Chapter 1 – Overview (04/2023)

1.1 Structure of the manual

Whether you are a seasoned returning officer (RO) or have recently joined the Elections Canada team, this manual provides the information and tools needed to manage and control an election, by-election or referendum within the electoral district (ED) where you are appointed. For other roles in the RO office, please consult the relevant manuals; these are available in RODS (ECDocs). If you do not have access to RODS, ask your ARO or AARO to download a copy. The information herein is intended for the ROs.

This manual is divided into four volumes according to the following themes and checklists:

manual is divided into four volumes

Volume	Themes	Checklists
Volume I – Election Fundamentals	Overview Accessibility Confidentiality and Security Guidelines Official Languages Communications and Public Affairs Selecting Polling Places RO Office operations Managing Election Materials Consultations with Political Parties Financial Management Additional Assistant Returning Officer Appendix A – Overview of RO Tasks Before, During and After an Electoral Event Appendix B – Overview of Obligations and Prohibitions under the Canada Elections Act Appendix C – Mailing and Shipping Procedures Appendix D – Handling Accidents in the Workplace	C1 Communication Activities C2 Office equipment guidelines C3 RO office furniture and equipment overview C4 AARO office furniture and equipment overview
Volume II – The Event	Overview Financial Policies and Procedures Opening and Managing the Office Boundaries, Polling Places and the Voter Information Card Political Parties and Candidates Electors Lists of Electors Revision Ballots Planning for the Polls At the Polls Special Voting Rules Appendix A – By-elections	C1 Signing leases and confirming polling places C2 Accountable advance for petty cash C3 List of reusable office supplies and materials C4 Office furniture and equipment list C5 Printing arrangements C6 Security guard duties C7 Undelivered VICs Ledger C8 Solemn declaration by videoconference – Prospective candidates C9 Nomination of candidates: preliminary verification C10 Approving the List of Candidates Verification Report C11 Materials for confirmed candidates C12 Approving E-registration transactions in REVISE C13 Verifying the ballot proof C14 Ballot booklet quality control C15 Feedback on Accessibility and Voter Experience process C16 Handling queries from the public
Volume III – Polling Night, Validation and Post-event	Overview Closing the polls and validating results Return of Reports, Documents and Materials Activities at the Additional Assistant Returning Officer's Office Closing the RO Office	C1 Preparing for Polling Night (RO office) C2 Validation of the Results C3 Return of the Writ and Reports C4 Lot 101 – Official Voting Results C5 Lot 105 – Plastic Poll Bags From All Polling Stations C6 Polling Night in the AARO Office
Volume IV – Human Resources	Overview Position Descriptions Recruitment and Nomination Staffing and planning considerations for the polls Training Solemn Declarations	C1 Preparing for the Returning Officer's Job C2 Appointing and Training poll workers

This manual is also published on the Field Personnel Intranet by the ECDocs team. As changes in electoral procedures or amendments to the Canada Elections Act (CEA) occur, revisions and updates to the manual will be reflected in both the online and the PDF versions. In the event of a discrepancy between the two formats, the online version will take precedence.

Elections Canada will keep you informed if changes occur during an event. The revised pages must be immediately inserted in the manual and obsolete pages removed.

1.2 Acronyms and terms in this manual

This table lists the acronyms used throughout the four volumes of the Returning Officer's manual.

Acronyms and Terms in this manual

Acronym	English expansion	Français
AAC	assistant automation coordinator	CAI
AARO	additional assistant returning officer	DASS
AARO–ESP	additional assistant returning officer–External Service Point	DASS-PSE
AC	automation coordinator	CI
ALPHA list	Alphabetical List of Electors	liste ALPHA
ARO	assistant returning officer	DAS
ASP	additional service point	PSA
ASPS	assistant service point supervisor	SAPS
CEA	Canada Elections Act	LEC
CEO	chief electoral officer	DGE
CERA	Centre of Expertise on Rental Agreements	CEEL
CF	Canadian Forces	FC
CMS	Content Management System	SGC
COA	Control of Authorization (approval number)	CDA
CPP	Canada Pension Plan	RPC
CPS	central poll supervisor	SCS
CRO	community relations officer	ARC
DCEO	deputy chief electoral officer	SDGE
DND	Department of National Defence	MDN
DRO	deputy returning officer	—
EC	Elections Canada	EC
ECDocs	Elections Canada's online repository for election administrators	ECDocs
ECHQ	Elections Canada Headquarters (Gatineau)	ACEC
ED	electoral district	—
EDD	Event Delivery Dashboard	TBTR
EFR	(Candidate's) Electronic Financial Return	RFE
EI	Employment Insurance	AE
EMC	electoral material coordinator	CME
EOL	Electors on List	—
E-Reg	Online Voter Registration Service	—
ERP	Electoral Reminder Program	PRE
ERS	Event Results System	SRS
ERTool	Elector Registration Tool	OIE
ESDC	Employment and Social Development Canada	EDSC
ESP	external service point	PSE
FAMT	Field Assignments Management Tool (formerly ROFAMT)	OGAR
FLE	Final List of Electors	LED
FLO	field liaison officer	ADLL
FO	financial officer	AF
FRP	field resource person	PRR
FSN	Field Support Network (formerly Elections Canada Support Network)	RSR
GE	general election	EG
GEO List	Geographical List of Electors	Liste GEO
GIS	Geographic Information System	SIRS
GST	Goods and Services Tax	TPS
HLO	hospital liaison officer	ALMH
HSBC	hospital special ballot coordinator	CBVS-H
HST	Harmonized Sales Tax (Newfoundland and Labrador, Nova Scotia, and New Brunswick, Ontario and Prince Edward Island)	TVH
ICBMS	Voter Feedback and Incident Monitoring System	Sites
IO	information officer	PI
iSITES	Internet-based EC system used by the RO at home to manage polling sites before an event; replaced by ROPS/SITES during an electoral event	iSITES
LAN	local area network (computer)	—
LOCS	List of Candidates System	SLC
MP	member of Parliament	—
NCR	National Capital Region	RCN
NCR paper	No Carbon Required Paper	—
NRoE	National Register of Electors	RNE
OCIU	Operations Complaints and Incidents Unit	UPIO
OEID	Outer Envelope Identifier (generated by REVISE)	IEE
OLE	Official List of Electors	LEO
PAR	Payment Authorization Report	RAP
PEU	Public Enquiries Unit	—
PF	political financing	FP
PLE	Preliminary List of Electors	LEP
POM	poll operations manager	GOS
PPA	Policy and Public Affairs	PAP
PPE	personal protective equipment	ÉPI
PST	Provincial and Territorial Sales Tax	TVP
QPIP	Quebec Parental Insurance Plan	RQAP
QPP	Quebec Pension Plan	RRQ
REVISE	EC's elector database	RÉVISE
RLE	Revised List of Electors	LER
RMA	regional media advisor	CRRM
RMS	Recruitment Management System	SGR
RO	returning officer	DS
RO office	returning officer's office; also called local EC office	bureau du DS
RODS	Field Personnel Intranet	RODS
RoE	Record of Employment	RE
RoP	Report of Proceedings (RO report)	—
ROPS/SITES	Returning Office Payment System and SITES	SPBDS/SITES
ROTC	Returning Office Technology Centre	CTBDS
RTPS	Recruit, Train and Pay Services	SRFP
SA	service agent	AS
SCSO	service centre support officer (formerly service centre clerk)	ASCS
SPS	service point supervisor	SPS
SMSi	Supply Management System by intranet	SGFi
SoC	Statement of Changes	—
SOR	Statement of Ordinary Residence	DRH
SOV	Statement of the Vote	—
SVR	Special Voting Rules	RES
SVRA	special voting rules administrator	ARES
TOPR	Targeted Outreach Program Repository	RPRC
UPS	Uninterrupted Power Supply	UAP
VIC	Voter Information Card	CIE
VIS	Voter Information Sheet	FIE
VRS	Voice Response System	SRV

1.3 About this volume

This volume is divided into the following sections:

• Chapter 1 – Overview
• Chapter 2 – Accessibility
• Chapter 3 – Confidentiality and security guidelines
• Chapter 4 – Official languages
• Chapter 5 – Communications and public affairs
• Chapter 6 – Selecting polling places
• Chapter 7 – RO office operations
• Chapter 8 – Managing election materials
• Chapter 9 – Consultations with political parties
• Chapter 10 – Financial management
• Chapter 11 – Additional assistant returning officer
• Appendix A – Overview of your tasks before, during and after an electoral event
• Appendix B – Overview of obligations and prohibitions under the CEA
• Appendix C – Mailing and shipping procedures
• Appendix D – Handling accidents in the workplace

1.4 About Elections Canada

Headed by the Chief Electoral Officer of Canada (CEO), Elections Canada (EC) is an independent, non-partisan agency of Parliament. Its primary task is to be prepared at all times to administer an electoral event.

The Office through which the CEO carries out his mandate normally comprises a group of some 500 employees working in the National Capital Region. During a general election (GE) or referendum, more than 235,000 positions are filled by election workers across the country. The RO in each electoral district administers the election that will choose a Member of Parliament.

1.5 Your mandate

Your mandate is to conduct a federal election, a by-election or a referendum in your electoral district in accordance with the Canada Elections Act and the instructions of the CEO. Your mandate is therefore instrumental to Canadian democracy.

1.6 Our shared values

In your capacity as RO, you are the face of EC in your ED. As EC's “ambassador” among electors and political entities, you are to be guided by the following key values while conducting daily activities and making decisions:

• A knowledgeable and professional workforce 
• Transparency in everything you do
• Responsiveness to the needs of Canadians involved in the electoral process
• Cohesiveness and consistency in administering the Canada Elections Act
• Continuously earning and maintaining the public's trust
• Stewardship and accountability while managing EC's resources

1.6.1 Elections Canada's priorities

At every opportunity, you are to support and advance EC's innovation agenda, and corporate policies and priorities, including increasing youth participation, reducing barriers to participation, introducing technology at the polls, and making voting more convenient and accessible for all Canadians who are eligible to vote.

1.7 Legal context

1.7.1 Canada Elections Act

A number of laws are particularly relevant to Elections Canada’s operations. You are also bound by instructions which the CEO issues by way of mandates and otherwise. This manual contains such instructions.

The Canada Elections Act (CEA) is EC's legislative backbone; it is the law that governs elections.

In this manual, references to the CEA appear after paragraphs for further consultation, if desired. As a general rule, you do not need to consult the CEA. For further clarification or for more information on a subject, you may contact EC.

An election officer who fails to conform to obligations in the CEA or to instructions of the CEO may be removed from his position or may be liable to other penalties.

Investigating offences

The Commissioner of Canada Elections is an official whose office is responsible for investigating alleged non-compliance offenses with the CEA. Anyone, including the CEO, or an RO, may submit a complaint.

If an elector or campaign raises a question of non-compliance with you, or you become aware of something that may be a violation of the CEA, you should alert the Field Support Network (FSN). Information on where to call and how to complete an online complaint form is listed on the EC webpage, General Complaints or Complaints About a Violation of the CEA. From there, a decision will be made whether to refer the matter to the Commissioner or not. EC or the Commissioner's office may ask you for more information about the matter.

If an elector or candidate wishes to make a complaint directly to the Commissioner, you should inform them that all allegations of non-compliance with the CEA must be submitted in writing and refer them to the Commissioner's website at cef-cce.gc.ca.

1.7.2 The writ

The writ is the legal document that the CEO issues instructing you to hold an election in your appointed ED.

The election period begins when the writs are issued and ends on polling day. The writs are issued in accordance with a proclamation order made by the Governor in Council.

The electoral sequence for a general election is as follows:

• The Governor in Council issues a proclamation for a general election to be held. This is where the electoral process begins.
• The proclamation fixes the date for voting at the election, which date must be no earlier than the 36th day and no later than the 50th day after the day on which the writ was issued.
• The CEO sends an email to each RO informing them of the issue of the writ. The email must be sent on the same day that the proclamation is issued.
• You must acknowledge receipt by responding to the email as soon as possible, thus informing the CEO of your availability.
• The CEO then formally issues a paper writ to the RO for each ED to which the proclamation or order applies using Form 1 (Writ of Election) of Schedule 1 of the Canada Elections Act.
• On receipt of the writ, you must,:
  • sign, date the Record of Receipt of Writ section
  • retain it in a safe place along with the Special Envelope for the Return of the Writ (EC 11510), until the validation of results is complete
  • contact ECHQ to confirm receipt of the writ for your ED.
• Without delay on the 7th day following the completion of the validation of results or, if there is a recount, without delay after receiving the certificate (referred to in section 308 of the CEA), you shall declare elected the candidate who obtained the largest number of votes by completing the return of the writ in the prescribed form on the back of the writ. If there is an equality of votes between the candidates with the largest number of votes, you shall indicate that on the return of the writ.
• You must use the Special Envelope for the Return of the Writ (EC 11510) in order to do so.
• The electoral process formally ends when you returns the endorsed writ of election in which the candidate is named.

1.7.3 Notice of Election

Within four days after the issue of the writ, you shall sign and issue a Notice of Election to notify the public of important election information.

The Notice of Election (EC 10020) is available in the Field Assignment Management Tool (FAMT) after the writ is issued.

Elements on the Notice

The following must appear on the Notice of Election (EC 10020):

• Deadline for the receipt of nominations (date and hour)
• Date for polling day
• Date, time and place for the validation of results
• Name of your ED and address of the your office
• The date it is issued
• Your signature

Insert the above information on the Notice of Election e-form in both French and English (available in FAMT under “Forms”). Translation services are available at EC. Send a copy of the English text to EC through FAMT. On receipt, EC will specify a time frame within which the corresponding French text will be returned.

In all provinces except Quebec, the English text must appear on the left side of the page, the French text must be on the right. Conversely, in Quebec, the French text must appear on the left of the page, and the English text must be on the right. The French text must include accents.

Verification and distribution

Before publicly distributing the Notice of Election (EC 10020), upload a copy for EC approval as instructed. Once approved by EC, photocopy the Notice of Election on white bond paper 8½" x 11". Upload one signed copy in the forms portal for EC access, post one copy in your office and send one copy to every registered political party.

1.7.4 Other legislative requirements

You are also bound by other federal laws. The following two acts will notably impact your work:

• Official Languages Act – ensures respect for English and French as the official languages of Canada, in particular when communicating with or providing services to the public.
• Canadian Human Rights Act – protects individuals against discrimination from employers or service providers and states that all individuals should have an equal opportunity with other individuals and to have their needs accommodated.

1.8 Professional conduct

You are expected to conduct yourself in accordance with the Values and Ethics Code for the Public Sector ^{footnote 1}. Furthermore, you shall respect human dignity and the value of every person by: Ontario Public Service Employees Union

• Treating every person with respect and fairness
• Valuing diversity and the benefit of combining the unique qualities and strengths inherent in a diverse workforce
• Helping to create and maintain safe and healthy workplaces that are free from harassment and discrimination
• Working together in a spirit of openness, honesty and transparency that encourages engagement, collaboration and respectful communication
• Acting at all times with integrity and in a manner that will bear the closest public scrutiny, an obligation that may not be fully satisfied by simply acting within the law
• Fostering a work environment that promotes teamwork, learning and innovation

The Code is updated periodically to help you apply EC’s core values while at work. For more information on these obligations, consult the Code of Professional Conduct for Election Administrators (EC 10044).

1.9 IT policies

All election administrators are to adhere to EC's policies in the course of their activities, namely:

• Election Canada Policy on the Use of Wireless Telecommunications Devices
• Policy on the Acceptable Use of IT Infrastructure (AUP)

1.10 Tools and aids

The following tools and aids are among those that you have access to.

Event+

Event+ is your one-stop shop for the online aide-mémoire and all event-related communications. To reduce the amount of emails you receive during an event, all communications are posted on the Field Personnel Intranet to provide information, instructions or changes/updates to procedures. In all cases, the information contained therein will take precedence over printed versions of EC manuals and guidebooks.

ECDocs

ECDocs is EC's repository for election officials and administrators to find the information and resources they need to perform their duties. It now features a search engine and a more user-friendly interface. ECDocs contains the most up-to-date versions of EC's operational manuals, guides, forms, checklists and other documents, in both official languages, and in PDF printable formats.

Since ECDocs is part of the Field Personnel Intranet (RODS), you need to log in using an EC device.

Tasks

Your tasks cover a wide range of activities. To help you navigate through these tasks and to outline the expected timelines during an event, consult Appendix A – Overview of RO tasks before, during and after an electoral event in this volume. The RO Aide-mémoire, posted online during an event, provides ample detail on the activities during the event.

Checklists

Checklists are provided throughout all volumes, and have been placed following their relevant topic.

Templates

To help save time and standardize processes, templates are provided, e.g. form letters, meeting agenda structures, discussions, and follow-ups. Hyperlinks are provided for the templates that have been uploaded on the Field Personnel Intranet.

Figures (samples)

Samples of forms and documents are included in the manual for illustrative purposes where appropriate and possible.

1.11 Health and safety at work

Elections Canada is committed to providing a safe, healthy and respectful working environment. You are responsible for ensuring that the workplaces you oversee (i.e., your RO office, and all polls and ESPs when applicable) are safe and healthy, and that employees treat each other and the public with respect.

1.11.1 Prevention of harassment and violence in the workplace

Every person is entitled to a work environment free of harassment and violence. In all interactions in the RO office, the AARO office, at ESPs and at the polls, election administrators are expected to treat everyone with respect and dignity.

This promotes a healthy and safe work environment and fosters collaboration, participation and respectful communications.

In its new Policy on Workplace Harassment and Violence Prevention that took effect March 14, 2022 ^{footnote 2}, EC defines workplace harassment and violence as follows:

Your responsibilities

• You are the person in your office who will be responsible for receiving and reporting incidents of harassment and violence; in the AARO office(s), designate the AARO, and at polling places, the central poll supervisor (CPS).
• Ensure that the person designated to receive complaints (if it is not you) has knowledge, training and experience in issues relating to harassment and violence, and has knowledge of relevant legislation. Policies are being developed in these areas, and training materials address these issues.
• Inform your staff about who this designated person is if they need to report an occurrence of harassment or violence. Also inform them about the option of contacting the Operational Complaints and Incidents Unit (OCIU), directly or via the Public Enquiries Unit (PEU) if they are more at ease to do so (How to reach us).
• Inform your staff that EC has a zero-tolerance policy in matters of harassment and violence. Model respectful behaviour for your staff.
• Make readily available to employees (in print and electronic form):
  • a copy of the above definition and related information materials provided by EC
  • Code of Professional Conduct for Election Administrators
  • any other information related to health and safety.
• The designated person is responsible for setting the example. This person should take measures to prevent and protect against harassment and violence in the workplace, respond promptly to occurrences of harassment and violence in the workplace and offer support to employees affected by such occurrences.
• If there is an occurrence of harassment and/or violence, fill out one of the forms below and send it to OCIU without delay (How to reach us). OCIU will provide feedback and guidance. If the incident or injury occurred:
  • at the RO office, the AARO office or at an ESP, use the Annex to the Hazardous Occurrence Investigation Report (EC 10014)
  • at a polling place, use the Incident Report Form (EC 10051)

Consult Appendix D – Handling accidents in the workplace for the procedures.

1.11.2 Scents in the workplace

Exposure to scented products or certain foods, such as seafood or peanuts, can have an adverse effect on colleagues and clients with certain conditions such as allergies, asthma and environmental sensitivities. Products such as personal or office cleaning solutions, perfumes, air fresheners or aftershaves, or the smell of certain foods can trigger a mild or severe reaction in some people. Exposure to allergenic substances can make it difficult for individuals to function in the workplace. Situations involving external clients or large numbers of people – for example, meetings, training sessions and events – can be particularly problematic. If someone raises a concern, be sure to take quick and appropriate action to address the matter.

You should refrain from wearing fragrances (e.g., perfume and cologne). Ask your office staff and poll workers to do the same. If you are required to source products locally for your office or for the polls, choose fragrance-free products whenever possible.

Promote awareness

Place posters in the common office areas such as meeting rooms, training room and lunch rooms in order to promote awareness to allergies and sensitivities.

1.11.3 Non-smoking policy

Smoking is prohibited in polling places, the office or any area where training is given. It is your responsibility to ensure that staff and visitors adhere to this policy. You should also be aware of any applicable provincial or municipal rules.

At the polls, electors, election officers and candidates should be politely reminded, when necessary, that smoking is prohibited.

E-cigarettes and other electronic smoking products

Elections Canada's current policy states that:

Based on the information currently available regarding the health and safety implications of these devices, the use of electronic smoking products within EC workplaces is not permitted.

This prohibition extends to returning offices, AARO offices, AARO–ESP offices, polling places and training areas.

Footnotes

Return to source ¹ Values and Ethics Code for the Public Sector.

Return to source ² Posted on the EC Intranet.

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