
    s. 94

Day 31 FRIDAY

The CEO publishes the number of names on preliminary lists in the Canada Gazette.
ss. 93(3)

  • This item is for your information only. Your involvement is not required.

Last day for LAN delivery and installation of the revision centre, if not already done

  • Ask the AC to supervise the arrival and installation of the computer equipment.
  • Ask the AC to install and test the computer equipment and software.
    A Procedure Manual for Automation Coordinators (EC 10500)

Splitting of Lists of Electors (if applicable)

  • Last day to perform splits that require electors to vote in separate voting locations in REVISE.
  • Ensure that the synchronization between REVISE and ROPS/SITES is done in ROPS/SITES to reflect the changes (to ensure that the VICs are produced using the accurate information).

Schedule remaining VICs using REVISE

  • Review and approve the back of the VIC for each polling division.
  • Have the AC schedule the remaining VICs (for split polls) using REVISE and ROPS/SITES. (Section 7.7.2)

Reproduce and distribute Preliminary Lists of Electors

  • Send the Preliminary Lists of Electors received from EC to the printer for reproduction. (Chapter 8)
  • Only confirmed candidates are authorized to receive a paper and electronic copy of the preliminary lists. (Chapter 1)
    s. 94

Distribution of description polling division boundaries to confirmed candidates begins

Provide the preliminary election expenses limit to potential and confirmed candidates and to local associations

  • This information is sent to you as a memorandum from Field Finance.
  • Provide a copy of the memorandum and notice showing how to calculate the election expenses limit to all potential and confirmed candidates and their official agents, as well as to district associations in your ED. (Section 9.6.3)

All NROE updates, if any, must be approved in REVISE, with the exception of "Unconfirmed NROE updates".

Day 30 Saturday

Distribute Multimedia Kits for Federal Political Entities to candidates or their official agents (as candidates are confirmed)

  • These Multimedia Kits (K.00003-C) must be provided to either the confirmed candidates or their official agents, and no one else. (Section 9.6.5)

Hire community relations officers

Understanding the Attestation of Residence (revision supervisor)

  • Confirm that the revision supervisor understands the use of Attestation of Residence (EC 50053) and is prepared to instruct revising agents and CROs on how to use it.

Understanding the Letter of Confirmation of Residence

  • Confirm that the CROs understand the use of Letter of Confirmation of Residence (EC 50053) and are prepared to inform the types of electors to which they have been assigned: Aboriginal, the homeless, students.

Implementing the Letter of Confirmation of Residence

  • Confirm that the CROs are prepared to explain to band leaders and to administrators of homeless shelters and college and university residences the procedures related to issuing and obtaining Letter of Confirmation of Residence (EC 50053).

Day 29 SUNDAY

Targeted revision in high-mobility areas and new developments begins

  • Ensure that the revision supervisor is aware of all his or her responsibilities. Revision Supervisor's Manual (EC 40231)
  • Ensure that the revising agents are available and aware of all their duties. (Section 8.5)
    Revising Agents' Manual (EC 40240)

Schedule remaining VICs using REVISE

  • Review and approve the back of the VIC for each polling division.
  • Have the AC schedule the remaining VICs (for split polls) using REVISE and ROPS/SITES. (Section 7.7.3)

Provide the list of revising agents to each confirmed candidate

  • Send a list of all appointed revising agents in List of Officers (EC 10290) to each confirmed candidate in your ED. (Section 5.1.3)

Provide the Statement of Quality of the Lists of Electors to confirmed candidates

Day 28 MONDAY

Targeted revision in high-mobility areas and new developments continues

Make printing arrangements for ballot papers

  • Meet with the printer and review Instructions for the Ballot Printer
    (EC 10720). (Section 11.3)

Schedule remaining VICs using REVISE

  • Review and approve the back of the VIC for each polling division.
  • Have the AC schedule the remaining VICs (for split polls) using REVISE and ROPS/SITES. (Section 7.7.3)

Communicate with a Canada Post representative to confirm that undelivered VICs will be sent to the RO and AARO offices

Contact heads of educational institutions and main student associations

Informing administrators – Letter of Confirmation of Residence

  • Confirm that the CROs are prepared to explain to administrators of shelters, colleges and universities, seniors' residences and long-term care facilities the procedures related to issuing Letter of Confirmation of Residence (EC 50053).

Informing electors – Letter of Confirmation of Residence

  • Confirm that the CROs are prepared to inform electors living in homeless shelters, colleges and universities, seniors' residences and long-term care facilities on the procedures related to obtaining Letter of Confirmation of Residence (EC 50053).

Joint candidates' meeting

  • Begin to prepare for the joint meeting of political parties and confirmed candidates to be held next week; send invitations and prepare the agenda.
  • Review the steps. (Section 7.15)

Day 27 TUESDAY

Targeted revision in high-mobility areas and new developments continues

  • Ensure that the targeted revision is proceeding according to time estimates. (Section 8.5) Revision Supervisor's Manual (EC 40231)

Schedule remaining VICs using REVISE

  • Review and approve the back of the VIC for each polling division.
  • Have the AC schedule the remaining VICs (for split polls) using REVISE and ROPS/SITES. (Section 7.7.3)

Contact liaison officers of correctional institutions (if any) to determine the number of polling stations required

  • If there is a correctional institution in your ED, you will have received a memorandum from the Senior Director, Field Readiness and Event Management, giving you the name and contact information of the liaison officer.

Contact this person to determine the number of polling stations required for the institution.

Day 26 WEDNESDAY

Mail the first third of VICs (responsibility of ECHQ)

  • Mailings must be distributed over three days. Day 26 is the first day to mail the VICs. (Section 7.7.3)

Targeted revision in high-mobility areas and new developments continues

  • Ensure that targeted revision is proceeding according to time estimates. (Section 8.5)Revision Supervisor's Manual (EC 40231)

Day 25 THURSDAY

Mail the second third of VICs (responsibility of ECHQ)

  • Mailings must be distributed over three days. Day 25 is the second day to mail the VICs. (Section 7.7.3)
  • Adjust staff to handle the volume of calls or visits following the mailing of the VICs.

Begin arrangements with hospital administrators, if applicable, to appoint hospital SBCs

  • If there is an acute care hospital in your ED, you will have received a memorandum from the Senior Director, Field Readiness and Event Management, giving you the name and contact information of the hospital administrator. Contact this person to discuss the voting process for acute care patients and the appointment of hospital SBCs. (Section 5.20. and Section 12.8)

Targeted revision in high-mobility areas and new developments continues

  • Ensure that targeted revision is proceeding according to time estimates. (Section 8.5)Revision Supervisor's Manual (EC 40231)

Day 24 FRIDAY

Last day to receive names of deputy returning officers (DROs), poll clerks and registration officers
s. 36, ss. 39(3)

  • Names, addresses and phone numbers of DROs and poll clerks must be received from appropriate candidates, associations or parties by midnight. (Section 5.15, Section 5.28, Section 5.31)
    s. 36, ss. 39(3)
  • If, on reasonable grounds, you refuse to appoint a DRO or poll clerk recommended by a candidate, notify the candidate of your refusal immediately.
    ss. 37(1)(2)

If insufficient names are received, solicit them from other sources.

Mail the last third of VICs (responsibility of ECHQ)

  • Mailings must be distributed over three days. Day 24 is the last day to mail VICs. (Section 7.7.3)
  • Adjust staff to handle the volume of calls or visits following the mailing of the VICs.

Targeted revision in high-mobility areas and new developments continues

  • Ensure that the targeted revision is proceeding according to time estimates. (Section 8.5) Revision Supervisor's Manual (EC 40231)

Polling stations

  • Provide a list of polling stations to all confirmed candidates and political parties that have endorsed a candidate in the ED.
    ss. 125.1 (1)

Day 23 SATURDAY

Pay Period 1 ends for RO staff – prepare ROPS file

  • Ensure that your financial officer understands the procedures.
    Financial Officer's Manual (EC 10495)

Targeted revision in high-mobility areas and new developments continues

  • Ensure that targeted revision is proceeding according to time estimates. (Section 8.5)Revision Supervisor's Manual (EC 40231)

Day 22 SUNDAY

Targeted revision in high-mobility areas and new developments ends. (Section 8.5)

Last day for Pay Period 1

  • Complete the ROPS file and submit the Pay Period 1 file to EC.

Ensure that you are available to accept nomination papers.

Day 21 MONDAY

Close of Nominations at 2:00 p.m.

  • Both you and the ARO must be at your office and available from 12:00 noon until 2:00 p.m. (Section 9.1.7).
    ss. 70(1)
  • Nomination Papers (EC 20010) cannot be received after 2:00 p.m. on the closing day for nominations. This deadline must be strictly enforced. (Section 9.1.7).
    ss. 70(2)
  • When nomination papers are filed, use Nomination of Candidates: Preliminary Verification Checklist. (Section 20.12
  • Within 48 hours of filing to confirm or reject a candidate's nomination, use Nomination of Candidates: Detailed Verification Checklist. (Section 20.11) ss. 71(1)
  • Contact the Electoral Coordination Help Desk before refusing the nomination of a candidate.
    ss. 71(2)

Last day for candidates to withdraw (5:00 p.m.)

  • A candidate may withdraw from the election no later than 5:00 p.m. on the closing day for nominations. (Section 9.2.9).
    ss. 74(1)
  • A candidate can make changes to their name, address or occupation if the change is provided to you in writing by 5:00 p.m. today.

Day 20 TUESDAY

Hire DROs and poll clerks for correctional institutions, if applicable
ss. 253(1)

  • If there are correctional institutions in your ED, identify DROs and poll clerks to take the votes of electors who are incarcerated. (Section 5.16, Section 5.26 and Section 12.4)

Targeted revision in long-term care facilities and nursing homes begins

  • Two revising agents visit each nursing home and chronic care hospital to meet with the electors targeted for registration. (Section 8.5)
    Revising Agent's Manual (EC 40240)

Targeted revision at post-secondary institutions begins

  • Two revising agents visit each student residence on, and neighbourhoods surrounding, university and college campuses to meet student electors who may be eligible to appear on the list of electors for your electoral district. (Section 8.5)
    Revising Agent's Manual (EC 40240)

First day to hold a joint meeting of political parties and candidates

  • Hold the joint meeting once every candidate is confirmed.
  • Distribute the Statement of Quality of the List of Electors. (Section 7.15)
  • Ensure that the minutes give a detailed description of the meeting that corresponds to your agenda. (Section 20.8)

Day 19 WEDNESDAY

Last day to confirm or refuse nominations of candidates

  • Verification of a Nomination Paper (EC 20010) must be completed within 48 hours of receiving it. The deadline for confirming or refusing a nomination paper received at the close of nominations at 2:00 p.m. on Day 21 is at 2:00 p.m. today. (Section 9.2.5)

Targeted revision in long-term care facilities and nursing homes continues

  • Two revising agents visit each long-term care facility and nursing home to meet with the electors targeted for registration. (Section 8.5)
    Revising Agent's Manual (EC 40240)

Targeted revision at post-secondary institutions continues

  • Two revising agents visit each student residence on, and in neighbourhoods surrounding, university and college campuses to meet student electors who may be eligible to appear on the list of electors for your electoral district. (Section 8.5)
    Revising Agent's Manual (EC 40240)

Send List of Candidates Verification Report to CEO after 2:00 p.m. (Section 20.8)

  • Before 2:00 p.m., EC will email the List of Candidates Verification Report, which contains a list of all confirmed candidates in your ED who are officially registered with the CEO. (Section 9.2.7)
  • Verify or correct the information and sign the report.
  • Send the signed and certified List of Candidates Verification Report to EC after 2:00 p.m. (Section 9.2.7)

Provide names of candidates to the printer after 3:00 p.m.

  • Email camera-ready files for the ballot (front and back) to the printer. (Section 11.3.2)
  • Ask the printer to produce and email to you proofs for one ballot (front and back) in PDF format for your approval. (Section 11.3.2)

Continue to appoint and train DROs and poll clerks for correctional institutions, if applicable

  • If there are correctional institutions in your ED, appoint and train DROs and poll clerks using the election materials provided by EC. (Chapter 5 and Section 12.4) ss. 253(1)

Day 19 Preliminary Lists of Electors on USB key

  • Produce and distribute to candidates the Day 19 Preliminary Lists of Electors on a USB key. (Section 8.3.3)
    s. 104.1

Splitting of Lists of Electors and Merging of Polling Stations (if applicable)

  • Using the Cumulative Statistics Report provided by the AC, give the Elections Canada Support Network (ECSN) in Gatineau a preliminary estimate for the number of polling stations affected by splits (to ensure that enough supplies are available for polling day).
  • Provide this number to candidates at the joint meeting of all candidates and political parties.

Canada Post distributes reminder brochures

  • This is for your information only. Your involvement is not required.

Day 18 THURSDAY

Send proof of ballot in PDF format to EC for approval

  • The proof of ballot in PDF format (both front and back) must be sent to EC for approval as soon as it is available from the printer. (Section 11.3.2)
  • Approval must be received from EC before the printer can proceed with the printing of the ballots. (Section 11.3.2)

Validate the Notice of Grant of a Poll
ss. 64(2)

  • Validate all the information on Notice of Grant of a Poll (EC 10170-1 for Quebec; EC 10170 for all other provinces and territories).
  • When you are satisfied that all the information on the notice is accurate, save and send it to EC for approval along with the List of Polling Stations Locations (part two) of the notice (Condensed).
  • Once the Notice of Grant of a Poll is approved by EC, post it in your office immediately. Section 10.2.1
  • Distribute one copy of the notice and the list of polling station locations to every confirmed candidate. (Section 10.2.1)

Prepare Notice of Advance Poll
s. 172

  • Prepare Notice of Advance Poll (EC 10140) and send it to EC for approval. (Section 10.3.1)
  • Once it is approved by EC, reproduce it for distribution.

Targeted revision in long-term care facilities and nursing homes continues

  • Two revising agents visit each long-term care facility and nursing home to meet with the electors targeted for registration. (Section 8.5.3)
    Revising Agent's Manual (EC 40240)

Targeted revision at post-secondary institutions continues

  • Two revising agents visit each student residence on, and in neighbourhoods surrounding, university and college campuses to meet student electors who may be eligible to appear on the list of electors for your electoral district. (Section 8.5)
    Revising Agent's Manual (EC 40240)

Canada Post distributes reminder brochures

  • This is for your information only. Your involvement is not required.

Production of List of Candidates in Large Print

  • Make printing arrangements for the production of List of Candidates in Large Print.

Day 17 FRIDAY

Implementation of Letter of Confirmation of Residence (follow-up)

  • Confirm with band leaders and the appropriate administrators that they have begun to issue Letter of Confirmation of Residence (EC 50053) to electors who are requesting it. Make sure that no challenge is anticipated for polling day.

Targeted revision in long-term care facilities and nursing homes continues

  • Two revising agents visit each long-term care facility and nursing home to meet with the electors targeted for registration. (Section 8.5.3, Section 8.5.4)
    Revising Agent's Manual (EC 40240)

Targeted revision at post-secondary institutions continues

  • Two revising agents visit each student residence on, and in neighbourhoods surrounding, university and college campuses to meet student electors who may be eligible to appear on the list of electors for your electoral district. (Section 8.5.3, Section 8.5.4)
    Revising Agent's Manual (EC 40240)

Canada Post distributes reminder brochures

  • This is for your information only. Your involvement is not required.

Last day to hold the joint meeting of political parties and confirmed candidates

  • Distribute Statement of Quality of the List of Electors. (Section 7.15)
  • Ensure that the minutes give a detailed description of the meeting that corresponds to your agenda. (Section 20.8)

ERS – Connectivity Test 1

Communicate with the printer about the reproduction of the revised lists

Day 16 SATURDAY

Last day to photocopy and distribute Notice of Advance Poll and Notice of Grant of a Poll, once they are approved by EC

  • Once you receive approval from EC, today is the last day to photocopy and distribute Notice of Advance Poll (EC 10140). (Section 10.3.1)
    s. 172
  • Once you receive approval from EC, today is also the last day to photocopy and distribute Notice of Grant of a Poll (EC 10170). (Section 10.4.1)
    ss. 64(2)

Appointment and training of advance poll central poll supervisors, DROs, poll clerks, registration officers and information officers begin

  • Advance poll central poll supervisors (CPSs), DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

All valid transactions in REVISE must have been approved

Strike off local and national special ballot applicants in REVISE

  • In preparing Revised Lists of Electors for advance polls, ensure that the AC strikes off in REVISE the names of all local and national electors who have requested to vote by special ballot.
    A Procedure Manual for Automation Coordinators (EC 10500)

Remove duplicate electors before printing the Revised Lists of Electors

Obtain the M4 report from the AC

Targeted revision ends

  • Last day to perform targeted revision in long-term care facilities, nursing homes, colleges and universities. (Section 8.5)
    Revising Agent's Manual (EC 40240)

Day 15 SUNDAY

Print Revised Lists of Electors

  • These lists integrate Preliminary Lists of Electors and all revision transactions made to Day 16. (Section 8.3.4)

Recruit hospital SBCs, if applicable

  • If there are acute care hospitals in your ED, you will have determined with each hospital administrator potential candidates for the position of hospital SBCs. Ask the SBC working in your office to contact these potential candidates to confirm their availability and invite them to the mandatory training session. (Section 5.20)

Prepare training material and election materials for hospital SBCs

  • Ask the SBC working in your office to prepare the necessary materials for each hospital SBC. (Section 12.8)

Prepare Notice of Mobile Poll

  • Prepare Notice of Mobile Poll (EC 10160) and send it to EC for approval. (Section 10.5.1)
  • Once approval is received, photocopy and distribute Notice of Mobile Poll (EC 10160).

Appointment and training of advance poll CPSs, DROs, poll clerks, registration officers and information officers continue

  • Advance poll CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Prepare election materials and ballot boxes for advance polls

  • Ensure that the staff preparing the ballot boxes and election materials is properly supervised.
  • Advance Poll Ballot Boxes, Advance Poll Secure Boxes and the regular sized ballot box used on election night to return the ballots will be assembled as needed by the DRO and poll clerk. (Section 10.2.5)
  • Ensure that all poll bags have been identified with the 5-digit code of your ED and the polling station number before they are placed in the ballot boxes. (Section 10.2.7)
  • Ensure that all necessary election materials and ballot boxes are included in the Advance Poll Transport Bag. (Section 10.2.5)
    Deputy Returning Officer and Poll Clerk Guidebook – Advance Poll (EC 50300)

Day 14 MONDAY

Last day to receive objections

  • This is the last day to receive objections from electors alleging that another person on a list of electors is not eligible to vote. (Section 8.4.8)
    ss. 103(1)

Send copies of objections, if any, to candidates and to EC

  • If you receive any objections, send a copy of the affidavit to each candidate in your ED and to EC. (Section 8.4.8)

Appointment and training of advance poll CPSs, DROs, poll clerks, registration officers and information officers continue.

  • Advance poll CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Make arrangements to reproduce Revised Lists of Electors

  • Ensure that the AC has produced Revised Lists of Electors.
    A Procedure Manual for Automation Coordinators (EC 10500)
  • As soon as the lists are ready, send them to the printer for reproduction. (Section 8.3.4)

Recruitment of CPSs, DROs, poll clerks, registration officers and information officers for polling day

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Train hospital SBCs, if applicable

  • Ask the SBC working in your office to schedule and perform the mandatory training session. (Section 5.20)
  • Ensure that the SBC is fully prepared to give the training session(s).
  • You may need to schedule two training sessions.

Day 13 TUESDAY

Once approved by EC, photocopy and distribute Notice of Mobile Poll

  • Today is the last day to photocopy and distribute Notice of Mobile Poll (EC 10160). (Section 10.5.1)

Reproduction of Revised Lists of Electors continues

  • Ensure that the AC has produced Revised Lists of Electors.
    A Procedure Manual for Automation Coordinators (EC 10500)
  • As soon as the lists are ready, send them to the printer for reproduction. (Section 8.3.4)

Appointment and training of advance poll CPSs, DROs, poll clerks, registration officers and information officers continue.

  • Advance poll CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks and registration officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Training of hospital SBCs continues, if applicable

  • Ask the SBC working in your office to schedule and perform the mandatory training session. (Section 5.20)
  • It may be necessary to schedule two training sessions.

Day 12 WEDNESDAY

Prepare election materials for CPSs

  • Ensure that the staff preparing election materials is properly supervised.
  • Ensure that all necessary election materials are included. (Section 10.2.8) Central Poll Supervisor Guidebook – Ordinary Poll (EC 50355) and Central Poll Supervisor Guidebook – Advance Poll (EC 50354)

Appointment and training of advance poll CPSs, DROs, poll clerks, registration officers and information officers continue.

  • Advance poll CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Reproduction of Revised Lists of Electors continues

  • Ensure that the AC has produced Revised Lists of Electors.
    A Procedure Manual for Automation Coordinators (EC 10500)
  • As soon as the lists are ready, send them to the printer for reproduction. (Section 8.3.4)

Splitting of lists of electors and merging of polling stations (if applicable)

  • Review the Polling Station Report provided by the AC to determine where splits and merges should be done in REVISE.
  • With the AC, ensure that all splits and merges are performed in REVISE. The AC will provide you with a new Polling Station Report and a Split Polling Station Report, which will give you the details of these activities in REVISE.

Training of hospital SBCs continues, if applicable

  • Ask the SBC working in your office to schedule and perform the mandatory training session. (Section 5.20)
  • You may need to schedule two training sessions.

ERS – Connectivity Test 2

Day 11 Thursday

Last day to hear objections, if any

  • Today is the last day to hear any objections that have been received. (Section 8.4.8) par. 103(3)a)

Obtain the M5 report from the AC

Verify that all local and national special ballot applicants have been struck off the list

All valid transactions in REVISE must have been approved

Distribute Revised Lists of Electors (including Statement of Changes) to candidates and to advance poll DROs

  • Each candidate in your ED is entitled to receive Revised Lists of Electors on a USB key, as well as on paper. (Section 8.3.4)

Splitting of lists of electors and merging of polling stations (if applicable)

  • Review the Polling Station Report provided by the AC to determine where splits and merges should be done in REVISE.
  • With the AC, ensure that all splits and merges are performed in REVISE. The AC will provide you with a new Polling Station Report and a Split Polling Station Report, which will give you the details of these activities in REVISE.

Appointment and training of advance poll CPSs, DROs, poll clerks, registration officers and information officers continue.

  • Advance poll CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Train hospital SBCs continues, if applicable

  • Ask the SBC working in your office to schedule and perform the mandatory training session. (Section 5.20)

Prepare election material for registration officers

  • Ensure that the staff preparing election materials is properly supervised.
  • Ensure that all necessary election materials are included. (Section 10.2.11) Registration Officer's Guidebook (EC 50357)

Day 10 FRIDAY

First day of advance polls

  • Today is the first of four days on which advance polls are open. (Section 10.3.
  • Both you and the ARO must be in the office and available to deal with any problems that may arise. (Section 10.3)

Report unopened advance polling stations

  • Notify the Electoral Coordination Help Desk immediately if any advance polling station fails to open on time.

Specimen signature

  • Deadline to send Specimen Signature (EC 10106) to EC for the verification of Result of Voting (EC 10420)

Polling day for incarcerated electors
ss. 245(1)

  • Voting takes place today inside all correctional institutions. (Section 12.4)
  • If there are correctional institutions in your ED, you must be available to deal with any problems throughout the day. If necessary, consult the liaison officer in the correctional institution. (Section 12.4)

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Appointment and training of hospital SBCs

  • Last day for the SBC in your office to train and appoint the hospital SBCs. (Section 12.8)

Prepare to distribute Information Notices for acute care hospitals, if any

  • The hospital SBCs distribute Information Notices (EC 78693 or EC 78696) on Day 9.
  • Give each hospital SBC enough copies of the notices to meet the distribution requirements (one for each acute care bed). (Section 12.8)

Collect Records of Votes Cast at the Advance Polling Station, Registration Certificates, Correction Certificates, Oath of Residence Certificates and Statement of Electors Who Voted at the Advance Poll; update REVISE

  • Collect these documents at the end of each day of advance polls and update REVISE. Write the number of certificates issued on the front of the envelope. (Section 10.3.5)
    A Procedure Manual for Automation Coordinators (EC 10500)
  • Statement of Electors Who Voted at the Advance Poll (EC 50109) will be available to candidates' representatives at the close of polls if the CPS has access to a photocopier to make copies inside the building where the polling station is located. Alternatively, the CEO has allowed candidates' representatives to take a photograph of the Statement of Electors using a mobile device. This permission is an exception to the no photography policy: it applies only when the advance polls have closed, and for the purpose of sharing a copy of the statement with the candidates' representatives. Otherwise, a copy of the statement will be readily available at your office the next day.
    s. 162(i.2)

Last day for splitting lists of electors and merging polling stations (if applicable)

  • The AC will provide you with a new Polling Station Report and a Split Polling Station Report, which will give you the details of these activities in REVISE.

Day 9 SATURDAY

Second day of advance polls

  • Today is the second of four days on which advance polls are open. (Section 10.3)
  • Both you and the ARO must be in the office and available to deal with any problems that may arise. (Section 10.3)

Report unopened advance polling stations

  • Notify the Electoral Coordination Help Desk immediately if any advance polling station fails to open on time.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Pay Period 2 ends – prepare ROPS file

  • Ensure that your financial officer understands the procedures.
    Financial Officer's Manual (EC 10495)

Prepare ordinary poll ballot boxes and election materials

  • Ensure that the staff preparing the ballot boxes and election materials is properly supervised.
  • Ensure that all the ballot boxes are assembled and that the polling station number is written on each in the square provided for that purpose. (Section 10.2.5)
  • Ensure that all poll bags have been identified with the 5-digit code of your ED and the polling station number before they are placed in the ballot boxes.(Section 10.2.7)
  • Ensure that all necessary election materials are placed in the ballot boxes. (Section 10.2.7)
    Deputy Returning Officers' and Poll Clerks' Guidebook – Ordinary Poll (EC 50340)

Distribute Information Notices to electors in acute care hospitals, if any

  • Each hospital SBC must deliver one Information Notice (EC 78693 or EC 78696) to every acute care bed.

Collect Records of Votes Cast at the Advance Polling Station, Registration Certificates, Correction Certificates, Oath of Residence Certificates and Statement of Electors Who Voted at the Advance Poll; update REVISE

  • Collect these documents at the end of each day of advance polls and update REVISE. Write the number of certificates issued on the front of the envelope. (Section 10.3.5)
    A Procedure Manual for Automation Coordinators (EC 10500)
  • Statement of Electors Who Voted at the Advance Poll (EC 50109) will be available to candidates' representatives at the close of polls if the CPS has access to a photocopier to make copies inside the building where the polling station is located. Alternatively, the CEO has allowed candidates' representatives to take a photograph of the Statement of Electors using a mobile device. This permission is an exception to the no photography policy: it applies only when the advance polls have closed, and for the purpose of sharing a copy of the statement with the candidates' representatives. Otherwise, a copy of the statement will be readily available at your office the next day.
    s. 162(i.2)

Day 8 SUNDAY

Third day of advance polls

  • Today is the third of four days on which advance polls are open. (Section 10.3)
  • Both you and the ARO must be in the office and available to deal with any problems that may arise. (Section 10.3)

Report unopened advance polling stations

  • Notify the Electoral Coordination Help Desk immediately if any advance polling station fails to open on time.

Registration and voting begin in acute care hospitals

  • Today is the first of three days of registration and voting in acute care hospitals. (Section 12.8)
  • Ensure that hospital SBCs are performing their duties. (Chapter 5)
  • Ensure that all application forms for special ballot and outer envelopes are returned to your office. (Section 12.8)
    Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692)

Fax national application forms to EC

  • Ensure that all completed national application forms (including those for acute care hospitals) are faxed to EC as soon as they are received.
  • Fax forms to EC-SVR at 1-800-363-4796.

Prepare election materials for information officers

  • Ensure that the staff preparing election materials is properly supervised.
  • Ensure that all necessary election materials are included. (Section 10.2.10)

Prepare ordinary poll ballot boxes and election materials

  • Ensure that the staff preparing the ballot boxes and election materials is properly supervised.
  • Ensure that all the ballot boxes are assembled and that the polling station number is written on each one in the square provided for that purpose. (Section 10.2.5)
  • Ensure that all poll bags have been identified with the 5-digit code of your ED and the polling station number before they are placed in the ballot boxes. (Section 10.2.7)
  • Ensure that all necessary election materials are placed in the ballot boxes. (Section 10.2.8)
    Deputy Returning Officer and Poll Clerk Guidebook – Ordinary Poll (EC 50340)

Collect Records of Votes Cast at the Advance Polling Station, Registration Certificates, Correction Certificates, Oath of Residence Certificates and Statement of Electors Who Voted at the Advance Poll; update REVISE

  • Collect these documents at the end of each day of advance polls and update REVISE. Write the number of certificates issued on the front of the envelope. (Section 10.3.8)
    A Procedure Manual for Automation Coordinators (EC 10500)
  • Statement of Electors Who Voted at the Advance Poll (EC 50109) will be available to candidates' representatives at the close of polls if the CPS has access to a photocopier to make copies inside the building where the polling station is located. Alternatively, the CEO has allowed candidates' representatives to take a photograph of the Statement of Electors using a mobile device. This permission is an exception to the no photography policy; it applies only when the advance polls have closed, and for the purpose of sharing a copy of the statement with the candidates' representatives. Otherwise, a copy of the statement will be readily available at your office the next day.
    s. 162(i.2)

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Last day for Pay Period 2

  • Complete ROPS file and submit Pay Period 2 file to EC.

Day 7 MONDAY

Last day of advance polls

  • Today is the last day that advance polls are open. (Section 10.3)
  • Both you and the ARO must be available in the office and available to deal with any problems that may arise. (Section 10.3)

Report unopened polling stations

  • Notify the Electoral Coordination Help Desk immediately if any advance polling station fails to open on time.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Registration and voting continues in acute care hospitals

  • Today is the second of three days of registration and voting in acute care hospitals. (Section 12.8.3)
  • Ensure that hospital SBCs are performing their duties. (Chapter 5)
  • Ensure that all application forms for special ballot and outer envelopes are returned to your office. (Section 12.8.7)
    Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692)

Fax national application forms to EC

  • Ensure that all completed national application forms (including those for acute care hospitals) have been faxed to EC as soon as they are received.
  • Fax forms to EC-SVR at 1-800-363-4796.

Prepare ordinary poll ballot boxes and election materials

  • Ensure that the staff preparing the ballot boxes and election materials is properly supervised.
  • Ensure that all the ballot boxes are assembled and that the polling station number is written on each box in the square provided for that purpose. (Section 10.2.5)
  • Ensure that all poll bags have been identified with the 5-digit code of your ED and the polling station number before they are placed in the ballot boxes. (Section 10.2.7)
  • Ensure that all necessary election materials are placed in the ballot boxes. (Section 10.2.7)
    Deputy Returning Officer and Poll Clerk Guidebook – Ordinary Poll (EC 50340)

Collect Records of Votes Cast at the Advance Polling Station, Registration Certificates, Correction Certificates, Oath of Residence Certificates and Statement of Electors Who Voted at the Advance Poll; update REVISE

  • Collect these documents at the end of each day of advance polls and update REVISE. Write the number of certificates issued on the front of the envelope. (Section 10.3.5)
    A Procedure Manual for Automation Coordinators (EC 10500)
  • Statement of Electors Who Voted at the Advance Poll (EC 50109) will be available to candidates' representatives at the close of polls if the CPS has access to a photocopier to make copies inside the building where the polling station is located. Alternatively, the CEO has allowed candidates' representatives to take a photograph of the Statement of Electors using a mobile device. This permission is an exception to the no photography policy – it applies only when the advance polls have closed, and for the purpose of sharing a copy of the statement with the candidates' representatives. Otherwise, a copy of the statement will be readily available at your office the next day.
    s. 162(i.2)

Day 6 TUESDAY

Revision ends at 6:00 p.m.
s. 96

  • Applications to amend the lists of electors are accepted only until 6:00 p.m. today. (Section 8.4)Revision Supervisor's Manual (EC 40231)

Special ballot registration ends at 6:00 p.m.

  • Electors wishing to obtain a special ballot voting kit must submit an Application for Registration and Special Ballot by 6:00 p.m. today. (Section 12.6. and Section 12.7)
  • Ensure that all local application forms have been provided to the AC in your office.
  • After the registration deadline, national outer envelopes must be prepared for shipment to EC (including those from acute care hospitals).

Fax national application forms to EC

  • Ensure that all completed national application forms (including those for acute care hospitals) are faxed to EC as soon as they are received.
  • Fax forms to EC-SVR at 1-800-363-4796.

Registration and voting in acute care hospitals ends at 6:00 p.m.

  • Today is the last of three days of registration and voting in acute care hospitals. (Section 12.8.3)
  • Ensure that the hospital SBCs are performing their duties. (Section 5.20)
  • Ensure that all application forms for special ballot and outer envelopes are returned to your office. (Section 12.8.7)
    Special Ballot Coordinator's Manual (Acute Care Hospitals) (EC 78692)

Implementation of the Letter of Confirmation of Residence (follow-up)

  • Confirm with band leaders and the appropriate administrators that they are continuing to issue Letter of Confirmation of Residence (EC 50053) to electors who are requesting it. Ask if the electors who voted at advance polls encountered any difficulties, and plan accordingly.

Recruitment, appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • Ask the training officer/recruitment officer to contact the CPSs, DROs, poll clerks, registration officers and information officers to confirm their availability and schedule them for a training session. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials.
  • Ensure that the training officer is fully prepared to give the training sessions.

Complete data entry in REVISE

  • All valid transactions in REVISE must be approved by end of day.

Prepare ordinary poll ballot boxes and election materials

  • Ensure that the staff preparing the ballot boxes and election materials is properly supervised.
  • Ensure that all the ballot boxes are assembled and that the polling station number is written on each box in the square provided for that purpose. (Section 10.2.5)
  • Ensure that all poll bags have been identified with the 5-digit code of your ED and the polling station number before being placed in the ballot boxes. (Section 10.2.7)
  • Ensure that all necessary election materials are placed in the ballot boxes. (Section 10.2.7)
    Deputy Returning Officer and Poll Clerk Guidebook – Ordinary Poll (EC 50340)

Contact the printer about reproducing Official Lists of Electors.

Day 5 WEDNESDAY

Appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

Remove duplicate electors before printing Official Lists of Electors.

Print Official Lists of Electors after 12:00 p.m. and send for reproduction.

  • Ensure that the AC has produced Official Lists of Electors.
    A Procedure Manual for Automation Coordinators (EC 10500)
  • As soon as the lists are ready, send them to the printer for reproduction. (Section 8.3.5)

RO toll-free greeting messages are modified to be polling-day specific from Day 5 to Day 0.

  • This item is for your information only.

Day 4 THURSDAY

Appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Chapter 5)
  • Ensure that the training officer is fully prepared to give the training sessions.

Appoint and train DRO(s) and poll clerk(s) to count local special ballots

  • Appoint the DRO(s) and poll clerk(s) from lists supplied by the registered parties whose candidates finished first and second respectively in the ED in the last election. (Section 5.7, Section 5.15, Section 5.21, Section 5.31) Deputy Returning Officer's Manual (Counting Local Special Ballots)
    (EC 78700)

Reproduce Official Lists of Electors

  • Ensure that the printer is completing the reproduction of the official lists. (Section 8.3.5)

Notification to candidates

  • Notify candidates of the name and address of each DRO and poll clerk counting the local special ballots, if needed.
    ss. 273(4)

Day 3 FRIDAY

Appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Chapter 5)
  • Ensure that the training officer is fully prepared to give the training sessions.

Appointment and training of DRO(s) and poll clerk(s) to count local special ballots continue

  • Appoint the DRO(s) and poll clerk(s) from lists supplied by the registered parties whose candidates finished first and second respectively in the ED in the last election. (Section 5.7, Section 5.15, Section 5.21, Section 5.31) Deputy Returning Officer's Manual (Counting Local Special Ballots)
    (EC 78700)

Notification to candidates

  • Notify candidates of the name and address of each DRO and poll clerk counting the local special ballots, if needed.
    ss. 273(4)

Distribute Official Lists of Electors to candidates

  • Each candidate in your ED is entitled to receive Official Lists of Electors on a USB key, as well as on paper. (Section 8.3.5)

Distribute Official Lists of Electors to DROs

Post the list of DROs and poll clerks in your office and distribute it to candidates.
s. 112

  • Prepare a list of names and addresses of all DROs and poll clerks in List of Officers (EC 10290). (Section 5.1.3)
  • Post the list in your office and give a copy to each candidate. (Section 5.1.3)

Day 2 SATURDAY

Appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day continue

  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Chapter 5)
  • Ensure that the training officer is fully prepared to give the training sessions.

Appointment and training of DRO(s) and poll clerk(s) to count local special ballots continue

  • Appoint the DRO(s) and poll clerk(s) from lists supplied by the registered parties whose candidates finished first and second respectively in the ED in the last election. (Section 5.15, Section 5.28)
    Deputy Returning Officer's Manual (Counting Local Special Ballots) (EC 78700)

Notification to candidates

  • Notify candidates of the name and address of each DRO and poll clerk counting the local special ballots, if needed.
    s. 273(4)

Day 1 SUNDAY

End of appointment and training of CPSs, DROs, poll clerks, registration officers and information officers for polling day

  • CPSs, DROs, poll clerks, registration officers and information officers are appointed using Appointment and Oath (EC 10130). They swear the oath at the same time that they receive training and their election materials. (Section 5.7, Section 5.15, Section 5.21, Section 5.31)
  • Ensure that the training officer is fully prepared to give the training sessions.

End of appointment and training of DRO(s) and poll clerk(s) to count local special ballots

  • Appoint the DRO(s) and poll clerk(s) from lists supplied by the registered parties whose candidates finished first and second respectively in the ED in the last election. (Chapter 5)
    Deputy Returning Officer's Manual (Counting Local Special Ballots) (EC 78700)

Statement of Electors Who Voted on Polling Day

  • Ensure that all poll clerks know that they must complete Statement of Electors Who Voted on Polling Day (EC 50111) at 60-minute intervals.

Day 0 MONDAY

Polling Day

  • Both you and the ARO must be in the office and available all day to deal with any problems that may arise. (Section 10.4.4)

Report unopened polling stations

  • Notify the Electoral Coordination Help Desk immediately if any polling station fails to open on time.

Special ballots must be received by close of polls or at ECHQ by 6:00 p.m.

  • All special ballots must be received as follows; otherwise, the vote will not be counted:
    • local special ballots: in your office by the close of polls for your electoral district
    • all other categories: at ECHQ by 6:00 p.m., Ottawa time (Section 13.1.6)

Advertising blackout period in effect

  • Election advertising to the public in an ED is not allowed on polling day before the close of all polling stations in the ED. (Section 21.3)
  • Candidates and political parties who have any complaints are to contact the Candidate and Political Parties Support Line for electoral procedures.

SVR results for all but local special ballots will be sent from the CEO approximately 30 minutes after the close of polls

  • Results will be sent to you about 30 minutes after the close of polls in your ED. (Section 13.1.6)
    Event Results System (ERS) User's Guide (EC 40239)

Capture and distribute preliminary results after the close of polls

  • Ensure that the AC is available.
    A Procedure Manual for Automation Coordinators (EC 10500)
  • Ensure that the AC follows all procedures outlined in the Event Results System (ERS) User's Guide (EC 40239). (Section 13.1.2)

Voice Response System (VRS) is deactivated at the close of polls

  • This item is for your information only.

Day -1 TUESDAY

First day to hold validation of the results

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election (EC 10020). (Section 7.2.
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1)
    Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN

  • Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • Fill out and send Result of Voting Information Sheet (EC 10039) with the completed Results of the Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Advise EC if a judicial recount is required

  • The RO automatically requires a recount when 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 1/1000, or when there is a chance that someone else may apply for a recount. In this case, advise the Electoral Coordination Help Desk immediately. (Section 14.2)
  • An elector must notify you in writing (as a result of C-23) before applying to a judge for a recount. See section 301 of the Act.
  • A request for recount by a candidate or an elector must be submitted to a judge within four days of validation of results and after notifying you in writing.
    ss. 301(1)
  • You are not involved in any way in making the application for a request for a recount, but if you are aware of such a request, inform EC immediately. (Section 14.2)
  • If a recount is required, ensure that all information has been entered, corrected and verified, and then ask the AC to generate Results of Voting After a Judicial Recount (EC 10421) from ERS.

Verification and data entry of election day registrants

  • All polling day registrants must be entered in REVISE so that Final Lists of Electors can be produced at EC. (Section 8.3.7)
    A Procedure Manual for Automation Coordinators (EC 10500)

Prepare ROPS election day workers' and landlords' accounts file and transmit it to EC

  • Ensure that the financial officer is available to prepare and transmit the polling day accounts file.
    Financial Officer's Manual (EC 10495)

RO toll-free greeting messages are modified to reflect new office hours for election workers from Day -1 to Day -6

  • This item is for your information only.

Day -2 WEDNESDAY

Hold validation of the results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer onlyPreliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

  • Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • Fill out and send Result of Voting Information Sheet (EC 10039) with the completed Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Verification and data entry of polling day registrants continues

  • All polling day registrants must be entered in REVISE so that Final Lists of Electors can be produced at EC. (Section 8.3.7)
    A Procedure Manual for Automation Coordinators (EC 10500)

If there is no indication of a judiciary recount, begin packing up materials to be returned to EC

  • Ensure that all lots are assembled according to directives. (Section 14.4)
  • Remember to keep election expenses materials as follows:
    • unused Multimedia Kits (K.00003-C) and documents for four months after polling day (Section 9.6.5)

Contact your Canada Post representative to make arrangements to return materials

  • Contact the Canada Post representative to make arrangements to pick up monotainers. (Section 14.4)

Prepare ROPS election day workers' and landlords' accounts file and transmit to EC

  • Ensure that the financial officer is available to prepare and transmit the polling day accounts file.
    Financial Officer's Manual (EC 10495)
    ROPS/SITES User's Guide (EC 10237)

Day -3 THURSDAY

Hold validation of the results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected. (Chapter 14)
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1)
    Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

  • Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • Print and fill out Result of Voting Information Sheet (EC 10039) with the completed Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Verification and data entry of polling day registrants continues

  • All polling day registrants must be entered in REVISE so that EC can produce Final Lists of Electors. (Section 8.3.7)
    A Procedure Manual for Automation Coordinators (EC 10500)

Prepare ROPS election day workers' and landlords' accounts file and transmit to EC

  • Ensure that the financial officer is available to prepare and transmit the polling day accounts file.
    Financial Officer's Manual (EC 10495)

Day -4 FRIDAY

Hold validation of the results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1)
    Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

  • Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • Fill out and send Result of Voting Information Sheet (EC 10039) with the completed Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Advise EC if a judicial recount is required

  • A recount is automatically required by the RO when 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 1/1000. or when there is a chance that someone else may apply for a recount. In this case, advise the Electoral Coordination Help Desk immediately. (Section 14.2)
  • An elector must notify the RO in writing (as a result of C-23) before applying to a judge for a recount. See section 301 of the Act.
  • A request for a recount by a candidate or an elector must be submitted to a judge within four days of validation of results and after notifying you in writing.
    ss. 301(1)
  • You are not involved in any way in making the application for a request for a recount, but if you are aware of such a request, inform EC immediately. (Section 14.2)
  • If a recount is required, ensure that all information has been entered, corrected and verified, and then ask the AC to generate Results of Voting After a Judicial Recount (EC 10421) from ERS.

Verification and data entry of polling day registrants end

  • All polling day registrants must be entered in REVISE so that Final Lists of Electors can be produced at EC. (Section 8.3.7)
    A Procedure Manual for Automation Coordinators (EC 10500)

Last day to submit election day workers' and landlords' files through ROPS to EC

  • Ensure that the financial officer is available to transmit the polling day accounts file.
    Financial Officer's Manual (EC 10495)

Day -5 SATURDAY

Hold validation of the results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer only – Preliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1)
    Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested the Poll-by-Poll Results, you may distribute the Poll-by-Poll Results (EC 10042) report, which the AC prints after the validation is completed and after it has been received and accepted by EC. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

  • Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • Fill out and send Result of Voting Information Sheet (EC 10039) with the completed Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Advise EC if a judicial recount is required

  • The RO automatically requires a recount when 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 1/1000, or when there is a chance that someone else may apply for a recount. In this case, advise the Electoral Coordination Help Desk immediately. (Section 14.2)
  • An elector must notify the RO in writing (as a result of C-23) before applying to a judge for a recount. See section 301 of the Act.
  • A request for a recount by a candidate or an elector must be submitted to a judge within four days of validation of results and after notifying you in writing.
    ss. 301(1)
  • You are not involved in any way in making the application for a request for a recount, but if you are aware of such a request, inform EC immediately. (Section 14.2)
  • If a recount is required, ensure that all information has been entered, corrected and verified, and then ask the AC to generate Results of Voting After a Judicial Recount (EC 10421) from ERS.

Pay Period 3 ends – prepare ROPS file

  • Ensure that the financial officer understands the procedures. (Section 7.4) Financial Officer's Manual (EC 10495)

Decommissioning

  • Begin decommissioning field application and databases after you receive approval from EC.

Day -6 SUNDAY

Hold validation of the results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer onlyPreliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after the validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

  • Once all information has been entered, corrected and verified, ask your AC to generate Result of Voting (EC 10420) from ERS. (Section 14.1)
    Event Results System (ERS) User's Guide (EC 40239)
  • Fill out and send Result of Voting Information Sheet (EC 10039) with the complete Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Last day for Pay Period 3

  • Complete the ROPS file and submit the Pay Period 3 file to EC.

Decommissioning

  • Decommissioning the field application and databases continues after you receive approval from EC.

Day -7 MONDAY

Last day to hold validation of results, if not already done

  • Only the RO and ARO are to conduct the validation of results. (Section 14.1)
  • Validation must be held on the date and time published in Notice of Election
    (EC 10020). (Section 7.2)
    par. 62 c)
  • Validation must be completed on the same day. Postponement of the validation must be extended one day at a time. One cannot exceed a maximum period of two weeks.
  • Refer to Validation of Results Checklist. (Section 18.22)
  • The results of the validation, noted on Results of the Voting (EC 10420), are the only results used to declare a candidate officially elected.
  • X Do not distribute, to anyone, Detail of the Vote – For use by the returning officer onlyPreliminary results (EC 10027).
  • Ensure that the AC is available to complete the results in ERS. (Section 14.1) Event Results System (ERS) User's Guide (EC 40239)
  • If a candidate or media representative has requested Poll-by-Poll Results, you may distribute Poll-by-Poll Results (EC 10042), which the AC prints after the validation is completed and after EC has received and accepted it. If you distribute this report, be sure to mark it "Distributed".

Send Result of Voting to the validation team at ECSN, if not already done

Once all information has been entered, corrected and verified, ask the AC to generate Result of Voting (EC 10420) from ERS.(Section 14.1) Event Results System (ERS) User's Guide (EC 40239)

  • Fill out and send Result of Voting Information Sheet (EC 10039) with the completed Result of Voting (EC 10420).
  • Ensure that the date on Result of Voting is the date the validation was completed.
  • Only the RO can sign Result of Voting.

Advise EC if a judicial recount is required

  • The RO automatically requires a recount when 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 1/1000, or when there is a chance that someone else may apply for a recount. In this case, advise the Electoral Coordination Help Desk immediately. (Section 14.2)
  • An elector must notify you in writing (as a result of C-23) before applying to a judge for a recount. See section 301 of the Act.
  • A request for a recount by a candidate or an elector must be submitted to a judge within four days of validation of results and after notifying you in writing.
    ss. 301(1)
  • You are not involved in any way in making the application for a request for a recount, but if you are aware of such a request, inform EC immediately. (Section 14.2)
  • If a recount is required, ensure that all information has been entered, corrected and verified, and then ask the AC to generate Results of Voting After a Judicial Recount (EC 10421) from ERS.

LAN data

  • After you receive approval from EC, purge the LAN data.

RO toll-free greeting messages are modified to reflect the closing of the RO office

  • This item is for your information only.

Day -8 TUESDAY

Return of the writ, unless special circumstances apply

  • After the sixth day following the completion of the validation of results – or, if a recount was held, immediately after the recount – complete and sign the form printed on the back of the writ. This is the official declaration of the election of a candidate. Send it to the CEO immediately, by Canada Post's Priority courier, in the special envelope (EC 11510) provided with the writ.
    ss. 313(1)
  • Refer to Chapter 18, 18.17, Return of the Writ and Reports Checklist.

LAN data

  • After you receive approval from EC, purge the LAN data.

Day -9 WEDNESDAY

Telephone sets

  • After you receive approval from EC, package the telephone sets and ship them back to the telephone company; follow the shipping instructions.

LAN pickup

  • After you receive approval from EC, first day of the scheduled LAN pickup

Day -10 THURSDAY

Last day to submit petty cash and accountable advances reconciliations

  • Complete and submit the reconciliation of accountable advances received and the petty cash. (Section 7.4.15)

Return election materials to EC

  • Have Canada Post pick up monotainers of material to be returned to EC. (Section 14.4)

Telephone sets

  • After you receive approval from EC, packaging of the telephone sets and shipment back to the telephone company continue; follow the shipping instructions.

LAN pickup

  • After you receive approval from EC, scheduled LAN pickup

Day -11 FRIDAY

Telephone sets

  • After you receive approval from EC, packaging the telephone sets and shipping them back to the telephone company continues; follow the shipping instructions.

LAN pickup

  • After you receive approval from EC, scheduled LAN pickup continues.

After you receive approval from EC, close the RO office, unless otherwise advised.

Day -12 SATURDAY

no activities listed

Day -13 SUNDAY

no activities listed

Day -14 MONDAY

EC Payment Enquiries Line opens

  • This item is for your information only.

Names of elected candidates published in the Canada Gazette

  • This item is for your information only.

EC receives all the Lot 1 materials from the RO

Day -15 TUESDAY

no activities listed

Day -16 WEDNESDAY

no activities listed

Day -17 THURSDAY

no activities listed

Day -18 FRIDAY

Decommissioning

  • After you receive approval from EC, decommissioning the field applications and databases is completed.

Day -19 SATURDAY

LANS pickup

  • After you receive approval from EC, removal of LANs from the RO office is completed

Telephone sets

  • After you receive approval from EC, removal of telephone sets from the RO office is completed.

18.2 Accessibility Feedback Process – Returning Officer's Checklist

The process begins when the returning officer (RO) receives a feedback form. The following steps must be completed until the file is closed.

18.3 Accountable Advance for Petty Cash Checklist

  1. RO receives accountable advance cheque for petty cash
    1. RO cashes the cheque and keeps the funds in a locked location.
  2. Petty Cash Fund required
    1. RO keeps $250 cash in a locked drawer or box and replenishes it when required.
  3. Office supplies needed
    1. Purchase item with cash from Petty Cash Fund.
    2. Keep receipt for your records.
    3. Financial officer records each receipt total on Record of Reimbursable Expenses from Petty Cash (EC 11710).
    4. Financial officer completes all applicable columns of EC 11710.
  4. No receipt for purchase
    1. Complete Petty Cash Receipt (EC 11730) manually.
  5. After the event, advance for petty cash must be reconciled with EC 11710 and EC 11730
    1. Reconciliation must be submitted before Day -10 (10 days after polling day).
    2. Print completed Record of Reimbursable Expenses from Petty Cash (EC 11710); attach receipts and any Petty Cash Receipt (EC 11730) forms.
    3. Verify and sign each page of every form.
    4. Photocopy all signed forms and the receipts.
    5. Subtract the difference between petty cash beginning amount(s) and the totals of EC 11710 and EC 11730.
    6. Write a cheque to the Receiver General for funds remaining in the Petty Cash Fund.
  6. Submit reconciliation to EC
    1. Courier, by Priority Courier, original signed forms and receipts with your cheque, if applicable, to EC. Keep a copy for your files.

18.4 Confirming Poll Locations Checklist

Follow up with the landlord if the signed lease is not received within one week. This is critical.

Confirm the availability of the polling place.

Ensure that the landlord provides access to a telephone. If possible, obtain the telephone number.

If this polling location is for an advance poll, request access to a photocopier (if available).

Send the letter of confirmation of polling places along with Standard Contract of Lease (EC 11750) to the building landlords you identified prior to the issue of the writ. Control the receipt of these forms to confirm the availability of the polling stations.

Ensure that the landlord understands there is a clause in Standard Contract of Lease (EC 11750) that states they will not rent to any person, corporation or other type of organization for partisan political purposes within 500 metres of the polling place.

Adjust the letter to reflect the number of polling places that will be located in the rental space and specify the office furniture required (type and quantity) as well as the services the landlord is to provide.

Ensure that the letter describes the furniture needed for a registration desk, the central poll supervisor (CPS) and the information officer, if required.

Obtain the GST/HST number of the landlord.

Ensure that the landlord clearly understands all the terms of the contract (number of tables, chairs, access to a telephone, etc.).

The following is a list of furniture usually required for each polling station:

The following is a list of additional furniture usually required for the polling place:

18.5 Counting the Local Special Ballot Votes in the RO's Office Checklist

Provide a copy of this checklist to the special ballot coordinator (SBC) designated to coordinate the verification and counting of local special ballots in your office.

Appoint DRO(s) and poll clerk(s) to count the local special ballot votes in your office.

Notify the candidates, as soon as possible, of the names and addresses of all DROs and poll clerks appointed to count these ballots.

Provide training to the DROs and poll clerks prior to polling day (Day 2).

At their training session, give the DROs and poll clerks Deputy Returning Officer's Manual (Counting Local Special Ballot Votes) (EC 78700) to study.

At their training session, provide the DROs and poll clerks with Appointment and Oath (for election or referendum officers) (EC 10130) preprinted with their personal information.

Confirm that the designated SBC has read and understands the process of verifying Outer Envelopes – Local Elector.

Designate a private and quiet work area in your office for the counting of the local special ballot votes on polling night.

Provide each DRO/poll clerk team with a large table and six chairs.

Set a time for the verification of Outer Envelopes – Local Elector and the counting of local special ballot votes in your office.

Advise all candidates of the start time for the verification of outer envelopes and the counting process of the local special ballot votes in your office.

Verify that each representative presents Authorization of a Candidate (EC 78057).

Notify the candidates, as soon as possible, of the names and addresses of all DROs and poll clerks appointed to count these ballots.

If neither the candidates nor their representatives are present for the verification and counting process, ensure that one elector (for each DRO/poll clerk team) acts as a witness. The Federal Elections Tariff outlines remuneration for such witnesses.

On polling day, ensure that the SBC who is designated to coordinate the verification process provides each DRO/poll clerk team with a sealed ballot box containing special or regular ballots cast under the SVR in the electoral district (local electors)and the following items:

In addition to the aforementioned, the SBC will provide the primary team of DRO/poll clerk with the following items:

The actual opening of Inner Envelopes and the counting of ballots begins at the close of the polls in your electoral district, on polling day. Procedures must be followed as outlined in Deputy Returning Officer's Manual (Counting Local Special Ballot Votes) (EC 78700).

Have the DRO bring you the result of the votes as soon as the count is finished. Ensure that the result is entered in the ERS immediately.

18.6 EC Acquisition Card Administrative Checklist

  1. Purchase using EC acquisition card
    • Check payment slip and receipt for errors.
    • Check that PST has not been charged (except for Quebec).
    • Record the transaction on Acquisition Card Register (EC 11715).
    • File payment slip and receipt for later reconciliation.
  2. Monthly statement arrives from card company
    • Print Acquisition Card Register.
    • Immediately check the monthly statement transaction by transaction, comparing it with the register.
    • Check off each transaction one by one on the register.
  3. Problems with statement
    • Highlight problem transactions on both documents.
    • Calls the card company about any disputes.
    • If necessary, call Field Finance for help with disputes.
  4. Reconciliation completed
    • Sign the register and monthly statement when reconciliation is complete; don't wait for disputed items to be resolved.
    • Save the register in the computer. Make a copy of the signed register and signed monthly statement.
    • Create a new Acquisition Card Register for the next payment cycle.
  5. Reconciliation must be submitted to EC within five days of receiving monthly statement
    • Reconciliation package to be sent to EC:
      • original of Acquisition Card Register signed by you
      • original payment slips and receipts attached to the register, including affidavits
      • original card company monthly statement, signed by you
      • copies of any disputed items, with explanations
    • Send by Priority Courier to:

      Field Finance
      Elections Canada
      30 Victoria Street
      Gatineau, Quebec K1A 0M6
  6. Card is lost or stolen
    • Call the card company.
    • Call Field Finance.

18.7 Election Night Checklist (RO Office)

Setting Up

Set up an area for counting local special ballots.

If required, set up areas for counting results of advance and mobile polls.

Set up an area for receiving election results by telephone.

Set up an area for local media representatives.

Set up an area with 3 workstations to enter the results into ERS.

Set up an area for the receipt of election materials:

Make the necessary arrangements to hire personnel/volunteers

Make arrangements to have the following supplies:

18.7.1 Election Night Checklist (AARO Office)

Setting Up

Set up an area for the receipt of election materials:

Make the necessary arrangements to hire personnel/volunteers

Make arrangements to have the following supplies:

18.8 Expenses Paid Directly by Elections

  1. Pre-authorized travel expenses not registered in ROPS/SITES

    Only for travel/kilometre expenses
    1. Have worker complete Travel Expense Claim and Time Sheet (EC 09680).
    2. Sign the completed form.
    3. Photocopy the signed form and receipts.
    4. Submit the original signed form and receipts to Field Finance by Priority Courier.
  2. Miscellaneous expenses

    When the acquisition card or petty cash cannot be used
    1. Complete Special Account Form (EC 11670).
    2. Attach original invoices to the form.
    3. Sign the form and invoices.
    4. Photocopy the signed form and invoices.
    5. Submit the original signed form and original signed invoices to Field Finance by Priority Courier.
  3. Hours worked in positions that are not in ROPS/ SITES

    Persons responsible for maintaining order, or cleaning staff
    1. Complete Special Account Form (EC 11670) with the person's name, address, email address and SIN, the number of hours and the agreed rate.
    2. Sign the form (one form per person).
    3. Make two copies of the signed form:
      • one copy to worker
      • one copy to personnel file
    4. Submit the original signed form to Field Finance by Priority Courier.
  4. Hours worked after ROPS/ SITES is decommissioned
    1. Same procedure as item 3.

18.9 Equipment to Rent (sample)

Item Supplier Quantity Cost per Item Total Cost
Bulletin boards
Coffee maker
Easel
Flip chart
Microwave oven
Projector, if required
Photocopier
Screen
Small refrigerator (8 to 10 cubic feet)

18.10 Furniture to Rent (sample)

Furniture
RO's Office
ARO's Office
Reception
Office Clerk
Office Coordinator
Financial Officer
Recruitment Officer
SBC's Area
RS's & RA's Area
Training Officer
CRO
AC
AAC
Inventory/Shipping
Storage Area
Work Area
Staff Room
Training Room
Computer Room
Total No. of Items
Catalogue # (if applicable)
Bookshelf
Cart
Coat rack
Desks
Filing cabinet
Lamps
Metal shelving
Secretarial desks (with return)
Secretarial chairs
Stackable chairs
Tables (6')
Tables (8')
Tables (10')

Comments

18.11 List of Reusable Office Supplies and Materials (sample)

Office Supplies Supplies from Previous Election Provided By RO Purchases Required Total Cost Post Election — Reusable Materials Kept by RO
Quantity Per Item Cost
Adhesive tape
Adhesive tape dispenser
Allen key 1/8"
Batteries
Bulletin board pins
Calculator tape
Calculators
Cash box
Cleaning products
Copy holder
Correction fluid
Duct tape (rolls)
Elastics
Erasers
Extension cords
Felt-tipped pens
File folders
Filing cabinet locks
Filing cabinets
Filing dividers
Flip chart paper
Garbage bags
Garbage cans
Hanging file folders
Highlighters
In/out boxes
Ink pad
Labels
Lead pencils
Light bulbs
Note pads
One-hole punch
Packing tape for hand dispenser
Paper cutter
Paperclips
Pencil sharpener
Pens
Phone message note pads
Photocopier paper
Plastic tabs (for identifying files)
Postal code directories
Power bar (short-circuit protection: 4 outlets)
Printer toner
Receipt books
Rubber stamp
Rulers
Scissors
Screwdriver
Staple removers
Stapler, high-strength
Staplers
Staples
Staples, high-strength
Sticky notes
String
Three-hole punch
Toilet paper
Transparencies
Utility knife
Less credit notes
GST/HST
GRAND TOTAL

18.12 Office Furniture and Equipment List

If required items do not appear on the list, contact the Electoral Coordination Help Desk for authorization.

  1. You are responsible for renting office furniture and equipment during the electoral event.
  2. As the electoral event approaches, make a tentative list of furniture and equipment requirements.
  3. Once the electoral event is called, an order can be placed quickly and efficiently.
  4. Using your own office floor plan and the following list as a guide, prepare your order.

Note: Invoices for the AARO office are submitted separately

ARO Area
Computer Area
RO Office
Reception Area
Revising Agent
Revision Supervisor
SBC Area
Staff Area
Storage Room
Training Room

Note: See Training Officer Reference Guide (EC 10510) for a sample training room layout.

Work/Handling Area

18.12.1 Multi-Purpose Space

Candidate's Area
Polling Night Ballot Box Drop-off
Polling Night Results
Other Equipment (as required)

18.13 Preparing for the Returning Office

18.14 Printing Arrangements

  1. Arrange to meet early with the printing company to review printing and reproduction arrangements for
    • Preliminary Lists of Electors
    • ballots
    • Revised Lists of Electors
    • Official Lists of Electors
    • List of Candidates in Large Print
  2. Provide the printing company with Affidavit of the Printer (EC 10300) to be completed and submitted with the invoice for printing ballots.
  3. Provide the following information to the printing company:
    • list of items to be printed
    • number of copies required
    • date that the original will be sent to the printer
    • date that the order must be received from the printer
    • materials provided to assist the printer (e.g., printing or reproduction specifications, images [camera-ready copy in electronic format], specimens, special instructions, special printing materials)
    • arrangements for pickup and delivery
    • applicable printing and reproduction rate

Ballot Papers

Reference: Instructions for the Ballot Printer (EC 10720)

  1. Materials provided by EC
    • electronic format of Detailed Calculation of the Number of Ballot Papers Required (EC 10400) to calculate the number of ballots
    • Instructions for the Ballot Printer (EC 10720) in electronic format
    • sheets of ballot paper sent directly to the printer, unless you indicated otherwise during the pre-writ assignment
    • Printing Specifications for Ballot Papers (EC 10760)
    • Specimen Book of Ballots for the Printer (EC 10791)
    • Ballot Paper Proof Sheets (EC 10800)
    • for the back of the ballot, EC provides the image for one ballot (camera-ready copy in electronic format)
    • for the front of the ballot, EC provides the image for the entire ballot paper sheet
  2. Determine the number of ballots required and the distribution of ballots.

    Use the electronic format of Detailed Calculation of the Number of Ballots Required (EC 10400) for calculations; the following calculations are automatic, when the number of electors on lists is entered:

    • for each polling division, the number of electors on lists plus 5%, then rounded up to the next 25
    • 1,200 ballots x the number of advance polling stations
    • 5% of the total of the above to be kept in the RO office (to be used for emergencies)
    • 500 ballots for voting in the RO office under the Special Voting Rules

      Total number of ballots required: _
  3. A few days before printing begins, deliver ballot paper (if not shipped directly by EC) and printing aids to the printer.
  4. After all candidates have been confirmed by 2:00 p.m. on Day 19, complete List of Candidates Verification Report Checklist (Section 20.8):
    • EC provides you with a list of confirmed candidates in the form of List of Candidates Verification Report Checklist.
    • You confirm or correct List of Candidates Verification Report Checklist, then sign it and send it to EC.
    • EC places the image for the back of one ballot in the RO Public Folders for your ED and emails the image of the front of the ballot for the entire ballot paper sheet to your RO office email account.
    • Forward both images to the printer.
    • The printer prepares a ballot proof for one ballot, preferably in PDF format.
  5. The printer gives you the proof of the ballot paper on Day 19 to 17 (refer to Proof of Ballot Paper Checklist [Section 18.15]):
    • Email the electronic proof for one ballot to EC for approval.
    • EC authorizes the ballot for printing by emailing your RO office email account.
  6. Printing begins (once approval has been obtained): Day 18.
  7. Ballots received from the printer: Day 15 or 14 (remote EDs should arrange for staggered deliveries as soon as possible to ensure that ballots can be sent to remote areas).

Note: Security is very important. Ballots and printing material (sheets of ballot papers, reproduction sheets, etc.) must be carefully stored and accounted for.

List of Candidates in Large Print

Reference: Printing Specifications for the List of Candidates in Large Print (EC 10721)

  1. Provide one copy of Printing Specifications for the List of Candidates in Large Print (EC 10721) to the printer:
    • date to the printer: Day 31
    • printing begins: Day 18, or as soon as EC approves the ballot proof from the printer
    • date from the printer: Day 17
  2. Quantity to print:

    The required quantity will be 3 times the total number of:
    • Advance polling places;
    • Ordinary polling places (1 to 7 polls = 3 copies / 8+ polls = 6 copies); and
    • Mobile polling stations.

Preliminary Lists of Electors

Reference: Reproduction Specifications for Lists of Electors (EC 10750)

  1. determine the number of copies:
    • candidates: one complete set (paper copy) and one electronic copy for each candidate
    • RO: one complete set and the original copy

    total number of complete sets:

  2. date to the printer: Day 35 (Day 32 at the latest)
  3. date from the printer: Day 32
  4. materials provided by EC:
    • Reproduction Specifications for Lists of Electors (EC 10750)
  5. materials provided by the RO:
    • PDF of preliminary list of electors (PLE) on a USB key (if received from EC)

Note: Each confirmed candidate is entitled to receive, on request, up to four additional copies of these lists. Wait for these requests before placing the printing order. Inform the candidates that they will receive a USB key.

Revised Lists of Electors

References: Automation Coordinator's Manual (EC 10500)

Reproduction Specifications for Lists of Electors (EC 10750)

  1. determine the number of copies:
    • RO: one complete set (DRO format by advance poll) and the original copy
    • candidates: one complete set for each candidate, sorted geographically by polling division (gender and date of birth are omitted)
    • advance polls: one complete set (yellow copy) (to be divided among the advance polls) sorted alphabetically by advance poll (not polling division): includes gender, year of birth, and column for "Voted" ("Voted" column not to be used)
    total number of complete sets:
  2. date to the printer: Day 13
    date from the printer: Day 12
  3. materials provided by EC:
    • Reproduction Specifications for Lists of Electors (EC 10750)
  4. materials provided by the RO:
    • printed lists of electors on white paper prepared by the AC from the REVISE system

Note: Each confirmed candidate is entitled to receive, on request, up to four additional copies of these lists. Wait for these requests before placing the printing order. Inform candidates that they will receive a USB key.

Official Lists of Electors

References: Automation Coordinator's Manual (EC 10500)
Reproduction Specifications for Lists of Electors (EC 10750)

  1. Determine the number of copies:
    • RO: one complete set (DRO format) and the original copy
    • candidates: one complete set for each candidate, sorted alphabetically by polling station (gender and date of birth are omitted) – one electronic copy for each candidate
    • ordinary polls: one complete set (buff copy), (to be divided among the DROs), sorted alphabetically by polling station; includes gender, year of birth and a check box to indicate that electors have "voted"
    total number of complete sets:
  2. date to the printer: Day 4
    date from the printer: Day 3
  3. material provided by EC:
    • Reproduction Specifications for Lists of Electors (EC 10750)
  4. material provided by the RO:
    • printed lists of electors on white paper prepared by the AC from the REVISE system

Note: Each confirmed candidate is entitled to receive, on request, up to four additional copies of these lists. Wait for these requests before placing the printing order. Inform candidates that they will receive a USB key.

18.15 Proof of Ballot Paper Checklist

  1. Printer produces ballot proof of front and back of ballot (referred to as "blues").
    • Expect to receive files from EC by email early on Day 18.
    • Open the camera-ready files and verify that it is the correct camera-ready material for their ED.
    • Email the printer the camera-ready files for the ballot (front and back) and Instructions for the Ballot Printer (EC 10720).
    • Following instructions, the printer produces the proofs (blues), scans both the front and back, and emails this to you at the email address provided (PDF format).
  2. RO verifies ballot proof using the images provided by EC before submitting proof to EC for approval.
    • Open the proof and verify against the camera-ready files that it is correct.
    • Verify that the front of the ballot has been aligned by checking that the text is in the boxes and the circles are on the right, etc.
    • Verify that the proof contains the correct number of candidates.
    • Verify that the proof for the back of the ballot includes your ED name and printer's name and address.
    • If there are any errors in the ballot proof, ask the printer to correct them and send you a new proof.
  3. EC authorizes proof of ballot paper.
    • After verifying that there are no errors, email the proofs (front and back, in PDF format) to EC at the email address RSEC_ECSN on Day 18.
    • EC will contact you when the ballot proof is authorized (usually by email at the RO office email account).
    • After EC authorizes the ballot proof, tell the printer to begin printing the ballots.
    • The number of ballots printed is determined by Detailed Calculation of the Number of Ballot Paper Required (EC 10400), an e-form.

18.16 Responding to Queries from the Public Checklist

18.17 Return of the Writ and Reports Checklist

Return of the Writ

Report of Proceedings

Report on Level Access

18.18 Security Guard Checklist

Security Guard Checklist

18.19 Specifications for Self-Inking Stamps

Note: These specifications are to be used for addressing the envelope contained in the Mail-In Registration brochure left at homes during Targeted Revision.

To ensure the prompt return of the Mail-In Registration brochure, and in line with Canada Post standards, the envelope must be addressed with a rubber stamp that indicates the RO office address(es). Prior to Targeted Revision, the envelopes in all Mail-In Registration brochures must be stamped for the ED. The post office will use the address to ensure that returned forms are delivered to the RO office.

You are responsible for the local production of stamps according to the following specifications. The approximate price range for the self-inking stamps is $20.00 to $30.00 each. A self-inking stamp can be refilled: one refill is usually good for 5000 impressions. Order the number of stamps and refills as needed.

The information that is to appear on the stamp depends on whether the RO office address is served by a main post office or by a postal station.

Note: You are responsible for identifying the postal station serving the RO office (if applicable) and the postal code for the RO office address. Confirm this information using the current Canada Post website, postal code books or with the local postmaster.

All the information for the addresses must be contained on up to four lines on the stamp. If no postal station is involved, the stamp will contain the following information:

For example:

ELECTIONS CANADA – OTTAWA-VANIER
61 CANOTEK ROAD
GLOUCESTER ON K9K 9K9

If a postal station serves the RO office, the stamp will contain the following information:

For example:

ELECTIONS CANADA – CARLETON-GLOUCESTER
STN J
GLOUCESTER ON K9K 4J5

Addressing Format

Please note these specifications for the stamp:

  1. Width: The stamp must fit within the allocated box in front of the envelope of the Mail-In Registration brochure – not more than 8 cm wide.
  2. Height: A space of 19 mm must be left between the bottom of the envelope and the last line of the address. To ensure that this is possible, the four lines of the address must be contained within an area no higher than 4.5 cm.
  3. Postal code: The postal code is composed of both letters and numbers in the form ANA NAN, where "A" represents a letter and "N" represents a number. There is a space (equivalent to one character) separating the first three characters from the last three. Print the CODE in block capitals.
  4. Abbreviations: Abbreviations must be used for provinces and territories.

The following are those used by Canada Post:

Please stamp the forms carefully. A straight, clear, consistent address means faster delivery.

18.20 Telephone Tally Sheet (sample)

Telephone Tally Sheet (sample)

18.21 Undelivered Voter Information Cards Ledger (Sample)

Day To date, how many VICs have been returned to you by Canada Post due to an "unknown or incorrect address"? Include the total of all VICs returned to date since the initial mailing and the VICs that have been remailed. To date, how many VICs have been returned to you by Canada Post because they were "refused by the occupants"? Include the total of all VICs returned to date since the initial mailing and the VICs that have been remailed. To date, how many VICs have been returned to you by Canada Post because the "occupants or the electors have moved"? Include the total of all VICs returned to date since the initial mailing and the VICs that have been remailed.
Total Today Cumulative (A) Total Today Cumulative (B) Total Today Cumulative (C)
Day 25
Day 24
Day 21
Day 20
Day 19
Day 18
Day 17
Day 14
Day 13
Day 12
Day 11
Day 10
Day 7
Day 6

18.22 Validation of the Results Checklist

Purpose of the Validation

The results confirmed during the validation process are the official results used to declare a candidate elected. (The election night results are preliminary.) The official results can no longer be modified and will be published as is.

Who Conducts the Validation of the Results?

The returning officer (RO) and the assistant returning officer (ARO) are the only ones permitted to conduct the validation of results.

Date / Time / Place

This information was published in Notice of Election (within four days of the issue of the writ).

If the candidates or representatives are not present at the validation, designate two persons qualified as electors to witness the proceedings (the RO must designate them). Refer to the Federal Elections Fees Tariff for the remuneration rate for such witnesses.

The date, time and place cannot change unless a postponement is required (e.g. if all ballot boxes have not yet been returned).

The postponement must be extended one day at a time and cannot exceed a period of two weeks.

EC and all candidates must be advised of any such postponement.

Required Documents

Statement of the Vote (EC 50100) forms (white copies), complete set in numerical order

Statement of the Vote (EC 78760) form (white copy) for local SVR results

SVR RESULTS sheet (sent to the RO office on election night)

Detail of the vote – For use by the returning officer only – Preliminary results (EC 10027)

Procedure

Retrieve Statement of the Vote (EC 50100 or EC 78760 for special ballots) one at a time and in numerical order.

For ordinary, mobile and advance polling stations:
Compare the information contained in boxes 1 to 4 on each Statement of the Vote (EC 50100), to the election night information recorded on the Detail of the vote – For use by the returning officer only – Preliminary results (EC 10027):

For SVR Group 1 (Canadian Forces, incarcerated and international electors):
Compare the information contained on SVR RESULTS sheet 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 Group 1:

For SVR Group 2 (national and local electors):
1. National electors:
Compare the information contained for the national electors on the SVR RESULTS sheet 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 Grp 2 (National):

2. Local electors:
Compare the information contained for the local electors on Statement of the Vote (EC 78760) 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 Grp 2 (Local): 3. National + Local electors:
In 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:

If Detail of the vote – For use by the returning officer onlyPreliminary results (EC 10027) 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 ERS.

If you have to open the poll bag for Ballots Cast for a Candidate Envelopes (EC 50450) to re-create Statement of the Vote and/or you find any loose documents in the ballot box during the validation, secure the documents in a Loose Documents Bag (EC 11530) provided for that purpose. Write the polling station number on the bag and seal it with an Official Seal (EC 50180); note that you must initial the seal, but the ARO and any representative present may also initial it if they wish.

Detail of the vote – For use by the returning officer onlyPreliminary results (EC 10027) may show certain polling stations with an "X" in the Error column. For such polling stations, you and the ARO must do the following:

The AC must enter into ERS all amendments to Detail of the vote – For use by the returning officer only – Preliminary results (EC 10027) and enter all explanatory notes written by the RO with respect to problem polling stations. The AC must validate the results of all polling stations, even though there may be no corrections to make.

The AC prints Detail of the vote – For use by the returning officer onlyPreliminary results (EC 10027) and Validation Report.

You must ensure that the changes were made correctly on Detail of the vote.

Transmitting the Validated Results to EC

Once all the results are validated, the reports are printed and you have approved them, ask the AC to finalize the validation of the results in ERS and to transmit the validated results to EC by performing the Close/Finalize Validation of Results procedure in ERS.

After transmitting the results, the AC prints two reports: Detail of the vote (validation status) (EC 10022) and Poll-by-Poll Results (EC 10042).

Elections Canada Verification of Validated Results

Once the Finalize Validation step has been completed in ERS and the results are transmitted, EC will perform some important quality checks on the validated results. If any errors are found, EC will notify you of the problem by email and/or telephone. It is important to monitor the RO office Webmail during the validation process to ensure a quick response and to have the RO cell phone at hand.

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

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

Declaring a Candidate Elected

Once all information has been entered, corrected and verified in ERS, the AC prints the final Result of Voting (EC 10420), generated by ERS. Ensure that the information in the report is identical to the information in Detail of the vote (validation status) (EC 10022):

Print and fill out Result of Voting Information Sheet (EC 10039).

Send the completed Result of Voting (EC 10420) with Result of Voting Information Sheet to the validation team immediately.

You have received the email from EC confirming that validation is complete and that Result of Voting (EC 10420) may be distributed.

Send a copy of Result of Voting (EC 10420) by courier to each candidate.

If there is no chance of a recount

Open all ballot boxes, one at a time. This may be done immediately following the validation of the results or the following day.

If any loose official documents are found outside the plastic envelope in a ballot box, include all materials in a large plastic Loose Documents Bag (EC 11530) provided for that purpose. Write the polling station number on the envelope and seal the envelope with an Official Seal (EC 50180). You must initial the seal.

Place the large plastic envelopes containing the poll documents and the results in boxes intended for election returns (EC 10930). Insert as many large envelopes as possible in the same box and identify these boxes as "Lot 5" for return shipment to EC.

If there is any chance of a recount

Leave the large plastic envelopes in their respective ballot boxes and ensure that all boxes are kept sealed.

Hire a security guard to keep ballot boxes secure.

Note the serial number of the seals of each ballot box on Results of Voting After a Judicial Recount (EC 10421), generated by ERS. Since the space provided for the seal numbers is very small, you may attach a complete list of the numbers as an appendix to the report.

Completing the ERS activities

Once election day registrations are entered in REVISE, ask the AC to synchronize ERS and REVISE to update the EOL count.

The AC prints a copy of the final Detail of the vote (EC 10022). Keep a copy for your files and include the original with the other documents to be returned in Lot 1.