Federal, Provincial and Territorial Electoral Events

Alternate Formats

A-LG-007-000/AF-001
Issued on the Authority of the Chief of the Defence Staff
OPI: NDHQ/JAG/Coordinating Officer, Special Voting Rules
2000-11-29
Changed - 2015-06-01

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Contact Officer: NDHQ/JAG Coordinating Officer, Special Voting Rules
© 2000 DND Canada

Section 1 - General

Purpose

1. This publication describes and summarizes the measures facilitating the exercise of the right to vote, the qualifications and the entitlement to vote of CF electors, and the procedures associated with the CF elector's vote during a general federal electoral event. It also explains the rules governing political activities on defence establishments and the limitations applicable to political activities by members of the Canadian Forces (CF) and federal Public Service employees.

2. The aim of this publication is to promote and facilitate the exercice of the right to vote by CF electors by explaining the conditions under which it is exercised and the applicable restrictions and procedures. The Canada Elections Act (CEA) includes the Special Voting Rules (SVR), hereinafter referred to as “the Rules”, which can be found in Part 11 of the Canada Elections Act.

Application

3. This publication applies to CF electors. These electors consist of CF members and civilians that are specified in Section 4, paragraph 1. Section 2 of this publication applies to federal Public Service employees.

4. The Rules apply to general federal electoral events. The Rules do not apply in the case of federal by-elections, provincial elections or territorial elections. At federal by-elections, voting by CF electors can normally take place in accordance with special voting rules adapted for a by-election. In the case of provincial and territorial elections, members of the CF vote in accordance with the applicable provincial or territorial rules.

General Direction of Elections

5. The Chief Electoral Officer of Canada (CEO), who is appointed by a resolution of the House of Commons and holds office during good behaviour, has general direction and supervision over the  administrative conduct of electoral events and exercises the powers and performs the duties that are necessary for the administration of the Canada Elections Act. He also ensures that all election officers act with fairness and impartiality and in compliance with the Canada Elections Act.

6. For the purpose of ensuring that service authorities carry out the procedures and follow the requirements set out in the Rules, the Minister of National Defence (MND) designates an officer as coordinating officer, hereinafter referred to as Coordinating Officer, Special Voting Rules (Coord Offr, SVR), to work in conjunction with the CEO during and between general elections. In addition to the general responsibilities relating to the administration of the Rules, the Coord Offr, SVR is responsible for:

  1. informing electors regarding the procedure for exercising the right to vote in federal electoral events, including federal by-elections, as well as in provincial and territorial electoral events; and
  2. supporting the CEO of Canada in the administration of the rules applicable to federal electoral events, including the rules applicable to federal by-elections.

Section 2 - Political Neutrality of the Federal Public Service and Time Off to Employees for Voting

Political Activities by Federal Public Service Employees - Limitations

1. Supreme Court of Canada decisions recognized the importance of the political neutrality of the Public Service. This constitutional convention is central to the principle of responsible government. Section 2 of the Canadian Charter of Rights and Freedoms provides that every person has the freedom of opinion and expression. However, in the case of federal Public Service employees, a balance has to be struck between the employee's freedom of expression and the public interest in maintaining an impartial and effective Public Service. Consequently, while federal Public Service employees may engage in activities of a political nature:

  1. they must remain loyal to their employer, the Government of Canada;
  2. their activities should not jeopardize the tradition of the Public Service as a politically neutral institution; and
  3. this principle of political neutrality of the Public Service may imply some restraint on the political involvement of employees, and the degree of restraint that must be exercised is relative to the position and visibility of the employee.

2. In applying these principles, the Treasury Board Secretariat has developed the following guidelines that should be followed by public servants:

  1. employees should ensure that any political activities they undertake will not impair their ability to carry out their duties by calling into question their impartiality in the fulfillment of these duties;
  2. employees may be involved in political activities only during non-working hours and outside the workplace; and
  3. employees must respect fully the confidentiality requirements of information they have gained because of the job they hold.

Requesting Leave to be a Candidate – Public Service Employees

3. A federal public service employee who considers submitting his or her candidacy in a federal, provincial or territorial election, must, pursuant to section 33 of the Public Service Employment Act, request leave from the Public Service Commission (PSC). The employee's request must provide a notice of intention to request leave from the PSC to his or her supervisor and deputy head.

Time Off for Voting – Civilian Employees

4. A civilian employee who is qualified to vote is entitled to have three consecutive hours, while polls are opened on ordinary polling day, for the purpose of casting his or her vote. If the hours of employment do not allow for those three consecutive hours, the employer shall allow the employee additional time for voting, without pay or leave deduction, to provide those three consecutive hours. The particular period of time off is granted at the convenience of the employer.

Section 3 - Political Activities on Defence Establishments and by Members of the Canadian Forces, and Measures Facilitating the Exercise of the Right to Vote

Political Activities on Defence Establishments and by Members of the Canadian Forces

1. Political activities on defence establishments, and by members of the CF, are governed by Queen's Regulations and Orders for the Canadian Forces (QR&O) article 19.44. Members of the CF shall ensure, at all times, that their acts and conduct do not affect the actual or perceived neutrality of the CF. In particular, pursuant to QR&O article 19.44(7), the political activities of members of the Regular Force are subject to specific limitations. Where a member of the Regular Force intends to accept an office in a municipal corporation or other local government body or to allow himself or herself to be nominated for election to such office, the member must, pursuant to QR&O article 19.44(7)(c) and the attached designation order (Annex A), request permission from NDHQ/Chief of Review Services, which officer has been designated by the Chief of the Defence Staff to grant such permission.

2. The disclosure of information and the restrictions applicable to opinions given by CF members are governed by QR&O articles 19.36 and 19.37.

3. The following orders also apply to political activities on defence establishments and to political activities conducted by members of the CF:

  1. Departmental Administrative Order and Directive (DAOD) 7021-0 Conflict of Interest and Post-Employment, DAOD 7021-1, Conflict of Interest – Guidelines, and DAOD 7021-2 Post-Employment Guidelines;
  2. The Interim Canadian Forces Newspapers Policy – Vol. 2, which supersedes and replaces CFAO 57-5, prescribes that the editorial committee of an unofficial service newspaper must ensure that political advertising is not included in the newspaper. Due to the political neutrality of the CF and the perception of that neutrality by Canadians, care should be taken by the editorial committee of service newspapers and other service authorities to not include at any time political advertising in these service newspapers;
  3. Provision of Services Manual - B-GS-055-000/AG-001.

4. During the campaign leading up to a federal electoral event, political advertising is also governed by the Canada Elections Act (CEA). Accordingly, political advertising by political parties to which paid broadcasting time has been allocated, and free-time political broadcasting, are permitted under the Canada Elections Act. Free-time broadcasting may be authorized in accordance with paragraph (5) of QR&O article 19.44. However, no paid political advertising shall be broadcast on CF facilities.

5. No member of the CF shall serve as a special ballot officer or as a representative of a political group at any service or civilian voting place. Appointments to those posts are political appointments. The duties of persons appointed to those posts are incompatible with the role of members of the CF.

Enumeration by Civilian Enumerators

6. Subject to security regulations and orders, and for the purposes of a provincial or territorial election for which enumeration may be required, civilian enumerators shall be given access to defence establishments, as necessary, to carry out the enumeration of civilian or CF electors residing thereon. Commanding Officers (COs) shall not provide lists of members of the CF or their dependants or other persons residing on a defence establishment to civilian enumerators.

7. The National Register of Electors contains information about civilians and CF electors. That information is used for the purposes of federal electoral events.

Civilian Polling Stations on Defence Establishments

8. Upon the request of an appropriate election officer, officer in compliance with section 122 (3) of the Canada Elections Act, a CO may authorize the setting up of a civilian polling station on a defence establishment provided that the civilian polling station is intended mainly for the convenience of CF electors and their dependants, or federal civilian employees and their dependants. Prior to setting up such a polling station:

  1. authorization for the use of real property must be obtained from a departmental official delegated with real property authority as described in the Delegation of Authorities for Financial Administration for DND and the CF; and
  2. the authorizing of such polling station shall be reported forthwith by message to the Chief of the Defence Staff (CDS) and the NDHQ/JAG/Coord Offr, SVR.

9. Where a request is made to set up a civilian polling station on a defence establishment in circumstances that do not fall within paragraph 18, the request shall be denied and the NDHQ/JAG/Coord Offr, SVR shall be informed forthwith.

Service Voting Period During a Federal Electoral Event

10. Except in respect of taking votes at mobile polling stations as provided for in the Rules, the period during which the votes of CF electors may be cast under the Rules is at least three days of the six day period commencing on Monday, the fourteenth day before civilian polling day, and terminating on Saturday, the ninth day before civilian polling day, both days inclusive. Military polls shall be open for at least three hours per day. COs may increase the prescribed minimum voting period to suit local needs. However, all voting must be confined to the above six day period.

Restricting Military Movements During a Federal Electoral Event

11. Officers commanding commands shall ensure, insofar as practicable, that movements of ships or of large groups of members of the CF do not take place in circumstances that would deprive them of their right to vote. If it is considered impracticable to postpone any particular movement or exercise until after the service voting period, the circumstances shall be reported by priority message to NDHQ/JAG/Coord Offr, SVR.

Section 4 - Eligibility to Vote of Canadian Forces Electors

Canadian Forces Electors’ Qualifications and Entitlement to Vote

1. Subject to paragraph 3, every CF elector is qualified and entitled to vote under the Rules if the person is a Canadian citizen, has attained the age of 18 years on or before the civilian polling day, and is one of the following persons:

  1. a member of the Regular Force;
  2. a member of the Reserve Force on full-time training or service or on active service;
  3. a member of the Special Force; or
  4. a civilian who is qualified as an elector under the Act and is employed outside Canada by the CF in a CF school as –
    1. a teacher; or
    2. administrative support staff.

2. Members of the Reserve Force are considered to be on full-time training or service when they are serving on Class B or C Reserve Service during the service voting period. In addition, for the purpose of determining whether a member of the Reserve Force is on active service under paragraph 1.b., the Order in Council P.C. 1989-583 of April 6, 1989, provides that all members of the Reserve Force are on active service when they are serving outside Canada (see Annex B).

Canadian Forces Electors Serving a Sentence in a Civil Correctional Institution, Detention Barrack or Service Prison

3. Every CF elector who is incarcerated in a civil correctional institution, detention barrack or service prison and who is serving a sentence of incarceration, whether the sentence is one of detention or imprisonment in the case of a person subject to the Code of Service Discipline, is entitled to vote in a federal electoral event.

Required Procedures before Exercising Right to Vote – Statement of Ordinary Residence and other Conditions

4. In order to vote, every CF elector who is a Canadian citizen shall complete a Statement of Ordinary Residence (SOR) in the prescribed form. Every member of the Regular Force must then, on enrolment in the Regular Force or on transfer to the Regular Force, complete such a statement using the form shown in Annex C and indicating on that form the elector’s surname, given names, sex and rank, the elector’s date of birth, the elector’s current mailing address, and the civic address of the elector’s place of ordinary residence in Canada at the time of enrolment or transfer. Every member of the Reserve Force must also complete a statement using the form in Annex D but only where the member is on full-time training or service or where the member has been placed on active service, during an election period. The same requirements apply, on enrolment, to any member of the Special Force who was not previously a member of the CF. Members of the Special Force and persons who are employed outside Canada by the CF as a teacher in, or as a member of the administrative support staff for a CF school, must complete the form in Annex C.

5. Where a CF elector has failed to complete a SOR, the member may at any time complete such a statement.

Voting Locations and Conditions for Exercising Right to Vote at a Service Polling Station or Civilian Polling Station

6. During a federal electoral event, a CF elector may vote at only one of the following locations:

  1. under the Rules, at a service polling station; and
  2. under the Rules, at any applicable location in accordance with paragraph 13 where the elector is absent from the elector's unit, under paragraphs 15 to 18 where the elector is undergoing treatment in a service hospital or convalescent institution, or before a Deputy Returning Officer (DRO) where the elector is incarcerated in a civil correctional institution; and
  3. at a civilian polling station, but only if, on polling day;
    1. the elector has completed a SOR;
    2. the elector is actually ordinarily residing in the electoral district in which is located the elector's place of ordinary residence as shown in the elector's SOR;
    3. (i) the elector's name has been entered on the National Register of Electors; (ii) the elector produces sufficient proof of the elector's identity and residence; or (iii) the elector takes an oath and is accompanied by an elector whose name is on the electoral list for the same polling division and who vouches for the elector under oath; and
    4. the elector has not voted under the procedure set out in the Rules.

Amendment to the Statement of Ordinary Residence

7. A CF elector may at any time, using the prescribed form, amend his or her SOR, indicating as the place of the elector's ordinary residence the civic address, postal code and province of:

  1. the place of ordinary residence of the spouse, the common-law partner, a relative or a dependant of the eligible elector, a relative of his or her spouse or common-law partner or a person with whom the elector would live but for his or her being enrolled in or hired by the CF;
  2. the place where the member is residing by reason of his or her performance of services as a member of the CF; or
  3. the elector's place of ordinary residence immediately before being enrolled in or hired by the CF.

8. An amendment to an SOR comes into effect 60 days after the date on which the statement is received and accepted by the CO of the record support unit (URS).

Where an amendment is made during a civilian  election period, the amendment comes into effect 14 days after the civilian polling day. Because such an amendment is not effective for the electoral event, it should not normally be made before a DRO at a voting place, but at the elector's unit orderly room.

Validation of the Statement of Ordinary Residence in Relation to the Electoral District

9. When a member of the Regular Force has completed an SOR, the CO in the unit at which the member is serving causes the original of the SOR to be forwarded to the Chief Electoral Officer (CEO) for validation of the member's electoral district. The original of the SOR shall be sent to the following address:

Information: Mailing Address

Elections Canada
Chief Electoral Officer
c/o Special Voting Rules Administrator
30 Victoria Street
Gatineau, QC
K1A 0M6

10. The CO causes the copy of the SOR to be retained in the member's Unit Personnel Record (UPR). The CEO validates the information by indicating on the original of the SOR the appropriate name and code number of the member's electoral district that corresponds to the member's place of ordinary residence shown in the SOR. The CEO returns the SOR to NDHQ/DHRIM 3 who forthwith enters and updates on the computerized support designated for that purpose the following information: the address of ordinary residence for voting purposes, the date on which the SOR was completed before a commissioned officer or DRO as well as the name and code number of the electoral district. DHRIM 3 ensures that the validated original SOR is returned to the member's CO who causes the non-validated copy of the SOR to be replaced with the validated original, which is to be retained with the member's UPR.

11. When a member of the Reserve Force who is on training, full-time service or is placed on active service during the voting period of an election has completed an SOR, the CO of the unit at which the member is serving causes the original of the SOR to be filed with the unit in which the member is on full-time training or service or on active service, as the case may be. A copy of the SOR is also to be retained by the member.

12. In accordance with section 198 of the Canada Elections Act, an SOR shall be kept for a period of one year after a person ceases to be entitled to vote under the Rules and it may be destroyed at the end of that period.

Canadian Forces Electors Absent from their Unit During a Federal Electoral Event

13. During a federal electoral event, a CF elector who is absent from his or her unit while on duty, leave or furlough may cast a ballot at a service voting place of any base, unit, or element, in or outside Canada, if the elector produces satisfactory evidence that the elector is a CF elector. The military identification card (NDI 20) will normally suffice.

14. The CO of a CF elector shall take necessary action to ensure that the leave forms and other required documents authorizing the absence of an elector from the CO's unit have a notation showing the electoral district of the elector corresponding to the SOR made by the elector. Where an SOR has not been validated by the CEO, the notation shall indicate the place of ordinary residence of the elector as shown on the elector's SOR.

Canadian Forces Electors Undergoing Treatment in a Service Hospital or Service Convalescent Institution

15. A CF elector who is undergoing treatment at a service hospital or service convalescent institution may vote in a federal electoral event.

16. During the period fixed for the taking of the votes of CF electors in a federal electoral event, the elector referred to in paragraph 15 is deemed to be a member of the unit under the command of the officer in charge of the hospital or convalescent institution.

17. Where the DRO deems it advisable and the officer in charge of the hospital or institution approves the request, the DRO may go from room to room to take the ballots of electors who are confined to bed.

18. Where a DRO has not been designated for a service hospital or service convalescent institution, the DRO appointed for the unit to which the hospital or institution belongs may perform the duties of DRO.

Incarcerated Canadian Forces Electors

19. A CF elector who is incarcerated and qualified to vote under paragraph 3 may vote at a service voting place if the elector is in a detention barrack or service prison, or before a DRO if the elector is in a civil correctional institution.

Section 5 - Service Voting Procedures – Organization For Taking Votes of Canadian Forces Electors

General

1. For the purpose of taking the votes of CF electors, one voting territory, with its headquarters in Ottawa, has been established. The CEO may establish any additional voting territories or administrative centers in or outside Canada as the CEO considers appropriate.

2. The CEO shall appoint a Special Voting Rules Administrator (SVRA). The central SVRA office is located in Ottawa. The responsibilities of the SVRA include:

  1. distributing election materials and the list of candidates;
  2. receiving, validating, examining and sorting the completed outer envelopes containing special ballots marked by electors;
  3. counting the votes cast by the electors; and
  4. communicating the results of the votes cast in accordance with Part 11 of the Canada Elections Act.

Liaison Officers

3. Forthwith after the issue of the writs, appropriate service authorities, in compliance with instructions from the Chief of Defence Staff (CDS), shall select suitable officers for appointment as Liaison Officers (LOs). Officers selected will be officially appointed by the Minister to act as LOs.

4. NOTE: Officers selected to act as LOs will be relieved of their normal duties to give first and complete priority to their duties as LOs. Because of the nature of their responsibilities and required coordination and communication with formation commanders and commanding officers, DROs and other election officials, LOs shall be of the rank of lieutenant-colonel. It is desirable that a person selected as an LO be an officer serving in the city  where the headquarters of the person’s voting area is located. Where such is not the case, the LO, in all likelihood, will be required to proceed to the location where the headquarters of the voting area is established and will remain there until the duties as an LO are completed.

5. During the period leading to the electoral event, the LO shall cooperate with and support the CEO and the Coord Offr, SVR in the administration of the taking of the votes of CF electors. The LO shall, immediately on receiving notice of the designation, communicate with the COs of units located in the LO's designated voting area to explain the LO's role, indicate the LO's requirements, and inform them of the requirements for the taking of votes of CF electors. The LO responsible for a voting area shall deal directly with all COs regardless of whether anyone of them may be under the command of a service authority located outside the LO's voting area. The LO shall also supervise the work of the DROs that are designated to take the vote of CF electors.

Duties of Commanding Officer

6. Each CO shall provide all facilities and resources necessary to enable CF electors to cast their ballots at a federal electoral event in the manner set out in the Rules.

7. Immediately after being informed that the writs have been issued, each unit CO shall:

  1. prepare a list of the names of the electors serving in or attached to the CO’s unit. For Regular Force units, the preparation of the list is facilitated by accessing a unit SOR Information Report on the DND Human Resources Management System (HRMS). In a Reserve unit, the list shall be prepared based on the SORs held in unit records;
    1. the list shall be arranged alphabetically and shall indicate each elector’s surname, given name, initials, sex, rank, service number and if the SOR has been validated, the name of the electoral district or if the elector’s SOR has not been validated, the place of ordinary residence as indicated in the SOR; and
    2. the list shall be used for no other purpose than that described in subparagraphs 8. b. and c. Under no circumstances shall it be made available to candidates or others not involved in the taking of the CF elector’s vote. Any other uses of the list would contravene the provisions of the Privacy Act. Any inquiries regarding this list shall be answered by referring the inquirer to the office of the SVRA; ;
  2. publish a notice in unit orders informing CF electors that an election has been ordered and of the date fixed as civilian polling day. The notice shall state that, in accordance with the SVRs, a CF elector may vote before a DRO during such hours and on such days, as he or she may determine, during the period of six days commencing on Monday the 14th day before civilian polling day and terminating on the ninth day before civilian polling day. This notice shall be re-published at least twice in the orders of the unit prior to service polling day. The notice shall also be posted in a conspicuous location (and, where necessary, certified copies of the notice may be posted in several locations where CF members may read them and take notice of the location and the dates and times of the service polling station) and clearly indicate the location of each service voting place as well as the location of any mobile polls, if applicable;
  3. establish as many polling stations as are needed to take the votes of CF electors. Such polling stations shall be open not less than three hours a day and not less than three days, during the six day period referred to in subparagraph 7. b.;
    1. mobile polls may also be established in any area for the purpose of taking the votes of electors who cannot conveniently reach the voting places established at the elector's unit. Such mobile polls shall remain open for the taking of votes during such hours and on such days of the period of six days referred to in subparagraph 7. b. as the CO deems necessary to give all electors in the area a reasonable opportunity to vote;
    2. a joint polling station may be established where two or more units are in the same locality. In such cases, for the better administration of the Rules, it would be expedient for electors who are entitled to vote at these units to cast their ballots before one DRO; and
  4. notify the appropriate LO of the number and location of voting places, including mobile polls, as soon as possible after their establishment.

8. Within seven days of being informed that the writs have been issued, each CO shall:

  1. designate a sufficient number of electors as DROs to take the votes of electors serving in or attached to the CO's unit. In doing so, the CO should bear in mind that the functions of a DRO entail the application and enforcement of important rules and instructions, regardless of the DRO's rank or that of the elector casting a ballot; consequently, except in small units, all DROs shall be CF electors and officers in the rank of Lt or Capt; Senior DROs shall be in the rank of Maj;
  2. through the LO, provide the SVRA at the SVRA's head office in Ottawa with a copy of the list of designated DROs setting out their name and rank, and confirm to the SVRA in writing that the list of CF electors in the SVRA's unit was prepared and completed in accordance with subparagraph 7. a., and confirming the precise number of CF electors; and
  3. provide each designated DRO with one copy of the list prepared in accordance with subparagraph 7. a.

9. Forthwith upon receiving election materials and lists of the names of candidates, the CO shall:

  1. acknowledge receipt of election materials;
  2. distribute those materials in sufficient quantity to every DRO; and
  3. cause copies of those lists to be posted in prominent places, such as unit notice boards and in other conspicuous places.

10. Each CO shall further ensure that:

  1. voting facilities are provided in sufficient size and numbers to ensure that voting takes place in an orderly fashion;
  2. voting facilities are located as near as practicable to a post office, mail box or any other receptacle provided for mail. Where necessary, the CO shall take special service action to ensure timely and secure transport of the ballots;
  3. in conjunction with the LO and DROs, any special arrangements are made that are necessary for the transmission of completed outer envelopes to the SVRA, where existing postal facilities are inadequate to ensure timely receipt of the ballots to be counted;
  4. all necessary measures are taken to protect the secrecy of the ballots at service voting places; and
  5. when voting has been completed, all appropriate forms and documents are returned in accordance with paragraph 27.

Duties of Deputy Returning Officer

11. A DRO, officially designated by a CO, is the only official authorized by the Rules to take the votes of CF electors. A designated DRO is authorized to receive SORs completed before the DRO. While it is permissible that the DRO have clerical or other assistance, the DRO shall personally:

  1. supervise the operations in the voting place; and
  2. take the vote of all CF electors.

Information: About the Commanding Officer duties

These duties shall not be delegated to an assistant.

12. A DRO is responsible for ensuring that:

  1. the vote of CF electors is taken in strict conformity with the Rules;
  2. at least two instruction cards (Form EC78120) are posted in a conspicuous place in the voting place;
  3. he or she keeps readily available for consultation by electors –
    1. one copy of the Rules,
    2. one set of street indexes,
    3. one guide to federal electoral districts,
    4. one list of the names of candidates, and
    5. one copy of the list of electors prepared by the CO in accordance with subparagraph 7. a.
  4. sections 212, 213 and 214 of the Canada Elections Act, respecting the handling of the ballot, are strictly adhered to;
  5. for the protection of the secrecy of the vote:
    1. an undue number of persons are not allowed in the voting place at one time, and
    2. an elector who has voted, immediately leaves the voting place;
  6. the outer envelope containing the elector's declaration and showing the elector's current electoral district and electoral district's code is signed personally by the elector. Failure to do so will result in the ballot not being counted; and
  7. pursuant to section 211 of the Canada Elections Act, access is granted and facilities provided to enable a representative of a political party to act at the request of a candidate if the representative is a Canadian citizen and presents an authorization, in the prescribed form, completed and signed by the candidate.

Canadian Forces Electors who have a Physical Disability

13. If an elector is, because of a physical disability, unable to vote, the DRO shall assist the elector by completing the declaration on the outer envelope and writing the elector's name where his or her signature is to be written. The DRO shall then mark the special ballot as directed by the elector in his or her presence and in the presence of another elector selected by the elector as a witness. The DRO and an elector acting as witness shall sign the bottom part of the outer envelope indicating that the elector was assisted and keep secret the name of the candidate for whom the elector voted.

Determining Electoral District of a Canadian Forces Elector

14. The list of CF electors prepared by the CO and provided to the DRO shall be used as a guide in determining the elector's place of ordinary residence.

15. In the event that the electoral district of an elector is not shown on the CO's list, the DRO may determine the elector's correct electoral district from various publications, such as the Guide to Federal Electoral Districts and street index of metropolitan areas, which will be provided to the DRO by the office of the SVRA through the LO.

16. Where a street or highway separates an electoral district, the centre line of the street or highway shall be taken as the boundary of the districts.

Procedures for Casting of Vote

17. Before delivering a special ballot to an elector, the DRO before whom the vote is to be cast shall require the elector to make a declaration in the prescribed form as printed on the outer envelope (see Annex E) and to sign the declaration. The information on the declaration shall be consistent with the information contained in the elector's SOR.

18. A CF elector for whom a copy of a completed SOR is not held in the unit, but who indicates having previously completed an SOR, shall complete the prescribed form as printed on the outer envelope showing the address the CF elector certifies having declared on the SOR. In such circumstances, the DRO should first contact the LO to whom the DRO is responsible to request that the LO confirm to the DRO that the elector has made an SOR and the name of the elector’s electoral district.

19. Where an SOR does not appear to have ever been completed, the CF elector will complete such an SOR on Form EC78000 (DND 406 (06-00)) for members of the Regular Force or of the Special Force and for civilians who are qualified as CF electors, or Form EC78020 (DND 407 (06-00)) for members of the Reserve Force. The place of ordinary residence declared in the form at the back of the outer envelope shall be that shown on the CF elector’s newly completed SOR. The SOR shall be received personally by the DRO.

20. After the declaration at the back of the outer envelope has been signed by the elector and verified by the DRO, the DRO will hand the elector a ballot, an inner envelope and the outer envelope, which includes the elector's signed declaration. The DRO shall at this time inform the elector not to mark, in any way, the small inner envelope. Any markings on the inner envelope could be cause for rejection. The elector, secretly, will write in the names or initials and surname of the candidate of his or her choice from the list provided and fold the ballot. In the presence of the DRO, the elector will then insert the ballot inside the inner envelope, seal the inner envelope, place it in the outer envelope and seal the outer envelope.

21. The DRO shall inform the elector that, in order to be counted, the outer envelope must be received by the SVRA in Ottawa not later than 1800 hours on civilian voting day. In all likelihood arrangements will already have been made for the transmission of all outer envelopes by DND means. The DRO will then invite the elector to deposit the envelope in a selected mail container. Should such arrangements not be available, or should the elector wish to forward his or her ballot by other means, the outer envelope shall be returned to the elector and the elector shall be informed of the nearest post office, mail box or other facility through which the envelope containing the elector's ballot may be dispatched expeditiously to the SVRA.

22. Wherever outer envelopes are being mailed, the DRO shall ensure that the necessary postage is paid to the elector. Receipts for such expenditures must be kept for reimbursement.

Voting by Deputy Returning Officer

23. A DRO may vote in the same manner as every other elector after completing the declaration printed on the outer envelope.

Spoiled Ballot Paper

24. Where an elector has inadvertently dealt with a ballot paper in such a manner that it is spoiled and it cannot be used, the elector shall return it to the DRO. The DRO shall mark the special ballot as spoiled by defacing it to indicate that it is spoiled. The DRO shall then classify it as a spoiled ballot and hand another ballot paper to the elector.

25. An elector shall not be given more than one other ballot paper.

Return of Election Material During and After the Service Voting Period

26. The DRO shall transmit to the appropriate CO:

  1. the outer envelopes that contain the marked special ballots as often as possible during the service voting period; and
  2. after the service voting period:
    1. any unused or spoiled outer envelopes;
    2. any unused or spoiled special ballots and unused inner envelopes; and
    3. in a separate and clearly identified parcel, every SOR completed at the time of voting.

27. Upon receipt of the election materials described in paragraph 26, the CO shall transmit:

  1. to the SVRA all documents and election materials received from the DRO; and
  2. to the CO of the CF elector the original and one copy of the SORs.

Printed Forms

28. The following DND form numbers have been allotted to the respective forms referred to in the Rules:

  1. Form EC78000, (DND 406 (06-2014)) Statement of Ordinary Residence, Regular Force; and
  2. Form EC78020, (DND 407 (06-2014)) Statement of Ordinary Residence, Reserve Force.

29. The forms listed in paragraph 28 are the only forms authorized for the taking of service votes provided by the DND. They are available through Canadian Forces Publication Depot (CFPD), the Defence Forms Catalogue on the Defence Intranet Network (DIN) or the Elections Canada website. All other forms and declarations referred to in this publication will be supplied at the time of an election by Elections Canada through COs and LOs.

Accounting

30. Elections Canada is responsible for all expenditures associated with the taking of votes during a general election. Each unit shall keep an accurate record of expenditures, retain all receipts where applicable and, on the date of the civilian polling day or such date as NDHQ/JAG/Coord Offr, SVR may determine, submit a detailed report to NDHQ/JAG/Coord Offr, SVR.

Additional Information

31. The Office of the JAG website contains other information on federal, provincial and territorial electoral events. The Office of the JAG website can be consulted here. The site is also available on the Defence Intranet Network (DIN). The Elections Canada website can be found here.

List of Annexes

Annex A– Designation Order issued by the Chief of  the Defence Staff and dated December 13, 2000, designating the ADM (RS) as the officer authorized to grant permission under QR&O article 19.44 (7)(c)

Annex B – Order in Council P.C. 1989-583 of April 6, 1989 – Order Placing the Members of the CF on Active Service for the Purpose of Fulfilling Canada's Obligations under the North Atlantic Treaty

Annex C – Statement of Ordinary Residence – Regular Force

Annex D – Statement of Ordinary Residence – Reserve Force

Annex E – Declaration – Outer envelope for Canadian Forces electors

Annex A - Designation Order

I, General Maurice Baril, Chief of the Defence Staff, pursuant to sub-paragraph 19.44 (7) (c) of the Queen’s Regulations and Orders for the Canadian Forces do hereby:

  1. revoke all previous orders delegating my authority under the above mentioned paragraph and all previous orders designating somebody to act on my behalf pursuant to the same sub-paragraph; and
  2. designate the officer whom from time to time holds the appointment of Chief of Review Services to exercise on my behalf the authority to grant permission to a member of the regular force to accept an office in a municipal corporation or other local government body or to allow himself or herself to be nominated for election to such office.

J.M.G. Baril
General
Chief of the Defence Staff

Dated at Ottawa, Canada
this        day of December, 2000

Annex B

26/4/89         Canada Gazette Part II, Vol. 123, No. 9

Registration
SI/89-103                26 April, 1989

NATIONAL DEFENCE ACT

Order Placing Members of the Canadian Forces on Active Service for the Purpose of Fulfilling Canada's Obligations Under the North Atlantic Treaty

P.C. 1989-583                 6 April, 1989

Whereas it is desirable, in consequence of action undertaken by Canada to provide forces for collective defence under the North Atlantic Treaty, to place officers and non-commissioned  members of the Canadian Forces on active service;

Therefore, Her Excellency the Governor General in Council, on the recommendation of the Minister of National Defence, pursuant to paragraph 31(1)(b)* of the National Defence Act, is pleased hereby, for the purpose of fulfilling Canada's obligations under the North Atlantic Treaty, to place

  1. officers and non-commissioned members of the regular force of the Canadian Forces on active service anywhere in or beyond Canada; and
  2. officers and non-commissioned members of the reserve force of the Canadian Forces on active service anywhere beyond Canada.

QUEEN'S PRINTER FOR CANADA, OTTAWA, 1989

Statement of Ordinary Residence Form for Regular Force Members.

Annex C - Statement of Ordinary Residence – Regular Force

National Defence

Statement of Ordinary Residence (SOR)
Regular Force of the Canadian Forces

Canada Elections Act - Special Voting Rules

(This form may also be used by members of the Special Force of the Canadian Armed Forces (CAF) and by persons who are employed outside Canada by the CAF as teachers in, or as members of the administrative staff for, a CAF school. See sections 194 and 196 of the Canada Elections Act)

Full Name and Contact Infomation 

1. [Family Name], [Given Name], [Middle Name]

2. [Date of birth: yyyy-mm-dd]

3. [Gender] :

  • [Male]
  • [Female]

4. [Service number (optional)]

5. [Rank]

6. [Language]:

  • [English]
  • [French]

Canadian Address of Ordinary Residence (It determines for which electoral district your vote will be counted)

If you are changing your address of ordinary residence, check here: [check box]

7.

  • [Number and street]
  • [Apartment/Unit]
  • [City, Town, Village or Municipality]
  • [Province/Territory]
  • [Postal code]
  • [Lot and concession numbers, if applicable]
  • [Section, township, range, meridian, if applicable]

Current Mailing Address (Used to communicate with you)

If same as address of ordinary residence, check here: [check box]

8.

  • [Current mailing address]
  • [City, Town, Village or Municipality]
  • [Province/Territory/State]
  • [Country]
  • [Postal code]

Declaration

9. If you do not want your personal information to be added to the National Register of Electors, check here: [check box]

I declare that:

  • I am a Canadian citizen and will be at least 18 years old on election day; and
  • All of the statements made in this form are true and correct.

[Signature of the Canadian Armed Forces elector, Date]

Document Retention

Pursuant to section 196 of the Canada Elections Act, keep a copy of this SOR in the unit in which the CAF elector is serving. Once the original has been validated by Elections Canada and returned to the unit, replace the copy with the original.

DND 406 (06-2014)
7530-21-907-5621
EC 78000-W (06/2014)

Excepts From The Canada Elections Act

Statement of Ordinary Residence - Act 194

Statement of Ordinary Residence - Act 196

Statement of Ordinary Residence Form for Reserve Force Members.

Annex D - Statement of Ordinary Residence – Reserve Force

National Defence

Statement of Ordinary Residence (SOR)
Reserve Force of the Canadian Forces

Canada Elections Act - Special Voting Rules

(See sections 195 and 197 of the Canada Elections Act)

Full Name and Contact Infomation

1. [Family Name], [Given Name], [Middle Name]

2. [Date of birth: yyyy-mm-dd]

3. [Gender] :

  • [Male]
  • [Female]

4. [Service number (optional)]

5. [Rank]

6. [Language]:

  • [English]
  • [French]

Canadian Address of Ordinary Residence (It determines for which electoral district your vote will be counted)

If you are changing your address of ordinary residence, check here: [check box]

7.

  • [Number and street]
  • [Apartment/Unit]
  • [City, Town, Village or Municipality]
  • [Province/Territory]
  • [Postal code]
  • [Lot and concession numbers, if applicable]
  • [Section, township, range, meridian, if applicable]

Current Mailing Address (Used to communicate with you)

If same as address of ordinary residence, check here: [check box]

8.

  • [Current mailing address]
  • [City, Town, Village or Municipality]
  • [Province/Territory/State]
  • [Country]
  • [Postal code]

Declaration

9. I declare that:

  • I am a Canadian citizen and will be at least 18 years old on election day; and
  • All of the statements made in this form are true and correct.

[Signature of the Canadian Armed Forces elector, Date]

Document Retention

Pursuant to section 197 of the Canada Elections Act, keep a copy of this SOR in the unit in which the CAF elector is serving while on full-time training or active service. SORs for Reserve Force members must not be forwarded to Elections Canada.

If you have any questions about this form, please contact your orderly room.

DND 407 (06-2014)
7530-21-870-7811
EC 78020-W (06/2014)

Excepts From The Canada Elections Act

Statement of Ordinary Residence - Act 195

Statement of Ordinary Residence - Act 197

Outer Envelope and layout of the text to fill on its cover.

Annex E - Outer Envelope For Canadian Forces Electors

EC 78200 (03/2014)

Front of envelope

  • [Name of elector]
  • [Electoral district]
  • [This box is for office use only] (stated in a field box on the right-hand side)
  • I, the undersigned, declare that my name is as stated above.
  • [Elector's Signature]
  • [Date]

Back of envelope

  • Did you sign and date this envelope? [Check box]
  • Your ballot will not be counted if this envelope is not signed.
  • To be signed only when an elector has received help in voting (stated in a field box at the bottom of the envelope)
  • [Signature of deputy returning officer]
  • [Signature of an elector acting as a witness]


Footnotes

 * R.S. 1985, c. 31 (1st Supp.), s 60 (Sch. I, item 14)

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