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Appendix A – Overview of your tasks before, during and after an electoral event (04/2023)

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Before During After
Task 1: Polling division boundaries
  • Review polling division boundaries in accordance with the CEO's instructions.
  • Establish advance polling districts.
  • Establish mobile polls.
  • Prepare polling division documentation.
  • Identify new streets.
  • Identify new developments, high-mobility areas.
  • Consult the political parties for their comments and suggestions.
  • Make last-minute changes.
  • Advise EC and political entities of the changes.
  • Take note of the polling divisions whose boundaries must be changed before the next election as a result of data entry in REVISE.
Task 2: Polling places
  • Study the Policy on Selecting Suitable Polling Places (EC 12154).
  • Contact officials at seniors' residences, chiefs of First Nations band councils, political parties, etc. concerning the location of polling stations.
  • Identify accessibility criteria shortfalls that can be temporarily modified to comply.
  • Visit new areas that are potential polling places.
  • Evaluate the accessibility of potential polling places.
  • Choose polling places, including central polls.
  • Assign polling stations to polling places.
  • Confirm the availability of polling places.
  • Confirm polling places in ROPS/SITES.
  • Finalize rental agreements. Sign the leases.
  • Purchase materials or get cost estimates to make temporary modifications to polling places so that they comply with accessibility criteria.
  • Provide each candidate and each political party that has endorsed candidates with the addresses of polling places in the ED and any changes (see section of table on candidates).
  • Review any accessibility feedback received during advance polls for locations to be used again on polling day and address issues wherever possible.
  • Make arrangements to remove any materials or temporary construction installed to modify polling places.
  • Take note of:
    1. – locations that should not be used again
    2. – advance polling districts that must be revised
    3. – polling divisions that must be regrouped or revised
  • Ensure data entry of all Feedback on Accessibility and Voter Experience Form (EC 50119) in the Voter Feedback and Incident Monitoring System (ICBMS).
  • Follow up with those electors who have requested it.
Task 3: Relations with political parties
  • Discuss the recruitment of election officers.
  • As soon as possible after the issue of the writ, solicit names of persons suitable to be elections officers from the candidates of registered parties who endorsed candidates in the previous election in the ED, or from the registered associations of those registered parties. However, if the registered party has no registered association in the ED, solicit names from that registered party.
  • Discuss the recruitment of service agents in particular with respect to targeted revision.
  • Consult the parties about the polling divisions, the polling places and the road network.
  • Inform the parties about the electoral process.
  • Raise all issues about the smooth conduct of the vote.
  • Provide information about registration and voting under the Special Voting Rules.
  • Distribute the schedule of EC's seminars on campaign finances.
  • Ask parties or candidates for the list of names to fill positions of election officers.
  • Clearly indicate to the parties:
    • - the positions to be filled
    • - EC's expectations of the parties
    • - the deadlines for submitting lists for various potential election officer positions.
  • Make note of suggestions for future events.
  • Submit all political parties' comments or complaints to EC.
Task 4: Relations with candidates
  • Advise prospective candidates or their official agents that:
  • The Electronic Financial Return (EFR) software application is for use and reference by the official agent when fulfilling reporting requirements under the political financing provisions of the Canada Elections Act.
  • EFR can be requested until July 2019 by sending an email to: EFR RFE@elections.ca. After July 2019, EFR can be downloaded by confirmed candidates or their official agent through the Political Entities Service Centre (PESC) portal.
  • EFR can be used to produce Official Contribution Receipts.
  • If preferred, and once a candidate is confirmed, hard-copy receipts can be requested by sending an email to: ROFP-ORPF@elections.ca.
  • Receive the nomination papers from candidates.
  • Promote the use of the Political Entities Service Centre.
  • Distribute maps, descriptions of the polling divisions and poll keys in a timely manner.
  • Process the candidates' nomination papers.
  • Inform each candidate in the ED and each political party that has endorsed a candidate of the addresses of all polling places and of any changes to these from Day 24 to polling day.
    Hold a meeting with all the candidates or their representatives.
  • Distribute the Preliminary Lists of Electors, the Day 19 Lists of Electors, the Revised Lists of Electors and the Official Lists of Electors.
  • Request the list of names of election officers from candidates and political parties.
  • Distribute to candidates the Notice of Advance Poll, the Notice of Mobile Poll and the Notice of a Grant of Poll.
  • Ensure that the representatives know that they, or other candidate representatives, can be present for the counting of local special ballots and for the validation of results.
  • Advise confirmed candidates or their official agents that:
  • The candidate's completed election expense return (EFR) must be submitted directly to EC by the reporting deadline (three months after polling day).
  • If hard-copy official contribution receipts were requested, any unused or voided receipts must be returned to EC within a month after polling day.
Task 5: RO office
  • Establish requirements.
  • Conduct office search.
  • Ask for verification of telephone equipment.
  • Request pre-approval of office.
  • Begin discussing costs and conditions with the landlord.
  • Submit the information to EC.
  • Draw up an office floor plan in cooperation with your AC and ARO.
  • Order a rubber stamp labelled Elections Canada with the name of the ED.
  • Finalize rental arrangements.
  • Sign lease if not already done in accordance with CEO instructions.
  • Submit lease agreement for payment.
  • Finalize floor plan.
  • Supervise the set-up.
  • Implement security procedures.
  • Supervise the closing.
Task 6: Furniture, equipment and supplies
  • Define requirements for furniture, equipment and office supplies.
  • Contact suppliers to discuss costs and terms.
  • Buy office supplies.
  • Receive first shipment of election materials from EC.
  • Store EC supplies on site or rent storage space.
  • Ensure winter heating of storage area.
  • Draw up an inventory control system.
  • Have telephones, multifunction devices and hardware installed.
  • Order furniture.
  • Order office equipment.
  • Buy remaining office supplies.
  • Organize supply room for efficient storage of supplies.
  • Receive election materials from EC.
  • Control and distribute EC supplies.
  • Implement the inventory control system and distribute the supplies received from EC.
  • Supervise return of all furniture, equipment and supplies.
Task 7: Office staff
  • Review the financial resources available for recruiting staff.
  • Identify the positions available for the ED.
  • Design tentative work plan for allocating resources.
  • Review job descriptions.
  • Identify and interview potential office staff.
  • Identify potential resources, taking into account their command of the two official languages and other languages.
  • Hire staff and enter their information in ROPS/SITES.
  • Have staff submit a solemn declaration (oath).
  • Plan work schedules.
  • Supervise the staff.
  • During the first few days, ensure that they are trained, and review their work.
  • Evaluate staff performance for future elections.
  • Approve office staff's hours every two weeks and send report to EC.
  • Evaluate staff performance for subsequent consultation.
  • Conduct the necessary follow-ups to ensure all staff is paid.
Task 8: Relations with the public
  • Design a communication plan to help staff accurately and efficiently answer inquiries from:
  1. – the public
  2. – the media (all media inquiries are directed to the FLO)
  3. – job seekers
  • Draw up a plan to meet linguistic needs (official and other languages) in accordance with the Inventory of Official Languages Actions, Obligations and Resources for Returning Officers (EC 14003) and related policies and directives.
  • Implement the plan.
  • Implement the communication plan to answer inquiries from the public:
  1. – days, nights and weekends
  2. – during peak periods, i.e. during the revision period and on polling day
  • Implement the plan to meet linguistic needs (official and other languages).
  • Redirect all media inquiries to the FLO
  • Regularly monitor the accuracy of information that staff provide to the public.
  • Post and distribute EC information documents.
  • Respond to letters from electors, directly or through EC.
Task 9: Producing lists of electors
  • Recruit an automation coordinator (AC), assistant automation coordinator (AAC) and service point supervisor (SPS).
  • Hire the AC.
  • Ensure that the AC and the SPS are available for their training session.
  • Ensure the AC and the SPS fill out all the human resources forms.
  • Hire the AAC and ensure that he is trained by the AC.
  • Supervise the AC.
  • Distribute the Preliminary Lists of Electors, the Day 19 Lists of Electors, the Revised Lists of Electors, and the Official Lists of Electors.
  • Ensure that the AC conducts required ERS connectivity tests on Day 17 and Day 12.
  • Hire the service centre support officers (SCSO) in collaboration with the SPS and AC.
  • Approve revision transactions in REVISE.
  • Give the AC:
  1. – the arrival date and time of the computer systems
  2. – exclusive access to lists of electors for authorized staff only
  • Provide the AC with date and time when movers will pick-up Local Area Network (LAN).
  • Oversee entry of polling day registrations.
  • Supervise the dismantling and returning of the LAN to EC.
Task 10: Accounts, forms and administrative documents
  • Submit accounts for special assignments.
  • Submit forms for ARO and AC
  • Prepare electronic forms to appoint all election officers and office staff.
  • Prepare the accounts and management reports and send them to EC within the prescribed time frames.
  • Approve and submit expense accounts for:
  1. – rental of RO/AARO office
  2. – furniture and equipment
  3. – office supplies
  4. – printing
  5. – petty cash
  6. – office staff
  7. – temporary staff
  8. – rental of polling places
  9. – other reimbursable expenses.
  • Submit accountable advance reconciliation within 10 days after polling day.
  • Submit poll officials and landlords' accounts as well as any outstanding accounts to EC for payment as soon as possible.
  • Answer staff questions about their pay.
  • Remain available to receive and respond to assistance or information requests from EC in the 3 months following an event.
Task 11: Printing and producing documents
  • Determine where/how materials will be produced.
  • Meet with printing companies to determine availability and technical capabilities.
  • Identify a local printing company for:
  • – the ballots
  • – the lists
  • – the List of Candidates in Large Print (EC 50174).
  • Determine number of:
  • – copies of lists of electors to distribute to candidates
  • – ballots to print.
  • Finalize details of the printing orders.
  • Meet with the printing company.
  • Provide the selected printing company the Affidavit of the Printer (EC 10300) which they must complete and submit to you with the invoice for ballot printing.
  • Coordinate arrangements with the printing company.
  • Coordinate photocopies of notices.
  • Check the proofs and supervise the printing of the ballots.
  • Review and approve the VICs in REVISE.
  • Ensure the security of the ballots and lists of electors.
  • Obtain the invoice from the printing company and pay it either with the EC acquisition card (if possible) or send the invoice to EC. Consult the Elections Canada acquisition card section.
  • Return unused paper to EC
Task 12: Voting by Transfer Certificates
 
  • Issue Transfer Certificates (EC 50052) as needed and record them in the Transfer Certificate Register (EC 50057).
  • Place the copy of the Certificates in the appropriate ballot boxes.
  • Coordinate the issue of the Transfer Certificates for any polling station that was moved to a new location after the VICs were sent out.
  
Task 13: Revision and voting by special ballot
  • Identify all the residential areas in the ED, paying special attention to:
  1. – areas of high mobility
  2. – new developments
  3. – post-secondary institutions and student residences
  4. – long-term care facilities
  5. – First Nations reserves.
  • Plan the targeted revision.
  • Determine the number of SAs needed. Multiple people can be hired to fill 1 full-time position.
  • Locate acute care facilities, if any.
  • Determine the necessary resources (HSBCs) for hospitalized electors to vote by special ballot, if any.
  • Determine the necessary resources (DROs) to conduct the voting in correctional institutions, if any.
  • Determine the number of DROs to conduct the verification and count of local special ballots on polling night (1 team per approximately 500 ballots).
  • Hire a 2nd SPS. (At least 2 persons should be hired to fill 1 full-time SPS position.)
  • Have the SPS who was trained by ECHQ train the 2nd SPS.
  • Ensure that SAs are recruited.
  • Have the SPSs train the SAs.
  • If there are any AARO offices in your ED, your SPSs must train the SAs and the AARO on revision and special ballot voting services.
  • Finalize training timelines and bookings for training space.
  • Ensure that paper applications for revision and voting by special ballot are available at the issue of the writ, in case electors request those services before REVISE is available. Once REVISE is available, SAs will provide these services using REVISE.
  • Supervise the work of the SPS and SAs.
  • Produce and distribute the Revised and Official lists.
  • Approve transactions in REVISE.
  • Monitor activities through REVISE management reports.
  • If any candidates come to observe the voting by special ballot in your office, admit them and provide them with the Special Voting Rules – Guidelines for Candidates’ Representatives (EC 78058).
  • Submit payroll to EC.
  • If there are any ESP offices on campuses in your ED, your SPSs must train the SAs, SPSs and AAROs in these offices on revision and special ballot voting services.
  • Contact acute care facility administrators to recommend HSBCs.
  • Appoint the HSBCs.
  • Have the SPSs train the HSBCs.
  • Contact correctional liaison officers.
  • Appoint and train DROs assigned to correctional institutions, if any.
  • Appoint DROs to count the local special ballots.
  • Have the SPS train the DROs to count the local special ballots.
  • Annotate the lists of electors who registered to vote by special ballot before the lists are distributed.
  • Submit accounts and payroll to EC.
Task 14: Voting at the advance polls (days 10, 9, 8 and 7)
  • Establish training plan with training officer.
  • Review advance polling districts.
  • Develop a staffing and contingency plan to ensure all polling stations open at the time prescribed by the CEA. Consult Volume IV, Chapter 4 Staffing and planning considerations for the polls of this manual.
  • Issue the Notice of Advance Polls.
  • Modify the lists of electors to be used in the advance polls.
  • Ensure poll officials are recruited and registered in the ROPS/SITES application.
  • In large EDs, finalize training timelines and bookings for training space.
  • Organize training sessions and ensure they are delivered.
  • Supervise the training sessions.
  • Distribute the ballot boxes and election materials.
  • Supervise advance poll voting.
  • Notify EC immediately if any advance polling station fails to open on time.
  • Collect the Office Documents Bag (EC 50390) nightly from advance polls.
  • Forward the Record of Electors, Registration Certificate and Correction Certificate forms to the SPS for updates to the REVISE database.
  • Prepare the Vouching Forms Register (EC 50056) from the vouching forms (EC 50055) and review the voting status certificates (EC 50051) for potential instances of double voting.
  • Scan and distribute the Sequence Number Sheets – Advance Polls (EC 50109) forms to candidates' representatives as soon as copies are available.
  • •Approve and submit payment file for all poll officials.
Task 15: Voting at the ordinary polls
  • Establish training plan with the training officer.
  • Review polling divisions and mobile polls.
  • Identify potential polling places.
  • Develop a staffing and contingency plan to ensure all polling stations open at the time prescribed by the CEA. Consult Volume IV, Chapter 4 Staffing and planning considerations for the polls of this manual.
  • Issue the Notice of Grant of a Poll (EC 10170) and the Notice of Mobile Poll (EC 10160).
  • Ensure DROs are recruited and registered in the ROPS/SITES application.
  • If applicable, appoint registration officers, information officers (IO), central poll supervisor (CPS) and a person responsible for maintaining order (security guard) and ensure they are registered in the ROPS/ SITES application.
  • Finalize the training timelines and bookings for training space.
  • Organize training sessions for poll officials and ensure they are conducted.
  • Supervise the training sessions.
  • Distribute ballot boxes and election materials, and amend the lists of electors.
  • Notify EC immediately if any polling station fails to open on time.
  • Approve and submit payment file for all poll officials.
Task 16: Polling day
  • Plan RO office set up.
  • Schedule additional staff for troubleshooting.
  • Order additional materials as required.
  • Supervise the vote at ordinary polls.
  • Respond to queries from the public, the media or FLOs.
  • Supervise local special ballot counting at the returning office.
  • Prepare the office to receive the results from the polls.
  • Provide space for media representatives to receive the results.
  • Ensure site security.
  • Monitor the validation of results.
Task 17: Results of the vote
 
  • Count the local special ballots.
  • Receive the preliminary results from the CPSs and DROs.
  • Receive the ballots boxes and election materials.
  • Ensure the data entry of the results of the vote in the Event Results System (ERS).
  • Transmit results to EC and the media.
  • Conduct the validation of results.
  • Verify the Statement of the Vote against the ERS and send the reports to EC.
  • Enter polling day registrations and correction certificates.
  • Enter the information from all sequence number sheets (EC 50111) and send it to ECHQ for distribution to candidates and political parties.
  • Coordinate the preparations for a judicial recount, if necessary.
  • Assist the judge, if necessary.
  • Print and distribute the Result of Voting (EC 10420) report.
Task 18: Complete the return of the writ
 
  • Receive and store the writ in a safe location.
  • Complete and sign the Return of the Writ (printed on the back of the writ) and send it to the CEO in the Special Envelope for the return of the Writ (EC 11510).
Task 19: Close the office
   
  • Complete decommissioning process in the ROPS/SITES application and ERS (refer to the AC Manual).
Task 20: Return all materials to EC
 
  • Contact Canada Post to arrange for pick up.
  • Sort and pack all materials according to prescribed procedures.
  • Fill out the List of Reusable Office Supplies and Materials (in Volume II).
  • Confirm pick up with EC.
  • Supervise pick up.
Task 21: Complete the RO’s Report of Proceedings
 
  • Update the online report throughout the election.
  • Update and complete the online report at the end of the election.