Registration Officer Guidebook
This section begins with procedures that apply to all electors, then describes situations with ID, followed by situations with registration and the List of Electors.
- If you are facing a situation that isn't described in this guidebook, or you need additional help, see your CPS
- If for any reason a certificate or form is started but then not needed, write " CANCELLED " across the certificate and give to CPS for shredding
- Keep elector information covered when you are not using it
What do I do when an elector arrives?
Note Some electors may have no VIC, may need a voucher, or may come with a preprinted Registration Certificate. If they have a preprinted Registration Certificate, there is no need to prefill another one
See the CPS for help if there are...
- complaints or problems
- difficult candidates' representatives
- electors who want to be removed from the List of Electors permanentl
- electors who have or need a language or sign-language interpreter
- electors who come to the wrong polling place
An elector needs extra help
I think the elector might need help
- Reg.O: Ask them if there is anything you can do to help
- Reg.O: Listen carefully to what they say and be patient
- Reg.O: Do your best to assist them
If the elector has a disability
You are legally required to accommodate electors with disabilities and to serve them in a way that respects their dignity.
Face the elector and speak calmly. Even if they have a hearing impairment, your natural facial expressions, gestures and body movements will help them understand.
Electors are allowed to use their cellphone behind the voting screen as an assistive tool to help them vote.
Let the elector know that they can leave feedback on accessibility and their experience receiving services. They can use the Feedback on Accessibility and Voter Experience Form EC 50119 available near the front of the voting room. The CPS can help.
If the elector wants help from an interpreter
Ask the CPS for help.
Service animals are allowed inside the polling place where local law permits.
If the elector considers the animal to be a service animal, treat it as a service animal at the polling place. You do not need to know if the animal is trained or if the person has a disability.
Service animals are working animals and should not be disturbed unless there is good reason to do so.
Some service animals, like dogs, might make noise or bark in order to assist the person. Do not disturb service animals when they make noise, unless the noise is excessive.
The elector wants to be served in French
Electors have the right to be served in the official language of their choice. You are provided with tools to do so.
- Reg.O: Say "Un moment s'il vous plaît," and ask the CPS if there is someone who is bilingual who can help
- Reg.O: If there isn't someone who is bilingual, give the elector Bienvenue à votre lieu de vote EC 50140.
Note The card explains the voting process. You can point to the steps as you do them
- Reg.O: If the elector is having difficulty, the CPS can call 1-800-463-6868 and ask for interpretation services
Situations with ID and the List
To vote at a polling station, an elector must be:
- at least 18 years old on election day
- a Canadian citizen
- living at an address assigned to that polling station except if they have Transfer Certificate EC 50052
When they vote, an elector must show acceptable ID or be vouched for. Acceptable ID proves who they are and where they live. Many different combinations of documents are acceptable; without acceptable ID someone can vouch for who they are and where they live. The ID combination options are listed on Have Your ID Ready to Vote EC 90189. Documents not listed there are not acceptable.
The documents must be in English or French (or Inuktitut, in Nunavut).
Photocopies are not acceptable
E-statement and e-invoice printouts are accepted. They can also be shown on a mobile device.
Expired documents are acceptable if they show the elector's name and current address.
Documents on which the name or address have been added by hand are not acceptable, unless they have been added by the person or organization that issued the document.
Refer to Have Your ID Ready to Vote EC 90189 when you're not sure.
On the list
When they vote, an elector must be either:
- already on the List of Electors at the polling station, or
- added to the List of Entries at the polling station
The elector is not on the List (Registration Certificate)
This elector is not registered. You must pre-fill Registration Certificate EC 50050.
Note if for any reason a certificate is started but then not needed, write "CANCELLED" across the certificate and give it to the CPS for shredding
- Reg.O: If elector has a pre-filled Registration Certificate EC 50050, check that it is properly pre-filled
Send them to the polling station shown on the certificate
- Reg.O: If elector does not have a pre-filled Registration Certificate EC 50050
- ask for their address and look it up using Poll Key
- find their PD and make sure they belong to a polling station at your polling place
Note if elector does not belong to a polling station at your polling place, they cannot vote here. Send them to the CPS with their PD
- Reg.O: Ask the elector to show ID with name and address. Make sure it is acceptable
- Reg.O: Make them aware of Privacy Notice EC 50152
- Reg.O: Use the ID to fill section 1 of Registration Certificate EC 50050.
Date of Birth and Gender fields are optional
- Reg.O: Give elector the certificate and direct them to their polling station
Tell them that the DRO will need to see their ID again to complete the rest of the certificate
ID doesn't match the List
There are 4 different situations where acceptable ID may not match the list. Use this page to decide what the situation is, then follow the procedure.
Note if the ID has a mailing address (e.g. PO box)
Reg.O: Situation 1
The elector's name or year of birth on the list is wrong
- if you are sure it's the same person, send the elector to their polling station. The DRO will use Correction Form EC 50049
- if you are not sure it's the same person, serve this person as if they are not on the list
Reg.O: Situation 2
The elector's address on the list is incomplete, for example it is missing an apartment number
- send elector to their polling station. The DRO will use Correction Form EC 50049
Reg.O: Situation 3
The address on the ID doesn't match the address on the list, but they both refer to the same place.
Note use your local knowledge of the area. The office may also provide a list of alternative road and place names in the ED
- the ID is acceptable. Send elector to their polling station
Reg.O: Situation 4
The address on the ID doesn't match the address on the list and they refer to different places – for example different roads or different house numbers
- serve this person as if they are not on the List
The elector is crossed off the Alphabetical List of Electors
Electors might appear on your list with their names crossed off. There are different reasons for this. Find the code in the E or V column to the left of their name on the list and follow the relevant instructions below.
Reg.O: Codes S or X :
These codes indicate that the elector has already requested a ballot. These electors must sign a declaration at the polling station before the DRO can issue a ballot. Send them to the polling station.
Reg.O: Codes M-, T- or R- :
These codes indicate that the elector was recently removed from the list. Serve this person as if they are not on the list
The elector has a Transfer Certificat
A Transfer Certificate allows an elector to vote at a different polling station than the one they were assigned.
- Reg.O: Ask to see the elector's Transfer Certificate EC 50052. Check that the polling station in the 'To' field is at this polling place
- Reg.O: If it is, send the elector to that polling station
If it's not, send them to the CPS
Note the CPS may ask you to pre-fill a Registration Certificate or take other steps for this elector
ID Option 3 (Vouching Form)
Vouching is ID option 3. The voucher must know the elector, be eligible to vote in this polling place and must have ID.
Make sure the elector is eligible to vote at your polling station
- Reg.O: Check if the elector has a VIC, or is on List of Electors or has a pre-filled Registration Certificate EC 50050. If yes, skip to step 3
- Reg.O: Check that the elector's address is in one of the PDs at your polling place if they don't have a VIC
Make sure the voucher is eligible to vouch for the elector:
Note A person can only vouch for one other elector, except that employees of a long term care facility can vouch for all residents
- Reg.O: Ask the voucher whether they know the elector, and where the elector lives
- Reg.O: Check that the voucher's ID is acceptable under option 1 or option 2
- Reg.O: If the elector did not have a pre-filled Vouching Form EC 50055, check that the voucher is on List of Electors for your polling place. If they have a form or are on the List, skip to step 8
- Reg.O: Check that the voucher's address is in one of the PDs at your polling place and that they are registered at their polling station
- Reg.O: If the voucher is eligible to vote but not on List at their polling station, they must register before they can vouch
Prefill Vouching Form:
- Reg.O: Make elector and voucher aware of Privacy Notice EC 50152
- Reg.O: Prefill Section 1 of Vouching Form EC 50055
- Reg.O: If the elector is not already on List of Electors, prefill Registration Certificate EC 50050 and return here to continue
- Reg.O: Give form to the elector and send the elector and the voucher to the elector's polling station
ID shows a mailing address
Electors may use ID that has a mailing address (e.g. PO box) under ID option 1 or ID option 2 only if:
- the elector is already on the List of Electors, and
- the same mailing address appears on the List of electors
If they are not on the list already, they cannot register or vote unless they have other acceptable ID under option 1, 2 or 3.
If they are already on the list with the same mailing address, serve the elector following the regular process
ID is a letter confirming where they live
Facilities which serve electors who might not have ID showing their current residential address can register as a recognized facility with the office.
Le The office will inform the DRO about those facilities on List of Facilities EC 50054. The facilities can then give an elector either:
- a Letter of Confirmation of Residence EC 50053, or
- a letter printed on the facility's letterhead that confirms the elector lives or receives services there
The elector can use the letter as one piece of ID showing their name and address under option 2. The letter must be used along with a second piece of ID.
- Ask the CPS to check with DRO that the name of the facility is on List of Facilities EC 50054
- Ask the elector to show a second piece of ID with their name
- Serve them following the regular process
If the elector's face is covered
Inform the elector of their options listed below.
If elector chooses to show their face, serve elector following regular process
Electors who choose to keep their face covered must make a declaration at the polling station before they are given a ballot. They have two options (A or B).
Reg.O: Option A
If the elector wants to use ID option 1 or 2, they will make the declaration at the polling station on Qualification Form EC 50034. Follow these steps.
Reg.O: Option B
If the elector wants to use ID option 3 (vouching), they will make the declaration on Vouching Form EC 50055. Follow these steps.