returning officer's manual - volume iv human resources

EC 10470 (08/2021)

Returning Officer’s Manual Volume IV Human Resources

Returning Officer’s Manual – Volume IV How to reach us

EC 10470 (08/2021) Vol. IV – i

How to reach us

Website elections.ca

Field Support Network

(Electoral Administration and Procedures; Field Systems; Revision, Special Ballot Voting and Outreach; Finance; General Support; Operational Complaints and Incidents)

1-888-677-0301 toll-free

1-800-267-8549 toll-free fax

[email protected]

Operations Complaints & Incidents Unit 1-888-677-0301 toll-free (follow proposed options)

[email protected]

Address (mailing) Elections Canada Headquarters

30 Victoria Street, Gatineau, QC K1A 0M6

Address (shipping) Elections Canada Distribution Centre

440 Coventry Road, Unit 100, Ottawa, ON K1K 2Y5

Email Address (general) [email protected]

Public Enquiries Unit 1-800-463-6868 toll-free phone

1-888-524-1444 toll-free fax

1-800-361-8935 toll-free TTY from Canada and USA

001-800-514-6868 toll-free from Mexico

Media Relations 1-877-877-9515 toll-free

Political Entities Support Network

(Political financing; election expenses for candidates, official agents and auditors only)

1-800-486-6563 toll-free

[email protected]

To request official receipts [email protected]

To request multimedia kits [email protected]

Political Entities Service Centre [email protected]

Payment Inquiry Line 1-800-823-8488 toll-free

During a by-election: Field Finance Services and Payment support for workers, suppliers and landlords

Opens 14 days after polling day: Payment support for workers, suppliers and landlords

Language support

Simultaneous translation service English/French and French/English

1-800-856-1550 toll-free

An agent from the Information Centre will provide translation as needed

CanTalk – Translation and interpretation service for other languages

1-866-820-4346 toll-free phone 1-800-267-8549 toll-free fax

Hours of operation Between electoral events: 8:00 a.m. to 6:00 p.m. (EST)

During electoral events: Elections Canada will advise prior to each event

http://www.elections.ca/home.aspx

mailto:[email protected]





Returning Officer’s Manual – Volume IV Revision record

EC 10470 (08/2021) Vol. IV – iii

Revision record

The Revision Record lists changes made only to the electronic copy of the version listed below.

Discard any previously printed version of this manual and refer to the most recent one.

Version Date Published Comments

EC 10470 (08/2021) Ed8

August 2021 Update

EC 10470 (05/2021) Ed7

May 2021 Update

EC 10470 (01/2021) Ed6

January 2021 Update

EC 10470 (10/2020) Ed5-B

October 2020 Update for by-election

EC 10470 (05/2020) Ed5

May 2020 Update

EC 10470 (07/2019) Ed4

July 2019 Update for 43rd GE readiness

EC 10470 (03/2019) Ed3

March 2019 Update

EC 10470 (10/2018) Ed2

October 2018 Update

EC 10470 (06/2018) Ed1

June 2018 Complete redesign and updates throughout

EC 10470 (2015 v2.0) October 2015 Update

EC 10470 (09/2010) March 2011 Update

EC 10470 09/2010) September 2010 Initial release

Ce manuel est disponible en français sous le titre

Manuel du directeur du scrutin – Volume IV (EC 10470-1)

Returning Officer’s Manual – Volume IV Summary of changes

EC 10470 (08/2021) Vol. IV – v

Summary of changes

• The Summary of Changes below lists changes made since the previous edition of the Returning Officer’s Manual – Volume IV.

• Only policy, technical, procedural and content updates are included.

• If there are discrepancies between your printed version of the manual and the online HTML version in ECDocs, the HTML version prevails.

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.

New / Update Section and Details

Chapter 2 Position descriptions 2.1.3, 2.1.4, 2.2.8, 2.2.10, 2.2.11, 2.2.12, 2.2.14, 2.2.15, 2.2.16, 2.2.19, 2.3.4, 2.4.1

2.2.17 Materials for CRO (section deleted)

3.4.4 Lists provided by political entities (Selection lists for poll workers)

4.2.2 Considerations when developing staffing plans

Table 6 Hours for poll workers – advance polls

5.1 Community relations officer (Training)

5.2.2 Training structure (central poll supervisors)

5.2.3 Training formats

5.2.5 Materials for the training officer

5.2.6 Training considerations

Chapter 6 Solemn declarations

Returning Officer’s Manual – Volume IV Table of contents

EC 10470 (08/2021) Vol. IV – vii

Table of contents

Styles in this manual ....................................................................................................... xi

Chapter 1 – Overview ....................................................................................................... 1

1.1 Structure of the manual ..................................................................................... 1

1.2 Acronyms and terms in this manual ................................................................... 3

1.3 About this volume .............................................................................................. 6

Chapter 2 – Position descriptions ................................................................................... 7

2.1 Key positions................................................................................................... 13

2.1.1 Returning officer .............................................................................................. 13

2.1.2 Assistant returning officer ................................................................................ 23

2.1.3 Additional assistant returning officer................................................................. 29

2.1.4 Additional assistant returning officer for external service points......................... 37

2.1.5 Field liaison officer........................................................................................... 43

2.2 Office staff....................................................................................................... 45

2.2.1 Automation coordinator.................................................................................... 45

2.2.2 Assistant automation coordinator ..................................................................... 49

2.2.3 Poll operations manager .................................................................................. 51

2.2.4 Service centre support officer .......................................................................... 57

2.2.5 Financial officer ............................................................................................... 59

2.2.6 Recruitment supervisor .................................................................................... 63

2.2.7 Recruitment officer .......................................................................................... 67

2.2.8 Training officer ................................................................................................ 69

2.2.9 Hospital liaison officer...................................................................................... 73

2.2.10 Community relations officer ............................................................................. 75

2.2.11 Community relations officer – Indigenous ......................................................... 77

2.2.12 Community relations officer – Accessibility ....................................................... 77

2.2.13 Community relations officer – Official Languages/Ethnocultural ........................ 77

2.2.14 Community relations officer – Homeless .......................................................... 78

2.2.15 Community relations officer – Seniors .............................................................. 78

2.2.16 Community relations officer – Youth................................................................. 78

2.2.17 Office coordinator ............................................................................................ 79

2.2.18 Electoral material coordinator .......................................................................... 83

2.2.19 Receptionist .................................................................................................... 87

2.2.20 Support officer ................................................................................................. 89

2.2.21 Office messenger ............................................................................................ 91

2.3 Election officers who are poll workers .............................................................. 93

2.3.1 Deputy returning officer ................................................................................... 94

Table of contents Returning Officer’s Manual – Volume IV

Vol. IV – viii EC 10470 (08/2021)

2.3.2 Deputy returning officer – Mobile polls ............................................................. 96

2.3.3 Deputy returning officer – Advance polls .......................................................... 96

2.3.4 Deputy returning officer – Correctional institutions ............................................ 96

2.3.5 Deputy returning officer – Counting local special ballots ................................... 97

2.3.6 Poll clerk ......................................................................................................... 99

2.3.7 Poll clerk – Correctional institutions................................................................ 101

2.3.8 Poll clerk – Counting local special ballots ....................................................... 101

2.3.9 Central poll supervisor ................................................................................... 103

2.3.10 Registration officer ........................................................................................ 107

2.3.11 Information officer.......................................................................................... 109

2.4 Election officers who are election workers ...................................................... 111

2.4.1 Service point supervisor ................................................................................ 111

2.4.2 Assistant service point supervisor .................................................................. 115

2.4.3 Service agent ................................................................................................ 117

2.4.4 Hospital special ballot coordinator.................................................................. 121

Chapter 3 – Recruitment and nomination .................................................................... 123

3.1 Office staff..................................................................................................... 123

3.1.1 Recruitment................................................................................................... 123

3.1.2 Appointment .................................................................................................. 123

3.2 Other staffing appointments ........................................................................... 123

3.3 Refusing potential workers referred by political entities ................................... 124

3.4 Election officers who are poll workers ............................................................ 125

3.4.1 Recruitment................................................................................................... 125

3.4.2 Appointment .................................................................................................. 126

3.4.3 Qualifications ................................................................................................ 126

3.4.4 Lists provided by political entities ................................................................... 126

3.4.5 Posting and distributing lists of service agents and poll workers...................... 128

Chapter 4 – Staffing and planning considerations for the polls ................................. 129

4.1 Opening the polls on time .............................................................................. 129

4.2 Poll worker staffing plans ............................................................................... 129

4.2.1 Base staffing models ..................................................................................... 130

4.2.2 Considerations when developing staffing plans .............................................. 130

4.3 Staffing and layout at the polling place ........................................................... 134

4.3.1 Standard staff at a single poll ......................................................................... 134

4.3.2 Staff at a central polling place ........................................................................ 134

4.3.3 Staffing considerations for size and type of polling places............................... 135

4.3.4 Updating your staffing plan ............................................................................ 135

4.4 Managing breaks and shifts at the polling place ............................................. 135

4.4.1 Breaks .......................................................................................................... 136

Returning Officer’s Manual – Volume IV Table of contents

EC 10470 (08/2021) Vol. IV – ix

4.4.2 Shifts............................................................................................................. 137

4.4.3 Advance poll workers working polling day and counting on polling night.......... 138

4.4.4 Chain of custody and record keeping ............................................................. 138

4.4.5 Replacing a poll worker ................................................................................. 139

4.5 Contingency and your staffing plans .............................................................. 140

4.5.1 Establishing a poll worker contingency plan ................................................... 140

4.5.2 Stand-by poll workers .................................................................................... 141

4.5.3 Replacing workers at the last minute.............................................................. 141

4.5.4 Contents of the staffing plan .......................................................................... 142

4.5.5 Recruiting to meet staffing plans .................................................................... 142

4.6 Implementing poll worker staffing on polling days ........................................... 143

4.6.1 Calling poll workers on stand-by .................................................................... 144

Chapter 5 – Training ..................................................................................................... 147

5.1 Office staff..................................................................................................... 147

5.1.1 Overview ....................................................................................................... 147

5.2 Poll workers .................................................................................................. 150

5.2.1 Training objectives ........................................................................................ 150

5.2.2 Training structure .......................................................................................... 150

5.2.3 Training formats ............................................................................................ 152

5.2.4 Establishing a training schedule ..................................................................... 154

5.2.5 Materials for the training officer ...................................................................... 155

5.2.6 Training considerations.................................................................................. 155

5.2.7 Observing training sessions ........................................................................... 156

5.2.8 Payment for attending training sessions ......................................................... 157

5.2.9 Training considerations for stand-by workers ................................................. 158

5.3 Other election officers.................................................................................... 159

5.3.1 Hospital special ballot coordinator.................................................................. 159

5.3.2 Hospital liaison officer.................................................................................... 159

5.3.3 Deputy returning officers and poll clerks – Correctional institutions ................. 160

5.3.4 Deputy returning officers and poll clerks – Counting local special ballots......... 160

5.4 Handling performance issues during or after training ...................................... 160

Chapter 6 – Solemn declarations ................................................................................. 163

6.1 Impartiality and conformity to the Canada Elections Act.................................. 163

6.2 Other solemn declarations ............................................................................. 164

6.2.1 Messengers .................................................................................................. 164

6.2.2 Special messenger ........................................................................................ 164

Table of contents Returning Officer’s Manual – Volume IV

Vol. IV – x EC 10470 (08/2021)

Checklists

C1 Preparing for your job ...................................................................................... 21

C2 Appointing and training election officers for advance and ordinary polls .......... 145

Figures

Figure 1 Overview of positions and solemn declarations .............................................. 165

Tables

Table 1 Visual presentation ............................................................................................xi

Table 2 Your exclusive powers and duties .................................................................... 16

Table 3 Geographical distribution of FLOs .................................................................... 44

Table 4 Population-based staffing requirements ......................................................... 124

Table 5 Recommended staffing plan – poll workers (all polls) ..................................... 131

Table 6 Hours for poll workers – advance polls ........................................................... 132

Table 7 Hours for poll workers – ordinary polls ........................................................... 133

Returning Officer’s Manual – Volume IV Styles in this manual

EC 10470 (08/2021) Vol. IV – xi

Styles in this manual

Table 1 Visual presentation

Types of information Example Typographic convention /

symbol

Note At a minimum, users are to have data entry

and certification rights. Further privileges may be granted at the AC’s discretion.

New content Presents new content since the last edition of this manual

Updated content Presents content that has been updated since the last edition of this manual

Tip Presents suggestions or techniques to simplify a process

Warning WARNING: After three failed login attempts, one hour must elapse before trying to log in again.

Checklist Heading titles that start with a C followed by a number represent a checklist C[#]

Screen / window Elector Search Bold text

Cross-references and links

to other Elections Canada resources and publications

1.5 Other resources Underlined italicized text

(maroon)

Websites with hyperlinks and email addresses

elections.ca Bold underlined text (blue)

Keyboard keys <Ctrl><Alt><Delete> Enclosed bold text

This manual considers inclusivity in relation to readability and usability. Where the generic masculine appears, it is used without bias and solely to maintain a clear and simple language.

The Canada Elections Act mentions elector, administrator, candidate, member of Parliament, and other relevant terms as generic terms. We have therefore modelled the text in this manual along the same principles.


Returning Officer’s Manual – Volume IV Overview

EC 10470 (08/2021) Vol. IV – 1

Chapter 1 – Overview

1.1 Structure of the manual

Many EC processes are based on legislative requirements set out in the Canada Elections Act or other legislation. We have summarized those requirements in a user-friendly format for your reference in the Returning Officer’s Manual. If you have questions about the interpretation of legislative provisions, contact the Field Support Network (How to reach us). FSN will contact Elections Canada Legal Services if necessary to provide assistance in responding to your query.

Whether you are a seasoned returning officer or have recently joined the Elections Canada team, this manual provides the needed information and tools 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 RO 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:

VOLUME I – Election Fundamentals

Themes

• 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 your 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

Checklists

• 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

Themes

• 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

Overview Returning Officer’s Manual – Volume IV

Vol. IV – 2 EC 10470 (08/2021)

Checklists

• 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 Feedback on Accessibility and Voter Experience process

• C15 Handling queries from the public

VOLUME III – Polling Night, Validation and Post-event

Themes

• Overview

• Closing the polls and validating results

• Return of reports, documents and materials

• Activities at the AARO’s office

• Closing your office

Checklists

• 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

Themes

• Overview

• Position descriptions

• Recruitment and nomination

• Staffing and planning considerations for the polls

• Training

• Solemn declarations

Checklists

• C1 Preparing for your role • C2 Appointing and training election officers

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

https://rods.elections.ca/ecdocs/en/index.htm


EC 10470 (08/2021) Vol. IV – 3

1.2 Acronyms and terms in this manual

This table lists the acronyms used throughout the four volumes of the Returning Officer’s 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 —


Vol. IV – 4 EC 10470 (08/2021)


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, New Brunswick, Ontario and Prince Edward Island)

TVH

ICBMS Voter Feedback and Incident Monitoring System SSPIV

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

Sites

LAN local area network (computer) —

LO liaison officer ––

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


EC 10470 (08/2021) Vol. IV – 5


OLE Official List of Electors LEO

PAARO primary additional assistant returning officer DASSP

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 (replaces service centre clerk) SCSO

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


Vol. IV – 6 EC 10470 (08/2021)


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 covers the following topics:

Chapter 1 – Overview

Chapter 2 – Position descriptions

Chapter 3 – Recruitment and

Chapter 4 – Staffing and planning considerations for the polls

Chapter 5 – Training

Chapter 6 – Solemn declarations

Returning Officer’s Manual – Volume IV Position descriptions

EC 10470 (08/2021) Vol. IV – 7

Chapter 2 – Position descriptions

In conjunction with Chapter 4 of this manual, this chapter sets out the Chief Electoral Officer’s instructions for staffing the polls in accordance with the Canada Elections Act.

The Act has been amended and no longer refers explicitly to most of the familiar election officer positions (such as deputy returning officer). In the long term, this will allow additional flexibility in how polling stations are staffed and managed. For the 43rd general election, the Chief Electoral Officer has decided to retain the same named positions (with associated tasks, duties and powers) as were once set out in the Act. These positions are described below; additional information is available in the guidebooks for the respective positions.

The context for all positions and their descriptions begin at section 2.1.

The ESP program will not be deployed for the 44th GE in a pandemic or post-pandemic situation. If the current restrictions were to be lifted, however, the ESP program will be reassessed.

Position descriptions Returning Officer’s Manual – Volume IV

Vol. IV – 8 EC 10470 (08/2021)

Acronym

(français)

Position Title

(titre français)

Must be qualified elector

Must reside in ED or in adjacent ED

Type of position Names provided

by political entities

Key positions

RO / DS Returning officer / Directeur du scrutin ✓ ✓ Election officer &

Election administrator n/a

ARO / DAS Assistant returning officer /

Directeur adjoint du scrutin ✓ ✓ Election officer &


AARO / DASS

Additional assistant returning officer / Directeur adjoint du scrutin supplémentaire ✓ ✓

Election officer & Election administrator

n/a

AARO-ASP / DASS-PSA

Additional assistant returning officer –Additional service /

Directeur adjoint du scrutin supplémentaire – Point de service additionnel

✓ ✓ Election officer & Election administrator

n/a

AARO-ESP / DASS-PSE

Additional assistant returning officer– External service point / Directeur adjoint du scrutin supplémentaire – Point de service externe

✓ ✓ Election officer n/a

FLO / ADLL Field liaison officer / Agent de liaison local ✓ n/a Election officer &


Office staff

AC / CI Automation coordinator / Coordonnateur de l’informatisation

n/a n/a Office staff n/a

AAC / CAI Assistant automation coordinator / Coordonnateur adjoint de l’informatisation


SCSO / ASCS Service centre support officer / Agent de soutien au centre de service


FO / AF Financial officer / Agent Financier n/a n/a Office staff n/a


EC 10470 (08/2021) Vol. IV – 9

Acronym

(français)

Position Title

(titre français)



Type of position Names provided


RecSup / SupRec

Recruitment supervisor / Superviseur du recrutement


–– Recruitment officer / Agent de recrutement n/a n/a Office staff n/a

TO / PF Training officer / Préposé à la formation n/a n/a Office staff n/a

HLO / ALMH Hospital liaison officer / Agent de liaison en milieu hospitalier


CRO / ARC

Community relations officer and Community relations officer–Indigenous, Accessibility, Official Languages/Ethnocultural, Homeless, Seniors and Youth / Agent de relations communautaires et agent de relations communautaires autochtones, accessibilité, langues officielles/ethnoculturel, sans-abri, aînés, jeunes


–– Office coordinator / Coordonnateur de bureau n/a n/a Office staff n/a

–– Electoral material coordinator / Coordonnateur du matériel électoral


REC / RÉC Receptionist / Réceptionniste n/a n/a Office staff n/a

–– Support officer / Agent de soutien n/a n/a Office staff n/a

–– Messenger (Office) / Messager (bureau) n/a n/a Office staff n/a


Vol. IV – 10 EC 10470 (08/2021)

Acronym

(français)

Position Title

(titre français)

Must be Canadian & at least 16 years old

on polling day


Type of position

Names provided by political

entities

Election officers who are poll workers

DRO / ––

Deputy returning officer: Ordinary polls and Counting local special ballots / Scrutateur : scrutin ordinaire et dépouillement des bulletins de vote spéciaux locaux

✓ n/a Election officer ✓

DRO / ––

Deputy returning officer: Advance and Mobile polls

/ Scrutateur : bureau de vote par anticipation, bureau de scrutin itinérants


DRO / –– Deputy returning officer: Correctional institutions / Scrutateur : Établissements correctionnels ✓ n/a Election officer ✓

–– Poll clerk: Counting local special ballots / Greffier du scrutin : Dépouillement des bulletins de vote spéciaux locaux


–– Poll clerk: Correctional Iinstitutions / Greffier du scrutin : Établissements correctionnels ✓ n/a Election officer ✓

CPS / SCS Central poll supervisor /

Superviseur du centre de scrutin ✓ n/a Election officer ✓

REG.O / AI Registration officer / Agent d’inscription ✓ n/a Election officer ✓

IO / PI Information officer / Préposé à l’information ✓ n/a Election officer ✓

Election officers who are election workers

SPS Service point supervisor / Superviseur de point de service ✓ n/a Election officer ✓


EC 10470 (08/2021) Vol. IV – 11

Acronym

(français)

Position Title

(titre français)

Must be Canadian & at least 16 years old

on polling day


Type of position

Names provided by political

entities

ASPS / SAPS Assistant service point supervisor / Superviseur Adjoint du Point de Service ✓ n/a Election officer ✓

SA / AS Service agent / Agent de service ✓ n/a Election officer ✓

HSBC / CBVS-H

Hospital special ballot coordinator / Coordonnateur des bulletins de vote spéciaux en milieu hospitalier

✓ n/a Election officer n/a

Remuneration is listed in the Federal Elections Fees Tariff posted in the Field Personnel Intranet.

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Support_Documents/Finance/TariffFees.htm


EC 10470 (08/2021) Vol. IV – 13

2.1 Key positions

2.1.1 Returning officer

Context

Type of position


Must reside in ED or in

adjacent ED Description Reports to

Names provided


Election officer & Election

administrator ✓ ✓

The RO administers federal electoral events in an ED.

The RO receives instructions from the

CEO and reports directly to him

n/a

The Returning Officer’s Manual provides the needed information to understand and perform duties before, during and after electoral events. The RO is supported by the assistant returning officer (ARO) and, in some instances, by one or more additional assistant returning officers (AAROs).

The RO is to be completely familiar with the contents of the Returning Officer's Manual prior to the event, especially since time is limited during an electoral event and some jobs must be performed concurrently to meet the statutory deadlines. Due to the legislated fixed election date, the issue of the writ is rarely unexpected with a majority government. When an electoral event is imminent, planning starts early, including inquiring about the availability of office space and preparing a list of resources to be hired. Final arrangements or appointments shall not be made until the writ is issued or unless otherwise instructed by EC.

Appointment

An electoral event is administered by the Chief Electoral Officer (CEO), who is directly responsible to Parliament and not to the government in power. The CEO mandates ROs to conduct pre-event assignments between electoral events such as keeping files of prospective election officers and polling places up to date, maintaining contact with printing companies and party organizations, recruiting potential staff and identifying potential key staff to help meet obligations when the writ is issued. Refer to C1 Preparing for your job.

The CEO establishes the RO’s qualifications and appoints the RO for a 10 -year term. When appointed, the RO must:

• Take the solemn declaration using the Appointment and Solemn Declaration of Returning Officer form (EC 10030) before a suitable official (e.g. commissioner for taking affidavits, justice of the peace, notary public)

• Complete the Returning Officer and Assistant Returning Officer Information Record form (EC 00010)

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms%2FEC_10000%2FEC10030e.htm



Vol. IV – 14 EC 10470 (08/2021)

• Appoint an ARO and submit the completed Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer form (EC 10100) to EC

The RO’s appointment ends when:

• He resigns from office

• He is removed from office for any of the reasons stated in the CEA (see below)

• Changes are made to the electoral district boundaries

Eligibility

The following people shall not be appointed to act as RO:

• A member of the House of Commons, Senate, provincial legislature, Legislative Assembly of the Yukon Territory, Council of the Northwest Territories, or Legislative Assembly of Nunavut, or a federal, provincial or territorial cabinet

• A judge of a superior court

• A candidate from the last general election or by-election

• Any person who served in Parliament immediately before or during this election

• Any person convicted of election offences at the federal, provincial or municipal level in the seven years preceding the proposed appointment

Restrictions

The RO cannot:

• Act in a way that could be considered politically partisan, including in particular:

– Making a contribution to a candidate, a leadership contestant, a nomination contestant, a political party or an electoral district association;

– Belonging to, being an employee of, or holding a position in an eligible or registered political party.

• Assume the position of any other election officer, official agent of a candidate or agent of an eligible party or a registered association.

The RO must also avoid conflicts of interest concerning his personal and professional activities.

The RO is, however, allowed to vote.

For more information on the requirement to be non-partisan, consult the Code of Professional Conduct for Election Administrators (EC 10044).

Removal from office

The Chief Electoral Officer may remove from office any RO who:

(a) is incapable, by reason of illness, physical or mental disability or otherwise, of satisfactorily performing his or her duties […];


http://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms%2FEC_10000%2FEC10044%2FEC10044e.htm


EC 10470 (08/2021) Vol. IV – 15

(b) fails to discharge competently a duty of a returning officer […] or to comply with an instruction of the Chief Electoral Officer […];

(c) fails to complete the revision of the boundaries of the polling divisions in their electoral district as instructed by the Chief Electoral Officer […];

(d) contravenes the restriction on partisan activity, whether or not the contravention occurs in the exercise of his or her duties […].

Delegation of Authority

The RO may delegate any of his powers and duties to the ARO, AARO and the DRO, in writing, upon approval of the CEO, except those defined as exclusive RO powers and duties.

Once you have delegated authority with the Delegation of Authority form (EC 10090), the form must be submitted to EC prior to the electoral event.

Elections Canada contacts you when you need to renew the delegation.

The following duties may be delegated to an ARO or AARO:

• Appoint CPSs, DROs, RegOs, and IOs

• Appoint service agents

• Issue election materials for advance and ordinary polls

The following duty may be delegated to a CPS:

• Decide when an elector may refuse to make a solemn declaration on polling day



Vol. IV – 16 EC 10470 (08/2021)

Table 2 Your exclusive powers and duties

Power and duties Canada Elections Act

Obligation to act to enable elections to be held ss. 24(3)

Notice of Election s. 62

Return by acclamation s. 63

Notice to candidate of confirmation or refusal ss. 71(1)

Name prospective candidate commonly known by – determination s. 71.1(1)

Withdrawal of candidate s. 74

Postponement of closing day for nominations on death of candidate s. 77

When polls lie in two time zones s. 130

Validation of results s. 293 to 298

Request by returning officer for recount s. 300

Returning officer required to attend ss. 301(6)

Return of the Writ s. 313 to 316

Delegating financial authority to the ARO is discussed in Volume I, section 10.8.

Appointment of your ARO

Without delay after being appointed, the RO shall, with the CEO’s prior approval of the individual proposed for appointment, appoint an ARO. Both the RO and the ARO must complete and submit to EC the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100), which includes both the official appointment and the solemn declaration.

The ARO can make the solemn declaration of office before you.

Position description

Key activities

• Plan and organize voting

• Manage and control financial, material and human resources

• Administer the Canada Elections Act

• Communicate information to the public, candidates, political parties, FLOs and EC

• Contribute to improving the electoral process



EC 10470 (08/2021) Vol. IV – 17

Duties

• Plan and organize voting:

– publish public notices

– assist in and direct work of elections officers and staff

– administer solemn declarations

– identify areas for targeted revision

– coordinate preparing and mailing VICs to all registered electors

– establish polling stations and distribute notices

– request list of potential service agents, registration officers and DROs from political parties, electoral district associations or candidates, as applicable

– assign election officers to polling stations and train them

– arrange distribution of Preliminary Lists of Electors to candidates

– manage the revision and printing of lists of electors

– appoint one or more training officers

– oversee and report on results of casting of ballots

– assist in judicial recount, as required

– oversee return of election documents

• Manage and control financial, material and human resources:

– manage staffing budget

– manage essential services, supplies, materials and equipment

– develop a work plan for allocating resources

– establish expense accounts to properly record and monitor expenditures

– recruit and negotiate terms of employment for priority positions

– ensure staff and election officers are payroll processed

– train employees in procedures, roles and responsibilities

– oversee the protection of confidential information

– assign specific tasks

– designate self as the person in your office who will be responsible for receiving and reporting incidents of harassment and violence; this person in the AARO office(s) should be the AARO and at polling places, the CPS

– handle all occurrences of harassment and violence in the workplace and report these immediately to the OCIU at ECHQ

– negotiate and lease accommodation space and essential services


Vol. IV – 18 EC 10470 (08/2021)

– determine requirements (floor space, furniture/equipment, office supplies), conduct search, finalize arrangements and acquire supplies

– establish floor plans and supervise office set-up

– manage the inventory, supply and distribution of material

• Administer the Canada Elections Act:

– help office staff and election officers adhere to the procedures outlined in their manuals/user guides

– ensure peace and good order are maintained throughout the electoral process

• Communicate information to the public, candidates, political parties, FLOs and EC:

– ensure systems are in place within the RO office to respond to public enquiries accurately and efficiently

– respond to daily EC questions

– respond to follow-up questions from the FSN and FLOs

• Contribute to improving the electoral process:

– complete the Report of Proceedings

– complete the Report on Level Access

– participate as requested in event post-mortems

– participate in electoral process, organizational, and technical development sessions

Qualifications

Experience

• Managing and controlling financial, material and human resources

• Planning and organizing large, multi-faceted public events

• Recruiting, selecting and training human resources

• Negotiating and leasing accommodation space and essential services

• Maintaining inventory, supplying and distributing material

• Managing media relations

• Communicating information to general public

• Managing in an automated environment

Knowledge of

• The federal electoral process

• The ED in which he resides

• Roles and responsibilities of election officers and staff


EC 10470 (08/2021) Vol. IV – 19

• Common office automation tools and how to apply them to the efficient conduct of an electoral event

Abilities

• Organizational skills to understand the substance of the work and how best to achieve it

• Planning and scheduling skills to allocate and track time spent on work and to estimate workload

• Budgeting skills to estimate resources required and to effectively manage allocated budget

• Interviewing skills to evaluate the abilities of potential employees to effectively carry out their duties

• Leadership skills to develop and establish performance expectations and goals for election officers and staff

• Decision-making skills to establish relevance of issues, information and inquiries and to exercise sound judgment in arriving at conclusions and/or solutions

• Analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion

• Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, media and EC

• Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from EC or others

• Communication skills to effectively provide instructions, discuss issues and provide appropriate responses

• Skills to simplify complex ideas/concepts into plain language and to convey information and messages to election officers, other people within the office and at other locations within the ED; also externally to electors, the media, officers at EC and the CEO

Personal suitability

• Remains impartial at all times and in all dealings

• Remains focused and committed to the electoral process

• Maintains a professional demeanour at all times and foster such in all election officers and office staff

• Remains calm and in control under pressure

• Exercises tact and common sense when dealing with electors who may have complaints and with candidates' representatives who are competing with each other


Vol. IV – 20 EC 10470 (08/2021)

• Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and fosters this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way

• Exercises discretion and know-how to avoid being drawn into public debates, which may have a negative impact on the RO office and EC


EC 10470 (08/2021) Vol. IV – 21

C1 Preparing for your job

Read the materials provided by EC: Orientation Guide for Newly Appointed Returning Officers (EC 10210) Returning Officer’s Manual (EC 10470)

Training modules

Carefully review the returning officer’s duties listed above.

Establish a filing system. Familiarize yourself with the tasks outlined in Appendix A in Volume I, Overview: Your tasks before, during and after electoral events.

Appoint an ARO and send the filled and signed Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100) to EC.

Complete the required Delegation of Authority (EC 10090) and send a copy to EC.

Ensure the ARO reads all the manuals and assists in pre-event planning.

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms%2FEC_10000%2FEC10210%2FEC10210e.htm




EC 10470 (08/2021) Vol. IV – 23

2.1.2 Assistant returning officer

Context

Type of position


Must reside in ED or an adjacent ED

Description Reports to

Names provided by

political entities


administrator

✓ ✓

The ARO assists the RO in duties related to an electoral event. The RO may delegate specific responsibilities

to the ARO. The ARO may be required to replace the RO.

The RO n/a

Appointment

The ARO is appointed for an indeterminate period, but may be replaced at any time by the RO. A written notification of replacement must be submitted to the ARO and a copy of the notification sent to the CEO.

An ARO who intends to resign shall give you written notice of resignation or, if the position of RO is vacant, to the CEO.

If the ARO position becomes vacant, a replacement must be appointed without delay.

Carrying out pre-writ assignments

The RO may ask the ARO to help carry out pre-event assignments, such as searching for potential office space, selecting potential polling places, and planning targeted revision.

Eligibility

The RO may not appoint a spouse, common-law partner, immediate family member, the child of a spouse or common-law partner, or a person who lives with him to be an ARO. The ARO eligibility criteria are the same as those described above for the RO.

Restrictions

While holding office, an ARO may not act in any other capacity under the CEA.

The ARO is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

• Not behaving, taking part in any activity, or making a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity

• Refraining from affiliation with or making a contribution to any political party, and refraining from engaging in any political activity or attending political meetings

• Avoiding conflict of interest between private interests and public duties

http://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms/EC_10000/EC10044/EC10044e.htm


Vol. IV – 24 EC 10470 (08/2021)

• Refraining from interacting in any way with the broadcast or print media. If the ARO receives a request from the media, he must contact the RO immediately with detailed information; the RO will ensure that either the FLO or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the ARO must call the FLO for his area.

Delegating authority to the ARO

If the RO is absent from the ED, or unable to act, the ARO shall act in his place until a successor is appointed or the RO is again able to act. An ARO acting as an RO must appoint a new ARO.

Elections Canada will inform the ARO if he is to act in the RO’s place because of any of the above reasons

The RO or the ARO must immediately notify ECHQ when the RO is unable to act.


Key activities


• Assist in directing the work of election officers and office staff


• Establish floor plans and supervise office set-up

• Administer the CEA

• Communicate information to the public, candidates, political parties and EC

• Contribute to managing and improving the electoral process

• Oversee office safety and security

Duties


• Assist in directing the work of election officers and office staff


– identify areas for targeted revision with the RO and the service point supervisor

– coordinate preparing and mailing VICs to all registered electors

– establish polling stations and distribute notices as required by CEA

– request list of potential service agent positions, registration officers, and DROs from political parties and/or candidates, as applicable


EC 10470 (08/2021) Vol. IV – 25


– assist in managing staffing budget

– manage essential services, supplies, materials and equipment

– develop a work plan for allocating resources

– establish expense accounts to properly record and monitor expenditures

– recruit and negotiate terms of employment for priority positions

– ensure office staff and election officers are payroll processed

– train employees in procedures, roles and responsibilities

– assign specific tasks

– negotiate accommodation space and essential services

– determine requirements (floor space, furniture/equipment, office supplies), conduct searches and acquire supplies

• Establish floor plans and supervise office set-up

– manage inventory, supply and distribution of material

– identify and organize supply space

– establish procedures for inventory, acquisition, supply and distribution of materials and office supplies


– help office staff and election officers adhere to the procedures outlined in their manuals/guides

– ensure peace and good order are maintained throughout electoral process

• Communicate information to the public, candidates, political parties and EC

– ensure systems are in place within the RO office to respond to public enquiries accurately and efficiently

– liaise with the homeless community if there is no community relations officer for the homeless

– respond to daily EC questions

– respond to follow-up questions from the FSN

• Contribute to managing and improving the electoral process

– assist in completing the Report of Proceedings

– participate as requested in event post-mortems

– participate in electoral process/organizational/technical development sessions

• Oversee office safety and security

– provide office staff awareness training

– implement contingency plans


Vol. IV – 26 EC 10470 (08/2021)

– in collaboration with the AC, ensure enforcement of information technology security procedures

Qualifications

Experience




• Negotiating accommodation space and essential services

• Maintaining inventory, supplying and distributing material

• Managing media relations

• Communicating information to general public

• Using Windows-based computer applications

Knowledge of


• The ED in which he resides

• Roles and responsibilities of election officers and office staff

• Common office automation tools and how to apply them for the efficient conduct of an electoral event

Abilities


• Planning and scheduling skills to allocate and track time spent on work and to estimate workload requirements







EC 10470 (08/2021) Vol. IV – 27

• Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, media and EC

• Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in manuals/guides and directives from EC or others

• Keyboarding proficiency to write electronic messages and instructions.

• Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, and at other offices within the ED, and also externally to electors, election officers and to EC and the CEO


• Remains impartial at all times and in all dealings




• Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and foster this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way


EC 10470 (08/2021) Vol. IV – 29

2.1.3 Additional assistant returning officer

Context

Type of position


Must reside

in ED or an adjacent ED


Names provided by

political entities

Election officer ✓ ✓

The AARO manages an additional office to provide services in a designated area of the ED.

The RO n/a

For more information, consult:

Volume I, Chapter 11 – Additional assistant returning officer

Volume III, Chapter 4 – Activities at the AARO office

The AARO assists the RO with electoral event duties in the geographic area where he is appointed. They are appointed for one event and any follow-up or consultation activities that may be required after the closing of the office. He may be replaced at any time and in this case, he must receive a written notification of replacement.

The AARO is not involved in filing the nomination papers for candidates; the RO deals directly with potential and confirmed candidates at all times. Should a potential candidate contact the AARO to file his nomination papers, he is to refer the candidate to the RO.

AARO presence

The AARO cannot act for the RO.

The AARO may administer solemn declarations other than those for which the administrator is specified.

The AARO is not required to:

• Attend the RO office on the closing day for nominations, but should consult the RO since his attendance could be helpful;

• Attend the validation of the results.

Ensuring security

The AARO has the same security responsibilities as the ARO in the RO office. These responsibilities include physical, computer and staff security. Consult Chapter 3 in Volume II for details.

Two items are essential to those responsibilities:

• Maintain a key register for the office – the register will record the key tag number, name and signature of the person receiving the key, date of issue, date of return and initials of the person responsible for confirming that the key has been returned.


Vol. IV – 30 EC 10470 (08/2021)

• Maintain a visitor register that contains information of every person visiting that office (an office employee can be designated for this duty) – the register will record the first and last name and signature of the visitor, name of the person they are visiting, and time in and time out.

Carrying out pre-event assignments

If the CEO so instructs, the RO may ask the AARO to help carry out pre-event assignments, such as searching for potential office space for the AARO and his staff, hiring staff for the AARO office, selecting potential polling places, updating the National Register of Electors, and planning targeted revision. The AARO may need to help with electoral geography assignments or action plans required for the next election.

Appointment

The CEO’s prior approval is required to appoint an AARO.

If the RO requests it, the CEO may designate one or more areas in the ED and authorize, in writing, the appointment of AAROs to act in these designated areas within the ED. These election officers help manage the electoral process for specific polling divisions at a satellite office of the AARO set up for them in that area.

The RO appoints the AARO by completing and submitting to ECHQ the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100). Ensure that the appropriate box is checked to indicate that the appointment is for an AARO, not an ARO.

A new appointment must be made or renewed before each election, following CEO approval. For a GE, requests for AAROs may be made as part of the pre-event activities.

An AARO who intends to resign must give written notice of resignation to the RO or, if the position of RO is vacant, to the acting RO or the CEO. If the position becomes vacant during an event, the RO must appoint a replacement.



EC 10470 (08/2021) Vol. IV – 31

AARO orientation

The AARO does not receive an orientation session from the FLO or a manual specific to their position. Once appointed, however, the AARO may participate in meetings and teleconferences with the RO and ECHQ.

The AARO may be asked to complete online training related to pre-event assignments, in most cases the same content as the RO training. The AARO may also be mandated to assist the RO in such assignments, depending on the nature of the assignment.

The RO must provide the AARO with an electronic copy of the Returning Officer’s Manual (EC 10470), and ensure that the AARO has been given access to the Virtual Training Centre.

Designated AARO area

The RO must give the AARO the following information and documentation, in addition to the election materials mentioned previously:

• A description of the designated area boundaries for which the AARO will be responsible

• The polling divisions in the AARO’s designated area, including maps and written descriptions

• A list of all municipalities included in the AARO’s designated area

• The number of electors by polling division

• A list of the designated area polling places used in the previous election and/or alternative polling places

• The recruitment and CRO information distribution plans for the AARO’s area

• The various editions of lists of electors for the AARO’s area throughout the election period

• The list of ordinary polling divisions and the list of advance polling districts established for the designated area

• Various maps prepared by the Electoral Geography Division

• A Poll Key for the area

Eligibility

The AARO must be familiar with the geographical characteristics of the designated area, its population and the various local resources and with the federal electoral process. The AARO eligibility criteria are the same as those described above for the RO and the ARO. An RO may not choose a spouse, common-law partner, immediate family member, the child of a spouse or common-law partner or a person he lives with to act as an AARO.


Vol. IV – 32 EC 10470 (08/2021)

Restrictions

The AARO is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

• Not behaving, taking part in any activity, or making a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity

• Refraining from affiliation with or making a contribution to any political party, and refraining from engaging in any political activity or attending political meetings

• Avoiding conflict of interest between private interests and public duties

• Refraining from interacting in any way with the broadcast or print media. If the AARO receives a request from the media, he must contact the RO immediately with deta iled information; the RO will ensure that either the FLO or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the AARO must call the FLO for his area.

For more information on the restrictions for AAROs, consult the Code of Professional Conduct for Election Administrators (EC 10044).

Delegating authority to the AARO

Pursuant to the CEA, and with the CEO’s prior approval, the RO may delegate the following tasks, in writing, to an AARO:

• Appointing the poll workers required in the designated area

• Administering the solemn declarations for the new personnel

• Approving pending transactions in REVISE

• Certifying accounts for payment

• Coordinating the sending/transferring of ballot boxes from the designed area to the RO office for the validation of results

Opening and outfitting the office

At the issue of the writ, the AARO’s first priority is to open an office that both meets the needs of electors in the area and satisfies EC standards. A potential office that meets these criteria should have been identified before the issue of the writ dur ing a pre-event activity in which the AARO participated with the RO. If this was done, the AARO only needs to confirm that the office space is still available and to notify the FSN once he takes possession of the office. Consult Volume I, Chapter 7 – RO office logistics of this manual for more details.

Only the RO is authorized to sign the Lease for Returning Officer's or Additional Assistant Returning Officer’s Office (EC 10015).


http://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms%2FEC_10000%2FEC10044%2FEC10044e.htm

http://rods.elections.ca/ecdocs/en/topic.htm?#t=RO_Manual%2FVolume_I%2FChapter_7%2FChapter7_TOC.htm


EC 10470 (08/2021) Vol. IV – 33

The AARO is also responsible for outfitting his office with rented furniture, equipment

(photocopier) and the necessary supplies. These should have been identified before the issue of the writ during a pre-event activity in which the AARO participated with the RO. The RO must ensure that the allocated budget is respected.

Elections Canada will provide telephone and hardware computer equipment directly to the AARO’s office when the writ is issued.

Managing the budget

With the CEO’s approval, the RO may delegate certain financial authorities to the AARO.

Provide the AARO with his allocated budget for his office. This budget is extracted from your ED’s overall budget.

The AARO is responsible for managing the office budget as described in their mandate. The RO must provide instructions to the AARO for submitting verified receipts, invoices and staff time sheets to the financial officer. The financial officer will then submit these items to the RO for approval in due course.

If approved by the RO, the AARO is allotted $500 as petty cash during an electoral event to pay for small disbursements. The RO or the financial officer must advise the AARO which expenses can be paid through petty cash.

Communicating with the AARO during an event

Discuss your preferred methods of communication with your AARO. Depending on geography between the two offices, and at your discretion, these may include, without being limited to, email; phone calls (office or cellular); teleconference once a week; and/or periodic written status reports emailed to your office.

Position Description

Key activities


• Assist in and direct and monitor work of office staff and election officers


• Communicate with the RO and his staff during an event

Duties


– carry out pre-event assignments (as required by RO and as authorized by the CEO)

– identify, open and ensure set-up of AARO office

– arrange for security


Vol. IV – 34 EC 10470 (08/2021)

• Assist in and direct and monitor work of office staff and election officers


– help the SPS from the RO office appoint and train office staff and service agents

– appoint and train DROs, CPSs and IOs

– receive, control and distribute supplies for ordinary and advance polls

– oversee budget for the AARO office

– prepare accounts and submit to RO for approval


– help office staff and election officers adhere to the procedures outlined in their manuals/guides

• Communicate with the RO during an event

– send payroll information to the FO

– communicate with the AC to obtain technical support within the AARO office

– relay results to RO on polling day

Qualifications

Experience





• Maintaining inventory; supplying and distributing material

• Communicating information to the general public


Knowledge of


• The area of the ED where he is appointed

• Roles and responsibilities of election officers and RO office staff


Abilities



EC 10470 (08/2021) Vol. IV – 35







• Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, and EC


• Keyboarding proficiency to create electronic messages, written instructions and slide presentations for various purposes, including training

• Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, externally to electors, as well as to EC


• Remains impartial in all dealings during electoral event




• Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and promote this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way

Other

• Must be eligible to obtain a security clearance (processed by EC)


EC 10470 (08/2021) Vol. IV – 37

2.1.4 Additional assistant returning officer for external service points

Context

Type of position


Must reside in ED or

adjacent ED Description Reports to

Names provided by

political entities

Election

officer ✓ ✓

The AARO-ESP manages an AARO office located on campus called an

External Service Point (ESP) to provide in-person revision and voting by special ballot services to students.

The RO n/a

The AARO for external service points (AARO-ESP) is appointed for one event and any

follow-up or consultation activities that may be required after the closing of the office. He may be replaced at any time.

The AARO-ESP is not involved in filing the nomination papers; the RO deals directly with potential and confirmed candidates at all times. Should a potential candidate contact the AARO-ESP to file his nomination papers, they are to refer the candidate to their RO.

Eligibility

An RO may not choose a spouse, common-law partner, immediate family member, child of a spouse or common-law partner or a person he lives with to act as an AARO.

Appointment

ECHQ’s prior approval is required to appoint an AARO-ESP.

The RO appoints the AARO-ESP during pre-event by completing and submitting to EC the Appointment and Solemn Declaration of Assistant Returning Officer and Additional Assistant Returning Officer (EC 10100). He must check the appropriate box to indicate that the appointment is for an AARO, not an ARO.

A new appointment must be made or renewed before each election, following ECHQ approval. If the position becomes vacant during an event, the RO must appoint a replacement.

Welcome package

The RO is expected to go through the following with the AARO-ESP:

• ESP-related pre-event work that has been done up to his appointment, such as office selection, engagement with student associations, and recruitment

• Instructions for Additional Assistant Returning Officers (AARO) Working in External Service Points (ESP) (EC 78065)

http://rods.elections.ca/ecdocs/en/Forms/EC_10000/EC10100e.htm

http://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/EC78065e.htm


Vol. IV – 38 EC 10470 (08/2021)

• The Service Point Supervisor Manual (EC 40231)

• The Service Agent Manual (EC 40240)

The SPS in the RO office is responsible for delivering a training session to the AARO-ESP and his SPS for context (the same training session provided to the service agents). Additions to the training content are at the RO’s discretion.

AARO-ESP presence

The AARO cannot act for the RO.

The AARO may receive solemn declarations and affidavits, except for those declarations or affidavits that are required by the Act to be received by a specific person.

The AARO-ESP is required to be in the office when the SPS is absent.

The AARO-ESP is not required to:

• Attend the office on the closing day for nominations;

• Attend the validation of the results; or

• Be present in the office on polling day.

Ensuring security

The AARO-ESP has the same security responsibilities as the ARO in the returning office. These responsibilities include physical security, computer security and staff security. Consult the section on Office Security in Volume II of this manual for details.

Maintaining a key register for the office is essential to these responsibilities. This register will record the key tag number, the name and signature of the person receiving the key, the date of issue, the date of return and the initials of the person responsible for confirming that the key is returned.

Carrying out pre-writ assignments

The AARO-ESP is not involved in pre-event assignments. The RO may, however, ask him to help carry out pre-event assignments, such as recruiting office staff for the ESP office, if mandated by ECHQ prior to the issue of the writ.

Restrictions

The AARO-ESP is subject to the provisions of the Code of Professional Conduct for Election Administrators (EC 10044). As such, during the term of his appointment, he must comply with all restrictions associated with the position, including:

• They must not behave, take part in any activity, or make a statement in any form, directly or indirectly, in a manner or capacity that may be construed as supporting or opposing any political entity.

• Refraining from affiliation with or making a contribution to any political party and refraining from engaging in any political activity or attending political meetings

• Refraining from conflict of interest between the AARO’s private interests and public duties

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/SPS_Manual/EC40231e.htm

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals%2FSA_Manual%2FEC40240e.htm



EC 10470 (08/2021) Vol. IV – 39

• The AARO-ESP must also refrain from interacting in any way with the broadcast or print media. If the AARO receives a request from the media, he must contact the RO immediately with detailed information; the RO will ensure that either the field liaison officer (FLO) or the regional media advisor (RMA) returns the call by the requested deadline. If the RO is unavailable, the AARO must call the FLO for his area

Delegation of authority

Pursuant to the CEA, and with the CEO’s prior approval, the RO may delegate the following tasks, in writing, to an AARO:

• administering the appointment of new employees

• approving pending transactions in REVISE

Opening and outfitting the office

At the issue of the writ, the AARO-ESP’s first priority is to secure an office that both meets the needs of electors in the area and satisfies EC standards. A potential office that meets these criteria should have been identified before the issue of the writ during a pre-event planning assignment performed by the RO. If this was done, the AARO-ESP only needs to confirm that the office space is still available and to confirm the rental.

Only the RO is authorized to sign the Lease for Returning Officer's Office (EC 10015).

The AARO-ESP’s second priority is to recruit office staff. EC is launching an online recruitment portal for students who would like to apply to work at ESP offices on campuses. One AARO-ESP per campus will receive the résumés in their EC inbox. They must share the résumés they receive with the other AARO-ESPs on campus, if any.

The AARO-ESP is also responsible for outfitting his office with rented furniture and the necessary supplies. He must coordinate this before the equipment arrives on Day 19. He may discuss these needs with the RO who must ensure that the allocated budget is respected.

Elections Canada will set up telephone and computing equipment to the AARO-ESP’s office within 72 hours of its opening.

Managing the budget

The RO provides the AARO-ESP with the allocated budget for his office. This budget is extracted from the ED’s overall budget.

The AARO-ESP is responsible for managing the office budget as described in his mandate. The RO must provide him with instructions for submitting verified receipts, invoices and staff time sheets to the financial officer. The financial officer will then submit these items to the RO for approval in due course.


Vol. IV – 40 EC 10470 (08/2021)

Communicating during an event

The RO is to discuss his preferred methods of communication with his AARO-ESP. Depending on geography between the two offices, and at his discretion, these may include, without being limited to, email; phone calls (office or cellular); teleconference once a week; and/or periodic written status reports emailed to his office.


Key activities

• Recruit staff and set up ESP office

• Assist in, direct and monitor work of office staff and election officers


Duties

• Recruit staff and set up ESP office

– carry out pre-event activities, if applicable (as required by RO and approved by ECHQ)

– read the Service Point Supervisor Manual (EC 40231) and the Service Agent Manual (EC 40240)

– open and ensure set-up of the ESP office (including furniture)

– arrange for security inside (safety officer) and outside the ESP office (campus security or alarm system)

– recruit ESP office staff as per ECHQ approved staffing model (must be delegated by the RO)

– oversee budget

– prepare accounts and submit to RO for approval

• Assist in, direct and monitor work of office staff and election officers

– appoint the SPS – who should be trained by the SPS in the RO office; the AARO-ESP should sit in on the training (must be delegated by the RO)

– help the SPS train office staff such as service agents – SPS in RO office can help train service agents

– train information officer and safety officer

– perform quality assurance of procedures in the office


– help office staff and election officers adhere to the procedures outlined in their manuals

– ensure peace and good order are maintained throughout the electoral process

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals%2FSPS_Manual%2FEC40231e.htm



EC 10470 (08/2021) Vol. IV – 41

Qualifications

Experience





• Maintaining inventory; supplying and distributing material

• Communicating information to the general public


Knowledge of


• Roles and responsibilities of election officers and RO office staff


Abilities








• Conflict resolution skills to address issues that arise between and among staff, political party/candidate representatives, electors, and EC



Vol. IV – 42 EC 10470 (08/2021)

• Keyboarding proficiency to create electronic messages, written instructions and slide presentations for various purposes, including training

• Communication skills to effectively provide instructions, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to election officers, other people within the office, externally to electors, as well as to EC






• Remains sensitive and responsive to the special needs of electors, candidates and their representatives, election officers and office staff, and promotes this attitude in election officers and office staff to ensure that all situations are dealt with in the most appropriate way


EC 10470 (08/2021) Vol. IV – 43

2.1.5 Field liaison officer

Context

Type of position


Must reside in ED


Names provided by

political entities


administrator

✓ n/a The FLO provides support, guidance and

training to RO and staff. Elections Canada

n/a

The FLO is appointed by the CEO; EC exercises direct supervision over a FLO. The FLO acts as a quality enhancer, trouble-shooter, and media representative. The FLO helps recruit ROs by acting as a member of the recruitment committee set up in the area where the vacancy has occurred. Following appointment by the CEO, a new RO will attend an initial orientation session held by the FLO for the region prior to attending a training session in Gatineau. The FLO also participates in evaluating the ROs after an electoral event.


FLOs provide functional leadership to a group of up to 17 ROs. For example, FLOs support and assist ROs in pre-event planning assignments. As required, FLOs help the ROs complete their assignments according to instructions and within the deadlines provided. FLOs are often called upon to endorse this work to ensure local issues and concerns have been addressed, or to ensure a cohesive approach to a given activity in the region that FLOs support.

FLOs also monitor field activities in their areas and get involved as required to assist ROs facing difficulties and unforeseen challenges.

As media representatives, FLOs communicate with media at the local level and work with RMAs recruited by EC to provide responses to media questions in the field.


Vol. IV – 44 EC 10470 (08/2021)

Geographical distribution

The geographical distribution of FLOs is as follows:

Table 3 Geographical distribution of FLOs

Region District

Atlantic Canada Newfoundland and Labrador

Nova Scotia

Prince Edward Island and New Brunswick

Quebec North and West Quebec

Québec–Chaudière-Appalaches

Eastern Quebec

Estrie–Central Quebec–Montérégie

Montréal East–South Shore

Montréal West–Laval

Lanaudière–Mauricie

Ontario Southwestern Ontario

Eastern Ontario

Northern Ontario

South Central Ontario

Toronto West

Toronto Central

Brampton–Mississauga

Southern Ontario 1

Southern Ontario 2

Durham–Scarborough

South Eastern Ontario

West Southern Manitoba

Southern Saskatchewan

Northern Alberta

Rural British Columbia

Vancouver and Lower Mainland

Vancouver Island and North Sunshine Coast

Northern Saskatchewan and Manitoba

Edmonton and Central Alberta

Calgary and Southern Alberta

South Lower Mainland–Fraser Valley


EC 10470 (08/2021) Vol. IV – 45

2.2 Office staff

2.2.1 Automation coordinator

Context

Type of position


Must reside in ED


Names provided by

political entities

Office staff n/a n/a

The AC prepares the lists of electors, and manages and provides technical

support for all IT systems in the returning office.

The RO; works closely with the

SPS n/a


Key activities

• Manage all returning office technology and systems, from installation when the office opens at the beginning of the event to the decommissioning of the office at the end of the event

• Support the use of technology and systems by all staff in the returning office

• Following set procedures in REVISE and other applications, complete tasks related to lists of electors, VIC production and ED data, and produce statutory and administrative reports

• Encourage and support IT security best practices throughout the returning office

Duties

• Manage all returning office technology and systems, from installation when the office opens at the beginning of the event to the decommissioning of the office at the end of the event:

– supervise the receipt, unpacking and placement of office hardware

– oversee the returning office LAN set-up by IBM, including the service centre

– initialize and test ED data and systems (part of set-up)

– assist with and oversee the purging of the systems and decommissioning of the office technology at the end of the event

• Support the use of technology and systems by all staff in the returning office:

– monitor all processes in the returning office related to systems and technology

– manage user access to returning office systems

– train the RO/ARO on REVISE functions related to their responsibilities


Vol. IV – 46 EC 10470 (08/2021)

– support service centre use of REVISE

– troubleshoot technical problems with software and hardware in the returning office

– communicate with FSN as required to report issues and seek guidance in resolving problems

• Following set procedures in REVISE and other applications, complete tasks related to lists of electors, VIC production and ED data, and produce statutory and administrative reports:

– produce lists of electors ensuring that the correct version is used in each instance

– generate reports for the RO, for monitoring activities and to submit or distribute as required by the CEA

– update ED data (streets, polling stations) and resolve discrepancies discovered in the course of the event

– support the RO and ARO in approving elector transactions and VICs for printing

– complete reports and checklists as required

• Encourage and support IT security best practices throughout the returning office:

– follow confidentiality guidelines for ACs

– follow procedures to ensure LAN security

– educate returning office staff on security policies, especially as regards the use of unapproved software or devices on the returning office LAN

– ensure that IT security procedures are followed

Qualifications

Experience

• Providing technical support services to internal or external clients

• Using a variety of software applications, especially Windows-based computer applications

• Setting up, monitoring and maintenance of a local area network

• Installation of software or applications

• Working without close supervision

• Extensive use of various technology, including computers, printers and phones

Abilities

• Organizational skills to effectively plan time and estimate workload requirements to complete tasks according to guidelines and statutory deadlines; to prioritize competing demands; to track hours worked; and budget their time accordingly


EC 10470 (08/2021) Vol. IV – 47

• Analytical skills to understand the substance of tasks and determine how best to complete them; to understand complex issues; to establish the relevance of issues, information and inquiries and to exercise sound judgement in seeking and implementing solutions; to carefully consider which resources to rely on to resolve a given challenge; and to identify potential problems and deal with them proactively

• Communication skills to listen carefully to fellow staff when they need help with hardware or software; to effectively discuss issues with colleagues and provide appropriate responses; to clearly convey challenging technical information; to deal cordially and calmly with the Field Support Network


• Exercises patience to work methodically through required procedures as instructed in the documentation provided; to deal calmly with things that do not go entirely as expected; and to keep trying even if a task is challenging

• Remains impartial in every way during an electoral event

• Maintains a professional, tactful demeanour, and exercises good judgment

• Demonstrates respect for the required procedures and deadlines, and takes direction when it is offered

• Works effectively in a team but also demonstrates leadership, including by modelling appropriate IT usage

• Works conscientiously and efficiently

• Remains calm and effective under pressure

• Remains flexible and adaptable to changing circumstances

Other

Must pass a security screening, consisting of both criminal record and credit checks (administered by EC before the training)


EC 10470 (08/2021) Vol. IV – 49

2.2.2 Assistant automation coordinator

Context

Type of position


Must reside in ED


Names provided by

political entities


The AAC assists in managing the systems in the RO office and

provides technical support for all hardware and software applications.

The AC n/a


Key activities

• Provide assistance according to demand, as determined by the AC

• Assist in providing technical troubleshooting and computer support within the RO office (including REVISE) and ESP offices (AAC-ESP), if applicable

Duties

• Provide assistance according to demand, as determined by the AC

• Assist in providing technical troubleshooting and computer support within the RO office (including REVISE)

– set up facilities, systems and equipment to support REVISE system

– identify and resolve technical and management problems with the support of the FSN

Qualifications

Experience

• Providing technical support services


Knowledge of

• Program loading and set-up

• LAN maintenance

Abilities

• Ability to follow written instructions


Vol. IV – 50 EC 10470 (08/2021)



• Analytical reasoning skills to understand and synthesize issues.

• Communication skills to effectively provide instructions to service centre staff, discuss issues and provide appropriate responses; to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people within the office and externally, as well as to the FSN



• Maintains a professional demeanour and exercise judgment and tact

• Learns quickly, understand complex concepts and adapt to changing circumstances

• Works in teams, contribute as a team member

• Completes tasks and assignments in a timely and efficient manner


EC 10470 (08/2021) Vol. IV – 51

2.2.3 Poll operations manager

Type of position


Must reside in ED


Names provided by

political entities


The poll operations manager (POM) may assist the RO in any duties related to polling days operations and management.

May manage, coordinate poll operation activities, and liaise with and support, other key staff on related matters.

The RO will provide the direction and specific responsibilities that the POM will follow and execute.

The RO n/a

Tariff

The poll operations manager (POM) is a new full-time key office staff position that has been added to the updated Tariff of Fees. The POM will work in the RO office and will be paid at the highest level (e.g. SPS).


The POM works closely with the following persons: RO, ARO, EMC, RecO, TO, FO, SPS, AC, and CPS; also works closely with key office staff and poll workers, especially the CPS.

The POM ensures that the RO’s plans for the polling places during an electoral event are implemented. They manage and integrate all operations and activities relating to polling days, including polling places, poll workers, contingency plans, materials, and other logistics.

A comprehensive description of the POM’s role is outlined in the Poll Operations Manager’s Guide (EC 10066).

Carrying out pre-event assignments

The POM may assist in pre-event activities related to polling day operations, upon approval of the CEO. The RO may ask the POM to help carry out pre-event assignments and planning activities, such as selecting and validating polling places, and planning poll worker staffing.

Key activities

The list of activities below is not exhaustive. It is designed to define the types of functions the POM could assume as per the ED’s needs. It is imperative to assess and identify the specific responsibilities the RO wishes to delegate to the POM, and to share

plans so the POM can ensure their efficient integration.

https://rods.elections.ca/ecdocs/en/topic.htm#t=Office_Staff_Manuals/POM_Guide/EC10066e.htm


Vol. IV – 52 EC 10470 (08/2021)

1. Coordinate and direct polling place management.

2. Coordinate and organize poll worker management.

3. Oversee the deployment of pandemic plans.

4. Coordinate the distribution and return of election materials.

5. Develop and implement a support plan for polling places.

6. Perform duties as required by RO.

Duties

1. Coordinate and direct polling place management

– Participate in the pre-event assignments related to polling places, as required by RO:

o Contacting landlords

o Validate availability

o Assess polling places and their accessibility features to determine if they meet EC accessibility standards

o Negotiate leases

o Identify needs for Special Requests and Special Permissions.

– Review the accuracy of information in the Polling Place Suitability Checklist (EC 12152); oversee the implementation of accessibility mitigation strategies.

– Act as point of contact with landlords to identify and document specific issues and/or requirements for each polling place; communicate the following with the CPS:

o Confirmed site access hours, on-site contact information, accessibility mitigation strategies, directional signage, furniture rental, security and/or custodial services, staffing, etc.

– Coordinate polling place management activities among key office staff during the event:

o Review and confirm leases; coordinate their signing and return during the electoral event

o Coordinate the return of approved Special Requests and Special Permissions from ECHQ

o Confirm the RO’s polling station assignment plan, coordinate the confirmation of polling places and any splits and merges in the system; update the poll worker staffing plans accordingly

o Ensure that the Feedback on Accessibility and Voter Experience Forms (EC 50119) are reviewed, actioned as needed, and entered into the Incidents, Complaints and Breaches Monitoring System (ICBMS).


EC 10470 (08/2021) Vol. IV – 53

– Order and/or schedule furniture deliveries, and security and/or custodial services, as required.

– Confirm, coordinate and ensure that any required post-event activities at the polling places are complete:

o Repairs and insurance claim requests

o Reconciliation and accurate payment to vendors, suppliers and landlords.

2. Coordinate and organize poll worker management

– Review and understand the poll worker staffing, recruitment and training plans, and update them as needed in accordance to the available and confirmed polling places.

– Work with the RO to develop a poll worker contingency plan based on confirmed polling places and staffing plans.

– Coordinate the recruitment, hiring, training and assignment of poll workers to polling places:

o Ensure compliance with the poll worker staffing plan (as defined by the RO) is applied in assigning poll workers to the polling places. Note: Minimum requirement: one CPS and one DRO

o Ensure bilingual poll workers are in place at the polling place designated as bilingual; prioritize the deployment of bilingual stand-by workers, whenever possible. Assist in confirming that each polling station opens and closes at prescribed times on all polling days

– Coordinate the activities of implicated office staff specialists to ensure a ll phases of poll worker management are completed (e.g. recruitment, training, , materials, etc.).

– Provide leadership to the CPSs, which may include attendance at CPS training, and acting as the primary contact person for any CPS-related issues before and on polling days.

– Confirm any site visits before polling day with the CPS; ensure the resolution of any issues.

– Understand the RO’s plan for receiving the preliminary results and ensure the CPS have the correct phone number to call in the results for their polling stations.

– Work with the financial officer (FO) after polling days to resolve any election worker issues as they occur (e.g. no-shows, sickness); confirm timesheet information with the CPS.

– Coordinate the logistics and staffing for counting the advance poll ballots.

3. Oversee the deployment of pandemic plans

– Oversee the implementation of the pandemic-related health and safety protocols at the polling places:


Vol. IV – 54 EC 10470 (08/2021)

o Update staffing plans to ensure that poll workers get adequate breaks, and to ensure adherence to cleaning and sanitization measures, contact tracing if required, and any other health and safety requirements

o Identify and document any pandemic issues specific to polling places

o Identify and document queue plans and elector flow for inside and outside each polling place

o Establish and document recommended layout (e.g. distance between service desks) for each polling place

o Assist and coordinate the distribution of personal protection equipment (PPE) to the polling places

o Confirm and relay pandemic requirements from the provincial and municipal public health units, and Elections Canada headquarters (ECHQ).

– Coordinate communication of all pandemic-related plans to the central poll supervisor (CPS):

o Health and safety guidelines

o The correct usage and return or disposal of PPE

o The protocols for reporting any cases or safety issues at the polls.

4. Coordinate the distribution and return of election materials

– Liaise with the EMC regarding planning and distribution of all materials to polling places.

– Coordinate, with the electoral materials coordinator (EMC), the preparation and assembly of polling day materials to polling places, including specific requirements.

– Review and assist with the planning and distribution of ballots to poll workers.

– Develop a logistics plan for the delivery of furniture and equipment to polling places and their return from them.

– Participate in the collection and the return of election materials on polling nights .

– After polling days, support the processing of election documents returned in the Office Documents Bag (EC 50390):

o Organize the gathering of sequence number sheets after advance polling days and on polling day; after polling day, provide them all to the SPS for data entry

o Organize the collection of forms and certificates from the polls

o Ensure the Vouching Forms Register (EC 50056) is prepared.

– Assist the EMC with the packaging of materials for returning to ECHQ.

5. Develop and implement a support plan for polling places

– Ensure an overall understanding of the CPS role including any specific RO directives (attend a CPS training session; review the CPS guidebook).

https://rods.elections.ca/ecdocs/en/Forms/EC_50000/EC50390e.htm


EC 10470 (08/2021) Vol. IV – 55

– Work with the RO and ensure a support plan is developed and in place for polling days to be able to quickly respond to questions regarding voting procedures, ID, health and safety protocols, staffing and contingency, materials, etc.

– Manage the resolution of operational issues at polling places; ensure communication with CPSs; brief the RO:

o Respond to incident reports

o Escalate urgent issues to the RO

o Ensure Incident Reports Forms (EC 10051) are completed when required and provided to the RO for review.

– If needed, visit advance and ordinary polling places to manage issues; ensure

specific procedures are being followed.

6. Perform duties as required by RO

Qualifications

Experience

• Managing human resources, including resolving staff relations issues

• Managing multiple office activities

• Developing work schedules and plans

• Using computer applications

• Understanding of lease agreements, space accommodation and essential services

• Maintaining inventory, supplying and distributing materials

Knowledge of

• Federal electoral process

• ED in which they are active

• Roles and responsibilities of the RO, election officers and RO office staff

• The overall picture (operations) at the polling places during polling days

Abilities

• Leadership skills to gain the confidence of colleagues and service providers to ensure cooperation and respect

• Communication skills to simplify complex ideas and/or concepts into plain language and to clearly convey information and messages to other people

• Organizational skills to understand the substance of the work and how best to prioritize it


Vol. IV – 56 EC 10470 (08/2021)

• Planning and scheduling skills to complete tasks and assignments in a timely and efficient manner

• Budgeting skills

• Decision-making skills to exercise sound judgment


• Problem-solving skills

• Conflict resolution skills

• Exercise tact and common sense when dealing with landlords, facility administrators, and service providers


• Able and willing to work long hours on consecutive days during an election period

• Remains calm and in control while under pressure

• Remains impartial in all dealings during an electoral event

• Maintains a professional demeanour and exercises judgment and tact

• Learns quickly, understands complex concepts and adapts to changing circumstances

• Remains sensitive and responsive to unique needs of electors

• Works in teams, contributes as a team member

• Attention to detail


EC 10470 (08/2021) Vol. IV – 57

2.2.4 Service centre support officer

Context

Type of position


Must reside in ED


Names provided by

political entities

Office staff n/a n/a The SCSO performs data entry tasks

required in the RO office. The SPS n/a


Key activity

Perform data entry tasks assigned by the service point supervisor or the automation coordinator

Duties

• Enter completed applications in REVISE such as registration certificates (EC 50050) and correction forms (EC 50049) from the polls

• Strike names of electors in REVISE who voted at advance polls

• Verify completeness and legibility of forms; return to the SPS incomplete or illegible forms for correction

• Complete the Data Entry Batch Log (EC 40101)

• Print Journal Report

• Verify data entry activities against Journal Reports

• Complete batches of data entry

• Perform corrections to batches

• Return complete batches to SPS for verification and filing

Qualifications

Experience

• Verifying information for completeness and accuracy

• Entering data into an electronic database

• Working in an automated environment

Knowledge of

• Use and operation of keyboard

http://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms%2FEC_40000%2FEC40101e.htm


Vol. IV – 58 EC 10470 (08/2021)

• Data editing

• Revision and special ballot voting process

• REVISE system, after training

• Roles and responsibilities of the SPS, AC and AAC

Abilities

• Communication skills

• Reading and visual skills to review forms for accuracy and completeness






EC 10470 (08/2021) Vol. IV – 59

2.2.5 Financial officer

Context

Type of position


Must reside in ED


Names provided by

political entities


The FO implements financial processes in the RO office and

presents the RO with complete and accurate financial information using ROPS/SITES; and provides reliable

and consistent financial management services as per the Financial Officer’s Manual and other tools provided by

RO or EC to assist in fulfilling duties.

The RO; works in close association with the RO, ARO,

AC, SPS, recruitment , office

coordinator and training officer.

n/a


Key activities

• Provide financial advice for procurement of essential services and supplies

• Process payroll and accounts using ROPS/SITES

• Prepare financial reports

• Process supplier invoices and lease agreements

• Close financial accounts in database prior to closing the RO office

• Perform other duties as requested by the RO

Duties

• Provide financial advice for procurement of essential services and supplies

– maintain Record of Reimbursable Expenses from Petty Cash (EC 11710)

– maintain Acquisition Card Register (EC 11715)

– ensure ED account number is recorded on Canada Post electronic waybills to guarantee reduced rates and direct billing to ECHQ (process currently under review)

– manage the payment to suppliers

• Process payroll and accounts using ROPS/SITES

– manage the payment to workers

– verify all transactions

– track payments and fees




Vol. IV – 60 EC 10470 (08/2021)

– provide payroll information to employees and distribute the Your Pay pamphlet

– safeguard personal and banking information

– enter data and verify tombstone data into ROPS/SITES

– complete and submit travel claims to ECHQ

• Prepare financial reports

– monitor RO budget and reconcile actual hours worked against approved budgets

– prepare reports and solemn declarations for training sessions

– provide RO with regular updates

• Process supplier invoices and lease agreements

– verify all supplier invoices to ensure all information is correct

– ensure printing rates are compatible with those specified in the Directive on Certain Field Acquired Goods and Services in Conduct of Electoral Events

– ensure grand total on Detailed Calculation of the Number of Ballot Papers Required (EC 10400) corresponds to invoice, as applicable

– ensure that landlords’ payment information is correct

• Close financial accounts in the database prior to closing the RO office

– on receipt of monthly statement, reconcile acquisition card expenses

– send a copy of the Acquisition Card Register, monthly statement and receipts to ECHQ for payment

– ensure all petty cash expenses are reconciled and sent within the allotted time frame


– complete and send to EC/Operations Directorate requests for additional funds to ECHQ, if required

Qualifications

Experience

• Processing accounting and payroll

• Operating an automated accounts system

• Interpreting and monitoring leasing and supplier arrangements


Knowledge of (acquired from training)

• ROPS/SITES application

• Payroll legislation as it applies to poll workers



EC 10470 (08/2021) Vol. IV – 61

• Financial Officer's Manual (EC 10495)

• Process for payments to office staff, election officers and landlords

• Maintaining and recording expenditures

Abilities



• Budgeting skills to monitor and track office budgets


• Conflict resolution skills to address issues that arise between and among workers and/or suppliers

• Proofreading skills to verify the accuracy of the work, wording or terms of various agreements, payroll and tax provisions

• Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from RO, EC or others

• Communication skills to effectively provide instructions/information to workers, suppliers, landlords, etc., discuss issues and provide appropriate responses

• Keyboarding proficiency to create electronic messages, written instructions and to capture data in EC's systems




• Works in teams and contribute as a team member

• Completes tasks and assignments

• Provides advance warning of significant change in availability

Other


https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals%2FFOManual%2FFinancial_Officer_ManualTOC.htm


EC 10470 (08/2021) Vol. IV – 63

2.2.6 Recruitment supervisor

Context

Type of position


Must reside in ED


Names provided by

political entities


The recruitment supervisor manages the recruitment of advance and

polling day workers and the training logistics; must be available at issue of

writ to start setting up and training before candidates provide list of poll

officials by Day 24.

The RO; works closely

with the training officer

n/a


Key activities

• Recruit election officers

• Establish training schedule

• Provide guidance to prospective election officers

• Supervise the recruitment officer’s work


• Create a positive atmosphere with potential workers

Duties

• Recruit election officers

– contact potential election officers from lists provided by political parties, electoral district associations, candidates or any other sources to determine availability and to invite them to training sessions

– draw up and manage list of potential election officers using automated tools

– obtain the necessary information over the telephone to fill out the solemn declaration as completely as possible and encourage prospective workers to register for direct deposit

– coordinate completion of the appointment and solemn declaration using ROPS/SITES with the financial officer

– recruit election officers and additional staff as needed

• Establish training schedule: with training officer, assign training sessions to election officers, and secure training space and essential documents


Vol. IV – 64 EC 10470 (08/2021)

• Provide guidance to prospective election officers

• Supervise the recruitment officer’s work


• Create a positive atmosphere with potential workers

Qualifications

Experience

• Recruiting and selecting human resources


Knowledge of

• Interview techniques and practices

• Electoral process and roles of various positions to staff

• The ED

• The sources of potential employees

• English and French: If the population using the minority language represents 5% or more of the electors in a polling division, the recruitment supervisor needs to be bilingual. If it is less than 5% of the electors, he needs to be able to provide bilingual service, at all times, but the service doesn’t need to be provided by the recruitment supervisor

Abilities

• Effective listening skills to assess qualifications of potential candidates and to hear and understand the stated requirements of the various managers within the office

• Effective communication skills to clearly describe the roles, responsibilities and qualifications for various positions to prospective employees or to seek aid from contacts, and to organize training materials

• Decision-making skills to establish relevance of issues, information and inquiries and to exercise judgment to arrive at conclusions and/or solutions


• Effective computer skills to use and manage the Recruitment Management System (RMS) in the RO office

• Listening and reading skills to perceive, interpret and/or understand messages, concepts or ideas, written instructions in various manuals/guides and directives from RO, EC or others


EC 10470 (08/2021) Vol. IV – 65



• Maintains a professional demeanour and exercise judgment and tact when dealing with challenging situations and with people of different social and ethnic backgrounds

• Seeks innovative and creative ways of finding prospective employees

• Fosters a level of confidence in the organization and an enthusiasm to work there

• Works in teams, contribute as a team member or lead teams

• Completes tasks and assignment while providing regular updates


EC 10470 (08/2021) Vol. IV – 67

2.2.7 Recruitment officer

Context

Type of position


Must reside in ED


Names provided by

political entities


The RO can appoint a recruitment officer to support recruitment activities. At the

RO’s discretion, he could start working as soon as the writ is

issued.

The recruitment supervisor

n/a


The recruitment officer supports recruitment activities and works in close collaboration with the recruitment supervisor to facilitate the hiring and training of a sufficient quantity of poll workers to run an event.

Key activities

• Communicate with potential poll workers whose names appear on the lists provided by political entities (or from other sources) to verify their availability and invite them to training sessions

• Assist with preparing supplies to be handed out to poll workers

• Obtain as much required information as possible over the phone to fill out the solemn declaration and encourage future workers to enroll in direct deposit for payroll

• Perform other tasks assigned by the returning officer

Qualifications

Experience

• Providing general office support

• Using current office software programs

Knowledge of

• The electoral district

• Grammar and spelling rules

• English and French: If the population using the minority language represents 5% or more of the electors in a polling division, the recruitment officer needs to be bilingual. If it is less than 5% of the electors, he needs to be able to provide bilingual service, at all times, but the service doesn’t need to be provided by the recruitment officer

• A language used by a minority or Indigenous peoples in the ED


Vol. IV – 68 EC 10470 (08/2021)

Abilities

• Effective communication skills to clearly explain the purpose of the call and to obtain required information

Personal Suitability



• Follows instructions and respect procedures outlined in the Control Sheet to call poll workers

• Is willing to perform repetitive tasks


EC 10470 (08/2021) Vol. IV – 69

2.2.8 Training officer

Context

Type of position


Must reside in ED


Names provided by

political entities


The TO prepares and trains all poll workers. A good TO is essential in managing a successful event and

ensuring that all electors receive the same quality service. A TO is required

regardless of the size of the ED.

The RO; works closely

with the recruitment supervisor

n/a


Key activities

• Plan training sessions with the RO, ARO, POM and recruitment supervisor, using up to four different training methods; prepare materials and audio-visual equipment for training sessions; administer solemn declarations for election officers, if delegated by RO

• Train all poll workers

• Conduct training evaluation

These activities and the duties listed below are shared between at least two (usually more than two) training officers in each ED.

Duties

• Plan training sessions with RO, ARO, POM and recruitment supervisor, using up to four different training methods; prepare materials and audio-visual equipment for training sessions; administer solemn declarations for election officers, if delegated by RO

– complete the Training Officer Training Program on the Virtual Training Centre

– consult the RO regarding the range of training methods to be used in the ED, including plans and contingencies; training methods may include classroom training, remote (webinar) training, self-training workbooks and online training courses

– consult the RO/ARO/POM on logistical arrangements: audio-visual needs, preparation and distribution of training materials, number of classes and number of participants, local issues to emphasize

– review session material, poll worker guidebooks and other poll materials


Vol. IV – 70 EC 10470 (08/2021)

– prepare for and deliver dry runs of one or more sessions and methods (as appropriate) with the RO, ARO and others attending; adapt program preparations accordingly

– swear in election officers if delegated by RO to do so; administer solemn declarations as required, following the proper procedure; obtain the election officers' social insurance numbers to avoid payment delays

• Train all poll workers

– train poll workers for ordinary, advance and polls in long-term care facilities

– train personnel as required, including CPSs DROs, registration officers and information officers

– use the training materials and guidelines provided by EC (a clerk should help the training officer prepare and distribute training materials to learners)

– follow EC instructions and lesson plans to ensure training is consistent nationwide and errors are reduced

– conduct follow-up calls with learners who use the self-training workbooks and online training course

– travel to remote areas, as required

• Conduct training evaluation: ensure training of election officers meets the principles of adult learning

Qualifications

Experience

• Facilitating learning in diverse groups of adults in classroom and/or webinar settings

• Using various visual and audio-visual equipment


Knowledge of

• Adult learning principles

• Theories, practices and methodologies relating to designing training courses

• Facilitation and training techniques as well as large group dynamics

• The electoral process

• Roles of electoral personnel

• The ED where training is presented

Abilities

• Demonstrated ability to facilitate learning in diverse groups of adults: active listening skills, questioning and summarizing


EC 10470 (08/2021) Vol. IV – 71

• Demonstrated ability to train efficiently within time constraints

• Communicate effectively both orally and in writing: public speaking, give directions, provide answers, explain ideas and concepts, convey information and messages

• Organizational abilities: plan and draw up schedules

• Analyze and reason to understand and summarize questions quickly, identify relevant information and formulate opinions

• Proficiency in both official languages, where required

• Driving a vehicle where required (valid license)




• Establishes appropriate level of rapport with participants in training sessions

• Conveys complex messages and instructions in plain language

• Follows instructions and respect procedures laid out in lesson plans

• Sustains participants' attention and interest


EC 10470 (08/2021) Vol. IV – 73

2.2.9 Hospital liaison officer

Context

Type of position


Must reside in

ED Description Reports to

Names provided by

political entities

Office staff n/a n/a The HLO accompanies the

HSBC in acute care facilities.

The SPS; appointed by RO in consultation

with facility administrator

n/a


Key activities

• Accompany the HSBC in the facility

• Provide the HSBC with access to the secure areas of the facility so he may visit all hospitalized electors who are eligible to vote by special ballot

Duties

• Assist the HSBC in planning a route and scheduling visits each day

• Provide the HSBC with access to secure areas of the facility

Qualifications

Experience

• Dealing with the public

• Working in acute care facility environment

Knowledge of

• The ED where he is an election officer

• General acute care facility layout

Abilities

• Time management, planning and scheduling




• Is bilingual


Vol. IV – 74 EC 10470 (08/2021)

• Is professional

• Is considerate of the needs of electors


EC 10470 (08/2021) Vol. IV – 75

2.2.10 Community relations officer

Context

Type of position


Must reside in

ED Description Reports to

Names provided by

political entities

Office staff * n/a n/a

The CRO liaises with certain target groups ** known to face barriers to

registration and voting; acts as communication facilitator between target community and RO office

The person designated by the RO to oversee

CROs

n/a

* Work from home if an election is called during a pandemic.

** Groups defined in more detail for each specif ic CRO description below .

Position description – general

Key activity

Provide information and assistance to members of their target group on where, when and ways to register and vote

Duties

• Establish and maintain relations with target groups

• Prepare and implement an information distribution action plan

• Maintain contact between the RO office and electors within the target groups through interaction with organizations representing or serving them

• Distribute information electronically, and deliver virtual presentations to raise awareness and provide information about when, where and how to register and vote

• Educate electors about the identification requirements to register and vote

• Assist in making electoral process more accessible to targeted community

• Consult and coordinate information distribution activities as required with other CROs or staff in RO offices located in neighbouring EDs

• Assist the RO if requested with the search for suitable polling locations and help make the necessary arrangements to set them up (if arrangements can be done from home)

• Keep the RO informed of activities/trends in target communities

• Assist the RO and the training officer with recruitment and training


Vol. IV – 76 EC 10470 (08/2021)

Qualifications

Experience

• Building community relations

• Volunteering or working for an organization providing services to the target group

• Interacting with the target community within the ED

• Providing outreach and community services

Knowledge of

• Target group’s customs, culture, sensitivities, languages, issues and concerns

• Local organizations providing services to the target group

• Key contacts and organizations in the community

Abilities

• Communication

• Strong interpersonal relations

• Active listening and observation

• Analytical reasoning

• Effective time management

• Proactive problem-solving

Assets

• Knowledge of the electoral process

• Knowledge of the roles and responsibilities of election officers

• Bilingualism (English and French)

• Knowledge of the principles set out in the Canadian Charter of Rights and Freedoms

• Knowledge of the language(s) of the target group

• Access to Internet and MS Office suite


• Remains impartial

• Professional

• Team player

• Prepared to travel within the ED

• Punctual and reliable


EC 10470 (08/2021) Vol. IV – 77

• Conscientious, respectful and outgoing

2.2.11 Community relations officer – Indigenous

Specific duties

• Assist the training officer and the recruitment supervisor, at the RO’s request, in selecting, appointing and training Indigenous poll workers

• Support an on-reserve vote-by-mail initiative, as required

• Provide translation, interpretation and literacy services as needed

• Coordinate the Aboriginal Elder and Youth Program – in particular, by helping the RO recruit and train program participants (this program is for First Nations only)

2.2.12 Community relations officer – Accessibility

Specific duties

• Disseminate information on assistive voting tools and information available in alternate formats

• Verify accessibility of polling locations, as directed by the RO, one week before and on polling day(s) and complete appropriate documentation to ensure the sites meet accessibility standards (to be avoided when possible in a pandemic situation)

• Act as resource to the POM to resolve accessibility issues on polling day(s) (to be avoided when possible in a pandemic situation)

• Assist RO with initial fact finding on issues reported on accessibility feedback forms during advance polling days and advise RO of findings

2.2.13 Community relations officer – Official Languages/Ethnocultural

Specific duties

• Liaise with ethnocultural community including minority language groups by interacting with organizations representing or serving that community

• Provide translation, interpretation and literacy services as needed


Vol. IV – 78 EC 10470 (08/2021)

2.2.14 Community relations officer – Homeless

Specific duties

• Deliver virtual presentations to the administrators and occupants of the shelters and organizations offering services to the homeless to raise awareness about where, when and ways to register and vote

• Identify special requirements in offering outreach for electors who are homeless and advise the RO

2.2.15 Community relations officer – Seniors

Specific duties

• Maintain contact between the RO office and senior electors through interaction with administrators of long-term care facilities

• Inform electors who live in long-term care facilities of where, when and ways to vote

• Keep the RO advised of activities related to seniors voting

2.2.16 Community relations officer – Youth

Specific duties

• Raise awareness of the electoral process through information distribution and virtual presentations

• Liaise with administrators of post-secondary institutions within the ED to facilitate registration and voting

• Keep the RO/AARO advised of activities related to voting and youth

• As directed by the RO, refer young electors to the recruitment supervisor to work as poll workers

• Propose new ways to make the electoral process more accessible

• Consult and coordinate activities with CROs or other RO office staff from neighbouring EDs


EC 10470 (08/2021) Vol. IV – 79

2.2.17 Office coordinator

Context

Type of position


Must reside in ED


Names provided by

political entities

Office staff n/a n/a Responsible for managing and

controlling the day-to-day operations in the RO office

The RO n/a


Key activities

• Oversee office staff and schedule their work

• Manage the office

• Act as point of contact with suppliers and service providers

• Act as point of contact for incident reports (EC 10051) and hazardous occurrence investigation reports (EC 10014)

• Perform duties as required by the RO or ARO

Duties

• Oversee office staff and schedule their work

– plan, coordinate and supervise the work of the financial officer, receptionist, support officer(s), shipping and inventory clerk, recruitment supervisor, and messenger, as applicable

– coordinate recruitment, appointment and training schedules for staff and officers

– offer support to the recruitment supervisor and training officer

– monitor the time allocated and spent by staff and officers on assigned tasks

– identify human resources needs and find replacement staff as required

– train office staff

• Manage the office

– ensure that information, directions and other forms of correspondence are received, sorted and directed to the appropriate officer for action

– secure essential services and ensure that office equipment is maintained and repaired

– coordinate the set-up of training space and the distribution of training materials and supplies

• Act as point of contact with suppliers and service providers


Vol. IV – 80 EC 10470 (08/2021)

– Control the inventory, replacement and distribution of office supplies, election materials and equipment

• Act as point of contact for incident reports (EC 10051) and hazardous occurrence

investigation reports (EC 10014)

– Gather all forms in the office, and sort and direct them to the appropriate officer for action

• Perform duties as required by the RO or ARO

Qualifications

Experience

• Managing an office

• Developing work schedules and plans

• Managing human resources

• Ordering and disbursing supplies and other inventoried materials

• Using and maintaining office equipment

• Problem solving


Knowledge of

• Various programs developed by EC for use in the office

• Roles and responsibilities of the RO office staff

• Telephone features

• English and French

Abilities


• Budgeting skills to estimate resources required to perform the work

• Decision-making skills to establish the relevance of issues, information and inquiries and to exercise judgment in arriving at conclusions and/or solutions


• Conflict resolution skills to address issues that arise between and among office staff

• Editing/proofreading skills to verify the accuracy of the work of the office staff

• Keyboarding proficiency to create electronic messages and written instructions


EC 10470 (08/2021) Vol. IV – 81



• Maintains a professional demeanor and fosters such in office staff

• Works in teams, contribute as a team member or lead teams


• Provides advance warning of significant changes in availability


EC 10470 (08/2021) Vol. IV – 83

2.2.18 Electoral material coordinator

Context

Type of position


Must reside in ED


Names provided by

political entities


The EMC manages and controls the inventory of election materials; the hours allocated to this position are determined by the budget and the

size of the ED

The RO, ARO (or the

POM) n/a


Key activities

• Ensure the receipt, recording, storage, safekeeping and distribution of election materials

• Perform other duties as assigned by the RO or the ARO

Duties

• Ensure the receipt, recording, storage, safekeeping and distribution of election materials

– Receive and record receipt of shipped goods

– Verify the orders received against the order form and ensure that the materials are in good condition

– Notify the RO, ARO or the POM of any missing or damaged goods

– Inventory all election materials received from EC and various suppliers

– Control distribution of office supplies and election materials

– Order election materials and process requests for supplies through the Supply Management System by intranet (SMSi)

– Submit orders to the RO or ARO for approval

– Control access to storage room

– Keep the storage room clean and well organized so that forms and materials are easy to find

– Inventory and return all unused election materials to EC after closing the office

– Package election materials and office supplies for pick-up and shipping

– Assist the training officer with assembly of material for training sessions

• Perform other duties as assigned by RO or ARO


Vol. IV – 84 EC 10470 (08/2021)

Qualifications

Experience

• Operating common office equipment

• Inventory management

• Safeguarding assets

• Ordering and local purchasing

• Packaging and shipping of materials and supplies

Knowledge of

• Local suppliers

• Inventory control methods and management

• Procedures for safe handling and storage of supplies and materials

• EC inventory system

• English or French

Abilities

• Oral skills to discuss supplies and equipment with the office coordinator, RO, ARO, local suppliers and the FSN, and to understand expectations and deliverables

• Math skills to count and account for the movement of assets in and out of inventory

• Organizational skills to ensure the orderly processing, display and storage of materials and supplies, and to predict the appropriate time to reorder materials or supplies

• Listening skills to hear and understand questions and messages about the use, order and distribution of materials and supplies.

• Reading skills to identify the various types of materials and supplies and to understand any special packing, unpacking or storage instructions.

• Keyboarding skills to operate the automated system for ordering materials

• Visual skills to locate and place materials, supplies and equipment in the storage room

• Dexterity to handle materials, supplies and equipment.

• Capacity to handle heavy boxes (up to 35 lbs./16 kg)


• Adapt and learn quickly

• Maintain a professional demeanour at all times

• Remain calm under pressure


EC 10470 (08/2021) Vol. IV – 85

• Remain impartial in all professional relationships during electoral event

• Exercise judgment and tact when dealing with issues and people

• Fulfill and honour commitments


EC 10470 (08/2021) Vol. IV – 87

2.2.19 Receptionist

Context

Type of position


Must reside in ED


Names provided by

political entities


The receptionist receives and routes telephone calls and greets visitors in the RO office. More than one person can share this position. In smaller

offices, the person provides office and administrative support. The AARO

office may also require a receptionist.

The office coordinator;

also the RO or the ARO.

n/a


Key activity

Perform duties assigned by the RO, ARO, AARO or office coordinator

Duties

• Greet the public, including candidates at the office

• Maintain Visitor Register

• Answer/direct telephone calls

• Provide general information

• Receive and process mail

• Receive supplies and deliver them to electoral material coordinator when necessary

• Prepare targeted revision kits (as required)

• Keep files organized

• Store and distribute forms

• Perform other duties as required

Qualifications

Experience

• Answering the telephone and taking messages

• Keyboarding

• Receiving and distributing supplies

• Opening, sorting and routing mail


Vol. IV – 88 EC 10470 (08/2021)

Knowledge of

• Procedures for receiving and greeting clients/electors

• File keeping and filing systems

• Telephone etiquette

• Electoral process


Abilities


• Organizational skills

• Keyboarding skills

• Visual skills

• Proofreading skills


• Remains impartial during electoral event


• Adapts and learns quickly

• Is innovative and proactive in identifying opportunities to contribute





EC 10470 (08/2021) Vol. IV – 89

2.2.20 Support officer

Context

Type of position


Must reside in ED


Names provided by

political entities

Office staff n/a n/a The support officer provides office and administrative support to the

RO, the ARO and office staff.

The office coordinator; also the RO

and the ARO.

n/a


Key activity

Perform duties assigned by the office coordinator, RO and ARO

Duties

• Type letters, lists, memoranda, emails and other documents or correspondence

• Receive and read emails/faxes and distribute them to appropriate staff

• Assemble supplies for election officers

• Maintain files

• Store and distribute forms

• Affix labels on envelopes and cards

• General office duties as required

Qualifications

Experience

• Performing general office services

• Operating common office equipment

Knowledge of

• Grammar and spelling

• File keeping and filing systems

• Formatting correspondence



Vol. IV – 90 EC 10470 (08/2021)

Abilities



• Keyboarding skills

• Data entry skills





• Works in teams and contribute as a team member




EC 10470 (08/2021) Vol. IV – 91

2.2.21 Office messenger

Context

Type of position


Must reside in ED


Names provided by

political entities

Office staff n/a n/a The messenger provides courier

service for the RO office.

The office coordinator; also the RO and the ARO

n/a


Key activity

Perform duties assigned by the office coordinator, RO and ARO

Duties

• Deliver and pick up packages, files and kits

• Distribute mail and supplies

• Run errands

• General office duties as required

Qualifications

Experience

• Providing delivery and messenger services

• Driving a vehicle (valid license)

Knowledge of

• ED where he is active


Abilities



• Visual skills to locate and place materials

• Strength to handle packages and heavy boxes (up to 35 lbs/16 kg)


Vol. IV – 92 EC 10470 (08/2021)





• Shows initiative



EC 10470 (08/2021) Vol. IV – 93

2.3 Election officers who are poll workers

Election officers who work at polling places are described as poll workers, in simple terms. The various tasks, duties and powers described in the Canada Elections Act have been attributed to specific roles within the polling place where electors go to vote.

Poll workers must be Canadian citizens and 16 years old or older on election day.

Overview of poll workers’ duties

The base staffing model for the smallest polling place, i.e. single polls, is one DRO, two CPSs, one registration officer and an information officer. Larger polling places have more poll workers based on need. An overview of poll workers’ duties is listed below. Refer to the individual position descriptions for a complete set of duties.

• The DRO per voting desk is responsible for voting procedures at the polling station.

• The registration officer sits at the registration desk, dealing with more complex elector situations such as registration and vouching, and completes some of the procedures required to get the electors ready to vote.

• One CPS oversees voting and the registration desk, ensuring compliance and good service, and covers breaks for the DRO, the registration officer and the second CPS.

• The other CPS ensures smooth running in all other aspects of the polling place. He supervises the information officer, ensures compliance and good service, and also covers breaks, including for the other CPS. This CPS deals with candidates, representatives and other visitors.

CPSs at a polling place share all responsibility for success at the polling place. They need to assist each other in all areas as needed, even though they might lead in different areas at different times – before, during and after voting, during the ballot count and while electoral materials are being organized.

• An information officer assists with directing electors, implementing COVID-related measures and performs other tasks at the polling place.


Vol. IV – 94 EC 10470 (08/2021)

2.3.1 Deputy returning officer

Context

Type of position

Must be Canadian, at least 16 years old on

polling day

Must reside in ED


Names provided


Election officer &

Poll worker ✓ n/a

The DRO ensures that all electors are able to cast their ballot in an orderly fashion; opens and closes polling

stations on polling days; and

counts ballots on polling night.*

The CPS; the RO uses the CPS as liaison between

the polling station and the RO

✓

* Specific DRO roles are outlined at the end of this section.

The RO appoints one DRO in each polling station. Appointments are made on Solemn Declaration (for election or referendum officers) (EC 10130) forms, generally before the RO, the ARO or the AARO. The training officer may also take the declarations if delegated by the RO to do so. DROs must retain a copy of the form as proof of their authority to act and bring it with them when they are working; the RO keeps the original.

For distant polling stations where the DRO will not attend a formal training session, the RO sends the completed solemn declaration forms to the prospective poll workers, who must make the solemn declaration before a commissioner for taking affidavits (a judge or notary authorized to receive solemn declarations in the province or territory) and return the original to the RO.

The person taking the solemn declaration or affidavit under the Canada Elections Act must provide these services free of charge.

At the same time, the RO sends distant poll workers their guidebooks so they can read them before starting work.

The RO can appoint additional DROs to be on standby. These additional DROs will replace DROs who are unable to work or who do not show up on polling day. They are paid to attend a training session, and are paid to be on standby.


Key activities

• Oversee voting within a specific polling station

• Ensure candidates' representatives follow rules and procedures

• Manage lists of electors

• Maintain peace and good order within a specific polling station

• Count ballots and complete Statement of the Vote



EC 10470 (08/2021) Vol. IV – 95

Duties

• Set up and open the polling station according to the instructions for safe set-up and service

• Open the polling station at the prescribed time

• Verify and accept ID, and enforce ID policy

• Manage lists of electors by recording:

– Electors who voted, using forms and lists of electors

– Exceptional voting procedures and solemn declarations taken by electors

– Important events that occur at the polling station.

• Complete sequence number sheets

• Issue ballots

• Balance the number of ballots throughout the day

• When required: complete correction forms, voting status certificates, helper forms and qualification forms

• Count ballots on election night, with the support of a second poll worker

• Complete and sign the Statement of the Vote with the final tally of vote counts

• Ensure the return the ballot box to the RO office on polling night, either directly or through another election officer, such as the CPS

Qualifications

Experience

• Dealing with large groups – reception and orderly flow

• Public relations

• Supervision and conflict resolution

• Understanding and applying complex rules and procedures

Knowledge of


• Spoken English and French, based on the specific needs of the polling place where he will be assigned. If the person is not bilingual, use EC 50140

• Federal electoral process and special voting rules

• Methods, techniques and practices of public relations and conflict resolution

Abilities




Vol. IV – 96 EC 10470 (08/2021)



• Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information





• Remains sensitive and responsive to the needs of electors, candidates, their representatives and election officers

• Is available and prepared to work long hours

2.3.2 Deputy returning officer – Mobile polls

DROs in mobile polling stations may be required to open and close at several facilities in consecutive order on polling day, whereas the DRO at an ordinary poll only closes once.

2.3.3 Deputy returning officer – Advance polls

Specific duties

• Open their advance polling stations on four separate days and count ballots on election day

• Ensure safekeeping of ballot boxes between the end of advance polls and election day, and in between voting days

• Complete the Record of Electors (EC 50080)

2.3.4 Deputy returning officer – Correctional institutions

The DRO (Correctional) must have a valid security clearance or be eligible to obtain one.

The DRO (Correctional) is appointed by the RO in consultation with the liaison officer (LO) in the correctional institution to establish one or more polling stations. He is in charge of the polling stations in the institution and is assisted by the poll

clerk. On Day 12, the DRO–Correctional receives instructions and reports to the LO. To eliminate any possibility of intimidation, it is recommended that this DRO be appointed from a group well received by the incarcerated: chaplain, social worker, member of John Howard Society, Elizabeth Fry Society or the Inmates Advisory Committee.



EC 10470 (08/2021) Vol. IV – 97

Specific duties

• Set up polling station: check material; organize supplies; ensure electors follow rules and procedures; advise LO or correctional institution personnel of any disturbances

• Serve electors voting in correctional institution: give electors pre-filled application forms; register electors who have not registered prior to Day 12; direct the vote; serve electors confined to cells or in infirmary, under the direction of LO; serve electors at 2 different institutions pre-determined by RO, in consultation with LO

• Close polling station: follow detailed instructions in the Aide-mémoire for Closing RO Offices (EC 77024) to be sure ballots and important materials are correctly organized and sent/transferred; give electoral material to LO

• Admit party representatives: obtain and review the Authorization of a Political Party Representative – Incarcerated Elector (EC 77001); inform political parties' representatives of polling station procedures

Qualifications

Experience

• Working in a secure environment

• Working in a stressful environment

Strongly recommended

• Is a member of a group or facility that provides services to inmates

2.3.5 Deputy returning officer – Counting local special ballots

The counting of local special ballots is done only in the RO office.

The DRO (counting local special ballots) verifies outer envelopes and counts special ballots cast within the ED.

Depending on the number of local special ballots, the RO shall appoint one or more DROs.

Specific duties

• Verify outer envelopes and count special ballots

• Verify and sign Statement of the Vote (EC 78760)

• Report results to RO




EC 10470 (08/2021) Vol. IV – 99

2.3.6 Poll clerk

Context

Type of position

Must be Canadian and at

least 16 years old on polling day


an adjacent ED


Names provided by

political entities

Election officer &

Poll worker ✓ n/a

Makes all required entries on the list of electors; replaces the DRO and performs his duties when he is unable or unavailable to do so *

The DRO ✓

* Specific poll clerk roles are outlined at the end of this section.

In response to the COVID-19 pandemic, the role of poll clerk has been removed from advance, ordinary and mobile polls. Their duties have been redistributed between other election officers at the polls to allow for a single worker service model. Polling stations are operated by the DRO only, under the supervision of a CPS. Mobile polls are operated by a CPS and a DRO.


Key activities

• Assist DRO in setting up, opening and closing polling station

• Count ballots on polling night

• Prepare certificates and forms, and maintains records

• Ensure that voting proceeds in an orderly fashion

Duties

• Help the DRO set up and open the polling station

• Verify that the elector’s name appears on the lists of electors, and that their information matches the ID provided

• Prepare certificates and forms, and maintains records

• Complete the Sequence number sheets for candidates and their representatives

• Keep track of:

– electors who voted, using forms and lists of electors

– exceptional voting procedures and solemn declarations taken by electors

– important events that occur at the polling station

• Help the DRO count ballots, complete the official paperwork and organize the return of materials


Vol. IV – 100 EC 10470 (08/2021)

Qualifications

Experience




• Accurate recording and processing of information

• Decision making and working under pressure

Knowledge of


• Spoken English and/or French based on the specific needs of the polling station he will be assigned to. NOTE: If the person is not bilingual, use EC 50140


• Federal electoral process and special voting rules, after training

• DRO Manual (Counting Local Special Ballots) (EC 78700), after training

Abilities




• Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people

• Leadership skills




• Remains focused and committed to electoral process

• Remains sensitive and responsive to needs of electors, candidates, their representatives and election officers




https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals%2FDROCountLocalSBV%2FDRO_Counting_Local_Special_Ballots_TOC.htm


EC 10470 (08/2021) Vol. IV – 101

2.3.7 Poll clerk – Correctional institutions

The poll clerk must have a valid security clearance or be eligible to obtain one. The poll clerk for incarcerated electors is appointed by the RO in consultation with the LO. To eliminate any possibility of intimidation, it is recommended that this poll clerk be appointed from a group well received by the incarcerated: chaplain, social worker, member of John Howard Society, Elizabeth Fry Society or the Inmates Advisory Committee.

Specific duties

• Assist the DRO in ensuring that all incarcerated electors are able to cast their vote in an orderly fashion

• Assist electors:

– if the elector has a pre-filled application: locate elector's application form; put bar code sticker on application and a matching bar code sticker on a blank outer envelope; give elector list of candidates

– if the elector does not have a pre-filled application: find elector’s electoral district in the Guide to Federal Electoral Districts

• Assist DRO at closing polling station

Qualifications

Experience

• Working in a secure environment

• Working in a stressful environment


• Is sensitive to potential conflict and adaptable to escalate issues quickly and efficiently

Strongly recommended

• Is a member of a group or facility that provides services to inmates

2.3.8 Poll clerk – Counting local special ballots

Specific duties

• Assist the DRO in verifying outer envelopes and counting special ballots cast within ED. Depending on the number of local special ballots, the RO can appoint more than one poll clerk

The counting of local special ballots is done only in the RO office.


EC 10470 (08/2021) Vol. IV – 103

2.3.9 Central poll supervisor

Context

Type of position




an adjacent ED


Names provided


Election officer &

Poll worker ✓ n/a

The CPS prepares and manages a central polling

place that has multiple polling stations; helps other

election officers follow established procedures.

The RO; works in close association with DROs, IOs and registration

officers

✓

Floating Central poll supervisor

There must always be at least one CPS at every polling place.

If you have difficulty staffing additional CPS positions, you may hire a floating CPS to travel from one polling place to another during advance and ordinary polling days to support in providing break coverage for poll workers.


Key activities

• Help ensure proper application of CEA in the polling place

• Ensure quality of service and compliance

• Oversee and support the work of election officers within a polling place

• Address any problems that may arise

• Help ensure the integrity of the vote

• Support ballot counting and phone in results

• Provide breaks to poll workers

• Oversee organizing the sending/transferring of election material

Duties

a) Site activities

• Confirm the accessibility of the polling place before and throughout voting days

• Before polling day, contact poll workers to confirm their availability to work at given dates and times

• Before polling day, review all instructions and prepare the plans for the polling day(s)

• Confirm that the polling place is set up in a safe manner, and that signage has been posted directing electors on safe practises and where to go


Vol. IV – 104 EC 10470 (08/2021)

• Distribute materials to poll workers as needed

• Make sure polling stations are properly set up and open at the prescribed time

• Confirm with the RO that scheduled staff are on site and polling stations are ready to open, and advise the RO if any replacement staff is needed

• Relay information between the RO, ARO and poll workers

• Admit candidates’ representatives to the polling place, give them guidelines and monitor their activities throughout the day

• Manage the polling place and removes any partisan materials

• Supervise information officers

• Replace information officers who didn’t show up or are taking a break, by assuming all of their duties

b) Voting activities

• Issue transfer certificates, as needed

• Supervise election officers and do several quality control checks throughout the day to ensure procedures are followed and forms are completed correctly

• Provide breaks for the DRO and registration officers, ensuring that they each have an opportunity to step away from the voting room, if possible

• Replace a DRO and registration officer who didn’t show up or is taking a break, by assuming all of their duties

• Resolve conflicts between election officers and candidates’ representatives or electors

• Discuss any conflicts or questions with the RO or ARO and document all incidents

• Ensure that polling stations close at the prescribed time

• Manage the collection and return of ballot boxes and election materials

• Complete timesheets for staff paid and deliver them to the RO office

• On election night:

– supervise the ballot count

– support the DRO and other election officers in the count

– phone in the results for each polling station

– verify the various forms and paperwork completed by the poll workers

Large polls with two or more supervisors can and should separate tasks.


EC 10470 (08/2021) Vol. IV – 105

Qualifications

Experience



• Supervision and conflict resolution


• Performing related duties

Knowledge of


• English and/or French based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140

• Roles and responsibilities of election officers within the polling place


• Federal voting rules


Abilities

• Decision-making skills to exercise sound judgment; analytical reasoning skills to understand and synthesize issues, identify relevant information and formulate an opinion


• Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people





• Remains sensitive and responsive to the needs of electors, candidates, their representatives and election officers




EC 10470 (08/2021) Vol. IV – 107

2.3.10 Registration officer

Context

Type of position

Must be Canadian and at least 16 years old on polling day

Must

reside in ED


Names provided


Election

officer & Poll worker

✓ n/a

The registration officer completes or pre-fills registration certificates, correction forms, helper forms and vouching forms; he may request to

see elector identification.

The CPS ✓


Key activities

• Collect personal information from electors who wish to register or update their information

• Inform electors of ID requirements to vote

• Find electors polling station and directs them accordingly

Duties

• Greet electors and explain the registration process and ID requirements

• Request personal identification and residence information

• Consult the Poll Key to determine electors' polling division

• Find the appropriate polling station for electors with no VIC, and directs them to it

• Direct, if needed, all electors to their polls if no Information officer is present

• Complete or pre-fills registration certificates, correction forms, vouching forms, and helper forms

• Instruct electors to take their certificate and ID to their polling station

• Support the CPS and DROs in the closing procedures, including counting ballots

Qualifications

Experience

• Receiving, obtaining and recording personal information from the general public

Knowledge of



Vol. IV – 108 EC 10470 (08/2021)

• French and/or English based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140

• Registration process


• Roles and responsibilities of election officers within the polling place

Abilities


• Analytical reasoning skills to understand and synthesize issues








• Remains sensitive and responsive to elector’s needs

• Understands the importance of keeping information confidential



EC 10470 (08/2021) Vol. IV – 109

2.3.11 Information officer

Context

Type of position



Must

reside in ED


Names provided by

political entities

Election

officer & Poll worker

✓ n/a

The IO provides information services within a polling place; works in close association with the CPS to ensure electors are able to cast their ballots

in an effective and safe manner.

The CPS ✓


Key activities

• Assist the CPS in the set-up, opening and closing of the polling place

• Direct electors to appropriate polling station, if necessary

• Greet candidates and their representatives, and directs to them to the CPS

• Collect forms, certificates and sequence number sheets; organizes the sequence number sheets for the candidates on election day

• Perform other duties as requested by CPS

Duties

• Support the CPS in preparing to open the poll

• Set up the polling place:

– put up signage

– verify that workers know where parking, bus stops and bathrooms are located, and other general information, in order to adequately answer electors’ questions

– know which election officers speak which languages, so that if an elector arrives who does not speak their language, they know who can help

– understand the flow of electors, where line-ups are likely to form, and safety precautions being implemented

• Greet electors arriving at the polling place

• Direct electors to their polling station or to the registration desk

• Remind electors to have their VIC and ID available and answers their questions

• Recognize when an elector may need extra assistance and help them as necessary


Vol. IV – 110 EC 10470 (08/2021)

• Remind electors of any special procedures, including the use and distribution of masks during the COVID-19 pandemic, and where hand sanitizer can be found

• On election day, collect and organize sequence number sheets for candidates

• Greet candidates or representatives, and direct them to the CPS or give them the ir sequence number sheets

• Assist the CPS in controlling traffic and with any other activities:

– at polling places not equipped with automatic door openers, stay by the doors at all times

– open doors for electors who may have difficulty getting in

– where electors may have to line up, ensure that they are doing so in a safe manner and following the guidelines posted

– sanitize high-use surfaces, such as door handles, hand rails, service desks, etc.

• Ensure that the poll closes at the prescribed time and that electors already inside the polling place at that time have exercised their right to vote

• Support the CPS or DROs in closing procedures, including counting the ballots

Qualifications

Experience

Welcoming and directing large groups to ensure that circulation occurs in an orderly fashion.

Knowledge of

• Roles and responsibilities of election officers within the central polling place

• English and/or French based on the specific needs of the polling station where he will be assigned. If the person is not bilingual, use EC 50140

Abilities






• Remains sensitive and responsive to the needs of others


• Provides advance warning of significant changes in availability



EC 10470 (08/2021) Vol. IV – 111

2.4 Election officers who are election workers

2.4.1 Service point supervisor

Context

Type of position


Must reside in ED


Names provided by

political entities

Election officer ✓ n/a

The SPS manages the service centre within an RO, AARO or ESP office; if working in the RO office, may also coordinate targeted revision, acute care voting, home visits and data

entry, as well as train AARO office staff where required. Recruits and trains

service centre staff.

The RO or AARO-ESP;

works closely with

the AC

n/a


Key activities

• Train service centre staff in RO, AARO and AARO-ESP offices

• Supervise the work of SAs, SCCs, HSBCs; the CRO-Seniors have a functional reporting relationship to the SPS as it pertains to liaising with long-term care facilities

• Coordinate outreach activities such as targeted revision, special ballot voting in acute care facilities, isolated areas and home visits (not applicable to SPSs working in ESPs)

• Ensure the steady flow of data entry in REVISE and update the RO (not applicable to SPSs working in ESPs)

• Coordinate the count of local special ballots on Day 0 (not applicable to SPSs working in ESPs)

• Ensure that data entry of sequence number sheets from polling day is completed

NOTE: Two part-time persons can share the duties of one SPS position.

Duties

• Train service centre staff in RO, AARO and AARO-ESP offices

– train the other SPSs who will be working in the RO office

– train service agents (SAs), including those who will work in the AARO and AARO-ESP offices


Vol. IV – 112 EC 10470 (08/2021)

– train service centre support officers (SCSOs) – RO office only

– train hospital special ballot coordinators (HSBCs) and community relations officers working with seniors (CRO-Seniors) – not applicable to ESP offices

– train AARO-ESPs and SPSs who will be identified to work at external service points (ESPs)

– train staff as per their respective manuals and the Service Point Supervisor Manual (EC 40231)

• Supervise the work of SAs, SCCs, and HSBCs

– ensure SAs review each other’s work

– plan work schedule and manage timesheets for SAs

– observe the quality of the work done by SAs, SCCs, and HSBCs

– process and verify all registrations for revision and special ballot voting received by mail, fax or third party

– manage ballot box content daily

– ensure documents with elector information, ballot boxes and outer envelopes are securely stored at end of each day

– record and verify daily hours worked by service centre staff using the Report on the Hours Worked by Service Centre Staff (EC 40102)

• Coordinate outreach activities such as targeted revision (TR), special ballot voting in acute care facilities, isolated areas, correctional facilities and home visits (not applicable to SPSs working in ESPs)

a) Targeted revision

– coordinate TR activities using TOPR

– schedule SAs for site visits

– print applicable forms for TR activities

– distribute kits to SAs for targeted revision

– direct the CRO-Seniors in contacting administrators of long-term care facilities to inform them of voting options

– sort and count forms

– verify accuracy, completeness and legibility of all revision forms; if errors are found, inform the SAs and request changes

– inform RO of any electors with special needs that must be accommodated to complete registration

b) Special ballot voting in acute care facilities

– Help identify HSBC candidate(s) for RO to hire

– train the HSBC(s)

– train SAs on how to support acute care voting in the RO office or AARO office




EC 10470 (08/2021) Vol. IV – 113

– provide materials to the HSBC

– offer support to the HSBC

c) Special ballot voting in isolated areas

– determine with the RO what areas may require special ballot voting – these should first be approved by ECHQ

d) Special ballot voting for home visits

– ensure electors requesting a visit meet the legislative requirements to vote by special ballot from home

– make sure elector is aware of all other voting options, including voting by mail, and that these options are not possible

– provide materials to SA doing the visit

e) Special ballot voting in correctional facilities

– train election workers who will conduct special ballot voting in correctional facilities, if applicable

• Ensure steady flow of data entry in REVISE and update the RO (not applicable to SPSs working in ESPs)

– maintain various ledgers

– ensure data is verified

– ensure batches are entered in REVISE and filed according to instructions

– coordinate data entry of registration certificates (EC 50050) and correction forms (EC 50049) from the polls

– coordinate advance poll strikes

• Coordinate the count of local special ballots on Day 0 (not applicable to SPSs working in ESPs)

– assist in appointing required DRO and poll clerks

– train DROs and poll clerks

– prepare materials for the count

– support DROs and poll clerks during verification and the count

Qualifications

Experience

• Managing human resources, including staff relations

• Using computer applications


Vol. IV – 114 EC 10470 (08/2021)

Knowledge of


• ED in which he is active


• AC’s role and responsibilities

Abilities


• Planning and scheduling skills

• Budgeting skills

• Leadership skills

• Decision-making skills

• Analytical reasoning skills


• Basic computer skills and keyboarding proficiency to use REVISE

• Communication skills to simplify complex ideas/concepts into plain language and to clearly convey information and messages to other people within the office and externally


• Remains impartial in all dealings during an electoral event


• Learns quickly, understand complex concepts and adapt to changing circumstances

• Sensitive and responsive to special needs of electors



• Attention to detail

Other



EC 10470 (08/2021) Vol. IV – 115

2.4.2 Assistant service point supervisor

Context

Type of position


Must reside in ED


Names provided by

political entities


The ASPS assists in managing the service centre in high-volume external service points (ESPs) or RO offices

that coordinate many outreach activities.

The SPS n/a


Key activities

• Manage the service centre when the SPS is training staff or is out of the office coordinating outreach initiatives

• Supervise the work of SAs

NOTE: Two part-time persons can share the duties of one ASPS position

Duties

• Manage the service centre when the SPS is training staff or is out of the office coordinating outreach initiatives

– ensure that documents with elector information, ballot boxes and other envelopes are securely stored at the end of each day

– record and verify daily hours worked by service centre staff using the Report on the Hours Worked by Service Centre Staff (EC 40102)

• Supervise the work in the service centre

– ensure SAs review each other’s work

– plan work schedule and manage timesheets for SAs

– observe the quality of the work

Qualifications

Qualifications are identical as for the Service point supervisor (section 2.4.1).

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Forms/EC_40000/EC40102e.htm


EC 10470 (08/2021) Vol. IV – 117

2.4.3 Service agent

Context

Type of position

Must be Canadian and

at least 16 years old on polling day


an adjacent ED


Names provided



Using REVISE, the SA provides revision and special ballot voting services to electors in the RO, AARO and AARO-ESP offices.

He may also do targeted revision and special ballot voting in

isolated areas and for home visits, as required.

The SPS ✓

For service agents working in:

• The RO office, employment is for the entire electoral calendar: from the issue of the writ to Day 0 inclusively

• The AARO office, employment is for most of the electoral calendar: from the issue of the writ to Day 6 until 9:00 p.m. inclusively

• The ESP office, employment is for 5 days: from Day 16 to Day 12 until after close of office

Note: Two or more part-time persons may share the duties of each position. The time frames above may vary, and may not include training days.


Key activities

• Process revision and special ballot voting requests and issue ballots to electors

• Conduct targeted revision or other outreach related services such as special ballot voting in isolated areas or home visits

• Perform ballot box management daily and ensure that documents containing elector information, ballots boxes and ballots are securely stored at the end of each day

Duties

• Greet electors and determine which service they require

• Verify their identity/address

• Enter elector information in the REVISE system or on paper application forms, as applicable


Vol. IV – 118 EC 10470 (08/2021)

• Print and verify REVISE Journal Reports and partner's Journal Reports for completeness

• Provide completed Journal Reports to the SPS for verification and follow-up

• Inform electors of other voting options

• Issue special ballot voting kits to electors once registered to vote by special ballot

• Assist electors in casting their vote, as required

• Visit electors in new developments, high-mobility areas, long-term care facilities, post-secondary institutions and residences without ESP offices, and First Nations reserves

• Staff public revision desks on campuses without ESP offices and lobbies of high rises

• Complete paper revision forms

• Return forms to the office and give them to the SPS for verification

• Make corrections as instructed

• Participate in special ballot voting outreach in isolated areas, home visits, etc.

• Keep materials organized and secure at all times

• Manage ballot box contents daily with a supervisor present as of Day 19 (Day 15 for ESP offices)

• Receive outer envelopes (check the local outer envelope in REVISE)

• Send local outer envelopes and related material to the RO office daily as of Day 19 (Day 15 for ESP offices)

• Generate, print and manage reports

Qualifications

Experience

• Client service

• Secure handling of files and records

• Receiving, sorting and recording information

• Decision making

• Working under pressure

Knowledge of


• ED in which he works



EC 10470 (08/2021) Vol. IV – 119

• English and/or French based on the specific needs of the service centre to which he will be assigned.

Abilities

• Analytical reasoning skills


• Editing/proofreading skills

• Map-reading skills to determine correct polling division

• Drive a vehicle where required (valid license)





• Keeps information confidential

• Learns quickly, understands complex concepts and adapts to changing circumstances

• Is sensitive and responsive to special needs of electors

• Works in teams, contributes as a team member


• Has attention to detail

• Is available and willing to work varying schedules


EC 10470 (08/2021) Vol. IV – 121

2.4.4 Hospital special ballot coordinator

Context

Type of position

Must be Canadian and

at least 16 years old on polling day

Must reside

in ED or in an

adjacent ED


Names provided


Election officer

✓ (must be 18)

n/a

The HSBC provides special

ballot voting services in acute care facilities

The SPS; appointed by RO in

consultation with facility administrator

n/a


Key activities

• Register hospitalized electors to vote by special ballot and issue them a ballot

• Manage and secure voting materials

• Promptly transmit materials to RO office or AARO office for processing

Duties

• Hand out information notices to hospitalized electors informing them of the upcoming service (RO will coordinate method information notices are shared with electors)

• Verify identity/address for each elector requesting to vote

• Complete an Application for Registration and Special Ballot (EC 78530)

• Issue special ballot voting kits to electors with completed applications

• Assist electors in casting their vote (if required)

• Keep materials in a locked area when unattended

• Return completed applications forms and outer envelopes to the RO/AARO office at the end of each shift

Qualifications

Experience

• Client service

• Decision making

• Working under pressure

• Working in an acute care facility environment


Vol. IV – 122 EC 10470 (08/2021)

Knowledge of

• The ED where he is an election officer

• Canadian federal electoral process, after training

• Special Voting Rules, after training

• General acute care facility layout

Abilities


• Decision-making skills

• Proofreading

• Communicate effectively



• Is bilingual

• Is professional

• Is considerate to the needs of electors

Returning Officer’s Manual – Volume IV Recruitment and nomination

EC 10470 (08/2021) Vol. IV – 123

Chapter 3 – Recruitment and nomination

3.1 Office staff

3.1.1 Recruitment

The CEO authorizes ROs to hire office staff, including staff to provide clerical support and handle public enquiries. You are also required to plan, prepare, identify and interview potential staff and workers during the pre-writ activities to help lessen the early workload arising immediately following the issue of the writ.

The CEO must authorize all office staffing.

3.1.2 Appointment

The RO or ARO must use the Solemn Declaration (for office staff) form (EC 10135) to appoint all office staff. The person appointed must be given a copy; the RO is to retain the original.

It is important to emphasize the non-partisan role of your office: office staff may not participate in any form of partisan conduct or activity from the first day of work until their last day of work, even during off-duty hours.

Volunteering

Some ROs have raised questions as to whether they may retain students seeking to fulfill volunteer requirements or family members. In light of potential liability, fairness and equity issues, and the fact that the Federal Elections Fees Tariff is comprehensive in its scope, volunteers should not be retained to meet the operational needs of an RO office.

3.2 Other staffing appointments

The Canada Elections Act does not set out any specific qualifications for other staffing appointments, as it does for election officers. Also, unlike election officers, there is no obligation to consult parties before making staff appointments. In all cases, however, the CEO's instructions, including those in this manual and the Code of Professional Conduct for Election Administrators, must be respected. Several positions will need to be shared between two or more persons due to the total number of hours to be worked during the electoral period (receptionist, etc.).

Some positions require a single appointment. Manage these staff wisely to ensure that they remain focused on their tasks since no additional hours can be paid because pay rates are set in the Federal Elections Fees Tariff.



Recruitment and nomination Returning Officer’s Manual – Volume IV

Vol. IV – 124 EC 10470 (08/2021)

Furthermore, you shall insist that any staff paid by a set fee (e.g., the automation coordinator) do not work in any other roles and that they are not paid under any other position listed in ROPS. Their duties encompass enough tasks and responsibilities without taking on more roles.

The table below, Population Based Staffing Requirements, summarizes the other positions required in an ED.

Table 4 Population-based staffing requirements

Population

Position 60,000 or less

60,001 to 90,000

90,001 to 110,000

110,001 to 150,000

Over 150,000

Financial officer (1) (1) (1) (1+) (1+)

Training officer (minimum 1)

• Electoral material coordinator

• Receptionist

• Support officer

• Office messenger

• Recruitment supervisor

• Security officer (if no alarm system)

• Community relations officer(s), if applicable

Office coordinator –––

3.3 Refusing potential workers referred by political entities

If you wish to refuse to appoint a person recommended by a political party, even before that person is formally appointed, you must:

• have reasonable grounds

• immediately advise the individual, the registered association or the party itself of your refusal and your reasons

The party may recommend another person within 24 hours. If the party does not, and there are no other persons on the applicable party list, then you can appoint a person from another source.

The training officer or ARO may carry out the refusal of an appointment on your behalf, but only if delegated in advance with the power to refuse the appointment using the Delegation of Authority (EC 10090). For the complete process on dismissals, refer to section 5.4 Handling performance issues during or after training.



EC 10470 (08/2021) Vol. IV – 125

3.4 Election officers who are poll workers

As RO, you are responsible for preparing a recruitment plan. This plan will be a useful document to be prepared before an election to help the recruitment supervisor become efficient in recruiting poll workers. You are to develop this plan in conjunction with the FLO.

A good recruitment plan will reduce the time spent researching, organizing and planning as well as time for training and supporting the recruitment supervisor. An efficient recruitment strategy ensures that a sufficient number of qualified poll workers are recruited and trained on time for advance polls and polling day.

A template of the Poll Worker Recruitment Plan, Appendix E of the Guide to Preparing the Poll Worker Recruitment Plan (EC 10150) is available on the Field Personnel Intranet.

3.4.1 Recruitment

A poll worker is defined as an “election officer who works at a polling place.”

The following is a list of all the positions included in the term "poll worker":

• deputy returning officers (DROs)

• information officers (IOs)

• central poll supervisors (CPSs)

• registration officers (RegOs)

The term "election officer" is defined in the Canada Elections Act subsection 22(1) and includes all poll workers and election workers. The following election officers are not covered by the definition of poll worker. You are responsible for hiring, training and supervising them:

• assistant returning officers (AROs)

• additional assistant returning officers (AAROs)

• service agents

CPSs and DROs for mobile polls

Carefully select CPSs and DROs for mobile polls since they will be interacting with people who may require extra help in marking their ballots or may need more detailed explanation of the voting process. Since mobile poll staff travel to several locations, individuals working in these positions should be able to work independently and patiently.

Interpreter

If you have not identified an interpreter in advance, your CPS can appoint one and administer a Solemn declaration (for election or referendum officers) (EC 10130).


http://laws-lois.justice.gc.ca/eng/acts/E-2.01/page-1.html



Vol. IV – 126 EC 10470 (08/2021)

3.4.2 Appointment

You or your ARO must use the Solemn Declaration for election or referendum officers) (EC 10130) forms to appoint all poll workers. The person appointed must be given a copy; you retain the original.

The recruitment supervisor is responsible for the following:

• Assist you in recruiting potential poll workers

• Coordinate, with the training officer, the assignment of potential poll workers to training courses

• Read each job description, understand the remuneration and payment of poll workers, and create a work schedule or assignment plan for the poll workers

• Keep a log sheet to record names of individuals calling for employment

To help consolidate information, use the Checklist for calling poll workers included in Appendix B of the Recruitment Supervisor’s Reference Guide (EC 10485).

Consult C2 Appointing and training election officers for advance and ordinary polls.

3.4.3 Qualifications

Poll workers must be at least 16 years old on polling day and be Canadian Citizen.

Election officers are not eligible to be official agents, auditors, candidate representatives or agents of a registered party.

The Canada Elections Act lists which persons are ineligible to serve as election officers.

Hiring 16- and 17-year olds

ROs are encouraged to hire 16- and 17-year-olds to work at the polls. They are a good source of workers with a diverse range of skills. Also, working at an election is a good way to introduce them to the electoral process.

Do not encourage students to skip school to work at the polls. Labour legislation varies by province regarding the hiring in this age group, particularly for working during regular school hours and participation in civic education opportunities. Refer to the legislation of your province on the subject.

3.4.4 Lists provided by political entities

Registered political parties who endorsed a candidate in the ED at the previous election, as well as their candidates and registered associations, can provide you lists of names of potential election officers.


https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/EC10485/EC10485e.htm


EC 10470 (08/2021) Vol. IV – 127

As soon as the writ is issued, or before if directed by the CEO, you can recruit up to 50% of the required number of election officers (i.e., poll workers and service agents). At the same time, you must solicit names from the candidates or registered associations of registered political parties who endorsed candidates in your ED in the last election. If there is no registered association for such a party, names may be solicited from the registered party. The political entities have until the end of the 7th day following the issue of the writ to provide names to fill remaining positions. Once this seven-day timeframe is over, you may solicit names from any other source.

In the event where political entities provide more names than what they were allocated, election officers must be appointed proportionately to the percentage of the vote received by the political parties in the previous election.

A list of resource persons for the registered associations of registered political parties represented in your ED is available on the EC website. From the EC home page:

1. On the menu bar at the top, click Political Participants.

2. In the left pane, click Tools for Electoral District Associations.

3. Under Registration, select List of Electoral District Associations (database).

4. At the Redistribution year drop-down menu, select 338 electoral districts (2013 Representation Order).

5. In the box Find an association, choose a Province/territory.

6. At the Electoral district drop-down menu, click the arrow until you see your ED, then select your ED.

7. At the Political party drop-down menu, click the arrow until you see the party you are seeking, and then click on the party’s name to select it.

8. Click the box Find Associations.

9. From this list, click on the association of your choice, then click View Selected to view contact information for that association.

Selection lists for poll workers

You must notify, in writing, registered associations and the candidates representing the registered parties that they are to provide a list of names and telephone numbers of prospective election officers by the end of the 7th day

following the issue of the writ. If there is no such association or candidate, you must contact the party. Provide these persons with copies of Candidates, Registered Associations and Registered Parties Selection Guidelines for Recommending Election Officers or Referendum Officers (EC 10460) as well as a copy of the job descriptions and qualifications to assist them in proposing appointees for these positions.

If, by the end of the 7th day following the issue of the writ, the candidates and registered associations do not provide recommendations or provide insufficient names, you may solicit names from any other source, including independent or unaffiliated candidates.




Vol. IV – 128 EC 10470 (08/2021)

Following readjustment of the federal electoral boundaries, the political entities

mentioned above are determined by the transposition of votes produced by EC. The results for the last general election (not by-elections, if any) are transposed from the existing boundaries at the last election to determine which registered parties have the right to provide lists of names of election officers.

3.4.5 Posting and distributing lists of service agents and poll workers

After the appointments are completed, prepare a list of the names of service agents in your ED using the List of Officers form (EC 10290) from ROPS. After the writ is issued, give one copy of the list of service agents to each confirmed candidate.

No later than three days before the ordinary poll, give one copy of the list of names of poll workers (List of Officers [EC 10290]) to each confirmed candidate and post one copy in your office for public inspection at any reasonable time.

If the list is incomplete at that time, distribute it as is and replace it with a more complete version as soon as possible.

Two reports in ROPS must be printed and distributed. One contains the names of DROs and their polling station, and the other contains the names of CPSs, registration officers and IO and their polling place. Both reports must be distributed, as all poll workers are election officers.



Returning Officer’s Manual – Volume IV Staffing and planning considerations for the polls

EC 10470 (08/2021) Vol. IV – 129

Chapter 4 – Staffing and planning considerations for the polls

In conjunction with Chapter 2 of this manual, this chapter sets out the Chief Electoral Officer’s instructions for staffing the polls under the Canada Elections Act.

You will see that the instructions provide flexibility and allow you to take into consideration the recruitment challenges you may face in your ED. Staffing plans vary based on the needs of each ED, elector turnout and recruitment efforts. It is important to recruit a sufficient number of poll workers to maintain efficient services to electors during long voting hours, while preserving the integrity of the voting process.

4.1 Opening the polls on time

ROs must develop a plan to open the polls on time. Such a plan, customized for your ED’s needs, will ensure that all polling stations, for both ordinary and advance polls, open at the time prescribed by the Canada Elections Act.

Refer to section 4.6 Implementing poll worker staffing on polling days for more details.

• A polling station cannot open unless both the DRO and the CPS are present. If there are five polling stations, then there must be a minimum of five DROs and one CPS to open the polling station.

• All poll workers must arrive at the polling place before the opening of the polls, as indicated at their training session, and confirm their arrival with the CPS.

• CPS must promptly confirm with you that all the poll workers have arrived. You must send stand-by workers if available, or discuss other alternatives with the CPS (such as the CPS stepping in, or working without a registration officer or information officer) if stand-by workers are not available.

For more details on when poll workers should arrive at the polls (advance and regular), refer to Table 6 and Table 7.

4.2 Poll worker staffing plans

The number of poll workers for advance and ordinary polls has been updated to accommodate the new single worker service model, the ever-increasing voter turnout, and the longer voting hours at advance polls.

To deal with the extended hours during advance and ordinary polling days, shift work (for advance polls) and breaks can be preplanned. A sufficient number of workers should be pre-identified and reflected in your staffing plans to allow for these.

Staffing and planning considerations for the polls Returning Officer’s Manual – Volume IV

Vol. IV – 130 EC 10470 (08/2021)

4.2.1 Base staffing models

The base staffing model shown in Table 5 is designed to plan for the fullest complement of staff that allows for:

• Fully supported poll workers

• Extra support for DROs working alone

• Enough coverage for each poll worker to get a total of 60 minutes of break coverage during voting hours

• Uninterrupted service to electors

• Enough election officers to support each DRO during the counting of ballots on election night

4.2.2 Considerations when developing staffing plans

The base staffing model allows you to staff without requesting additional budget. It is based on the number of polling stations within a given polling place and sets the base limits for the number of workers needed to ensure the successful running of a polling place. Your staffing plan is a key central coordinating document that helps you develop your staffing plan for each polling place in your ED, and have a supply of standby workers in one or more locations.

You will use the base staffing model (Table 5) to develop your staffing plans and prepare a staffing plan for each polling place. The result will be a complete staffing plan for your ED that will provide you with the target number of poll

workers to recruit for all polling places in your ED, plus stand-bys.

You must consider the realities of your polling places and of your ED. For example, consider the range of characteristics of each polling place, and how each one might affect the number of resources required to operate successfully. These characteristics might require additional or fewer CPSs, registration officers, or information officers required to operate each polling place.

The following are important factors when planning your poll worker staffing:

• The size of your polls – central, smaller polls and single polls

• Elector turnout – advance poll peaks are on Day 10 and Day 7 of advance polls while polling day elector turnout tends to be a bit lower

• Whether you need the full staffing complement of workers to serve electors

• If an additional IO may be needed to open non-automatic doors

• If you have high registration in certain areas

Ask yourself the following:

• How will staffing plans affect poll worker management, scheduling, timesheets and pay?

• How will you ensure chain of custody of all election materials?

• What support will be needed at RO and AARO offices for managing poll workers?


EC 10470 (08/2021) Vol. IV – 131

• What is the impact on training?

• What is the impact on recruitment?

Table 5 Recommended staffing plan – poll workers (all polls)

* Mandatory minimum staffing = 1 x CPS, 1 x DRO, 1 X IO.

Additional resources will be approved by special request, based on high expected turnout or high registration rates.

BASE STAFFING MODEL – ADVANCE AND ORDINARY POLLS

Number of polling stations within a polling place

Number of poll workers

DRO Supervisor

(CPS) RegO IO

Voting room IO Exterior

door

1 1* 2* 1 1* 1

2 2 2 1 2 1

3 3 2 1 2 1

4 4 3 2 3 1

5 5 3 2 3 1

6 6 3 2 3 1

7 7 3 2 3 1

8 8 4 3 4 1

9 9 4 3 4 1

10 10 4 3 4 1

10+ Request CEO approval

LONG-TERM CARE POLLS (formerly mobile polls)

Number of poll workers

DRO Supervisor

(CPS) RegO

IO Voting room

IO Exterior door

1 1 –– 1 ––


Vol. IV – 132 EC 10470 (04/2021)

Table 6 Hours for poll workers – advance polls

Poll worker (PW) Calls to PWs, poll site

check & review of health & safety guidelines

Before During & closing Return of materials

Counting ballots on

election night

Total maximum

hours

Central poll supervisor (CPS)

2 hrs – calls

4 hrs – pre-site check

(if required)

2 hrs – review of procedures

2 hrs – Day 10

1 hr – Days 9, 8, 7

All 4 days = 5 hrs

13 hrs / day

All 4 days = 52 hrs

1 hr / day

All 4 days = 4 hrs –– 69

2nd or 3rd CPS at same site


2 hrs – Day 10

1 hr – Days 9, 8, 7 (or as needed)

All 4 days = 5 hrs

13 hrs / day

All 4 days = 52 hrs –– –– 59

Deputy returning officer

––

1 hr – Day 10

0.5 hrs – Days 9, 8, 7 (or as needed)

All 4 days = 2.5 hrs

12–12.5 hrs / day

All 4 days = 50 hrs –– 4 56.5

Registration officer –– 1 hr – Day 10



12–12.5 hrs / day

All 4 days = 50 hrs –– –– 52.5

Information officer –– 1 hr – Day 10



12–12.5 hrs / day

All 4 days = 50 hrs –– –– 52.5

Ballot counting role to support DRO

(DRO counting rate) –– –– –– –– 4 hrs 4


EC 10470 (08/2021) Vol. IV – 133

Table 7 Hours for poll workers – ordinary polls

Poll worker (PW) Calls to PWs and poll site

pre-check Before During

Counting ballots on

election night

Return of materials

Total max. hours

Central poll supervisor

2 hrs – calls

4 hrs – pre-site check

(if required)


1.5 hrs 12 hrs 2.5 hrs 1 hr 25 *

2nd or 3rd CPS at same site OR CPS- Mobile/LTC where no

site visit ahead

2 hrs – review of procedures 1.5 hrs 12 hrs 2.5 hrs –– 18

Deputy returning officer

–– 1 hr 12 hrs 2 hrs –– 15

Registration officer –– 1 hr 12 hrs 2 hrs –– 15

Information officer –– 1 hr 12 hrs 2 hrs –– 15

* If the CPS is at a polling place where advance ballots are being counted, they can claim up to 1 extra hour for the counting, for a total of 26 hours.


Vol. IV – 134 EC 10470 (08/2021)

4.3 Staffing and layout at the polling place

Keep in mind that you need to do your best to accommodate the needs of poll workers during working hours.

4.3.1 Standard staff at a single poll

Ideally, if recruitment permits, a single poll would have a full complement of poll workers:

• 2 information officers (one for the exterior door, one for the voting room)

• 1 registration officer

• 1 DRO

• 2 central poll supervisors

Mandatory minimum staffing

The mandatory minimum staffing for a poll is one CPS, one DRO and one IO. This can only be considered for small or single building polls. When this staffing model is chosen, the CPS will perform the duties of a registration officer when needed, as well as replace the DRO and information officer for their breaks. The CPS must ensure that there are two poll workers in the voting room at all times.

4.3.2 Staff at a central polling place

As more polling stations are assigned to a polling place, more poll workers are needed to ensure efficient services to electors and compliance to voting procedures. Refer to the staffing plan tables provided above for more details on how many resources you may hire to work at various sizes of polling places.

Detailed examples of physical layouts are provided in Volume II of this manual:

• Figure 7 – Floor plans for a single polling station (minimal and full staff)

• Figure 8 – Floor plan for a central polling place

Special considerations for large polling places with multiple voting rooms

For the first time, you may be considering using larger spaces such as hotel ballrooms and arenas as polling places. These sites will require additional planning when it comes to staffing.

• Ensure you have enough information officers to help direct electors who may be arriving from multiple entrances, to the correct voting room.

• Consider designating a CPS to oversee the set-up and management of the main lobby and building exterior. They can also be a liaison with supervisors within the voting rooms and be a contact to the RO office.


EC 10470 (08/2021) Vol. IV – 135

4.3.3 Staffing considerations for size and type of polling places

The following factors might affect your staffing plan:

• Polling places where there is an option to have different entry and exit doors to create a directional flow of traffic

• Seniors’ apartment buildings might require additional supports and time to process

• Physical distancing requirements: if an apartment lobby or a small voting room does not have enough space for poll workers to maintain physical distancing, you may choose to reduce the number of poll workers suggested in the base staffing mode.

• Diverse needs among different groups of electors: areas where elector lists are very stable and fewer people need to register, or the opposite, for example:

– A student neighbourhood, where most of the electors are transient and may need to register

– A seniors’ apartment/neighbourhood where electors might require additional support and time when voting

• Whether a second CPS is required at every polling place full-time, or whether a secondary CPS can quickly travel (float) between several smaller polling places to provide support and help cover breaks

• The geographical characteristics of the ED

4.3.4 Updating your staffing plan

You will need to revisit and adjust your staffing plan each time there is a change to a polling place. Your staffing plan will continue to evolve and change until the polls open, at which point you will be implementing your plan to run polling places successfully.

A successful staffing plan must always:

• Ensure a full complement of poll workers to support during peak periods

• Provide for two poll workers to be present at each polling station during the counting of the ballots

• Allow for resilient teams that respond to electors’ needs, reduce poll worker fatigue and allow for break management.

4.4 Managing breaks and shifts at the polling place

Ensure that your CPSs are aware of the break and shift management strategy that you wish to use at the polling place. This will ensure that breaks are planned and provided for all poll workers and that the chain of custody is maintained when there is a shift staff changeover, especially at the voting desk.


Vol. IV – 136 EC 10470 (08/2021)

4.4.1 Breaks

To deal with the extended hours during advance and ordinary polling days, breaks must be provided to poll workers. This is not negotiable. The base staffing model is designed with breaks of one hour per poll worker. Ensure that your CPS is aware of this provision and established a tentative schedule ahead of time, using the table provided in the Polling Place Log (EC 50358).Your staffing strategies may include a Plan B with roaming CPSs to provide break management between polling places that are in close proximity.

All breaks at the polls must be managed by your CPS, who must be able to step in at any given time and take over any poll worker duties, to provide them a health break and a meal break, without interrupting the service to electors. Breaks are to be scheduled and recorded in the Polling Place Log.

Types of breaks

At the polls, all breaks must be taken with CPS permission:

• Short breaks, such as a quick trip to the bathroom or to take medication, as needed

• Two 15-minute breaks and one 30-minute break (for a maximum of 60 minutes for a full day’s work of 12 hours or longer); these should be pre-scheduled or set during low turnout periods as much as possible

Guidelines

• All breaks are paid (even though the Tariff mentions unpaid breaks).

• No breaks are provided during opening or closing of the polls, or counting of the ballots.

• Worker must wait for CPS permission before taking breaks, even if preplanned.

• The CPS must know who is working at all times.

• Chain of custody of all election materials and record keeping must be maintained at all times.

• Service to electors must not be disrupted at any time during voting hours.

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Guidebooks_for_Poll_Workers/EC50358e.htm


EC 10470 (08/2021) Vol. IV – 137

Providing breaks

DRO

When more than one CPS is assigned to a polling place, one can be responsible to provide breaks to the DRO (one at a time), and must be able to step in at any given time and take over their duties without interrupting the vote.

CPS, IO and RegO

If there is more than one person in the same role, they may take turns taking a break, or the CPS can step in to provide them one.

Example : If two IOs are working at a polling place, one can take a break while the other continues greeting and serving electors.

Secondary CPSs as floaters

When recruitment is challenging and you are unable to fully staff your polling places, consider using of your secondary CPSs as a floating CPS between sites if they are in close proximity, to offer support with break management.

4.4.2 Shifts

If you face challenges staffing for the four days of advance polls, consider splitting the four days into two shifts of full days. A polling station must have a CPS and a DRO to operate.

All shifts and handovers at the polls must be managed by your CPS, who must be able to step in at any given time and take over any poll workers duties, to provide them a health break, without interrupting services to electors.

Refer to Table 5 above for EC-recommended complement of staff at the polls.

Shift types

At advance polls, you can recruit poll workers for:

• The full four-day period of advance polls: make sure they are aware of the long hours of advance polls

• A portion of the four days: partial full-day shifts are optional at advance polls and limited to two sets of workers for each polling station (i.e., one worker may work two days while another works the other two)


Vol. IV – 138 EC 10470 (08/2021)

Guidelines

• Limit the four-day period of advance polls to only two workers in the same role.

• CPS must know who is working at all times.

• Chain of custody of all election materials and record keeping must be maintained at all times.

• Services to electors must not be disrupted at any time during voting hours.

The total daily hours worked for one position should not exceed the total number of hours paid per day per position.

For the number of hours of work paid daily to poll workers, refer to Table 6 and Table 7 above.

Overtime is paid for all poll workers. Consult Volume II of this manual (section 2.10.3) for more information about overtime.

4.4.3 Advance poll workers working polling day and counting on polling night

Keep in mind that you can rehire certain advance poll workers to work polling day.

Guidelines

• IOs, CPSs and RegOs can be rehired to work polling day in any role.

• If you opted to use shift work at your advance polls, one of your two DROs can be rehired to work election day in any position, if they are not required to count the advance ballots on polling night.

• Poll workers who work in the same roles do not need new training before polling day. There are minimal differences in processes and procedures between the poll types and these can be learned easily from reading the guidebook and discussing with the CPS.

• If you have a very large number of ballots for your advance polls, special instruct ions about flexibility in starting the count early or hiring extra DRO (counter) and recorder teams to help with the count can be found in Counting Advance Poll Ballots Early or With Multiple Counting Teams (EC 12306).

4.4.4 Chain of custody and record keeping

At the office

You must ensure that both key materials used to run the polls and election officers who use them are tracked in writing.

Use the relevant forms and records to keep track of the following:

• All ballots issued to DROs through a Ballot Control Sheet (EC 10004), with a master overall log kept at the office of ballot booklets distributed to all DROs; refer to the Instructions for the Ballot Planning and Distribution Tool (EC 12308)


http://rods.elections.ca/ecdocs/en/topic.htm?#t=Applications_and_Hardware/Application_Users_Guides/EC12308/EC12308e.htm


EC 10470 (08/2021) Vol. IV – 139

• Lists of electors using the List of Electors Control Log (EC 10072)

• Materials picked up by anyone other than the designated election official of a poll using a Special Messenger Contents of Delivery (EC 10071)

• Kits and ballots boxes picked up by poll workers

• Staffing changes and poll worker replacements

At the polls

Your CPS must ensure that poll workers not only perform their duties but also maintain the chain of custody of all poll materials and keep accurate records at all times at the polls.

The CPS and each poll worker must follow the steps in their guidebooks to record the handover/transfer of all election materials when:

• Changing shifts from one day to the next

• Replacing a poll worker (whether planned or unexpected)

• Providing a health break

Planned hand-offs of materials should be limited to two poll workers in the same role for the complete duration for advance polls.

4.4.5 Replacing a poll worker

If the poll worker must leave and cannot wait until a replacement arrives, the CPS (or another election officer present) can take over his role until you can send a replacement.

If you are unable to send a replacement, you must consider the resources you have within the polling place. If there are extra workers, you can re-assign them to different roles to fill in any gaps.

The CPS (if you have delegated this task) can also appoint a qualified member of the public if they are Canadian and at least 16 years old. You should complete a Delegation of Authority (EC 10090) delegating all CPSs this power, in case of emergency.

At the polls, the CPS must:

• Ensure that all outgoing and incoming workers complete the relevant procedure in their guidebooks and record the handover/transfer of the ballot box, all ballots, the lists of electors and all other polling station materials to the election officers who are replacing them

• Collect transport bags from outgoing workers and give them to incoming workers the next day, as needed

• Complete the spot checks in the Polling Place Log

• Write the date and time and have workers sign the Timesheet for the Election Worker (EC 11655), and bring it to the office at the end of the day

• Update the list of names and contact information for election officers



Vol. IV – 140 EC 10470 (08/2021)

• Administer the Solemn Declaration (for election or referendum officers) (EC 10130) for the incoming election officer, or initial changes to the position or polling station number, as needed

4.5 Contingency and your staffing plans

Your staffing plan, which takes into consideration the realities of your polling places and those of your ED, will help ensure that all the advance and ordinary polls in your ED open on time and are successful in meeting the needs of electors while ensure the integrity of the electoral process. Read the following instructions to assist you developing and refining your staffing plan.

4.5.1 Establishing a poll worker contingency plan

Objectives

• Ensure that all polling stations open on time.

• Ensure that public funds are well spent.

• Establish an infrastructure that allows more flexible response time to eliminate the risks associated with poll workers' resignations.

Your mandate

Elections Canada is aware that a single formula may not be applicable to the wide variety of EDs. Examine the situation within your ED regarding the number of poll workers needed to ensure that all the polling stations open on time, and plan accordingly to reflect these requirements.

You may wish to seek guidance from or have the contingency plan verified by your FLO. Although you are not required to provide EC with a copy of the contingency plan, you are responsible for ensuring that a plan is in place.

There is no need to request additional funds for DROs when splitting polls for polling day. Any adjustments to polling stations done through REVISE and assigned in ROPS will be automatically adjusted and approved.

FLO’s mandate

The FLO's mandate is to provide advice to you in preparing contingency plans. The FLO offers a personalized service based on experience. The FLO is very familiar with the details of your activities and can be helpful in developing a contingency plan or in understanding instructions.



EC 10470 (08/2021) Vol. IV – 141

4.5.2 Stand-by poll workers

In addition to your staffing plans, you must plan for a certain number of stand-by poll workers as a contingency in case any of your workers call in sick or do not show up. There should be stand-by workers identified in the budget. CPSs play a key role at the polling place. They are trained in all aspects at the polling place for logistics and voting operations and they are key to a successful and resilient polling place that can respond to a wide range of issues, including staffing at the polls on polling day. If necessary, they can sit with staff to train as needed.

Examine the situation and assess the risks

Consider the following in your risk analysis.

Past history

• The history of the ED, past problems in the region (if such information is available)

• The number of stand-by poll worker cancellations on the last days of the election calendar, the evening before, or the morning of polling day during the previous event in the region (if such information is available)

• The level of difficulty in recruiting poll workers in your ED

Other considerations

• The number of poll worker names provided by candidates, registered associations and registered parties and their willingness to suggest potential poll workers

• The geography, distances, local customs and characteristics of the ED – urban, urban/metropolitan, rural, urban/rural, remote areas and means of communication

• Are the established numbers of stand-by staff adequate? Does this allow enough leeway?

• Are you confident that stand-by workers will be available for advance polls and polling day?

Review the revision from the statistical reports produced in REVISE to determine any trends in revision that may impact voter turnout or registration volumes.

4.5.3 Replacing workers at the last minute

You must identify polling places and groups of polling places where the number of poll workers is likely to be inadequate if there are one or more cancellations, no shows on polling day or workers who need to be replaced.

You may have two types of poll workers to replace:

1. The workers who complete training and then call a few days before the polls to cancel. These workers are not accounted for in the stand-by budget because you will need to replace them before polling days.


Vol. IV – 142 EC 10470 (08/2021)

2. The workers who say they are coming, but call in sick or are no-shows on polling days. A small stand-by budget is included in your budget. This may not reflect the reality of your situation. If you need more stand-by workers, create a contingency plan. If you expect them to work, you may not need any extra budget for stand-by workers – only budget for the extra trainer hours.

Consider the following:

• Will all polling places open on time, whether single or in a central polling place?

• Given the distances involved, can a last-minute replacement be deployed quickly enough to ensure that the polling place opens on time? The replacement should be able to reach the polling place in less than 30 minutes.

• If a CPS resigns, is a trained resource immediately available?

• If a DRO resigns, do you have any trained standbys available? If not, can a CPS (or an employee occupying another position at the polling place) effectively replace that DRO?

• Which resources are the most flexible to deploy?

4.5.4 Contents of the staffing plan

Your staffing plan must include the following elements:

• Recommendations for deploying stand-by resources. In some cases, e.g. because of distances, you may decide to call the stand-by resources at their residence and provide instructions. In other cases, you may prefer that resources come to the office for instructions. In general, stand-by poll workers are to arrive at the assigned polling place within 30 minutes of being asked.

• A plan for preparing and distributing material intended for stand-by resources. Plan for prompt delivery of additional material (e.g., ballot boxes, ballots, voting screens, lists of electors, etc.).

• A justification for the additional training officer hours required. You will need a justification if the number of additional resources identified in the contingency plan varies considerably from the number established under the existing minimal formula. Consult Table 6 for the number of poll workers planned in the budget.

4.5.5 Recruiting to meet staffing plans

To implement the staffing plan efficiently, you are to:

• Adjust the training calendar according to the number of additional resources to train (if applicable)

• Reserve the training room for a longer period of time (if applicable)

• Have additional materials ready to deploy

• Confirm poll workers’ availability the evening before polling days


EC 10470 (08/2021) Vol. IV – 143

4.6 Implementing poll worker staffing on polling days

As polling day approaches, you shift from planning mode to implementation of your carefully built staffing plans. To ensure that the polls are successful:

• Confirm poll workers’ availability and presence

• As a contingency, a minimum of one DRO and one CPS are needed to open the polls and support voting operations

• Send standby workers, or consider last-minute splits/merges

• Ensure a full complement of staff to offer support during peak periods (depending on region)

• Plan for a minimum of one DRO to close the polls, plus another poll worker (counter/ recorder team) for dual oversight during the ballot count, and one CPS to supervise the site closing

A few days before polling days

Your office staff is to:

• Contact all regular CPSs and those on stand-by to confirm their availability and their assignment

• Arrange pick-up of poll materials

The day before a polling day

• CPSs contact the poll workers they will supervise to confirm the availability and any special requirements, and CPSs will then inform your office if replacements are necessary.

• You either replace the CPSs and poll workers who are not available with stand-by staff, or discuss and approve a new staffing plan with the CPS, such as re-purposing/re-assigning an on-site IO or RegO.

The morning of each polling day

• You may choose to have someone call the CPSs in areas they feel are at greater risk, such as remote and rural areas. Have your contingency plan ready as required.

At the designated time before the opening of the polling places

• CPSs call your office to advise that all polling workers have arrived or to report risks to opening on time.

• You attempt to send replacement workers from the stand-by list, or create a new plan with the CPS (including rearranging the workers, or reducing workers such as RegOs or IOs)

• You must immediately inform EC if it is certain that one or many poll(s) may not open on time.


Vol. IV – 144 EC 10470 (08/2021)

At the opening of the polling places

• CPSs call your office to advise that all polling places have opened or to report lateness.

• You must immediately inform EC that a polling place did not open on time.

If you have not heard from a polling place, you must contact the CPS and confirm status, and report any late openings to ECHQ.

You must report the status of all poll openings to ECHQ, shortly after the polls open, each day of advance polls and on polling day.

4.6.1 Calling poll workers on stand-by

Depending on the needs of your ED, stand-by resources assigned to the positions of CPS, DRO, information officer or registration officer must be ready to act as poll workers. If their services are required, ensure that they can arrive at the polling place on time.

If some of the polling places are far from your office, ensure that the stand-by workers have their own vehicle or live near the polling place to which they could be assigned.

Use the stand-by CPSs:

• to replace a CPS or a DRO who resigns

• on the morning of advance polls to help contact DROs, information officers or registration officers who do not report to a CPS

Stand-by CPSs and DROs are more critical to keeping the polling stations open than other positions, so it is advisable to have more or all of your stand-by workers trained as one of these positions.


EC 10470 (08/2021) Vol. IV – 145

C2 Appointing and training election officers for advance and ordinary polls

Related documents:

• Training Officer Reference Guide (EC 10510)

• Deputy Returning Officer Guidebook – Serving Electors (EC 50300)

• Deputy Returning Officer Guidebook – Counting the Ballots and Returning Materials (EC 50305)

• Central Poll Supervisor Guidebook (EC 50354)

• Information Officer Guidebook (EC 50356)

• Registration Officer Guidebook (EC 50357)

Advance Ordinary

By the end of the 7th day following the issue of the writ

Determine the number of poll workers required for:

DROs Stand-by DROs and registration officers CPSs Information officers and registration officers DROs and poll clerks for counting local special ballots in the office – the number will

vary depending on the number of ballots cast ––

The recruitment supervisor is to:

Schedule classes for four-hour periods, during the day and evening, weekdays and weekends

Contact poll workers and schedule them for training sessions following recommended group sizes of 3 per table for information officers and registration officers, 4 per table for DROs

Use ROPS/SITES to help staff schedule training sessions and track poll workers

quickly and easily

The training officer is to use his reference guide, with direction from the RO to:

Organize and assemble materials required for in-class exercises. Set up the training room, including any audiovisual equipment Provide information to participants such as voting hours, arrival time at polling place and CPS or designated DRO information

Conduct training sessions following lesson plans Ensure all participants complete the important information section at the front of their guidebook

Inform you of concerns with individual competence




https://rods.elections.ca/ecdocs/en/topic.htm?#t=Guidebooks_for_Poll_Workers%2FEC50354e.htm




Vol. IV – 146 EC 10470 (08/2021)

Advance Ordinary

Set up:

A check-in area for poll workers to pick up their appointment and solemn declaration

forms and guidebooks

A check-out area for DROs to pick up supplies

Returning Officer’s Manual – Volume IV Training

EC 10470 (08/2021) Vol. IV – 147

Chapter 5 – Training

Definitions

election worker includes all personnel working in the field, whether at the RO office or a polling place

election officer is defined in the Canada Elections Act (CEA) and includes specific positions in the field or at the office

office staff refers to the personnel working at the RO office

poll worker includes all the positions working at a polling place

5.1 Office staff

5.1.1 Overview

Most of the office staff is to be hired after the writ is issued. Some employees, such as the AC and the SPS, may be hired before the issue of the writ, with permission from EC.

Training for office staff varies considerably by position, and may entail:

• Travel to EC headquarters for training pre-writ

• Self-paced online training

• Self-training using a manual or other documentation

• Training at your discretion

Topics specific to the office are your responsibility, such as office procedures, health and safety, and the reporting structure for the prevention of harassment in the workplace, among others. Ultimately, you are responsible for ensuring that staff are adequately prepared and have the knowledge and tools necessary to perform their work.

The following outlines where each office position receives the majority of their training.

Automation coordinator

You may hire the AC prior to an event, who then receives training from EC during the pre-writ period. The AC begins work the day after the issue of the writ.

Assistant automation coordinator

You are to identify the AAC prior to an event, but the person will begin work and be trained by the AC after the issue of the writ.

Training Returning Officer’s Manual – Volume IV

Vol. IV – 148 EC 10470 (08/2021)

Service point supervisor

Service point supervisors (SPSs) work in the service centre and are considered election officers. Unless working in an ESP office, the SPSs may be appointed before the issue of the writ and start their duties at the issue of the writ. For the SPS working in your office, the training is made up of these components and takes place during pre -event:

• Self-paced online training, which includes online training modules and REVISE Simulator exercises

• Review of the Service Point Supervisor Manual (EC 40231)

• Review of the Service Agent Manual (EC 40240)

• Review of the Service Centre Support Officer Manual (EC 40232)

• Attending a training session with ECHQ

The SPSs working in the ESP offices, who are appointed after the issue of the writ, will receive training from the SPS working in your office.

Assistant service point supervisor

Assistant service point supervisors (ASPSs) work in the service centre and are considered election officers. The ASPSs are trained by the SPS.

Service agents

Service agents (SAs) work in the service centre and are considered election officers. They are to be appointed on Day 36 and trained right away. The SPS is responsible for training the SAs; they may also require support from the AC. Their training consists of:

• Reviewing the Service Agent Manual (EC 40240)

• In-class training, led by the SPS and using PowerPoint training materials

• Practical revision and special ballot voting training (on both procedures and REVISE)

Service centre support officer

The SCSO is hired and trained by the SPS. He will work from the start of advance polls until after polling day (approximately until Day –11).

Financial officer

The FO is trained via an online self-training course available on EC’s virtual training centre, and the Financial Officer’s Manual (EC 10495).

Recruitment supervisor

The recruitment supervisor is trained via an online self-training course available on EC’s virtual training centre, and the Recruitment Supervisor’s Reference Guide (EC 10485).

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/SPS_Manual/EC40231e.htm




EC 10470 (08/2021) Vol. IV – 149

Recruitment officer

The recruitment officer is trained via an online self-training course available on EC’s virtual training centre, and the Recruitment Supervisor’s Reference Guide (EC 10485). He will receive additional guidance from the recruitment supervisor.

Training officer

The TO is trained via an online self-training course available on EC’s virtual training centre, and the Training Officer Reference Guide (EC 10510). In addition, the TO must practice delivering the various sessions for poll workers, including one or more mock training sessions attended by you and other office staff.

Community relations officer

The CRO is self-trained using the Community Relations Officers – Pandemic Election Handbook (EC 10019). The CRO can also attend training sessions for other staff should it help in his duties or to support recruitment. Other sessions

that CROs are encouraged to attend include SA and poll worker training.

Poll operations manager

The poll operations manager (POM) is trained via an online self-training course available on EC’s Virtual Training Centre. You must provide the POM with additional guidance and documentation as appropriate, based on the key activities you plan to assign them.

Office coordinator

Training for the office coordinator is at your discretion.

Electoral material coordinator

The EMC is self-trained using the Electoral Material Coordinator Manual (EC 10475).

Receptionist

Training for the receptionist is at your discretion.

Office clerk

Training for the support officer is at your discretion.

Office messenger

Training for the office messenger is at your discretion.

https://rods.elections.ca/ecdocs/en/topic.htm#t=Office_Staff_Manuals/CRO/CROTOC.htm


Vol. IV – 150 EC 10470 (08/2021)

5.2 Poll workers

Deputy returning officers, registration officers, information officers, and central poll supervisors who are hired to work at advance and ordinary polls and in long-term care facilities, are trained by the training officer.

Poll workers hired to work at correctional institutions or to count local special ballots are trained differently, and are detailed in another section in this chapter.

5.2.1 Training objectives

The quality of the training program is to be measured by what poll workers learn and retain from training. Having been given the opportunity to learn, each learner should be able to demonstrate an acceptable level of competence. The training program is designed to allow maximum training effectiveness, and has been tested and refined during by-elections.

Training must allow poll workers to practice doing their job, using their guidebooks and interacting with their materials wherever possible. During this process, learners must receive feedback while they practice so that they learn to do things correctly – correct behaviours must be reinforced, while mistakes must be corrected. Training must also include efficient discussion – and practice – of the application of a range of important values. Training focuses on providing efficient and respectful service to everyone while maintaining compliance with the CEA.

Training is also an opportunity for learners to demonstrate their competence before you make a final decision whether to appoint them to a particular position. In most cases, the TO will observe their competence directly. However, some training methods may leverage other means of assessing competence. In all cases, you should seriously consider the TO’s assessment should a trainee appear to be ill-suited for a position.

5.2.2 Training structure

Poll workers must attend one or more training sessions (depending on the position) which each last approximately three hours, plus time at the end to make the solemn declaration and to provide payment information.

Deputy returning officers

The DRO is now responsible for all activities at the voting desk. However, many tasks have been transferred to the RegO and the IO. As a result, the voting desk completes a narrower range of tasks than in the past.

Although the learning objectives for DROs are now more focused due to the large number of procedures that learners must practice, early sessions may be a challenge for your TO while they become familiar with the course. Plan for these early sessions to last no less than three and a half hours.


EC 10470 (08/2021) Vol. IV – 151

Information officers

Information officers (IOs) are trained in all the various tasks they might be asked to do at a poll. The training is framed not as “what you will do’ but as “what your CPS might ask you to do”. The training prepares IOs to assist the CPS in ensuring the polling place runs well. The explanation can be adjusted – by the TO with your guidance – depending on how your polls will be staffed. For example, a single IO will probably share the tasks with a CPS. A CPS with team of IOs might rotate tasks through the day.

IO training includes learning objectives about assisting at the count.

Registration officers

The registration desk is where many of the more complex elector situations must be understood, including registration and vouching procedures. Because the role is now more specialized, the training is more specialized as well.

RegO training includes learning objectives about assisting at the count.

Central poll supervisors

Central poll supervisors must attend three courses. Although scheduling and logistics make it difficult to apply in all cases, the following order is recommended:

1) DRO Course The course for DROs introduces the procedures at the voting desk. The CPSs must be intimately familiar with operations at the voting desk, both in order to effectively supervise the DROs in their polling place, and to replace DROs while they are on breaks. If possible, it is recommended that a course be held that is attended only by CPSs.

2) IO Course

The course for Information Officers introduces the CPS to the various supporting functions within the polling place such as elector triage, queue management, signage, and other supporting functions which they will need to delegate to IOs in their polling place or manage themselves, depending on the staffing level at their assigned polling place. If possible, it is recommended that a course be held that is attended only by CPSs.

3) CPS Course The course for CPSs details the procedures at the registration desk, where complex elector situations are managed in order to improve service to electors at the voting desk. The CPS is responsible for activities at the registration desk if no RegO has been assigned to the polling place, and must supervise the work of RegOs if any are present.

In addition, the CPS course provides further information and messages specific to their role as a supervisor, which would not be covered in a standard RegO course. You (or if necessary, a delegate such as the ARO) should attend all CPS training courses to offer local context, clarify ED-specific characteristics and reinforce the commitment and importance of this position.


Vol. IV – 152 EC 10470 (08/2021)

CPSs are not required to repeat any poll worker courses and they have no formal role in supporting the TO during training sessions (as they had in the past). The training program now focuses on enhancing their supervisory skills and knowledge of operations at the voting desk, registration desk, and polling place.

Training differences by poll type

One curriculum is provided for each position, as processes have been significantly harmonized between poll types (e.g. advance and ordinary polls). As a result, workers trained for different poll types may be trained either in separate sessions as they were in the past (e.g. DRO advance, DRO ordinary), or they can be trained together (e.g. DRO). There are very few differences that impact learning objectives, and these are accounted for in the curriculum. This also reflects the fact that DRO guidebooks have been harmonized. Two DRO guidebooks are used at all types of poll.

At the discretion of the RO (or the TO, if delegated), workers who were trained for advance polls may work again in the same capacity at the ordinary polls without needing to be retrained. Workers whose performance was reported as adequate by advance poll CPSs are unlikely to need supplemental training. However, first-time workers, workers who are changing roles, and workers who are not confident in their roles may be asked to attend a second training session, if you deem it appropriate.

5.2.3 Training formats

The COVID-19 pandemic has significantly changed the context in which poll worker training must be delivered. In addition to workplace health and safety measures, other factors such as changing public health restrictions and learner preferences must factor into how you will deliver training in your ED.

To help meet these challenges, four poll worker training methods will be available for use in the next GE:

1. Classroom training session

2. Remote training session

3. Self-training workbook

4. Online self-training course (DRO)

All four options will support the same training curriculum and achieve the same learning objectives using the same adult learning principles, though some methods lend themselves to more thorough, extensive, consistent or observable delivery than others.

Classroom training session

This method involves a classroom training session led by a training officer and makes use of supporting multimedia to engage learners, such as PowerPoint slides and videos. As in the past, learners practice important elements of their jobs during the session.


EC 10470 (08/2021) Vol. IV – 153

Unlike in the past, learners are seated individually, are physically distanced, and must wear a mask. Learners may still interact with each other to practice important scenarios, but in a more limited and physically distanced manner.

Classroom kits

Classrooms must be cleaned and sanitized regularly, and physical practice materials in the form of “classroom kits” are prepared and distributed in a single-use format so that learners can leave with them after the session (o discard

them). These kits include a selection of forms and certificates provided in Lot 10 for training, and a .pdf document that must be printed locally.

These kits allow learners to handle materials during training as they practice. They also eliminate the need for shared materials and reuse between sessions.

This training method can be used for all poll worker types (CPS, DRO, RegO, IO).

Remote training session

This method involves an online session led by one or more training officers, making use of videoconferencing software. Learners will view the classroom presentation, and they will use the same classroom kits that they would use in a

classroom setting. These kits have to be distributed to learners well in advance of the session.

To support this training method, EC will deploy email addresses and videoconferencing software (Cisco WebEx) to training officers. Two accounts will be created for each RO office, plus one more for each AARO office.

This training method can be used for all poll worker types (CPS, DRO, RegO, IO).

Self-training workbook

This method uses a physical workbook that contains the same information and meets the same learning objectives as the classroom training session, and presents information in a playful and engaging manner to make it appealing to

learners. The workbook is to be used with a copy of the relevant guidebook. It contains everything learners need to practice their role at their own pace, including cut-out materials at the end of the workbook. For example, DROs can cut out mock ballots to practice folding a ballot, while IOs can cut out a tally sheet to practice recording votes.

After completing the workbook, learners must have a follow-up conversation with the local TO to verify their understanding of the material and to answer any questions they may have, and supervisors must be ready to provide additional support to these workers early in the day.

Self-training workbooks will be available only for worker roles (DRO, RegO, IO). While CPS-specific training should be delivered by a TO (in either a classroom or remote training session), self-training workbooks may be a useful supplement for the DRO and IO portions of the CPS curriculum.

EC will provide a number of pre-printed self-training workbooks in Lot 29 to all EDs, even though in many EDs, there might be a contingency option. They may also be printed as part of local printing contracts in the event of a snap election or should additional quantities be required. Electronic copies will be available on the Field Personnel Intranet.


Vol. IV – 154 EC 10470 (08/2021)

Online self-training course (DRO)

This option consists of an e-learning course hosted on EC’s Virtual Training Centre (VTC), and is solely available to DROs. The course is accessible only after the learner has registered an account on the site and has been provided an

access code by the local office staff. The overall format is similar to the self-training workbook, but includes multimedia from the classroom version of the training as well as improved interactivity and practice opportunities.

Learners who were trained with the self-training workbook method have a follow-up conversation with their local TO to verify their understanding of the material, and to answer any questions they may have. Supervisors must be ready to provide additional support to these workers early in the day.

This training method is available to all EDs, however overall VTC capacity is limited. As a result, priority will be given to EDs which face more significant challenges, such as restrictive public health measures, difficult terrain or other factors.

Your TO (or other staff supporting the training program) will need to become familiar with additional functions within the VTC in order to confirm user access, verify completion of course materials, and help answer questions from trainees as they progress through the course.

5.2.4 Establishing a training schedule

To plan an effective training schedule for poll workers, you should lead a meeting with the TO, recruitment supervisor, FO, ARO, and any AAROs, if applicable. If appointed and depending on their scope of work, POM and primary additional assistant returning officer (PAARO) involvement are also recommended.

Training sessions should be scheduled:

• As close as possible to the first working date of participants

• At different times during the day, evenings, and weekends

• As dictated by the capacity of the training room, leaving sufficient space for the training officer to circulate with hands-on practice materials and to provide feedback

• In a variety of formats, to meet the needs of different learners and to reduce recruitment pressures

Additional considerations for scheduling can be found in the Recruitment Supervisor’s Reference Guide (EC 10485).

As required by the Directive for Field Personnel on Official Languages for People Management (EC 14002), training must be delivered in both official languages in all bilingual regions for working language purposes. Training sessions may not be run bilingually simultaneously.


EC 10470 (08/2021) Vol. IV – 155

5.2.5 Materials for the training officer

Elections Canada produces a suite of materials for use in the training of poll workers. These include the Training Officer's Reference Guide (EC 10510), lesson plans, lists of supplies and materials, audio-visual presentations and

tools, supplies, and materials to be used by participants in exercises. These are found on the TO’s USB key, in Lot 10 and Lot 29, and on the Virtual Training Centre. Laptops and projectors and provided through the IBM contract; extra projectors can be requested during the event through SMSi. EC will provide extra projectors or will give authorization to rent (or in some cases purchase) them locally.

To prepare to deliver training sessions, the TO must:

• Complete the online self-training on the Virtual Training Centre

• Review materials supplied on the training officer’s USB key, including the Training Officer Reference Guide (EC 10510), course presentations, course notes, and guidebooks for each poll worker position

• Meet with you to discuss issues specific to the ED and establish your role in dealing with concerns about a person’s abilities or performance

• Meet with the recruitment supervisor, the financial officer and the POM (if appropriate) to ensure a common understanding of training-related tasks to be completed

• Set up the furniture and audio-visual equipment in the training room, and ensure it is in good working condition

• Review the materials needed for hands-on practice activities in class, and assemble the materials in kits as necessary (with the assistance of a support officer)

5.2.6 Training considerations

Training sessions led by a training officer, whether in-class or by videoconference, are expected to last approximately three hours per course. Additional time is required after onsite classroom sessions to complete the

Solemn Declaration (EC 10130). Learners trained by videoconference, self-training workbooks or the online training course must also complete the Solemn Declaration; in many cases, this can be completed at the same time as the distribution of materials. For more information, consult Chapter 6 – Solemn declarations.

The main challenge for the training officer in classroom and remote (webinar) methods is completing all required activities and discussions efficiently in order to finish on time, while also ensuring each individual topic is covered at sufficient length to ensure learner comprehension.

If the ED has more than one training location, such as an AARO office, the training officer must determine how to divide physical training materials between locations to ensure consistent training at all locations.

Day-to-day challenges in the office can be planned for. They will include:

• The movement of learners through the office space from the front door to the training area




Vol. IV – 156 EC 10470 (08/2021)

• Conflicting noise levels in the office if training takes place in a shared or open space

• The preparation and storage of the materials needed for each method of training to be used

The distribution of guidebooks, classroom kits and/or workbooks as applicable to learners who will follow any of the non-classroom methods.

Training sessions may be held in:

• Your office, if sufficient space is available

• A room rented specifically for training outside the office, if required

• The AARO office, if distances allow it

• Smaller groups in multiple areas, based on geography

• One official language at a time

Training officers may also work from home, if you are leveraging remote (webinar) sessions, self-training workbooks or the online course, and if the TO has the necessary equipment and connectivity to work from home.

Make sure the recruitment supervisor:

• Is aware of the range of training methods that will be used, when, and in which contexts

• Schedules the training sessions for CPSs separately from other courses if possible, in order to facilitate CPS-specific discussions within these training sessions

• Is able to offer sessions in the other official language, as required

• Allows enough time after each classroom session to administer the Solemn Declaration (EC 10130) to each participant, and to sanitize and reorganize the training room

The recruitment supervisor must inform participants that:

• Completing training is mandatory

• Supplemental online resources are accessible, but no additional allowance is provided for these

Make sure a person is not hired for two conflicting positions. Safeguards in ROPS/SITES prevent two payments to the same person in one day.

5.2.7 Observing training sessions

Before training begins, the TO must run at least one mock DRO training session as part of their preparatory activities to gain a better understanding of the content and to practice his timing. This practice session may be a classroom session or videoconference, depending on your training plans. The session should be run as realistically as possible in order to maximize its value to the TO.



EC 10470 (08/2021) Vol. IV – 157

You must attend the mock course to support and advise the TO, and to ensure activities are conducted at all stages of the course. The ARO and other key personnel (e.g. recruitment supervisor, POM, etc.) are strongly encouraged to attend as “learners” to provide constructive feedback.

When training begins, you are expected to observe a minimum of two more sessions per TO as early as possible and complete a Training Session Observation Form (EC 10515). The ARO or FLO can also attend and discuss observations.

You must then:

• Provide feedback to training officers

• Make any necessary adjustments for subsequent sessions

• Send the observation form to EC by email or through EC Connex (attention: Field Personnel Training)

As possible, you or a delegate (such as your ARO or POM) are encouraged to observe additional sessions throughout the event to confirm sustained performance by the TO and to ensure any changes or supplementary information is being delivered.

Poll worker training sessions may also be observed by an auditor as part of the third-party audit, to verify that workers are being adequately trained on electoral procedures.

5.2.8 Payment for attending training sessions

The fee for each training session changes as the Federal Election Fees Tariff (EC 11790) is updated. The Tariff is posted in the Field Personnel Intranet.

Tariff of Fees update

Fees for training sessions are no longer paid as a single universal flat rate.

Under the new Tariff, fees for training sessions are calculated using the following equation: Position’s hourly rate × Position’s standard training duration.

All training sessions have been assessed for a standard expected duration, which must be used when calculating training fees. These are as follows:

• DRO training session: 3.0 hours

• Registration officer training session: 3.0 hours

• Information officer training session: 3.0 hours

• CPS training session: 3.0 hours

CPS trainees completing the DRO and IO components of their training receive the DRO and IO rates respectively for those sessions, multiplied by the standard durations as listed above.


https://rods.elections.ca/ecdocs/en/topic.htm?#t=Support_Documents/Finance/TariffFees.htm


Vol. IV – 158 EC 10470 (08/2021)

A standard duration is used to: provide trainees a predictable fee for completing their

training (irrespective of training method); improve budgeting accuracy; and reduce the data entry burden on the FO. These changes will also allow EC to better tailor the duration of training sessions in the future as positions and procedures change.

Workers who are recruited and who complete the required training, but who are not ultimately appointed to a position, are still entitled to receive payment for completing their training.

5.2.9 Training considerations for stand-by workers

As introduced earlier in this volume, it is necessary to hire and train a slightly larger number of poll workers than strictly required in order to have stand-by workers available to replace workers as needed (e.g. no-shows, illness).

Individuals who have been fully trained as a CPS (who have attended all three required classes) are capable of stepping in to fill any position at the polls as necessary.

Individuals who have completed the DRO course are best prepared to work as a DRO. All the same, this course equips learners with a sufficient understanding of the flow at the polling place so that they may also step in as a registration officer or information officer as necessary. In this case, the CPS must monitor the work of the entering poll worker as they settle in to ensure the quality and accuracy of their work.

Because stand-by workers may be called to fill a variety of roles, it is generally not recommended to train them specifically as registration officers or information officers unless there is a reasonable expectation of needing these roles specifically, as this limits your ability to send resources where they are needed.

In exceptional circumstances, if it becomes necessary to send untrained workers to supplement staff at your polling places, it is recommended that these workers be placed into information officer positions and be tasked with few and simple tasks. Such a situation must be avoided to ensure effective polling operations.

Stand-by training model

Because stand-by workers are trained similarly to other workers, the TO will deliver the same curriculum as for other CPSs or DROs. As such, you may choose to train stand-by workers by:

• Providing training exclusively for workers who are aware they will be on stand-by, which may permit the training officer to better frame answers to their questions

• Including stand-by workers in the training as convenient throughout the training period

• Selecting stand-by workers from learners in classes throughout the training period, based on their performance


EC 10470 (08/2021) Vol. IV – 159

You may use any or a combination of options as appropriate, depending on the recruitment profile of the ED. In any case, it is important to clearly define for learners as soon as possible when they will be working and their role (assigned position or stand-by) such that they are able to focus on content most applicable to them during the training session.

Reminders for stand-by workers

Like the recruitment supervisor, the training officer should ensure that stand-by poll workers:

• Understand their status and the remuneration to which they are entitled

• Are aware of the payment method whether their services are called upon or not

5.3 Other election officers

5.3.1 Hospital special ballot coordinator

Hospital special ballot coordinators (HSBCs) require knowledge of the registration and voting by special ballot process, gained through training by the SPS. This training is to take place in your office during the week of Day 15.

To ensure the persons identified as HSBCs are available to attend training, you shall ask the SPS to communicate with these persons as soon as possible. It might be necessary to schedule two training sessions.

You must ask the SPS to prepare the necessary material for each HSBC from the kits provided by EC. Instructions are included in the Service Point Supervisor Manual ((EC 40231).

During training (or earlier), you should inquire whether each HSBC has a personal mobile device (with a Web browser and data). Because HSBCs do not have access to REVISE on site, they must complete the application to vote by special ballot by hand and locate the elector’s ED using a mobile device. HSBCs are compensated daily for use of their personal mobile device. If they do not own an adequate mobile device, they may use the “floater” mobile device from your office.

The HSBC’s training includes the following:

• Reading the Hospital Special Ballot Coordinator’s Guidebook (EC 78692)

• Viewing the video on acute care voting (on the Training USB key in Lot 3)

• Learning about each item in their kit that they will use in the acute care facility and how to use them (the SPS will show them)

• Learning how to determine an elector’s ED using their smartphone

5.3.2 Hospital liaison officer

The HLO accompanies the HSBC in acute care facilities. He provides the HSBC with access to the secure areas of the facilities so they may visit all hospitalized electors who are eligible to vote by special ballot.


https://rods.elections.ca/ecdocs/en/topic.htm#t=Office_Staff_Manuals/SBCManualHospitals/SBC_Hospital_TOC.htm


Vol. IV – 160 EC 10470 (08/2021)

5.3.3 Deputy returning officers and poll clerks – Correctional institutions

The SPS is responsible for training the election officers and liaison officers appointed to work in correctional institutions. They are to use Reference C (does not apply to ESPs) of the Service Point Supervisor Manual (EC 40231). Election officers will be trained in the local EC office by Day 18 at the latest.

5.3.4 Deputy returning officers and poll clerks – Counting local special ballots

Deputy returning officers and poll clerks hired to count local special ballots are self-trained using the Deputy Returning Officers Manual (Counting Local Special Ballots) (EC 78700).

5.4 Handling performance issues during or after training

You may choose to dismiss an office employee or poll worker if this person:

• Does not appear to have the necessary competencies or abilities to fulfill his duties or

• Might need to be replaced for any other valid reason, such as incompetence, poor performance or refusal to carry out prescribed tasks

However, you must follow the process below before dismissing an employee. The TO or the ARO may also dismiss an appointed poll worker, but they must consult you beforehand, and may only do so if this power has been delegated in advance using the Delegation of Authority (EC 10090).

Discussion

The individual must be informed of any concern about his abilities or performance through an informal discussion. You, or the designated person, must follow these steps:

1. Arrange to meet with the individual and give him a clear explanation of the reason for the meeting

2. Meet with the individual in private, accompanied either by you, the ARO or the TO

3. Give the individual a clear explanation of the problems or situations observed and associated consequences; the individual can be:

– offered additional training, but must be advised that only one training session will be paid

– given a grace period during which to improve his performance (at your discretion and pursuant to the agreement between you and the individual)

4. Fill out sections 1 and 2 of the Competencies Assessment Form for Elections Workers (EC 10995), sign it and keep it for your records

If the individual disagrees with an assessment being done by someone other than yourself, then you must be involved in the discussion.

http://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/SPS_Manual/EC40231e.htm

https://rods.elections.ca/ecdocs/en/topic.htm?#t=Office_Staff_Manuals/DROCountLocalSBV/DRO_TOC.htm


EC 10470 (08/2021) Vol. IV – 161

Dismissal

After meeting with the individual and offering additional training or giving a grace period, you can replace that person if you are still convinced that the person does not have the required competencies or abilities.

You, or the designated person, must then:

• Rate the competencies listed according to the scale in section 4 of EC 10995

• Describe the situation and the grounds for dismissal or refusal to appoint in section 5

• Meet with the individual and explain the reasons why he cannot occupy or keep his position

• Offer the individual:

– a position better suited to his skills and abilities, if possible – the possibility of a later meeting to discuss his disagreement, at your convenience

• Ask him to add any comments he may have to the form and to sign it

• Give him a copy of the form, send a copy to EC and keep the original for your records

A poll worker who has been notified of dismissal must return all election material in his possession to you or to another authorized person.

Returning Officer’s Manual – Volume IV Solemn declarations

EC 10470 (08/2021) Vol. IV – 163

Chapter 6 – Solemn declarations

Processes for solemn declarations are currently under review, given the new procedures for remote hiring, nominations and training. Updates will be published in a future edition of this manual.

6.1 Impartiality and conformity to the Canada Elections Act

By virtue of the solemn declaration, election officers and staff swear to perform the duties of the office in an impartial manner, and in conformity to the Canada Elections Act (CEA).

Forms

• For election officers: Solemn Declaration (for election or referendum officers) (EC 10130)

• For office staff: Solemn Declaration (for office staff) (EC 10135).

The solemn declaration form is also the document in which you, or the person to whom you have delegated this authority using the Delegation of Authority (EC 10090) formally appoints election officers and office staff.

Timeline

In all cases, the solemn declaration must be made before work may begin. The FO prints the appropriate number of prefilled forms – either EC 10130 or EC 10135 respectively – and hands the forms to the election officer or staff to bring to the training session. After training, the solemn declaration is made by each worker.

Procedure

The detailed procedure for signing and collection of solemn declarations, including at training through alternate methods (online or off-site) is outlined in Procedures for administering the Solemn Declaration (for election or referendum

officers) (EC 10131).

The solemn declaration may be received by you, the ARO, the AARO, the PAARO or the TO (provided they have Reliability Status security clearance) or any other person authorized by the CEO to receive a solemn declaration as per s. 591(1) of the CEA.

It is recommended that you advise poll workers of their pay rates before they sign the solemn declaration. All poll workers, with the exception of the CPS, are paid the same rate of pay.





Solemn declarations Returning Officer’s Manual – Volume IV

Vol. IV – 164 EC 10470 (08/2021)

6.2 Other solemn declarations

6.2.1 Messengers

Messengers must make the Solemn Declaration (for office staff) (EC 10135) before you or another person authorized to receive a solemn declaration, and they must verify the information in the Appointment portion of the form. They must retain a copy of the form as proof of their authority to act; you keep the original.

6.2.2 Special messenger

In some areas, a special messenger may be necessary to collect ballot boxes from polling stations on polling night or shortly thereafter. Special messengers are appointed using the Solemn Declaration of Special Messenger or Temporary Custodian (EC 10180) and must make their declaration before a person authorized to receive it. The appointed person must be given a copy of this form as proof of his authority to act; you keep the original.



Returning Officer’s Manual – Volume IV Solemn declarations

EC 10470 (08/2021) Vol. IV – 165

Figure 1 Overview of positions and solemn declarations