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Chapter 7 – Lists of electors (04/2023)

7.1 National Register of Electors

The National Register of Electors (NRoE) is the database of persons who are qualified as electors and is used to produce Preliminary Lists of Electors (PLE) for a general election, a referendum, or a by-election.

Between electoral events, ECHQ regularly updates the NRoE from the following data sources:

  • Provincial and territorial electors’ lists or permanent registers
  • Provincial and territorial driver's licence bureaus
  • Provincial and territorial vital statistics bureaus (deaths)
  • Canada Revenue Agency and Immigration, Refugees and Citizenship Canada
  • Electors directly, using the Online Voter Registration Service (E-Registration)
  • Other sources listed in Schedule 2 of the CEA

When an electoral event is called, EC uses the most recent elector data possible to generate the PLE. The processing steps at ECHQ may cause some delay in including the new data from the above sources in the NRoE.

The elector updates that are made to the NRoE during an event will appear in the RO approval screen in the REVISE application for the RO to accept or reject.

Any elector who is added to the PLE during the revision period may opt not to be added to the NRoE. An elector who is already on the NRoE but no longer wishes to be must submit a written request to the CEO to be removed from the NRoE.

Opting out of the NRoE or declining to share the NRoE’s information does not affect the elector’s right to vote.

7.2 E-registration

E-Registration (E-Reg) is EC's online (self-service) voter registration service. Electors can use this service to check if they are registered to vote, to update their address as needed, or to register. During an election or a by-election, electors can also register to vote by special ballot. During the revision period, any new registrations and updates made by an elector through E-Reg will appear in the REVISE application. The RO must then approve these updates since he is responsible for revising the PLE during an electoral event.

The Online Voter Registration User Guide (EC 32026) provides step-by-step procedures for online registration.

7.2.1 Processing E-registration transactions

Every day during the revision period (from issue of the writ to Day 6 at 6:00 p.m.), you must review and approve E-Reg transactions using the checklist that follows. This will help make the elector lists as complete as possible and reduce wait times at the polls.

C12 Approving E-registration transactions in REVISE

Is the elector's address valid? YES ⇒ Approve the transaction
NO ⇒ Correct the error or contact the elector if possible to obtain clarification Correction made

Approve the transaction
Correction not possible

Reject the transaction
Is the elector's address located in your ED? YES ⇒ Approve the transaction
NO ⇒ Notify the RO in the appropriate ED and transfer the registration
Is the elector's information accurate? YES ⇒ Approve the transaction
NO ⇒ Correct the error or contact the elector if possible to obtain clarification Correction made

Approve the transaction
Correction not possible

Reject the transaction
Is the elector eligible to vote? YES ⇒ Approve the transaction
NO ⇒ Reject the transaction
Does the transaction contain data entry errors? NO ⇒ Approve the transaction
YES ⇒ Correct the error or contact the elector if possible to obtain clarification Correction made

Approve the transaction
Correction not possible

Reject the transaction
Is this elector already in REVISE? NO ⇒ Approve the transaction
YES ⇒ Reject the transaction

7.3 Lists produced by Elections Canada

Several versions of lists of electors are produced before, during and after an election. For an illustration of the lists of electors and their distribution, consult Figure 6 Distribution of lists of electors.

Electors may not consult the lists of electors.

7.4 Key roles in list production

Automation coordinator

With the service point supervisor (SPS), the automation coordinator (AC) is to give you the daily revision progress briefings. If a problem arises, the AC is to consult with you. EC has established guidelines and instructions for the duties and responsibilities of the AC (found in the Automation Coordinator's Manual), including assisting in approving transactions in REVISE (with your delegation).

Note: The AC is to be in the office as soon as he has access because he is responsible for generating reports and lists of electors from REVISE.

Service point supervisor

The SPS supervises revision and voting by special ballot services. He works closely with the AC. Two people may assume the duties of the SPS, which include supervising the SAs and coordinating targeted revision, home visits as well as acute care voting, where applicable. The SPS also coordinates the count of local special ballots on polling day. If more than one SPS is hired, ensure that the total number of allocated hours is not exceeded and that the areas of responsibility are clearly defined.

7.5 Producing and printing the lists

Once the revision period begins at the issue of the writs, you or your AC will use the REVISE application to update and produce the lists of electors throughout the election period. You are responsible for:

  • Overseeing the setup and support of the system
  • Overseeing the data entry and production of lists and reports
  • Reviewing REVISE administrative reports and approving the revision transactions in REVISE on a daily basis

You must approve all transactions in REVISE before the AC generates the Day 19 List of Electors, the Revised List of Electors, the Statement of Changes and the Official List of Electors.

All lists of electors given to candidates must be documented on the List of Electors Security Control Log (EC 10498). This form is in the Automation Coordinator's Manual (EC 10500).

7.5.1 Preliminary List of Electors

Production

Elections Canada produces the Preliminary Lists of Electors (PLE). The PLE is the master list and it is available as soon as REVISE is initialized after the issue of the writ. The AC will access the lists in REVISE.

After the issue of the writ, make arrangements with a local printing supplier to have the PLE produced to distribute it to all confirmed candidates.

As soon as candidates are confirmed, they are entitled to have the PLE available to them if they request it.

Once the event is under way, there are different ways to prepare the lists, depending on their intended use. The Geographical List can be sorted by polling division, municipality, street name and number, apartment number (if applicable) and family name.

The Alphabetical list is sorted alphabetically by elector name and contains the elector's date of birth. This list is therefore NOT to be distributed to candidates; it is reserved for internal office use.

Either version of the list may be used for search purposes in the office if REVISE is not available. The GEO List will be used for individual addresses during targeted revision. The updated versions of these lists can be printed at any time during the event.

Printing

By the day after the issue of the writ (or four days after at the latest), have your local printing contractor print the PLE for distribution to candidates and for use as a contingency in your office.

  1. Provide to the printer:
    • The Specifications for the Reproduction of the Lists of Electors (EC 10750) in booklet or electronic file format, which outlines specific instructions
    • PDF version of the PLE on a USB key
  2. The printing contractor must furnish complete assembled sets of the lists, with each set containing one copy of the list for each polling division in numerical order to be distributed as follows:
    • RO: one complete set and the original copy
    • Each confirmed candidate: one electronic copy (CSV file) and one complete set (paper copy); plus up to four additional printed copies upon request only
      Total number of complete sets: __________
  3. Date back from the printer: four days after the issue of the writ

7.5.2 Day 19 lists of electors

The Day 19 lists of electors integrate all revision transactions made from the issue of the writ, up to and including Day 19, including transactions captured to that point as part of targeted revision. These lists, which are produced by the AC at the end of Day 19 in your office, incorporate all changes to the lists. They are produced in electronic format using REVISE for those candidates who request it.

Make sure that there are no transactions pending approval under any tabs of the REVISE RO Approve Pending Transactions screen before asking the AC to generate the Day 19 lists of electors.

7.5.3 Revised Lists of Electors

Production

The Revised Lists of Electors (RLE) integrate all approved revision transactions made from the issue of the writ to Day 15. This list is produced in your office from REVISE for use at the advance polls. For instructions on assembly and distribution to election officers, see Preparing Lists of Electors for Use at Polling Places (EC 10075).

The paper copies of the RLE for the DRO and candidates are produced from PDF files generated in REVISE on Day 15. The RLEs are supplemented by the Statement of Changes (DRO and candidate versions) printed on Day 11 in your office to reflect revisions performed between Day 15 and Day 11.

The AC generates the RLE in three different formats:

  • Candidates: sorted geographically by polling division; the elector's date of birth are omitted
  • DROs: legal size, sorted alphabetically by advance polling district; includes date of birth. And a checkbox to record that the elector has voted
  • Registration officer at polling places: an ALPHA list, grouped by polling place and sorted alphabetically

Make sure that there are no pending transactions under any tabs of the REVISE RO Approve Pending Transactions screen before asking the AC to print the RLE or the Statement of Changes.

On Day 15, the AC creates a PDF version of both the DRO's and candidates' Revised List of Electors in REVISE to provide on a USB key to the printing contractor for production, rather than printing the lists in the office.

On Day 11, the AC prints the Statement of Changes (by advance poll) in two different formats: one for candidates and one for DROs (with date of birth), to be included with the revised lists.

On Day 11, the AC generates a new electronic copy in comma-delimited text file format (CSV) of the RLE for candidates on a USB key.

The USB keys containing the PDF version of the lists for production must also be documented on the List of Electors Security Control Log (EC 10498) and the List of Electors Control Log (EC 10072) for distribution of lists to election officers. Do not provide PDF versions of the lists to candidates.

When printing the Statement of Changes, a "From Date" must be chosen to reflect only the changes made after the RLE was produced. The date range will be displayed on the printed list.

Printing

References:

  • Automation Coordinator's Manual(EC 10500)
  • Specifications for the Reproduction of the Lists of Electors(EC 10750)
  1. Determine the number of copies:
    • RO: one complete set (DRO format by advance poll) and the original copy
    • Each candidate: one complete set, sorted geographically by polling division (date of birth omitted)
    • Advance polls: one complete set (to be divided by advance poll) sorted alphabetically by advance poll (not polling division): includes year of birth, and column for "Voted"
      Total number of complete sets: ____________
  2. Date to the printer: Day 15
    Date from the printer: Day 12 (for distribution on Day 11)
  3. Provide to printer:
    • Specifications for the Reproduction of the Lists of Electors (EC 10750) – booklet or electronic file
    • Lists generated by the AC from REVISE (PDF on USB key or white paper copy)
    • Written memorandum stating the delivery date and the manner in which the lists must be arranged

Generating the Revised lists of Electors and the Statement of Changes

The local printing contractor must furnish complete assembled sets, each containing one copy of the list for each advance polling district in numerical order for distribution as follows:

  • RO: one in DRO by advance poll format on legal size paper
  • Advance poll staff: one in DRO format on legal size paper, to be divided among the ballot boxes
  • Each candidate: up to five copies (on request) each in candidate format

On Day 11, generate a new electronic file of the RLE (Candidate) and save the CSV file on a USB key for each candidate. This file will include all updates performed in REVISE to date. The AC will print the Statement of Changes to provide to candidates with the Day 15 paper copy of the RLE. Most candidates will want only the electronic file of the lists; order the paper copies only on request. A good time to ask if candidates will want the paper list (and any additional copies) is when they submit their Nomination Paper.

7.5.4 Official Lists of Electors

The Official Lists of Electors (OLE) integrate all revision transactions made from the beginning of revision until the close of revision (Day 6 at 6 pm). The names of all electors who applied to vote by local or national special ballot, or who voted at an advance poll, are struck off the lists.

These lists are generated in your office from REVISE for use at the ordinary polls. A copy of the OLE is also given to candidates. For instructions on assembly and distribution to election officers see Preparing Lists of Electors for Use at Polling Places (EC 10075).

Production

The OLE is produced in the office in the afternoon of Day 5, once all data entry from the advance polls is complete and all pending transactions have been approved in REVISE.

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:

  1. New requests for revision cannot be accepted after Day 6, at 6 p.m. Any request received before Day 6 at 6 p.m. must be entered in the system and approved before the list is printed.
  2. As soon as data entry of all requests for revision is complete in REVISE, ensure that there are no pending transactions under any tabs of the RO Approve Pending Transactions screen in REVISE.

Do not produce the OLE on Day 6 because other EDs may still be completing their data entry, which may result in changes to your lists of electors. The OLE is to be generated in REVISE after noon on Day 5.

The AC generates the lists for ordinary polling day in two formats:

  • Candidates: Official List of Electors (Candidates) – grouped by polling station and sorted alphabetically; elector's date of birth are omitted
  • ROs: Official List of Electors (DRO) – on legal size paper, grouped by polling station and sorted alphabetically; includes date of birth, and a checkbox to record that an elector has voted

Printing

All distributed paper and electronic formats of lists of electors must be documented on the List of Electors Security Control Log (EC 10498) and List of Electors Control Log (EC 10072) for distribution of lists to election officers.

References:

  • Automation Coordinator's Manual(EC 10500)
  • Specifications for the Reproduction of the Lists of Electors(EC 10750)
  1. Determine the number of copies:
    • RO: one complete set (DRO format on legal paper) and the original copy
    • Each candidate: one complete set, sorted alphabetically by polling station (date of birth omitted), plus one – one electronic copy (CSV) on a USB key; up to four additional paper copies upon request only
    • Ordinary polls: one complete set (DRO format on legal paper), (to be divided among the ballot boxes), sorted alphabetically by polling station; includes date of birth and a check box to indicate that electors have "voted"
      Total number of complete sets: ____________
  2. Date to the printer: Day 5
    Date from the printer: Day 3
  3. Provide to the printer:
    • Specifications for the Reproduction of the Lists of Electors (EC 10750)
    • Lists generated from REVISE, on white paper prepared by the AC
    • Written memorandum stating the delivery date and the manner in which the lists must be arranged

7.5.5 Alphabetical List of Electors by Polling Site

Registration officers use the alphabetical list of electors by polling site to verify whether electors are on the list and to identify possible corrections. The information 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.

Production

Determine the polling places that require the alphabetical list of electors by polling site (each polling place where there is a registration officer) and have the AC produce the alphabetical list of electors by polling site for these polling places. Make sure to produce enough copies so that each registration officer at a polling place has his own copy of this list.

Distribution

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 one is appointed, or to the registration officer. The CPS will coordinate the distribution of the lists to the election officers in his 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 with 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 are also to receive the alphabetical list of electors by polling site for the advance poll. For instructions on assembly and distribution to election officers see Preparing Lists of Electors for Use at Polling Places (EC 10075).

DROs may not use the alphabetical lists of electors in their duties, because these do not have all of the required electors' information or the "voted" checkbox.

7.5.6 Final List of Electors

The Final List of Electors (FLE) is prepared by ECHQ after all the data capture is completed and the offices closed. The FLE for each ED is provided to the elected member of Parliament and to any registered party that ran a candidate in the ED.

The FLE integrates the names of electors on the OLE and the names of electors who completed a Registration Certificate (EC 50050) or Correction Form (EC 50049) on polling day. The data-capture of certificates in REVISE in your ED after polling day will impact other EDs, as electors are transferred in from other EDs.

Preparation

Your role in preparing the FLE is to ensure that after polling day the following are captured in REVISE:

  • all electors who voted with a Registration Certificate on polling day
  • all updates for electors who completed a correction form (EC 50049) on polling day

Only registration and correction 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.

Since ECHQ must report to Parliament on the official results of an election, ECHQ must receive accurate data on the number of registrations on polling day by polling division. It is therefore critical that all registration certificates and correction forms be entered accurately in REVISE before you request that your office be closed.

7.5.7 Safeguarding the lists of electors

Carefully ensure that election officers use lists exclusively for their duties, and remind candidates and their staff that lists may only be used for electoral purposes.

Lists of electors used by election officers contain the elector's date of birth and must not be given to candidates or their representatives. Ensure that only the candidate's files and the candidate's copy of the lists of electors are given to the appropriate candidate representative.

The PDF format lists of electors on USB keys may be distributed to printing companies for production purposes only. Electronic PDF format copies are not to be distributed to candidates or their representatives.

All distributed paper and electronic lists of electors must be documented on the Lists of Electors Security Control Log (EC 10498) and List of Electors Control Log (EC 10072) for distribution of lists to election officers.

Forward to 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.

7.6 Electors voting under Special Voting Rules

National and local electors whose applications to vote by special ballot are accepted 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.

You must verify that all electors who applied to vote by special ballot as a national or local elector are 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 Outer Envelopes Issued to Local SVR Electors (EC 78720).

Local electors – Local electors are electors who wish to register to vote by special ballot while inside their ED. Once registered, they are eligible to vote by special ballot whether or not their name appears in the NRoE.

Using REVISE, the SA will register the elector to vote by special ballot and, if required, provide revision services. Once the transaction is complete, the system will strike the elector as having voted by special ballot.

National electors – National electors are eligible electors who wish to register to vote by special ballot while outside their ED.

Using REVISE, the SA will register the elector to vote by special ballot. The SA can only provide revision services to this type of elector during the special ballot voting transaction as they do not reside within the boundaries of the ED.

In the elector's home ED, their record will appear in the RO Approval screen under the SVR tab in REVISE. This informs the RO in their home ED that this elector has been registered to vote by special ballot and should be struck off their list. Once approved by the owning RO, the elector will be struck as having voted by special ballot. On the list of electors in the elector's home ED, their name will be struck with an "S" beside it to ensure that the elector will not be able to vote twice.

Canadians residing outside Canada – After the writ is issued, ECHQ sends the RO the PLE, along with the list of electors from that particular ED who are residing outside Canada (international electors). The list of international electors is to be distributed to candidates.

Canadian Forces electors – These electors are listed with their name, ordinary place of residence, service number and electoral district on a list created by their commanding officer.

Incarcerated electors – Inmates serving sentences in federal and provincial correctional facilities may vote.

Incarcerated electors – Inmates serving sentences in federal and provincial correctional facilities may vote.

Elections Canada does not maintain a list of incarcerated electors. The approved applications for registration and special ballot are deemed to be the lists.

7.7 Managing ordinary polls

Bill C-76 has changed the definition of polling station in the CEA. A polling station is now the room or building in which voting takes place. In other words, what used to be known as a polling place is now called a polling station in law.

In the past, each desk in the polling place was a polling station. These desks are currently not given a name in law. This manual continues to use the former names of polling station and polling place, because these terms are still used in REVISE, and the application has not yet been updated. Thus, in this context, polling station is the table where the DRO sits for serving electors on that specific list of electors.

In general, each polling division is associated with one polling station, with one list of electors and one ballot box. However, in certain circumstances, the list of electors for a polling division can be split during an election to make the voting process more manageable or to resolve location issues that arise. A polling division may also be merged with another one where elector counts are low.

Depending on the reason for and outcome of your splits and merges, they are done at different points in the election period. Consult section 7.7.1 for timelines.

If any of your changes involve advance polls, consult section 7.8 below for special instructions, as these cannot be performed in REVISE; they require manual intervention.

With few exceptions, the AC will do all the splits and merges in REVISE, under your direction, following the instructions in the REVISE User's Guide (EC 40238) and in the Automation Coordinator's Manual (EC 10500).

All splits and merges must be completed in REVISE in order to effectively support:

  • the production of voter information cards (VICs)
  • the preparation of lease agreements through ROPS
  • the assignment of poll personnel through ROPS
  • an accurate elector-on-list count (EOL) for each polling station
  • an assessment of the appropriate number of polling places and polling stations at each polling place
  • the preparation of a sufficient number of poll kits
  • the update to the EC website for electors to do searches on "where to vote"
  • the polling location maps accessible online through GEOExplore and through PESC for candidates

Furthermore, after each event, EC must publish the poll-by-poll results of the vote. This must accurately reflect the results reported by polling division. For this reason, all splits and merges must be carefully tracked.

Splits create a new polling station from the standpoint of the systems. ROPS will account for this new polling station by adding extra fees to the lease and worker assignments for this new polling station.

Merges remove polling stations, and as such, the opposite is completed in ROPS. They are treated as one poll – there is only one payment fee for the poll and one DRO to be assigned.

Splits and merges are temporary solutions to address issues related to a specific event. In conjunction with ECHQ through pre-event assignments, you will make permanent changes to polling divisions.

7.7.1 Timelines for splits and merges

Days 34 to 30

Splits and merges should be performed early in the event if they will result in a change of location for any of the resulting polling stations, for example, if one part of the electors from the polling division will vote at polling place A, while another part of them will vote at polling place B.

This may occur in polling divisions that have experienced unusually high growth and the number of electors cannot be managed at one polling place. Since the information on the VIC includes the polling place address, the split should be done early in the process so that the VICs reflect the correct polling place.

You can review which polling divisions may require splitting. At this stage, pay close attention to the following:

  • Potential geographical issues based on maps or local knowledge of emerging issues such as floods or bridge closures
  • Polling divisions where lists of electors have grown significantly and where the associated polling places have already reached capacity, using the Polling Station Report provided by the AC, your list of polling places, and knowledge of capacity limits
  • New long-term care facilities that may need to be made mobile or have their own polling station on site

Day 19

You should determine how many polls will be required on election day – you should consider splitting a poll if a polling division has more than 600 electors

Use this planned number of polls to:

  • Ensure that a sufficient number of poll kits are available for the additional polling stations – you will initially receive more kits than required, but if there are many splits, there may not be enough (contact ECHQ for more polling day materials for the additional polls, or use the SMSi to order additional kits)
  • Prepare polling place layout and furniture rental plans
  • Update your poll worker staffing plan and recruit more polling day personnel

A polling division can be split as many times as necessary for the number of electors on the list. Review the number of electors on the list for each polling station using the Polling Station Report, once most of your targeted revision is complete, to ensure that no list is too large or too small.

Provide the estimated 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.

Days 12 to 6 – merge polls within the same polling place

Perform any remaining splits and merges in REVISE at this time. You can do this later in the revision period, after most elector updates are performed in REVISE, so that there is a reliable estimate of elector counts. You may also want to wait until after the advance polls, until you know which polls had high advance turnout (and will therefore have lower election day turnout).

On Day 12, your AC will produce a Polling station report, which you are to review to determine if any polling divisions require a split or merge. In consultation with you, he then recommends how to split the poll. Using REVISE, he completes the desired splits and merges, and provides you with another Polling Station Report and Split Polling Station Report for final approval.

7.7.2 Splitting lists of electors

For the most part, the polling stations that result from a split will be located as close as possible to each other, preferably in the same room.

Each portion of a split list will be indicated using a sequential letter designation, called a "suffix". For example, if polling division 10 is split in three, the resulting polling divisions would be 10A, 10B and 10C.

Reasons for splitting a list

  1. High elector count: There are a number of factors to consider before deciding to split a polling station with a high EOL.
    • For example, if a polling division has 600 electors on the list and an average turnout at advance polls, but they typically vote throughout the day on polling day, the polling station should be able to accommodate all of them. However, if there was a lower turnout at the advance polls and/or most of the electors are expected to vote from 4:00 p.m. to 8:00 p.m. after work, there could be a bottleneck during those hours. As a result, splitting the list to have two polls may accommodate the peak turnout, avoiding a situation where electors may become frustrated and leave without voting.
    • Carefully consider such factors before deciding whether to split a list of electors.
  2. Electors voting in separate locations: It may be necessary to have electors from the same polling division vote at separate polling places because of a natural obstacle such as a river, a lake or a mountain. If this situation occurs, it is important that the initial PLE VICs reflect the different locations, if at all possible. Separately, if you are creating a new single-building poll where electors will vote in their lobby or at their long-term care facility, these are also different polling places than the original poll, and should be managed early in the election. These splits should be done in the first week of the election, before VICs are mailed to electors.
    • For example, if a polling division covers a large area, it may not be realistic to expect a significant number of electors to travel a long distance to vote. You may choose to split the list of electors for the polling division and assign them to different polling places. Electors would then vote at the polling place closest to them, as indicated on their VIC.
    • More common splits requiring separate polling places may occur in polling divisions with new residential developments, notably in densely populated urban EDs. A polling division that has grown dramatically may require that electors vote in separate locations because no one available place can accommodate as many polling stations as needed. In such a case, the poll may be GEO split many times and then merged as required to reconfigure the lists in the polling division appropriately.
    • Lastly, a polling station can be created for a separate building if the electors will be voting in their building. Outside of an election, this would create a new single-building polling division within the 400 series. During an election, it just becomes poll number-B.
  3. Mobile polling stations: This type of split is done when an 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 polling station." See Procedures at mobile polls and the Automation Coordinator's Manual (EC 10500), Splits and Merges in REVISE.

For information on how to administer voting in seniors' residences and/or long-term care facilities, consult Voting in LTC Facilities – STAT User's Guide (EC 12155).

Splitting using REVISE

REVISE can split a list of electors in three ways:

  1. Alphabetically, by elector family name (an ALPHA split)
  2. Geographically, which is a split in the alphabetical list of the street addresses in the polling station (a GEO split)
  3. The GEO split can be further split by extracting a single address from the polling station to form its own polling station or to be merged with another (called a Building split in REVISE); this function can also be used to extract a building to add an existing mobile poll, or to remove a building from a mobile poll and make it stationary

If the list of electors is split in such a way that the electors will have to vote in different locations, the polling place for each polling station must be modified in ROPS/SITES. If it is not possible to perform the split in REVISE, you or your AC must call the FSN.

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.

Splitting manually

In rare circumstances, there may not be enough information in REVISE to do a geographical split. This may require a physical manipulation of the printed list of electors and is called a "manual split". If you think you need to do a manual split, or if you or your AC cannot do the split that you want in REVISE, you must contact ECHQ for advice and instructions before proceeding. As these are not tracked in the systems in any way, exceptional procedures must be taken to: inform electors (because their VICs will not be accurate); planning for poll workers (as the poll will not exist in ROPS); registering electors at the polls; and completing the various paperwork for the polls.

All splits (standard and manual) must also be reflected in the Event Results System (ERS) on polling day, or you will not be able to report the results properly. Once ECHQ has approved the split, it will contact your AC during the afternoon of election day to make the appropriate changes in ERS to account for the extra poll.

Manual splits are rare since polling division boundaries and mobile polls are generally adjusted during pre-event assignment and polling divisions can usually be split and merged in REVISE for most of the event.

Reasons for splitting manually

Some situations require electors to vote in separate locations, but the GEO split is not possible in REVISE.

  • For example, when addresses are not complete enough to create a split, 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 "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. This distance would normally represent a 20–30 minutes travel time, or longer in rural areas.

In urban EDs, manual splits will not be done to assign electors to a closer polling place, where the difference may only be a few kilometres or a few minutes' drive.

Performing a manual split

In the case of a manual split, the Split/Merge Task Force will assist you or your AC in determining the best course of action. When you call the FSN about a potential manual split, consider the factors listed below in describing your situation, so that the SME will be able to assess the situation and possible options when following up with you.

  • the addresses or streets involved in the split
  • institution or place addresses
  • the number of electors affected
  • whether any of those polling stations will be at a central poll
  • whether you have polling places for each set of electors
  • whether new VICs will need to be sent

The Split/Merge Task Force will confirm whether the split can be done using REVISE or not. If not, but the split is necessary to ensure service to electors, ECHQ will assist you or your AC in reflecting the new poll(s) and ensuring that:

  • the information provided to electors through the Voter Information Service (the EC website and telephone system) is turned off, and that they are directed to call your office for the location of their polling station
  • correct VICs are printed (if possible) for both sets of electors; this information can only be saved for one polling place, and REVISE will not be able to retain both sets of information concurrently
  • the landlords get paid if they do not have any other polls assigned in ROPS/SITES
  • the results on polling day are accurately reported
  • the detailed results and information are forwarded to the official voting results team

7.7.3 Merging polling divisions

In some circumstances, two or more polling divisions may be grouped into a single polling division (although this is not necessary). This is possible if none of the polling divisions involved are flagged as VOID or merged with another polling division.

In some circumstances, two advance polling districts may be combined. If you receive a request to this effect or if you see the need to combine advance polling districts, contact ECHQ.

Reasons for merging polling divisions

  1. Low EOL count in the polling division (inefficient to set up a polling station).
    For example, a residential area is rezoned to a commercial area (leaving only a very small number of electors on the list)
  2. Adding a facility to an existing mobile poll (500 series) or creating a new mobile poll.
    For example, a new long term care facility has been built and it must be split from the polling division it is in and merged with an existing mobile poll.

    For information on how to administer voting in seniors' residences and/or long-term care facilities, consult Voting in LTC Facilities – STAT User's Guide (EC 12155).

  3. 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 set up on its reserve you can either assign the polling division as an extra polling station at the polling station located off the reserve, or if the elector count is low, you can merge it with the neighbouring polling division.
  4. You do not have enough physical space to set up the polling divisions assigned to the polling place, with their own DRO.

    For example, if you only have space for 6 service tables at the only polling place in a town, but there are 8 polling divisions that have electors associated with the town, you will want to assign all 8 polling divisions to the polling place, and then merge 2 of the polling divisions to others, to end up with 6 polling divisions, or 3 of them, if you also need to have a registration officer service desk inside the voting room.

  5. You were not able to recruit enough DROs, or you have had many potential election officers quit after training. In this case, you will be merging polling divisions at the same polling place, later in the election. You can follow the same instructions. If you need support and help in adapting and changing your plans, contact the Split/Merge Task Force or the Voting Services team at ECHQ (How to reach us).

Reporting polling divisions

The "reporting polling division" is the polling division number that is associated with the polling station, and for reports, it will show the polling division on the list in ROPS/SITES or in ERS. You will assign workers to this reporting polling division in ROPS/SITES and enter the results in ERS under this polling division. It is also sometimes referred to as the "parent poll". The polling division that was merged into the reporting or parent poll is often referred to as the "child poll".

Deciding which polling division should be the parent poll

The DROs at the polling place will have one list of electors with the names from both polling divisions reporting and merged onto it. However, as the IO will be directing electors based on the VIC, the IO will need to know which polling divisions are merged. This may be simple if it is only one table, as your EMC or POM can create signs for these tables that are readable from the voting room entrance, so the IO can see them.

As such, there are two methods to determine which polling division should be the reporting poll:

  1. The polling division with the highest number of electors must become the "reporting polling division", i.e. the one where results are grouped and reported. Consult the Automation Coordinator's Manual (EC 10500), Splits and Merges in REVISE.

    For example, if polling division 4 has an elector count of 70, and it is merged with polling division 5, which has an elector count of 320, polling station 5 will be the reporting polling division. Note that the VICs of the electors of polling division 4 will still say that they are on the list for polling division 4, but the polling place they are assigned to vote at will show the correct polling place.

    This ranking of polling stations helps to ensure that the number of votes reported is not greater than the EOL count for the merged polling station.

  2. If you are merging many polling divisions at the same polling place, you can choose to merge them such that the poll numbers are close together, whether it creates a fully even split of electors or not.

    For example, merging polling divisions 4 and 5, then 6 and 7, then keeping polling division 8 separate (because it already is), then merging polling divisions 9 and 10, allows for easier set-up of the room, and creates a much easier visual and logical model for the IOs and CPSs to use when referring electors to the specific DRO, as the tables can be placed in order and the numbers will make sense. They will not need a map or sheet for reference every time an elector arrives from one of the merged polling divisions, and this makes it easier and faster to direct electors, which is important at a busy polling place.

7.8 Managing advance polling stations

Each advance polling district is associated with one polling station, with one list of electors and one ballot box.

7.8.1 Merging advance polls

In some circumstances, two advance polling districts may be combined. If you receive a request to this effect or if you see the need to combine advance polling districts, contact ECHQ. This should only be done in exceptional circumstances where you can't hold an advance poll. This request needs to be made in the first few days of the event, so that ECHQ can review the request and make the changes before the VICs are sent.

7.8.2 Changing the advance polling district association of an ordinary PD

On rare occasions, a change to one of the polling divisions associated with an advance polling district may be needed to resolve a situation where electors would have to travel too far to go to their assigned advance polling station. This may happen in rural or remote regions where you need to locate the polling station on one side of the advance polling district, and the electors on the other side might have to travel an hour for example, instead of being assigned to a different advance polling station which is much closer. This request needs to be made in the first few days of the event, so that ECHQ can review the request and make the changes before the VICs are sent.

7.8.3 Splitting an advance poll to have two DROs serving instead of one

In certain circumstances where a high number of electors is expected to cast their ballots at an advance poll, it may desirable to have more than one DRO at the polling place to ensure that these electors are well served. There is no functionality in the systems to do this, and it will be a manual process where each DRO is assigned a portion of the list to provide service, and the election results are recombined.

For information on how to split advance polls, consult the Instructions for Managing and Splitting Advance Polls (EC 50028).

7.8.4 ECHQ approval for all changes to advance polls

Approval from ECHQ is required before proceeding with any changes to advance polling districts. Activities related to splits, merges or the association of polling divisions associated with an advance polling district cannot be completed by your AC in REVISE. Consequently, ROPS/SITES and ERS will not have the information, and will require manual intervention in the management of lease agreements, poll worker staff, the list of electors, counting procedures and/or the reporting of results on polling night.

You will need to create an EC Connex case describing the change requested, the advance polling district affected (and any ordinary polling divisions), the reason for the request and any additional information supporting the request. Requests must be submitted as soon as possible after the issue of the writ (ideally within 4 days) and should be approved by day 30 to produce the VICs accurately.

Based on increasing elector turnouts at advance polls, it will be more common to split a list of electors for an advance poll to have more than one DRO serve the electors at different desks at the same polling place. The Managing Advance Polls tool in STAT is now available for ROs to plan and submit these requests to ECHQ. Plans must be submitted for approval by Day 17.

Staffing and financial considerations

Once approved, special requests must be submitted in EC Connex if your staffing plan exceeds your approved budget.

For GE45, additional DRO positions for advance polls may have already been included in your budget due to changes in procedures. The number of DROs included is displayed in the Advance Polling District Management tool. If the changes submitted to ECHQ do not require the creation of additional DRO positions, ROs can proceed with the special request for additional funds for leases and furniture, if required.

If the landlord requests an adjustment to the polling place lease amount, or if you expect to incur extra furniture or security costs, submit a Special Request through EC Connex to obtain authorization for any additional funds and to ensure accurate payment.

Consult sections 2.6 Polling places and 2.7 Purchasing and renting goods and services of this manual for more information.

Table 7 Reasons for splits/merges and REVISE functionality for ordinary polls
Split/Merge Action REVISE & ROPS/SITES functionality
1. Splitting the list of electors because of a high count of electors – Day 12 to 6
Usually performed when:
  • there are a high number of electors going to one polling station, to prevent bottlenecks at a single ballot box, and
  • the resulting polling stations will share the same polling place
The list should be split alphabetically by FAMILY name REVISE: perform an ALPHA split
ROPS/SITES: assign polling stations
2. Splitting the list and electors vote in different locations – Day 34 to 30 (before VICs)
Usually performed when:
  • the polling division covers a wide area, making it difficult for all the electors to vote at one centralized location (e.g. sparsely populated or isolated communities), or
  • the polling division is divided by an obstacle, such as a river or highway, or
  • the polling place can no longer accommodate the number of electors because of a dramatic increase in the EOL count
REVISE can split the list to accommodate these situations (in most cases).The list must be split (and merged) geographically by STREET name. REVISE can accept municipal splits (by town, community name, etc.). REVISE: Perform a GEO split
ROPS/SITES: Assign the resulting polling stations to the appropriate polling place.
* There may be situations where a manual split is required – contact ECHQ.
3. Excluding a building to merge with a mobile poll (before VICs)
Usually performed when:
  • you have to move a building or institution from an ordinary poll to an existing mobile poll
  • you have to create a new mobile poll from two or more institutions already belonging to ordinary polls or other existing mobile polls
Building can be split and merged with:
  • existing mobile polls (500–series)
  • other excluded buildings (creating a new mobile poll) if there is more than one institution to be merged, the user must first exclude all of the buildings, then merge them
REVISE: Perform a building split, define it as mobile, and merge it with a mobile poll
ROPS/SITES: Define the new location and 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 alphabetically or geographically.
4. Splitting or merging to exclude buildings and maintain them as stationary
  • Usually performed when you wants to establish a single building poll (either a new building or one that was previously served with the rest of the polling division)
Building can be excluded (stationary). Building can be merged with other stationary polls. REVISE: Perform a building split and define it as stationary
ROPS/SITES: Define the new location and assign polling stations. The remaining portion of the list of electors for the polling station can be split alphabetically or geographically.

The following diagram, Distribution of lists of electors, is a visual summary of the distribution of the lists of electors as described in the current chapter.

Figure 6 Distribution of lists of electors

Figure 6	Distribution of lists of electors

Text version of "Figure 6 Distribution of lists of electors"

This figure shows the process, the dates, the destinations and the types of lists of electors distributed from Day 19 until after Polling Day. This process is outlined in detail in Volume 2, Chapter 7 – Lists of Electors of the Returning Officer's Manual.