Returning Officer's Manual
Chapter 8 – Electors and Lists of Electors
This Chapter provides the definition of an elector and the different categories of electors. Electors are identified on the lists of electors. Elections Canada is responsible for maintaining the National Register of Electors and for producing the lists of electors.
- 8.1 Electors
- 8.2 Residency of Electors
- 8.3 Lists of Electors
- 8.4 Revision Process
- 8.5 Targeted Revision
Electors are persons who are eligible to vote in federal elections in Canada. This includes all persons who are Canadian citizens and 18 years of age on polling day. Elections Canada (EC) is responsible for providing the list of electors for use during general elections, by-elections and referendums. As a returning officer (RO), you are responsible for maintaining and updating the lists of electors for your electoral district (ED).
8.1.1 Eligible Electors
By law, electors must be 18 years of age or older on polling day to vote. A person who is not yet 18, but who will attain that age on or before election day, may vote at an advance poll or at an ordinary polling station or by special ballot.
All Canadian citizens are entitled to vote. A person must already be a Canadian citizen to register to vote. A person who is in the process of becoming a citizen may not register to vote, even if the date on which he or she will officially become a Canadian citizen precedes or coincides with election day.
Place of Residence
Electors may be registered on the list of electors and may vote only in the polling division in which they live. If a person has moved from one polling division to another in the same or another ED and wishes to register to vote, he or she may apply to be registered at the new residence.
Note: By-election Exception:
To vote at a by-election, a person must live in the ED on the first day of the revision period and continue to live there until election day.
8.1.2 Ineligible Electors
The following people are not entitled to vote at an election
- the Chief Electoral Officer of Canada (CEO)
- the Assistant CEO
8.1.3 Persons Under Guardianship, Tutorship or Curatorship
An elector living with a mental illness or a degenerative disease has the right to vote.
A person may be deleted from the National Register of Electors (NROE) if he or she is under a court-ordered protective regime, including guardianship, tutorship or curatorship. Removal from the NROE may be done if the authorized representative requests the deletion in writing.
If an individual who has authority under such a regime asks to have a person removed from the NROE, be prepared to refer them to EC to obtain a Request to Opt Out form.
8.2 Residency of Electors
The place where an elector is ordinarily resident determines the ED where the elector is entitled to vote. At times, it may be uncertain where an elector is ordinarily resident. Rules are provided to assist you and the elector in determining this matter.
8.2.1 Definition of Ordinarily Resident
The law defines a person's place of ordinary residence as "the place that has always been, or that has been adopted as, his or her dwelling place, and to which the person intends to return when away from it." Effectively, this is the place that the person considers home. A person can be ordinarily resident in only one place at a time.
ss. 8(1), ss. 8(2)
8.2.2 Determining Where an Elector is Ordinarily Resident
In most cases, ordinary residence is easy to determine. If an elector's ordinary residence is uncertain, provide the elector with the following rules and have the elector make a determination:
A person is not ordinarily resident in a dwelling such as a cottage, which is generally used only during part of the year, unless the person staying there has no other place to live at the time.
Electors Who Are Temporarily Absent
During a period of temporary absence, electors may not register in the polling division where they are staying temporarily. Those persons must vote in the polling division of the place of ordinary residence.
Electors Who Do Not Have a Permanent Residence
When a person has no permanent residence or dwelling, the person's temporary quarters at the time of registration are considered to be the place where the person is ordinarily resident.
Electors Who Do Not Have a Permanent or Temporary Residence
If an elector does not have a permanent or temporary residence, then he or she may use soup kitchens, shelters, hostels or other similar facilities that provide food, lodging or other social services as their place of ordinary residence.
Students Away from Home
A student's residence while attending school may be considered the place of ordinary residence for students who no longer consider their parents' home their ordinary residence.
A student who considers the parents' home as his or her ordinary residence and his or her school-year residence as "temporary" shall vote in the parents' ED and should not appear on the list of electors for the school's ED. Such electors must be offered the option of applying to vote by mail by special ballot.
Canadian Forces Electors
A member of the Canadian Forces normally votes under a separate procedure set out in the Special Voting Rules (SVR) (Part 11 of the Canada Elections Act). However, if during an electoral event the Canadian Forces elector has not already voted by special ballot and is actually living in the ED indicated on his or her Statement of Ordinary Residence (SOR), the elector may vote at the polling station established for the address shown on his or her SOR, but only if he or she resides in that ED on election day.
Persons Living with Canadian Forces Electors
Spouses and dependents of Canadian Forces electors living in Canada must vote as civilians, if they are qualified. They must register at their Canadian address.
Members of Parliament
In a general election, any candidate who, on the day before the dissolution of Parliament, was a member of Parliament, and any elector living with this member on that day or who had moved or would move in order to continue living with this member, is entitled to have their name on the list of electors established for one of the following areas and to vote at the corresponding polling station:
- former member's place of ordinary residence
- former member's temporary residence in the ED in which he or she is running as a candidate
- returning office for the ED where the former member is running as a candidate
- place in Ottawa or surrounding area where the former member resides for the purpose of carrying out parliamentary duties
Please see the following table for examples of where candidates and their family members can vote, along with identification requirements:
|Who is voting?||Where can they vote?||What are their ID requirements?||Can they get a Transfer Certificate (EC 10190) where they are a candidate?|
| Member of Parliament
(including family members)
|1. Toronto – in person or by special ballot||None||No|
|2. Ottawa (apt.) for parliamentary duties, in person or by special ballot||None||No|
3. ED in Manitoba – residence where the candidate is staying – temporary residence
|4. ED in Manitoba – RO office||None||Yes|
|Candidate (including family member)||Toronto – in person or by special ballot||Proof of identity and residence||No|
Incumbents and their family members do not need to show proof of identity and residence when they are voting under Section 10 of the Canada Elections Act. Contact the candidate who is the former MP (or his or her campaign) early in the campaign period and explain the operation of Section 10, then ask if they would like to take advantage of it and how. Ideally, the candidate and family could come into the RO office and do what is needed. If they wish to vote at a particular poll, then their names could be added to that list; or you can register them at the RO office address and provide them with a Transfer Certificate (EC 10190) allowing them to vote at the particular poll. You must ensure that election officers are notified of these specific instructions about identification for the incumbent or his or her family members.
8.2.3 Proof of Identity and Address for Registering During the Revision Period
Acceptable proofs of identity and address required during the revision period are not the same as for registration and voting by special ballot, or at advance polls and on election day.
During the revision period, you may approve revision requests for electors applying to have their names added to, corrected on or deleted from the lists of electors only if the electors have been properly identified. The revising agents must locate the elector's record on the list (applicant must confirm his or her name, current or previous address, and date of birth). This will establish his or her status on the list.
- If the applicant's information is on the list of electors, this is considered to be sufficient, and he does not need to present any further proof of identity or address.
- If the applicant is not on the list of electors, he or she must establish that he or she should be included on the list by providing satisfactory documentation for proof of identity and address (as indicated in the list below).
- During targeted revision (door-to-door visit) at an elector's residence, when visited by revising agents, the elector may verbally provide information about the identity of all electors living at that residence. No other proof of identity or residence is required.
During the revision period, electors have four options, authorized by the CEO, that meet the requirement to provide documentary proof of identity:
- one piece of government-issued identification: the one piece must include the elector's photo, name and current address, such as a driver's licence, provincial or territorial ID card, or any other government card with photo, name and current address
- two pieces of identification from the List of Pieces of Identification Authorized by the Chief Electoral Officer of Canada: both pieces must show the name, and one must also have the elector's current address
- an affidavit: must show the elector's name and current address, and must be signed before a person authorized to receive oaths in the province or territory
OR – If the elector cannot provide any of the documents listed above
- one document showing name and current address of the elector's spouse or of the person on whom the elector is dependent
- The document must conform to the list of pieces of identification that prove identity and address in Option 1 or 2 above.
- Both the elector to be registered and the person whose name appears on this document must be present at the time it is offered, and they must reside at the same address.
Note: All pieces of identification presented by electors must be of a type authorized by the CEO. For a detailed list of identification authorized by the Chief Electoral Officer of Canada, refer to Have your ID ready (EC 90189).
8.2.4 Proof of Identity and Address for Registering and Voting by Special Ballot
To vote, an elector must prove his or her identity and address. Acceptable proof of identity and address used for registration and voting by special ballot is not the same as during the revision period, or at advance polls and at election day.
To register and vote by special ballot, the elector has four options:
- show one original piece of ID issued by a Canadian government, whether federal, provincial or local, or an agency of that government, that contains his or her photo, name and address (for example, a driver's licence)
- show two pieces of ID authorized by the CEO, one with name and another with name and address
- (if the elector has two pieces of acceptable ID but no proof of address): take a written oath (SVR Oath of Residence Certificate) and have another elector attest to his or her residence. The attestor must be eligible to vote in the same polling division, know the elector personally, be able to attest to the elector's residence and have acceptable ID (proof of identity and residence). The attestor must also take an oath and must not have attested for another elector or have had their own address attested to at the same election.
- provide an affidavit signed before a person authorized to receive oaths in that province or territory and showing the elector's name and current address of ordinary residence
You will find the list of acceptable proof of identity and address to register and/or to vote in Have your ID ready (EC 90189).
Note: Documents must be in English or French.
Expired documents are accepted.
- The written oath (SVR Oath of Residence Certificate) can be used only by electors registering in person in your office or the additional assistant returning officer (AARO) office.
- The use of an affidavit is available only to electors registering to vote by special ballot by mail, by fax or through a third party. Electors registering in person in your office or the AARO office may not use this document to prove their identity or residence.
- Electors registering by mail, by fax or through a third party must provide a photocopied or scanned copy of their ID to register to vote by special ballot.
- Pieces of identification are acceptable in the format in which they were first issued. In the case of documents issued electronically (such as e-statements or e-invoices), both printouts printed by the elector and online versions shown on a mobile device are acceptable.
Note: Certain electors may have difficulty providing proof of address to register and vote. For that reason, the CEO has authorized the use of Letter of Confirmation of Residence (EC 50053), which can be accepted as proof of residence. For more information, refer to Section 8.2.6.
8.2.5 Proof of Identity and Address for Registering and Voting on Polling Days
To vote, an elector must prove his or her identity and address. Acceptable proof of identity and address used for registration and voting at advance polls and on election day are not the same as the revision period or registration and voting by special ballot.
The elector has three options:
- show one original piece of ID issued by a Canadian government, whether federal, provincial or local, or an agency of that government, that contains his or her photo, name and address (for example, a driver's licence)
- show two pieces of ID authorized by the CEO, one with name and another with name and address
- (if the elector has two pieces of acceptable ID but no proof of address): take a written oath and have another elector attest to his or her residence. The attestor must be eligible to vote in the same polling division, know the elector personally, be able to attest to the elector's residence and have acceptable ID (proof of identity and residence). The attestor must also take an oath, and must not have attested for another elector or have had their own address attested to at the same election.
Note: Documents must be in English or French.
Expired documents are accepted.
You will find the list of acceptable proof of identity and address to register and/or to vote on polling day in Have your ID ready (EC 90189).
Note: Electors living in long-term care facilities and seniors' residences may use photocopies of their ID to register or vote, or both, at mobile polls. These photocopies can be produced by residence administrators or by family members who often hold their relatives' ID.
8.2.6 Letter of Confirmation of Residence (EC 50053)
Certain electors may have difficulty providing proof of address to register and vote. For that reason, the CEO has authorized the use of Letter of Confirmation of Residence (EC 50053) which will be accepted as proof of residence.
A letter of confirmation of residence can be issued by the following facilities:
- First Nations bands and reserves
- a designated shelter, soup kitchen, student/seniors' residence, or long-term care facility
The template of Letter of Confirmation of Residence (EC 50053) is available on the EC website. The Letter will also be accepted on the facility's letterhead.
Note: The elector must provide a second piece of identification to prove his or her identity along with the Letter of Confirmation of Residence (EC 50053).
For more information concerning homeless electors, refer to Guidelines for Registration and Voting by Homeless Electors (EC 10049).
List of Facilities – Letter of Confirmation of Residence (EC 50054)
For an elector to use Letter of Confirmation of Residence (EC 50053) as proof of address, along with a second piece of ID from the list published by the CEO that proves identity, the facility/band council upon whose letterhead it has been printed, or that has provided the information to the elector using the EC template, must appear on List of Facilities – Letter of Confirmation of Residence (EC 50054).
Guidelines for Administrators
Your assistant returning officer (ARO) or your community relations officer (CRO) is expected to implement the instructions below:
- Contact the facility/band administrators as soon as possible and ask them to inform electors living in their facilities or using their services that the administration will provide them, upon request, with Letter of Confirmation of Residence (EC 50053).
- Ask the administrators and their staff members to:
- be careful not to give their residents the impression that using the letter of confirmation is the only way to vote,
- explain to residents the purpose of the letter of confirmation and how it is going to help them exercise their right to vote,
- clearly explain that the letter of confirmation is used as proof of address but they will still need to provide another piece of ID showing their name.
- Remind administrators that if they are acting in good faith and are reasonably certain that the name appearing on the letter of confirmation of residence is actually the name of the person, they cannot be held responsible for the accuracy of this information. Remind them also that, to exercise his or her right to vote, the elector will have to confirm the name on the attestation by presenting a second piece of identity as listed on the approved list of ID published by the CEO.
- Provide information about your office and the dates of the revision period and inform the facility administrators/band council members that the following supplies will be provided to them:
- a template for Letter of Confirmation of Residence (EC 50053) (paper or electronic)
- for use in homeless facilities only, Public Notice (EC 40073) posters (complete the relevant section of the poster).
Guidelines for the Electoral Personnel of the Office
- Advise the revision supervisor and revising agents, as well as the special ballot coordinator (SBC), that some electors may wish to register (and vote) using the completed Letter of Confirmation of Residence (EC 50053).
- Provide names of the facilities/reserves to the revision supervisor, SBC and revising agents on the document List of Facilities – Letter of Confirmation of Residence (EC 50054) so they may confirm the validity of the letter that the elector provides.
Note: The elector must provide a second piece of identification along with Letter of Confirmation of Residence (EC 50053).
Note: Electors using this document should be registered following the same procedures as for any other electors.
Guidelines for Election Day Officials
Identify which polling station serves the address of the facility and record the polling station number on List of Facilities – Letter of Confirmation of Residence (EC 50054). Provide the completed List of Facilities – Letter of Confirmation of Residence (EC 50054) to the appropriate polling stations and instruct all election day officials who may be in contact with electors using Confirmation of Residence (EC 50053). Provide a blank copy of the letter of confirmation of residence to the affected polling stations so they may recognize it when electors show it as a proof of identity showing their address.
Ensure that the registration officers and DROs understand that the name and address of the facility must match the corresponding name and address on the List of Facilities – Letter of Confirmation of Residence (EC 50054).
The elector can be registered and allowed to vote on election day if he or she has completed Letter of Confirmation of Residence (EC 50053), and presents another document that establishes his or identity that is authorized by the CEO. (See 8.2.5, Proof of Identity and Address for Registering and Voting on Polling Days.)
8.2.7 Electors in Danger
An elector who would be under reasonable apprehension of bodily harm if the current address of residence that he or she has provided on the application for registration and special ballot were to appear on the list of electors (e.g. abused spouses and common-law partners who are hiding from violent partners) may apply to you to use another address for the purpose of registering to vote by special ballot.
The elector who applies to vote by special ballot must still provide acceptable proof of identity and residence (of his or her actual ordinary residence) in the ED where the vote is to be counted. However, the elector may choose not to show his or her identification to a candidate or the candidate's representative (if registering in person). The elector's current address must also not appear on the application form or any electoral document or be revealed to anyone other than the SBC or you.
To protect an elector's current location, the address appearing on the application for voting and mailing purposes must be a different address. For example, this address could be the elector's former address or another address, such as your office.
Note: The elector should provide the current address only to the SBC, you or the AARO. The ballot will be mailed to that address or the elector can pick it up at your office or the AARO office.
If you need more information on this subject, contact Elections Canada Support Network (ECSN); you can also consult subsection 233(1.1) of the Canada Elections Act.
8.3 Lists of Electors
8.3.1 Types of Lists
Several versions of lists of electors are produced before, during and after an election:
- preliminary lists of electors
- day 19 lists of electors
- revised lists of electors
- official lists of electors
- alphabetical list of electors by polling site
- final lists of electors.
Note: Electors may not consult the lists of electors. When electors visit your office and ask whether their names are on the list, your staff may ask the elector's name and address and consult the lists to confirm whether the elector is registered. When the request is made by telephone, ask for the date of birth to authenticate the elector and verify the information provided against the one on the list. This is quickly done using the REVISE system.
8.3.2 Preliminary Lists of Electors
Preliminary Lists of Electors (PLE) are produced by EC in three different formats: PLE for candidates, and Alphabetical and Geographical lists for revising agents. Lists are sent to you and are also available immediately in REVISE when the writ is issued.
Your automation coordinator can access an electronic copy of the lists on REVISE to produce the candidate's USB keys. The PLEs are sorted by polling division number, municipality name, street name and number, apartment number (if applicable) and family name.
The geographical lists of electors are sorted by municipality name and street name. The Alphabetical Lists of electors are sorted alphabetically by elector name. These two iterations of the lists are used for search purposes in the office if REVISE is not available, or on individual streets for the conduct of targeted revision. The lists contain the elector's gender and date of birth to facilitate the search. You can print updated versions of these lists at any time during the event.
Reproduction of the Preliminary Lists
Arrange with the printing company as early as possible to have the PLE reproduced for distribution to candidates as their nominations are confirmed. Send lists to the printer for reproduction after generating them in REVISE or upon receiving them from EC. Only the PLE for candidates is reproduced. The alphabetical electors and the geographical lists of electors are not distributed to candidates.
Quantities and Distribution
Give the booklet or the electronic file of Reproduction Specifications for Lists of Electors (EC 10750), which outlines specific instructions, to the printing company at the same time as you drop off the lists for printing.
The printing company is required to furnish complete assembled sets containing one copy of the list for each polling division in numerical order for distribution to:
- your office: one set in addition to the original copy;
- the candidates: one printed copy, upon request, as nominations are confirmed.
ss. 94(1) and (2)
Confirmed candidates are entitled to receive up to four additional paper copies of the preliminary lists. To avoid unnecessary printing, do not print these additional copies unless requested. In addition to the printed copies reproduced by the printing company, your automation coordinator (AC) will generate one electronic copy, upon request, for each candidate on USB flash drives.
All lists of electors given to candidates must be documented in Lists of Electors Security Control Log (EC 10498).
8.3.3 Day 19 Lists of Electors
The Day 19 lists of electors integrate all revision transactions made from the first day of revision to Day 19, including transactions captured as part of targeted revision. These lists are produced in your office in electronic format using REVISE only for candidates who request it.
Producing the Lists
The AC produces the lists on Day 19; all changes requested up to Day 19 are incorporated.
Note: Make sure that no pending transactions are left under any tabs of the REVISE RO Approve Pending Transactions screen before asking the AC to generate the Day 19 lists of electors.
8.3.4 Revised Lists of Electors
The Revised Lists of Electors (RLE) integrate all revision transactions made from Day 36 to Day 15. These lists are produced in your office from REVISE for use at the advance polls. A copy is also given to confirmed candidates. REVISE produces a Statement of Changes, which is printed at the end of Day 11 so that any changes made to the list of electors since it was produced on Day 15 will be reflected. The Statement of Changes completes the RLE.
Producing the Lists
The AC produces the lists on Day 15; only those changes requested up to Day 15 are incorporated. Changes made after that date are included in a Statement of Changes report prepared for the advance poll, so that electors who registered after Day 15 and before the Statement of Changes was printed may vote.
The AC prints the revised lists on white paper in two formats:
- candidates: sorted geographically by polling division; the elector's gender and year of birth are omitted.
- DROs: sorted alphabetically by advance polling division; includes gender and year of birth.
Note: Make sure that no pending transactions are left under any tabs of the REVISE RO Approve Pending Transactions screen before you ask the AC to print the revised lists of electors.
Your AC may create a PDF version of the list in REVISE to provide to the printing companies for reproduction rather than printing the list on paper. Do not provide PDF versions of the lists to candidates.
Reproduction of the Revised Lists
Arrange with a printing company as early as possible to have the revised lists reproduced and distributed before the deadline of Thursday, Day 11. Use the same printing company for the reproduction of all lists.
Give the following items to the printing company and stress the importance of the delivery deadline:
- lists from REVISE system (paper or PDF);
- Reproduction Specifications for Lists of Electors (EC 10750) booklet or electronic file;
- written memorandum stating the delivery date and the manner in which the lists must be arranged.
Quantities and Distribution
The printing company must furnish complete assembled sets containing one copy of the list for each polling division in numerical order for distribution to:
s. 105, ss. 107(3)
- your office: one (DRO format)
- for advance polls: one (DRO format), to be divided among the ballot boxes
- each candidate: one per candidate (candidate's format).
Give candidates a hard copy of the lists, along with an electronic copy in csv/txt format on a USB key. On Day 11, every candidate is entitled to receive one complete set of the revised lists and, on request, up to four additional paper copies. Place the order for additional copies only upon request.
8.3.5 Official Lists of Electors
The Official Lists of Electors (OLE) integrate all revision transactions made from Day 33 until the close of revision. The names of all electors who have applied to vote by special ballot, or who voted at an advance poll, are struck off the lists. These lists are produced in your office from REVISE for use at the ordinary polls. A copy of the OLE is also given to candidates.
Producing the Lists
The OLE is produced in your office the day after the end of the revision period (Day 5).
Because any elector who has moved from your ED to another will be removed from your list of electors only after being approved by the other RO, you may not print the list of electors before all revisions have been captured and approved across Canada. You must therefore observe the following two rules:
- No new request for revision can be accepted after Day 6, at 6 p.m. Any request made before Day 6 at 6 p.m. can be entered in the system and approved before the list is printed. Do not print the Official Lists of Electors on Day 6, as other electoral districts may still be completing their data entry, which may result in removal from your lists of electors.
- As soon as data entry of all requests for revision is complete in REVISE, ensure that no pending transactions are left under any tabs of the REVISE RO Approve Pending Transactions screen.
The AC prints official lists on white paper in two formats:
- candidates: sorted alphabetically by polling station; elector's gender and date of birth are omitted
- DROs: sorted alphabetically, by polling station – includes gender and date of birth, and a checkbox to indicate that an elector has voted
Note: Make sure that no pending transactions are left under any tabs of the REVISE RO Approve Pending Transaction screen before asking the AC to print the OLE.
Reproduction of the Official Lists
These lists must be reproduced very quickly following the same procedures as the (RLE).
Quantities and Distribution
The printer must furnish complete assembled sets containing one copy of the list of each polling division in numerical order for distribution to:
ss. 105(2), 107(3), 107(4)
- your office: one (DRO format – buff copy)
- for ordinary polls: one (DRO format – buff copy) to be divided among ballot boxes
- each candidate: one per candidate (candidate's format – white copy)
Give candidates a hard copy of the lists, along with an electronic copy on a USB key. By Day 3, every candidate is entitled to receive one complete set of the official lists and, upon request, up to four additional copies of the paper lists. Order additional copies only upon request.
8.3.6 Alphabetical List of Electors by Polling Site
Registration officers and information officers (IOs) use the alphabetical list of electors by polling site to verify whether electors are on the list and to identify possible corrections. The information contained in the alphabetical list of electors by polling site comes from the same data as the OLE, but is grouped by polling place instead of by polling station. It does not contain the gender or year of birth of an elector.
Producing the Alphabetical List of Electors by Polling Site
Determine the number of polling places that require the alphabetical list of electors by polling site (each polling place where there is a registration officer and/or an IO) and have the AC produce the alphabetical list of electors by polling site for the polling places. Make sure to reproduce enough copies so that each registration officer and IO greeting electors at a polling place has his or her own copy of this list.
Once the copies of the alphabetical list of electors by polling site are ready, place them in the Large All Purpose Envelope (EC 11520) and provide them to the CPS if there is a central poll, if one is appointed, or to the individual registration officer or IO. The CPS will coordinate the distribution of the list to the election officials in his or her central poll and will ensure the return of these lists after the polls have closed. If a polling place has no CPS on duty, the envelope containing the list must be given to the DRO with the rest of the election materials to be returned after the close of polls.
Advance polls with registration officers or IOs should also receive the alphabetical list of electors by polling site for the advance poll.
Note: DROs may not use these lists in their duties, as they do not contain all of the information about an elector that may be required.
8.3.7 Final Lists of Electors
The Final Lists of Electors (FLE) are prepared in your office electronically for EC after all the data capture has been completed. Final lists include the names of all of electors who were added or who requested that their record be updated on election day.
Producing the Lists
The final lists integrate the names of electors on the official lists and the names of the election day registrants who have completed Registration Certificate (EC 50050). With the REVISE system, electors may be transferred from one ED to another after election day, as they were during the revision period.
Preparation of the Final Lists
Preparations for the FLE is done after election day by capturing the following in REVISE:
- all names of electors who voted with a registration certificate on election day
- all names of electors who corrected their information through a DRO on election day
Note: Only certificate transactions are to be made at this point. There should be no "cleaning up" of the list of electors at this stage. This includes any electors who may appear on exceptions reports. Do not make any removals or changes based on these reports.
EC must prepare reports on the number of registrations on election day by polling division, as it reports on the official results of an election. It is critical that all registration certificates and correction certificates be entered accurately into REVISE before you request that your office be closed.
8.3.8 Control of Copies
You must take precautions to ensure that election officials use lists only in performing their duties, and candidates and their office staff use them only for electoral purposes.
Lists of electors that election officials use contain the elector's gender and the year of birth and must not be given to candidates or their representatives.
You may distribute PDF copies of the lists of electors on USB flash drives only to printing companies for the purpose of reproduction only. You may not provide electronic PDF copies to candidates.
During an election period, candidates are allowed to use the lists of electors to communicate with electors, including soliciting contributions and campaigning.
Ensure that only the candidate's files and the candidate's copy of the lists of electors are given to the appropriate candidate representative. You must not give access to or release other information (gender and date of birth) to anyone other than EC or to DROs at advance polls or on election day.
All lists of electors given to candidates or their official agents must be documented in Lists of Electors Security Control Log (EC 10498).
Forward to EC headquarters (ECHQ) any requests for lists of electors from municipalities, police, business, government organizations, school boards or any organization or person other than a confirmed candidate.
8.3.9 Electors Voting Under SVR
Electors who have applied to vote by special ballot, either within your ED or while away from your ED, must appear on the list of electors with their names struck through and identified with an "S", so that they may not vote at an advance or an ordinary poll.
Note: You must verify that all electors who have applied to vote by special ballot have been struck off the list of electors by comparing the SVR and Advance Poll Registrant/ Elector Report generated using REVISE on Day 16 against all the Record of Special Ballots Issued to Electors Voting in Their Electoral District (EC 78720). You must ensure that all special ballot applicants are struck off the list of electors.
Local electors are eligible electors who wish to vote by special ballot while inside their ED. Local electors are eligible to vote whether or not their name appears in the NROE.
SVR electors inside their ED include those who are unable or do not wish to vote at the advance polls or on election day in their ED. The SBC will forward all applications for registration completed by local electors to the AC. In REVISE, the AC will identify the electors as having applied to vote by special ballot, which will result in a line being struck through the elector's name and an "S" being added beside it on the list of electors; this ensures that the elector will not be able to vote twice.
Canadians Outside Their ED (National Electors)
All national elector records will be sent electronically from ECHQ's system (SVRS) on a nightly basis into your REVISE database. The elector's record will appear in the REVISE RO approval screen under the SVR tab. The transaction will need to be approved in REVISE before the elector will appear as struck on the list. Their record will be tagged with an "S" to indicate that this elector applied to vote by special ballot.
Canadians Residing Outside Canada
After the writ is issued, ECHQ sends you the PLE, along with the list of electors from that particular ED who are residing outside Canada (no longer have an ordinary residence in Canada – international electors).
These electors do not currently have a place of ordinary residence in your ED and consequently must not appear on the list of electors for that ED. The list of international electors should be distributed to candidates.
Canadian Forces Electors
There is no longer a separate list of Canadian Forces electors. These electors have been integrated into the NROE and the regular lists at the address listed on their Statement of Ordinary Residence (SOR).
Inmates serving sentences in correctional facilities (federal and provincial) may vote, provided they meet the other qualifications for being an elector, being a Canadian citizen and 18 years of age or older on election day.
There are no lists of incarcerated electors. The approved registration forms entitle qualified electors to vote.
8.3.10 Splitting Lists and Merging Polling Stations
In general, each polling division is associated with one list of electors and one polling station. However, a list of electors can be split as required to make the voting process more manageable. A polling station may also be merged to another to better serve the electors.
Your AC does all splits and merges in REVISE following the instructions in REVISE User's Guide (EC 40238) and in Automation Coordinator Procedure Manual in Chapter 3, Splits and Merges in REVISE). All splits and/or merges must be recorded in REVISE, since an accurate list of polling station in each ED is required to
- produce voter information cards (VICs)
- assign appropriate poll personnel through ROPS
- assign appropriate poll personnel through Returning Office Payment System (ROPS)
- prepare a lease agreement through ROPS
- determine the number of electors on the list (elector-on-list count) for each polling station
- determine the number of polling places and polling stations at each place
- ensure that there are sufficient poll kits prepared
Note: These splits or merges are temporary solutions to address issues during an event. Permanent changes to polling divisions will be made at ECHQ through pre-event assignments.
Furthermore, after each event, EC is obligated to prepare a report on the poll-by-poll results of the vote. This document must accurately reflect the results reported and also convey how polls are conducted. For this reason, EC must carefully track and record all splits that were made to lists of electors as well as polls that were merged.
par. 533(a), s. 108, s. 120
Timeline for Splitting and Merging
- Days 34 to 30: Splits should be performed at this time only if the polling station for each of the splits is in different locations. This may occur in polling divisions that have experienced an unusually high growth and the number of electors cannot easily be managed at one polling place. Since the information on the VIC includes the polling place location, the split may be necessary early in the process to allow more than one VIC to be produced for the same polling division. Using Cumulative Statistics Report that the AC provides, you can briefly review which polling stations may require this type of split
- Day 19: You must provide the EC Support Network with an estimate of the number of lists that require splitting for election day to ensure that a sufficient number of poll kits is available for any additional polling stations. A polling division can be split as many times as is necessary, depending on the number of electors on a list. To estimate the number of polling stations, review the number of electors on the list against the Cumulative Statistics Report.
Note: Provide the estimate of the number of polling stations at the all-candidates meeting as a preliminary number. Candidates will receive the actual number and details when you distribute the notice of grant of a poll on Day 16. Should you perform any other transactions resulting in different polls, you must notify the candidates.
- Days 12 to 6: You should perform any remaining splits and merges in REVISE at this time. This must be done late in the revision period, after most electors updates have been performed in REVISE, so that there is a reliable estimate of elector counts and the number of electors for each split is fairly divided. On Day 12, the AC will produce a polling station report, which you should review to determine which polling divisions require a split or merge. The AC, in consultation with you, then recommends where to make the split using REVISE and provides you with another polling station report and split polling station report for final approval.
Note: Ensure that you notify all candidates of merged or split polls so they may appoint representatives.
Splitting Lists of Electors
If you decide to split a list, a separate polling station is set up to accommodate each of the split lists. The polling stations must be located as close together as possible, preferably in the same building.
A list of electors may be split into as many lists as is required, provided the list has not already been split or merged with another polling station in REVISE. In such cases, the merge will need to be reversed, and the AC will be able to adjust the polling division as needed. (See Maintaining Polling Divisions and Polling Stations in Guide for REVISE Users.)
Each portion of the split list must be indicated using a single, sequential letter designation called a split "suffix". For example, if the list of electors for polling division 10 is split in three lists, the poll numbers would be 10A, 10B and 10C.
- To each portion of a split list, you must attach a completed and signed Special Certificate of Returning Officer on Divided List of Electors, which is produced by REVISE when the list is printed.
Reasons for Splitting a List
- High elector count: An elevated number of electors in a polling division may require splitting a list.
- For example, if a polling division contains 520 electors and the residents of the polling division typically vote throughout the day on election day, the polling station should be able to accommodate such a large number. However, if the residents typically vote from 4:00 p.m. to 8:00 p.m., such a large number of electors will cause a bottleneck during those hours, as a result, electors may become frustrated and leave without voting.
You must carefully consider these scenarios before deciding whether to split a list of electors.
- Electors voting in separate locations: It may be necessary to have electors from the same polling division vote at separate polling places because of communication restraints, high elector counts or a natural obstacle such as a river, a lake or a mountain. If this situation occurs, you need to have two VICs prepared for the same polling division to accommodate the voting locations. This is the only type of split that should be done in the first week of the election, before VICs are mailed to electors.
- For example, if a polling division covers a wide area, it may not be realistic to expect a portion of electors to travel a long distance to vote. You may choose to split the list of electors and place the polling stations in separate parts of the polling division. Electors would then be instructed to vote at the polling place closest to them.
- More common splits requiring separate voting locations occur in polling divisions that hold new residential development, notably in densely populated urban districts. A polling division that has grown from 350 to over 3,000 electors may require electors to vote in separate locations because the available places cannot accommodate such a large number of electors.
Note: This type of situation poses the greatest challenge to you since REVISE can split polling divisions only alphabetically by elector name or street.
- Mobile polling stations: This type of split is done when a certain address from the list needs to be serviced by a mobile poll. When creating a new mobile polling station, you must exclude a minimum of two buildings and designate the building that houses the larger number of electors as the "reporting station." (See Chapter 10, 10.5, Mobile Polls, and Automation Coordinator Procedure Manual Section 3.6, Splits and Merges in REVISE).
Splitting Using Revise
REVISE can split a list of electors in two ways:
- alphabetically by street name (called "geographical split" in REVISE)
- alphabetically by elector family name
Each portion of a split list must be defined. A split definition refers to the way you wish to divide the list of electors. When a split is performed in REVISE, the application will record the split definition automatically. The split definition is the key requirement for determining the number of electors for each poll for publication of the poll-by-poll report.
You should, whenever possible, create a split based on a natural division in the list – for example, between the last street name that begins with "K" and the first street name that begins with "L". It will be easier to direct electors to polling station "Streets A-K" than to direct them to polling station "Streets A–Ki". In this case, the split definition would be recorded as:
10A: "Geographical split by street name A-K"
10B: "Geographical split by street name L-Z"
Should you split the list of electors in such a way that the electors in the same polling division will have to vote in different locations, the voting location for each polling station must be modified in ROPS/SITES. If REVISE is not able to perform the split or record the definition because of functional limitations, a manual split is required and you must call the ECSN.
Note: Remember to check all site assignments for polling places that are affected by splits and merges. Perform the SITE synchronization in ROPS/SITES and confirm poll assignments.
If REVISE is unable to record the definition, you must use other means to decide which electors will be associated with each poll. This often requires a physical manipulation of the printed list of electors and is called a "manual split".
In the case of a manual split, you or your AC must contact ECHQ for further instructions before completing the manual manipulation. The revision and registration staff must be careful to note the poll number and suffix where the elector is registered on the Registration Certificate (EC 50050) to allow EC to maintain a proper list of electors for each polling division.
For manual splits not reflected in REVISE, the automated elector count feature will not function, nor will you be able to assign the poll in ROPS or assign workers. All splits (standard and manual) must also be reflected in the Event Results System (ERS) on election day, or you will not be able to record the results on the Statement of the Vote accurately.
Note: Manual splits are rare since polling division boundaries and mobile polls are generally adjusted during pre-event assignment and split polls can be assigned to different voting locations in REVISE.
Reasons for Performing a Manual Split (REVISE Limitations)
- Some situations require electors to vote in separate locations (where a geographical split is not possible).
- For example, when addresses are not complete enough to create a split definition, such as in rural areas without civic addresses or in areas of amalgamation where a common municipality name is used, you may separate a small town on the edge of a polling division where electors would otherwise have to travel a long distance to vote.
- A polling division may be divided by an obstacle such as a large highway. In this case, you will combine streets based on location as opposed to grouping them by name.
Note: "A long distance" is defined as an unacceptable distance for electors to travel to vote. You are responsible for determining what is considered an acceptable distance since it varies by polling division.
Performing a Manual Split
In the case of a manual split, you must contact and receive assistance from the Split/Merge Task Force, by calling the Revision Systems Help Desk, since there are many activities that must be done manually at EC. Here are the steps to follow if you to perform a manual split.
- Determine the following criteria for the split:
- the split definition
- addresses or streets
- institution or place addresses
- the number of electors affected
- whether any of those polling stations will be at a central poll
- whether VICs will need to be reproduced
- Contact the Revision Systems Help Desk to confirm that the split cannot be done using REVISE.
- The Split/Merge Task Force will assist you or the AC in reflecting the new poll(s) and ensuring that:
- the systems provide correct information to electors through the Voter Information Service (the EC website and telephone system)
- the landlords get paid for the extra polls
- the results on election day are accurate
- the details are forwarded to the official voting results team
Merging Polling Stations
Under certain circumstances, you may wish to group two (or more) polling stations into a single polling station. This may be done, provided that all polling stations involved are not marked as VOID and have not already been merged with another polling station. However, the lists remain separate, and if too many are grouped together, it may slow down the process for the poll clerk on election day.
Note: Two advance polling districts may be combined, with the prior permission of the CEO, provided that a request is made no later than four days after the issue of the writ.
Reason for Merging Polling Stations
- Low number of electors on the list (inefficient to set up a polling station).
- for example, a residential area has been rezoned to a commercial area (leaving only a very small number of electors on the list)
- Adding an address to an existing mobile poll (500 series) or creating a new mobile poll.
- for example, the administrator of a small long-term care facility does not allow or need an ordinary poll to be set up in that institution (see Chapter 10, 10.5, Mobile Polls).
- No polling station can be set up to serve residents.
- for example, if a band council does not permit a planned polling station to be held on a reserve when it had been established as a polling division on its own, the polling station can be merged with another nearby polling station located off the reserve, if low turnout is expected.
|1. Splitting the list of electors because of a high count of electors|
Usually performed when
The list can be split
|2. Splitting the list to enable electors from the same polling division to vote in separate locations|
Usually occurs when
The list must be split alphabetically by STREET name.
REVISE can accept municipal splits using the normal split system (by region, town, area, etc.)
REVISE – perform a geographical split.
ROPS/SITES – assign polling stations to different voting locations.
However, where polling divisions include many streets or municipalities, or where elector addressing is minimal, a manual split is sometimes required.
|3. Splitting or merging the list to exclude buildings and institutions in the polling division, to make them mobile|
Usually occurs when
Building can be split and be merged with
REVISE – perform a geographical split, whereby institutions are excluded.
ROPS/SITES – assign polling stations.
The user may create new mobile polling stations only from excluded buildings.
The remaining portion of the list of electors for the polling station can be split only geographically.
|4. Splitting or merging the list to exclude buildings and institutions in the polling division to keep them separate from the rest of the polling division, but still treated as stationary|
Usually occurs when
Building can be excluded (stationary).
Building can be merged with:
REVISE – perform a geographical split, whereby buildings and institutions are excluded
ROPS/SITES – assign polling stations
The remaining portion of the list of electors for the polling station can be split only geographically.
In any case of merging polling stations, the polling station with the highest number of electors must become the "reporting polling station" (i.e. the polling division where results are reported). (See Automation Coordinator Manual Section 3.6, Splits and Merges in REVISE.)
- For example, if polling station 4 has an elector count of 10, it would be merged with polling station 5, which has an elector count of 380.
This must be done to ensure that the number of votes reported is not greater than the number of electors on the list for that particular polling station.
8.4 Revision Process
8.4.1 Purpose of Revision
To vote in a federal election, qualified electors must be included on the list of electors. The process of revision ensures that the lists are as up to date as possible before polling day.
Revision is the process by which the PLE is updated. The revision period normally begins on Day 33 of the electoral calendar (unless the CEO decides upon a different day) and always ends on Day 6 at 6:00 p.m.
In the RO office, requests for revision or registration are taken by revising agents using REVISE or paper forms. The revising agent verifies whether the identity of each elector can be established using REVISE or paper copies of the geographical or alphabetical list of electors. If the elector is not found, documentary proof of identity and address is required. Photocopies of the documents presented are not required unless the elector is applying by mail or by phone and identity was not established using the list of electors.
Note: Refer to Revising Agent's Manual (EC 40240) for detailed instructions on computer-based (REVISE) and paper-based (paper forms) revision in the RO office.
8.4.2 Updates to the Lists
During the revision period, an elector may use one of the following methods to request an amendment to the lists of electors:
- by applying to you, the ARO or the revising agent at the RO office or AARO office
- in person, by mail or fax, or by telephone
- through targeted revision initiatives
- at the elector's residence and at revisal desks
- using E-Registration, a self-serve online registration service
- under Special Voting Rules (SVR)
- by requesting an application for registration and special ballot
- in exceptional circumstances, by applying to have the revising agents come to the residence (shut-ins, the elderly, electors with a disability, etc.); electors in this category are also eligible to register and vote by special ballot
- on the days of the advance polls (Days 10, 9, 8 and 7), by applying in person to the DROs.
8.4.3 Authority to Revise the Lists of Electors
Under the Canada Elections Act, you, the ARO and the revising agents all have the authority to receive applications for additions, corrections or deletions from the list of electors.
Revising agents may only receive applications. Only you and the ARO may approve or reject the applications received by the revising agents.
8.4.4 Revision Request Types and Requirements
Each revision request type and its requirements will vary depending on the revision scenario. Certain transactions, such as minor corrections or moves within the ED, can be completed over the telephone, while others must be done in person. Sometimes more than one transaction is required for a particular elector or group of electors.
The requirements for each revision application will vary according to
- where the application is submitted
- who is applying: the elector or someone on his or her behalf
- which type of revision is required
- how the elector makes contact with the revising agent (by telephone or in person)
At the start of every transaction, revising agents will establish the identity of the elector by requesting his or her name, address and date of birth. Revising agents deal with each transaction using REVISE. If a requirement has not been met and the transaction cannot be completed, the revising agents will complete Transaction Log (EC 40091) so that follow-up can be done.
During the revision period, electors may:
- register themselves and other electors living at the same address and/or register other persons living at a different address
- apply for a correction of name, civic address, mailing address, gender, date of birth, or change of address within the ED
- have a legal change of name reflected on a list of electors
- have their name, the name of a deceased elector or the names of electors no longer residing at their address removed from a list of electors
Note: Revising agents use the Revision Verification Tables (Section 7.7, Revising Agent's Manual; EC 40240) as a reference document. It indicates the requirements an elector must meet to complete an application for revision or registration on the list of electors.
Letter of Authorization
During the revision period, a person may apply to register or revise other electors not registered at the same address. If the person who is making the request (applicant) does not live at the same address as the elector(s), the applicant must show a letter of authorization signed by the elector(s) being registered or revised or both.
The letter of authorization must contain the following information:
- the name and surname of the applicant
- the complete address of the applicant
- a statement indicating the elector's/electors' request for registration/revision and authorizing the applicant to apply on his/her/their behalf
- the name and surname of the elector(s) requiring registration/revision
- the complete address of the elector(s)
- the signature(s) of the elector(s)
Note: Applicants' and electors' ID must always be established using the list of electors or by providing acceptable proof of identity and address along with the letter of authorization.
Additions to Lists
During the revision period, electors may apply to have their names added to a Preliminary List of Electors for your ED. As well, electors may apply to register relatives or friends living at the same address or at a different address.
In all cases, an Application for Revision or Registration on the List of Electors (EC 40200) must be completed for all electors wishing to register. Each elector must provide acceptable documentary proof of identity and address. If the elector requests that a registration form be sent by mail or fax, the elector must be informed that the form must be returned with a photocopy of acceptable ID for each elector wishing to be registered.
Electors applying for registration on behalf of another elector or electors living at a different address must provide written authorization from the elector(s) on whose behalf registration is being sought. Proper ID must be provided for both the elector being registered as well as the applicant elector.
Note: A registration transaction cannot be completed over the telephone, as electors must sign the form, attesting to their qualifications as electors and their entitlement to vote, and provide the necessary ID.
Registration on the National Registry of Electors
After the election, all the information from the lists of electors is used to update the NROE. However, an elector who is added to the list may request that his or her name not be passed on to the NROE and is offered the opportunity to do so when registering on Application for Revision or Registration on the List of Electors (EC 40200).
The Canada Elections Act stipulates that every elector has the right not to be included in the NROE or to have his or her name removed or to prevent the sharing of his or her information to the provinces or territories for use in electoral events under their jurisdiction.
Note: Any elector requesting removal from the NROE, or choosing not to be included in the NROE, will need to register again at the next federal event in order to cast their vote.
Direct any elector who wishes to be deleted from the NROE to write to the CEO to request deletion. Each written request must state the elector's name, date of birth, and current home and mailing addresses, and must be signed by the elector. All letters requesting deletion should be addressed to
Chief Electoral Officer of Canada
30 Victoria Street
Gatineau, QC K1A 0M6
Moves Within the ED
Electors may apply to have their address changed or may apply on behalf of another elector residing at the same address. No ID documents or signature are required if
- the previous address of the elector is within the ED
- the elector is registered at the previous address
- the name and date of birth on the list match the ones provided by the elector
The revising agent will change the elector's address. The elector will appear at the new address on the revised list of electors.
Transfers from Outside the ED
A "transfer" is the name for the procedure to be followed when one elector has moved from one ED to another. When using REVISE, revising agents must always perform a local search first. If the elector is not found using the local search, a national search is performed. If the elector is found and the date of birth and address provided match, no documentary proof of ID is required; however, the elector must sign Application for Revision or Registration (EC 40200); REVISE will print the necessary form. The revising agent will change the address of the elector, who will appear as "transferred in" from another ED on the lists of electors. REVISE will automatically flag this elector as "transferred out" from the original ED.
Note: Some electors will be removed from the lists of electors because they have been added to the list of electors of another ED. In such cases, their record will appear on the list with a line through their name and with the status "transferred out" to another ED.
Removal from the Lists of Electors
No Longer Resident at Address
When it has been established that previous electors residing at a civic address have moved, revising agents will remove them using REVISE. Each record will then remain pending until you approve them. As a safeguard, if more than four electors were removed at a single address, investigate the request thoroughly and ensure that no one is being removed from the lists accidentally.
You may approve that the name of a deceased elector be struck off the list if one of the following two conditions is met:
- the request has been made by an elector registered on the list of electors at the same address as the deceased elector
- documentation such as a death certificate or obituary has been presented in support of the request, and the applicant has completed the required sections and signed the application form
Unqualified or Duplicate Elector
You may require that the name of an elector be struck off the list if it is established that:
- The elector is not a qualified elector or the elector's address is located outside the boundaries of the ED.
- The elector has two entries on the list of electors. Verification with the elector may be necessary to determine which record to retain on the list of electors. To do so, you may:
- ask for the removal of one of a pair of duplicates
- ask the revision supervisor to conduct an investigation on these electors
- decide to keep both entries, if in doubt
8.4.5 Receiving Elector Applications by Mail
During the revision period, applications to amend the lists of electors can arrive at your office by mail. Revising agents must verify and process each application. The main tool used for verifying applications is REVISE. The revision supervisor records the number of forms received in the Mail-In Registration Ledger.
8.4.6 Mailing Instructions for Registration Forms
Each time an application is mailed to an elector, place the name and address of the applicant on the mailing envelope. Include the full mailing address (use the self-inking stamp) of your office on the return envelope for the elector's convenience. For information on self-inking stamps, see 18.19, Specifications for Self-Inking Stamps in Chapter 18.
Revising agents should enter any known information on the form and must include Privacy Notice (EC 40201) before sending it to the elector to ensure that all pertinent information is properly recorded (i.e., polling division number, sequence number, current home address and name of elector).
Remember to remind the elector of the revision deadline and state that the revision period is short: any requests for registration or revision arriving after Day 6 at 6:00 p.m. cannot be processed.
Refer to Revising Agent's Manual (EC 40240) for detailed instructions.
8.4.7 Visits to Electors
An elector who is unable to go to your office due to a particular circumstance (e.g., physical disability) or to complete a prescribed form by mail may request to register and vote at home. If you receive such a request, an SBC, accompanied by someone from your office, may be sent to the elector's home to assist the elector in completing the application form and marking his or her ballot. However, this must be done in front of a witness chosen by the elector.
For more details, refer to Chapter 12, 12.8.3, Registration and Voting.
8.4.8 Affidavit of Objection
An elector whose name appears on a list of electors in the ED may make an objection, in your presence, respecting the inclusion of the name of another person on any list of electors for the ED.
The elector who wishes to make an objection completes Affidavit of Objection (EC 40080) alleging that another person whose name appears on a list of electors is not entitled to vote. Only you have the authority to act on the affidavit of objection. The affidavit must be submitted to your office no later than Day 14, and you must make a decision no later than Day 11.
ss. 103(1) (2) (3)
Upon receiving the affidavit of objection, or on the following day, complete the bottom portion of the affidavit, under the "Notice to Person Objected to" heading.
Send by mail, courier or fax a copy of Affidavit of Objection (the yellow copy, if by mail or courier) to the person being objected to. Certify this copy by writing "CERTIFIED COPY" in large characters across the top of the page. You must send it to the address given on the preliminary list of electors and to any other address given on the affidavit. The notice advises the person mentioned in the affidavit, section 3, that they may appear personally or by representative before you at a specified time no later than Day 11, or submit by mail, or by any other means, proof of entitlement to vote before that time.
Send a copy of the affidavit to each candidate in the ED.
If the person who is being objected to chooses to appear in person or by representative before you, permit one representative of each candidate to be present. No representative has any right to intervene unless you give your permission.
Examine, on oath, the objecting elector, the person objected to if they wish to present their position, and any witnesses who may be present. Indicate the decision in Section 4 and substantiate it by attaching details of the decision on a separate sheet.
Whether the person objected to attends or not, their name may be deleted only if the elector making the objection proves, on a balance of probabilities, that the elector should be removed from the list.
EC is available to assist you in interpreting the residency rules in the Canada Elections Act.
8.4.9 Voter Information Cards and Voter Information Sheets
Every registered elector receives a Voter Information Sheet (when in person) or a voter information card (VIC) by mail during the revision period. Since this card informs electors about voting, every elector who registers through the revision process receives a personalized document. The card provides information on the location, accessibility, dates and times of regular and advance voting, as well as your office address and telephone number. The card also states that the elector must provide proof of identity and address to vote.
8.4.10 Privacy Issues / Procedures
You must respect and safeguard the privacy of all electors and staff members at all times.
- When the revising agents or any staff members verify information on the paper or the automated list of electors to determine who is, or is not, registered at a particular address, they must not discuss with a person or caller the names of electors who may be listed at the caller's current or former address
- When an elector appears in person, record the name, address and date of birth to verify the elector's identity before completing the request.
Personal elector information must be protected at all times. Staff may come into contact with personal information about persons they know. Distribute Notice to Employees (EC 10125) to all your office staff and post the notice in conspicuous places throughout your office to ensure that they are familiar with the confidentiality guidelines issued by the CEO.
Revision Centre Confidentiality
When revising agents are using computers to capture elector information, set up the revision centre so that the screens are not visible from the electors' side. Revising agents should always make sure they put away in a file folder all forms containing elector information.
Refer to Privacy of Information, in Revising Agent's Manual (EC 40240).
The AC should have a separate room to house the AC's computer as well as the server. Ensure that the AC
- maintains a unique user ID and passwords for each revision centre employee (in the event that a revising agent or a revision centre clerk is terminated)
- does not allow unauthorized personnel in the office
- limits access to the filing system where revision documents are stored
- does not leave USB flash drives containing data in the server's drives or on tables
- ensures that candidates' USB flash drives and server back up external drives are given to you for safe storage off the premises
- does not leave in public view printed lists or journal reports containing elector information
At the end of the workday, ensure that such lists and reports are safely stored (in a locked cabinet, if possible) and that scrap paper containing elector information is assigned to shredding.
Disposing of Documents Containing Personal Information
To ensure the privacy and confidentiality of elector information, all materials containing sensitive information, such as elector details or identification documents, must be shredded by ECHQ.
Note: Documents containing personal information are not to be disposed of at the RO office but must be included in the specially marked boxes (shredding) and sent to EC at the end of the event.
For more details, refer to 7.5.3, Security.
8.5 Targeted Revision
8.5.1 What is Targeted Revision?
Targeted revision is an outreach initiative devised to address the needs of certain categories of electors who are more likely than others not to appear on the PLE at their current home address.
As the PLE is produced with data from the National Register of Electors (NROE), it is expected that certain electors will not appear on the list at their current home address because they have recently moved. If nothing was done to promote the revision of these elector records ahead of time, many of the electors would not receive a VIC at their correct address and would have to register on polling day. In high-mobility areas, this would result in overload at registration desks and the inconvenience of long lines for voters. Targeted revision also provides the following benefits:
- improved elector awareness of the electoral process
- improved accuracy of the list of electors
- reduced polling day registration
The revision supervisor is the primary resource for administering targeted revision. Refer to Revision Supervisor's Manual (EC 40231) for details.
8.5.2 Overview of Targeted Revision Methods
The CEO prescribes targeted revision initiatives tailored to the following target address groups:
- new residential developments
- high-mobility areas
- post-secondary institutions and residences
- First Nations reserves
- long-term care facilities
Beginning as early as Day 29, revising agents, working in pairs, visit electors residing at the addresses you or Elections Canada identified in the pre-writ activity, completed prior to the electoral event. If the electors residing at these addresses are not correctly registered, the revising agents complete Application for Revision or Registration on the List of Electors (EC 40200), or the NCR (no carbon required) (EC 40030) application for residents of long-term care facilities only.
If electors are not home, revising agents leave Sorry We Missed You (EC 40112 or during a by-election EC 40117), a booklet that includes a mail-in registration kit.
8.5.3 Registration of Electors at Their Residence
Electors registered through door-to-door targeted revision do not need to show proof of identity or proof of address. An elector may register himself or herself and other electors living at the same address by taking an oath and signing the prescribed form.
Electors who reside in long-term care facilities are considered, for registration purposes, as being registered at their residence, and therefore need only take an oath and sign the registration form.
Note: Although electors do not need to show proof of identity or address when they are registered at their residence during targeted revision, they will need to provide proof of identity and address in order to vote at the polls.
8.5.4 Targeted Revision Areas
You will have completed the pre-writ activities related to targeted revision. The information that was updated during the pre-writ phase will now be available in the Targeted Revision Management Tool (TRMT).
TRMT is a web application available through Field Personnal Intranet on the computer systems in the returning office. Through TRMT, the revision supervisor will be able to produce reports to assist in implementing and monitoring targeted revision. The data in TRMT can be modified and updated during targeted revision as required.
New Residential Developments
Electors residing in a new residential development are at risk of not receiving a voter information card (VIC). In the work you did during the pre-writ activity, you will have identified new residential developments where targeted revision should be conducted. You and the revision supervisor will determine the most effective way to do targeted revision, through door-to-door visits or a revisal desk.
Depending on how long the addresses have been occupied, some of the electors may already appear on the PLE due to regular address updates initiated by electors changing their addresses with any of our data-sharing partners (e.g. Canada Revenue Agency). In these situations, visits by revising agents to the newly built addresses may no longer be required. The revision supervisor should compare the new residential addresses listed in TRMT with elector information in REVISE to confirm whether a visit is required.
A high mobility area is defined as an area whose residents frequently move. These areas are often high-rise apartment buildings and student neighbourhoods. These addresses are normally on the PLE and a VIC is issued for them. However, it is likely that the names appearing on the preliminary lists are not those of the current residents; therefore the VIC they receive will be for the previous occupants. In the work done in the pre-writ exercise, you will have made contact with landlords and superintendents so that when the event is called, targeted revision in high mobility buildings will proceed more efficiently.
Note: No person who is in control of an apartment building, condominium building or other multiple-residence building or a gated community may prevent revising agents from obtaining access to the building or gated community, as the case may be, between 9:00 a.m. and 9:00 p.m., to perform targeted revision.
The same does not apply in respect of a person who is in control of a multiple-residence building whose residents' physical or emotional well-being may be harmed as a result of permitting the activities referred to in that subsection.
Post-Secondary Institutions and Residences
Post-secondary institutions and residences are often home to students who move frequently. There may also be a large number of electors who have recently turned 18 and are eligible to vote for the first time. It is important that student residences be identified for targeted revision to encourage youth electors to register.
The addresses in such areas will normally be on the PLE, and a VIC will have been sent to the addresses listed. However, it is likely that some residents will receive a VIC listing a name other than their own.
Note: Some students may consider their parents' home their ordinary residence. In this case, they should be encouraged to vote by mail for their home ED. To address their needs, revising agents visiting university and college campuses should bring with them Applications to Vote by Special Ballots.
Electors who are in danger and do not want to reveal their location can vote by special ballot or by using Letter of Confirmation of Residence (EC 50053). Letter of Confirmation of Residence is to be used as proof of address only; the elector must show separate proof of identity. The facility administrator can provide this form to electors.
You may want to work with the community relations officer-homeless to determine whether targeted revision should be conducted in shelters. Have the CRO-homeless contact the facility administrator to discuss a course of action.
First Nations Reserves
When preparing for targeted revision on First Nations reserves, you may want to seek assistance from the community relations officer-Aboriginal to work with band leaders to facilitate targeted revision.
Note: When a First Nations community is selected for targeted revision, every effort should be made to recruit and appoint First Nations people from the community to be revising agents and conduct targeted revision.
Long-Term Care Facilities
Long-term care facilities are places of ordinary residence for seniors or electors with physical or other disabilities who may have difficulty updating their elector record during revision. In response to their special needs, revising agents will visit these electors.
Remember that when communicating with facilities, your access to the list of residents is left to the discretion of the facility administrators. Privacy concerns often account for this legitimate reluctance to share residents' information. If this is the situation, you can offer to bring your PLE for the facility and compare the names on the list.
Three options are available for conducting targeted revision in institutions:
Option 1 – The administrator of the institution provides a list of residents.
Upon receiving the list, revising agents use the information to determine which electors require registration and which electors need to be removed. The revising agents fill out the necessary forms in advance. They visit the facility after presenting their EC ID, and only visit electors who need to update their information.
If facility administrators offer to provide a list of residents, thank them and explain to them that the list is kept confidential and helps avoid having to disturb residents unnecessarily. Furthermore, this list allows revising agents to complete the paperwork in advance, keeping to a minimum the time required to visit a resident. At no time are the names of residents automatically added to the list of electors.
Rather than share a list of residents, in some cases administrators may ask to review the list of electors for the facility to confirm who is correctly registered at that address. This is also an acceptable way of minimizing disruption to residents.
Option 2 – Revising agents consult the list of residents at the institution.
The revision supervisor and the institution administrator agree on a time when revising agents may consult the list of residents onsite.
The revising agents fill out the necessary forms and, after presenting their EC ID, visit only the electors who must update their information.
Option 3 – No list is provided.
If the administrator still does not wish to provide a list of residents for consultation, revising agents must visit each elector.
The Process for Targeted Revision in Long-Term Care Facilities
At the beginning of the revision period, you will find a list in TRMT of facilities to visit, which includes the name of the long-term care facility, the contact person's name and the telephone number for each facility. Any facility that is not listed should be added.
The revision supervisor or the CRO-senior should contact the administrator of each facility to explain what targeted revision is, to determine the preferred process option and to make necessary appointments.
At the start of the revision period, provide the following to the revision supervisor:
- a list of facilities that includes the name, contact person and telephone number of each institution to visit (in TRMT)
- a copy of the PLE for each facility in geographical format
When the facility makes a list of residents available to the revising agents, all copies must be returned to the facility once they have been reviewed and targeted revision has been carried out in that facility. Whether revising agents are working in your office or at the institution, they will use a copy of the geographical list of electors and will identify
- names that appear on the list of residents but not on the PLE: these are the electors for whom the revising agents must fill out the NCR Application for Registration on the List of Electors (EC 40030).
- names that appear on the PLE but not on the list of residents: these electors no longer reside in the facility and are to be removed from the lists of electors using No Longer Resident at Address (EC 40280) or checking the appropriate box on the form so it can be removed using REVISE.
A pair of revising agents is sent to visit each facility to meet with the electors targeted for registration. Remind revising agents to practise patience and sensitivity when conducting targeted revision in long-term care facilities.
Refer to Revising Agent's Manual (EC 40240) for more information.
Targeted Revision Form as Proof of Residency for Long-term care Residents
Electors in long-term care facilities may have difficulty proving their address when voting. For that reason the CEO has authorized that these electors may use the yellow copy, once completed, of the Application for Revision or Registration on the List of Electors (EC 40030) when they vote as proof of address. Revising agents must make the elector aware of this option.
Some administrators may question the relevance of registering persons who are very ill or people with a mental disability. Administrators may be concerned that the people in their care may find this initiative disturbing. This is a legitimate concern and must be taken seriously.
However, under the Canada Elections Act, electors who have a mental disability or a degenerative disease maintain their right to vote. If the elector is eligible to vote and can answer the basic questions relating to qualification to vote, the revising agent must complete a form for this elector. Reassure the administrator that revising agents are instructed not to insist if they cannot obtain an answer from an elector.
Request that administrators facilitate access to all residents.
Note: An administrator might refuse access to revising agents carrying out targeted revision because the physical or emotional well-being of the residents may be harmed by this activity.
In such cases, the administrator's wishes must be respected.