Liaison Officer (LO) Briefing - Special Voting Rules - 42nd General Election

Alternate Formats

(updated 27 August 2015)

Military Voters Act of 1917

Military officers voting by a car in the year 1917.

Military officers voting in the field during war in 1917.

Nuns and nurses voting in a military camp in 1917.

CF Voting Statistics Over The Last 5 General Elections

GENo. of CF electorsNo. / % of CF electors voting at military pollsCivilian Voter Turnout
37th 57,082 19,020 / 33.3% 61.2%
38th 62,436 23,344 / 37.4% 60.9%
39th 60,878 20,722 / 34% 64.7%
40th 62,401 23,034 / 37.8% 58.8%

Outline

  1. Introduction
    1. Overview: Canada Elections Act (calendar- 36 days or more)
    2. Election Officials: Role and Responsibilities
  2. Liaison Officers
    1. Voting Territories and Areas
    2. Duties of Liaison Officers
    3. Service Voting Period and Notice of Election
  3. Political Activities - Restrictions
    1. On Defence Establishments
    2. By Canadian Forces Members
  4. Service Voting Procedure
    1. Qualifications and Entitlements to Vote
    2. Incarcerated Electors
    3. Statement of Ordinary Residence
    4. Voting at Civilian Voting Place
    5. Method to Take the Service Vote
    6. Duties of Commanding Officers
    7. Duties of Deputy Returning Officers
    8. Procedure for Casting Votes
    9. Duties of Coordinating Officer and Deputy Returning Officer After Service Voting Period
    10. Crucial Dates for Liaison Officers/Deputy Returning Officers
    11. Financial Control - DCSFA

 References

  • Canada Elections Act (CEA). The Special Voting Rules (SVRs) can be found at Part II of the CEA (sec. 177 to 282).
  • Federal, Provincial and Territorial Elections (CFAO 99-9) Cancelled (2014)
  • Federal, Provincial and Territorial Electoral Events, AFederal, A-LG-007-000/AF-001 (CDS Publication) Updated (2015)
  • QR&O 19.36 (Disclosure of Information or Opinion)
  • QR&O 19.37 (Permission to Communicate Information)
  • QR&O 19.44 (Political Activities and Candidature for Office)
  • Morale and Welfare Policy Manual Vol 2, Canadian Forces Newspapers 2, (formerly CFAO 57-5 (Unofficial Service Papers))
  • CF Publication BCF B-GS-005-000/AG-001 Provision of Services Manual

Overview

Canadian Forces (CF) Electors vote at federal general elections pursuant to the Canada Elections Act (CEA), Part 11, Division 2, in one of two ways:

  1. an elector voting under the SVRs may vote at a service polling may station, for a candidate running in the electoral district that includes the place of ordinary residence that the elector has named in his or her Statement of Ordinary Residence (SOR) (s. 192 of the CEA); OR
  2. an elector who has not voted under the SVRs may vote at a may civilian voting polling station established for the polling division of the elector's place of ordinary residence named on his/her SOR but only if he/she ordinarily resides in the electoral district referred to his/her SOR, as of polling day (s. 193 of the CEA).

Context

Limited awareness of CF voting modalities within the CF electorate

  • Long lasting issue historically
  • Many CF electors not sure of when or where to vote
  • Many CF electors not aware of their SOR voting address

Recent changes and ongoing improvements with the list of CF electors

  • CF electors no longer on a list separate from the National Registry of Electors (NROE)
  • As of 15 November 2011, the CF electors list has been fully integrated in the NROE
  • CF electors no longer receive a VIC (s. 95 CEA)

Federal, Provincial and Territorial Electoral Events Manual (A-LG-007-000/AF-001)

  • Section 3 – Political Activities on Defence Establishments and by Members of the Canadian Forces, and Measures Facilitating the Exercise of the Right to Vote
  • Section 4 – Eligibility to Vote of Canadian Forces Electors
  • Section 5 – Service Voting Procedures – Organization for Taking Votes of Canadian Forces Electors

Chief Electoral Officer (CEO)

Special Voting Rules Administrator (SVRA) & Military Vote Coordinator

Coordinating Officer (Coord O)

Liaison Officers (LO)

Commanding Officers (CO)

Deputy Returning Officers (DRO)

Admin/Fin Clerks (RMS)

Chief Electoral Officer

Incumbent: Mr. Marc Maynard

16. (1) The Chief Electoral Officer shall

  1. exercise general direction and supervision over the conduct of elections;
  2. ensure that all election officers act with fairness and impartiality and in compliance with this Act;
  3. issue to election officers the instructions that the Chief Electoral Officer considers necessary for the administration of this Act; and
  4. exercise the powers and perform the duties and functions that are necessary for the administration of this Act.

(s. 16 of the CEA)

Special Voting Rules Administrator

Incumbent: Mr Paul Legault, Elections Canada

181. The Chief Electoral Officer shall appoint, in the prescribed form, a special voting rules administrator.

182. The special voting rules administrator shall

  1. secure suitable premises;
  2. retain the oath of office of each special ballot officer
  3. obtain from the liaison officers the lists prepared under paragraph 204 (1)(b) - (i.e. lists of the names of the electors at each CF unit);
  4. obtain from the liaison officers the lists of the names of deputy returning officers that the commanding officers are required to provide;
  5. distribute the election materials and the list of candidates;
  6. receive, validate, examine, and sort the completed outer envelopes that contain special ballots marked by electors;
  7. proceed with the counting of the votes of electors; and
  8. communicate the results of the votes cast in accordance with this Part.

(s. 181-182 of the CEA)

DND Coordinating Personnel

DND Coordinating Officer (DND Coord Offr): Col V. Joshi

DND Deputy Coordinating Officer (DND Deputy Coord Offr): LCol R. Strum

Elections Administration Officer (Elections Adm Offr): Suzanne Touchette

Elections Administration Clerk (Elections Adm Asst): Jeannine Lepine & Luc Racine

The Minister of National Defence (MND) shall designate a person as DND Coordinating Officer (DND Coord Offr) to work, during and between elections, with the CEO in carrying out the purposes and provisions of this Division.

With respect to provincial and territorial events, the DND Coord Officer informs, through CANELECTGEN, service members of the terms and conditions under which they may cast their vote.

Liaison Officers and Support Staff

On being informed of the issue of the writs the Minister of National Defence shall designate one or more electors to act as liaison officers for the vote (s. 201 of the CEA).

On being designated, a liaison officer shall communicate with each commanding officer in respect of whose unit the liaison officer has liaison duties, with respect to any matter that relates to the vote (s. 203(1) of the CEA).

A liaison officer shall cooperate with the Chief Electoral Officer in the administration of the vote (s. 203(2) of the CEA).

During the last election 12 LOs were appointed

  • One Admin Clerk in each voting area; and
  • One Fin Clerk and one Admin Clerk in Ottawa.

Commanding Officers
(Statutory duties of Commanding Officers - sections 204 to 209 of the Canada Elections Act)

When informed that the writs are issued

  1. publish a notice in unit orders; and
  2. prepare a list of names of the electors at his or her unit.

Within seven days of being informed that the writs have been issued

  1. establish polling stations;
  2. designate Deputy Returning Officer (DRO) for each station;
  3. provide list of DROs and of electors to CEO;
  4. provide list of electors to DROs.

Other duties

  1. provide the facilities to permit the vote;
  2. fix voting times; and
  3. publish notice of voting dates/times/places.

Upon receipt of elections materials & list of candidates

  1. distribute materials & list to DROs; and
  2. post lists of candidates in conspicuous places.

Deputy Returning Officers
(Sections 210 to 219 of the Canada Elections Act)

Duties and responsibilities:

  • personally supervise the operations in the voting place;
  • personally take the vote of all CF electors;
  • receive Statement of Ordinary Residence (SOR); and
  • control voting materials until returned to Commanding Officer (CO) who will forward them to Chief Electoral Officer.

Voting Territory

For the purpose of the SVRs (Part II of the CEA), there is one voting territory with headquarters in Ottawa (see s. 180 of the CEA). The territory is divided into five voting areas:

  • Central voting area - HQ Ottawa - 4 LOs
  • Eastern voting area - HQ Halifax - 3 LOs
  • Western voting area - HQ Edmonton - 3 LOs
  • Europe voting area - HQ Geilenkirchen - 1 LO
  • U.S.A. voting area - HQ Washington - 1 LO

Voting Areas

RegionsHeadquartersVoting Areas
Central (HQ Ottawa) 4 LOs
  • Ontario
  • Quebec
  • OUTCANS including:
    • Attachés, Liaison & Exchange Officers around the world
    • MSGU
  • CFS Alert
  • UN missions
  • all deployed Ops
Eastern (HQ Halifax) 3 LOs
  • PEI
  • NB
  • NS
  • NFLD
Western (HQ Edmonton) 3 LOs
  • Manitoba
  • Saskatchewan
  • Alberta
  • British Columbia
  • Yukon
  • Northwest Territories
  • Nunavut
  • Canadian Forces Service Prison and Detention Barracks (CFSPDB)
  • Ontario (any units located west of Thunder Bay)
Europe (HQ Geilenkirchen) 1 LO
  • Europe, including SHAPE Brussels, etc.
  • Turkey
USA (HQ Washington) 1 LO
  • all locations in USA
  • Iceland

Central Voting Area:

(HQ Ottawa) - 4 Liaison Officers

LO 1. Province of Ontario (less the Lakehead district - assigned to "Western Voting Area" and Nunavut Territory)

LO 2. Province of Quebec

LO 3. National Capital Region and overseas personnel supported LO by CFSU(O) (e.g. CF Attachés, Military Security Guard Units, etc) including exchange and liaison officers NOT SUPPORTED by CDLS(W) / "USA Voting Area" and CFSU(E) / "Europe Voting Area"

LO 4. CJOC - deployed operations (e.g. NATO and UN missions, etc) plus CFS Alert and CE 12 SW Sqn, Thule

General Duties of Liaison Officers

Designated by the Minister (s. 201 of the CEA)

  • Shall cooperate with and support the CEO and Coord O in the administration of the votes of CF electors (s. 203 of the CEA)
  • Ensure that all CF electors are given the opportunity to vote
  • Crucial role in liaising with COs and Military Vote Coordinator or Special Voting Rules Administrator (SVRA)
  • Crucial role in liaising with DROs

Main Function of Liaison Officers

The main function of LOs is to ensure that every CF elector and Deputy Returning Officer receives all necessary information concerning the voting procedures, that they are given the opportunity to vote, and that the completed ballots reach the SVRA NO LATER THAN 1800 hrs on civilian polling day (19 October 2015)

Specific Duties of Liaison Officers

  • your primary duty throughout this election period will be as a LO. Ensure that other duties are handed over.
  • need to be familiar with Federal, Provincial and Territorial Electoral Events Manual and selected portions of the SVRs - Part II of the CEA
  • set up a HQ (office with computer (access to DIN and Internet), phone and fax line) in assigned voting area
  • one LO should be designated as the Senior LO for the area
  • divide the voting area among the LOs responsible for the area
  • inform Coord Offr and SVRA of the LO office addresses, phone numbers, fax numbers and e-mail addresses as well as the name of Senior LOs
  • each LO designated in a voting area shall immediately, on being designated, communicate with each CO in respect of whose unit the LO has liaison duties, with respect to any matter that relates to the vote
  • provide direct liaison between COs and Military Vote Coordinator or SVRA
  • each LO shall deal directly with COs located in his voting area irrespective of whether any such CO is under the command of a service authority located outside his voting area
  • identify the units in area of responsibility and contact each CO [Unit Records [Section (URS) - Unit Identification Code (UIC)] in voting area - a list of all URSs is provided to all LOs. The list includes the UIC codes that belong to each URS, and number of CF members at each UIC
  • advise COs of their duties under the rules (s. 204 to 209 of the CEA)
  • ensure that the list of CF electors is prepared properly and forwarded, on time, to the SVRA
  • DROs are appointed by COs. It may not be necessary that each unit have a DRO. Base Comds may wish to group some units together with one DRO.
  • DROs are to be reminded of the source materials to guide them in the performance of their duties
  • provide the Military Vote Coordinator or SVRA with mailing address for shipment of voting materials as soon as possible
  • ensure the distribution of voting materials to all of their units through the SVRA
  • ensure the return of all ballots by 18h00 on civilian polling day to the SVRA, Ottawa (s.214 (1) and 212 to 215 of the SVRs)
  • Separate from the return of ballots, ensure the return of all miscellaneous voting material to the SVRA Ottawa within one week following the vote by the least expensive method
  • ensure financial control and recovery in accordance with [ADM(FIN CS)/DCMFA] financial instructions

Service Voting Period

Service voting must occur between the 14th (5 Oct 15) and 9th (10 Oct 15) day before civilian polling day (both dates inclusive). A CO must determine when, during that period, polls will be open. (s. 190 - def. of voting period and s. 208 of the CEA)

The minimum requirements are:

  • duration of at least 3 days and at least 3 hours per day (s. 205(3) and 208 of the CEA)
  • where beneficial or necessary, polls should be opened after hours and on Saturday

Requests for extensions can be made:

  • must be made to the SVRA for approval
  • reasons must be substantiated in written requests
  • previous examples: CFS Alert, submarines, FOBs in Afghanistan

Notice of Election

First Notice - When writs have been issued each CO shall publish, as part of unit orders, a notice informing electors:

  • that an election has been called;
  • of the polling date;
  • that CF electors may vote under SVRs
  • that he will designate DROs; and
  • that he will fix the voting times during the voting period (s. 204 of the CEA)

Second Notice - During each of three or more days before the voting period and on each day on which the vote is held, each CO shall publish in his or her unit's orders and put in a conspicuous place a notice that states:

  • the days on which the electors may vote;
  • the precise location of, and the voting hours at, each polling station, other than a mobile polling station; and
  • in the case of a mobile polling station, its location and the anticipated period during which it is to remain at that location.

(s. 208 of the CEA)

Political Activities on Defence Establishments - Commanding Officer's Responsibilities

A CO shall ensure that any activity that takes place on a defence establishment, including a base or unit, under his command does not affect the actual or perceived political neutrality of the CF (QR&O art. 19.44(2)).

The above-mentioned obligation does not apply to any activity that takes place within the confines of married quarters in Canada (QR&O art. 19.44(3)).

The responsibility to enforce regulations rests with COs and Base Comds, not the LOs.

In particular, no CO shall:

  1. except in exceptional circumstances and where no practical alternative can be found and the Minister approves the request, allow a political meeting to be held or a political speech to be delivered on a defence establishment; and
  2. allow the display of political advertising anywhere on a defence establishment in areas exposed to public view.

(QR&O art. 19.44(2) and (6) and definitions of political advertising, political meeting and political speech of this article)

Political Meeting or Speech - Exceptional Circumstances

In exceptional circumstances, and where no practical alternative location can be found, the Minister may authorize the use of a defence establishment or any part thereof for the conduct of a political meeting or the delivery of a political speech. (QR&O art. 19.44(6))

Information: Political Use

An application from any political party organization or person who wishes to use DND facilities for political purposes is subject to QR&O article 19.44. Where a political speech or other activity of a political nature is likely to form part of a proposed function, the application shall be referred to NDHQ with the recommendation of the officer commanding the command or formation for ministerial consideration under QR&O 19.44(6).

Civilian Polls on Defence Establishments - No Other Suitable Location

Upon the request of an appropriate election officer, a CO may authorize the setting up of a civilian poll in a defence establishment if:

  • the civilian poll is intended mainly for the convenience of the federal civilian employees and their dependants or CF electors and their dependants
  • no other suitable location for setting up the civilian poll is available locally
  • the intended use of the defence establishment will not, in his/her opinion, conflict with military interest

Canada Elections Act s. 122(3) - Polling stations in federal buildings

Any request of this nature must be reported forthwith to NDHQ/JAG/DND Coord Offr SVR

Political Activities on Defence Establishments - Canvassing and Advertising

  • No CO shall allow political canvassing or the distribution of political advertising, other than by mail, anywhere on a defence establishment (QR&O art. 19.44(2)(c))
  • A CO shall permit political canvassing and the distribution of political advertising to single quarters and married quarters if, having regard to security and privacy requirements, the canvassers or distributors can be given access to such quarters (QR&O art. 19.44(4)).
  • The Chief of the Defence Staff (CDS) may authorize the broadcast, through CF broadcasting facilities, of free-time political broadcasts (QR&O art. 19.44(5)).

Political Activities on Defence Establishments - Service Newspapers

No political advertising shall be published in an unofficial Service newspaper (para. 10(b) of Canadian Forces Newspapers policy). You can find that policy under the Elections tab of the JAG Websites.

An unofficial Service newspaper is defined as an authorized newspaper, news summary, news bulletin or news magazine that is prepared and distributed by a formation, unit or other element to disseminate news to members of the CF and their dependants, but does not include an official or public-funded publication (para 4 of Canadian Forces Newspapers policy).

Political Activities by CF Members - Restrictions

Prohibited activities:

  • No member of the Regular Force shall:
    1. take an active part in the affairs of a political organization or party;
    2. make a political speech to electors, or announce himself or allow himself to be announced as a candidate, or prospective candidate, for election to the Parliament of Canada or a provincial legislature; or
    3. except with the permission of the CDS, accept an office in a municipal corporation or other local government body or allow himself to be nominated for election to such office.
      (QR&O 19.44(7))
  • No officer or non-commissioned member shall organize or take part in a political meeting on a defence establishment.

Information: Political meetings and speeches

Examples of meetings or speeches that might be considered to be political meetings or political speeches are those that are designed to:

  1. solicit votes for a candidate in a federal, provincial or municipal election;
  2. solicit funds to support a candidate in a federal, provincial or municipal election or a political party; or
  3. organize a lobby to maintain or change public policy at the federal, provincial or municipal level.

List of CF Electors - Service Vote

For the purpose of service voting, there is a requirement to ascertain the names of all CF electors. The enumeration of CF electors by their unit, through the preparation of a list of electors, is essential for the LOs and and DROs in the taking of the service vote.

ALPHA List

  • Includes all Regular Force + Class "C" Reservists
  • Does not include civilian teachers
  • Does not include any eligible Reserve Force members on Class “B” service

Unit CAF Elector List – Available through HRMS

  • No automatic screen viewing
  • Unit Clerks need to access HRMS or use individual pers files

Canadian Forces Elector - Qualifications and Entitlements to Vote

  • Canadian Citizen*
  • 18 years of age or over on polling day
  • Member of the Regular Force
  • Member of the Reserve Force on full-time training or service or on active service
  • Member of the Special Force
  • Civilian elector who is employed outside Canada by the CF as a teacher in, or as a member of the administrative support staff for a CF school

(s. 2, (def. of elector), 3, 11, 177, 190 and 191 of the CEA)

Statement of Ordinary Residence

  • Members of Regular Force - must complete on enrolment.
  • Members of Reserve Force not on active service - must complete where on full-time training or service between date of issue of writs and the Saturday preceding civilian polling day (s. 195(1) of the CEA).
  • Members of Reserve Force on Active Service - must complete when placed on active service (s. 195(2) of the CEA).
  • SOR completed at the polling station are sent to the SVRA except for SORs completed by Reserve Force members - significant issue in 2008 election

(s. 194 and 195 of the CEA)

Location of Ordinary Residence

On enrolment or transfer to the Regular Force, Reserve Force, Special Force or for qualified teachers and administrative support staff hired by the CF, the SOR indicates:

  • the person's surname, given names, sex and rank;
  • the person's date of birth;
  • the civic address of the person's place of ordinary residence in Canada immediately before the enrolment, transfer or hiring; and
  • the person's current mailing address.

(refer to s. 194 and 195 of the CEA)

Amendments to Statement of Ordinary Residence (SOR)

  • Members of Regular Force may amend their SOR at any time (was once a year before).
  • Comes into effect 60 days after its reception by the CO of the unit responsible for the records (URS), except when made during an election period.
  • If made during an election period, it comes into effect 14 days after polling day.
  • Last day for amendment was 1 Aug 15.
    (refer to s. 194(5) and 195(6) of the CEA)

Criteria for Selecting Place of Ordinary Residence When Amending an SOR

A CF elector's ordinary residence is one of the following locations:

  • 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;
  • the place where the member is residing by reason of his or her performance of services as a member of the CF; or
  • the elector's place of his or her ordinary residence immediately before being enrolled in or hired by the CF.
    (refer to s. 194(4) and (5) of the CEA)

Voting at Civilian Voting Place

Voting at a civilian voting place is authorized if:

  1. the elector completed a statement of ordinary residence;
  2. the elector actually resides in the electoral district that the elector has named in his or her SOR;
  3. the elector's name is included on the National Register of Electors or
    1. provides satisfactory proof of identity and residence, or
    2. provide two pieces of ID with name and have someone who knows the elector attest to the address. This person must show proof of identity and address, and be registered in the same polling division. This person can attest for only one person; and
  4. has not voted under the SVR (Part II of the CEA) at a service voting place.

(s. 143, 149, 161, 192 and 193 of the CEA)

Methods to Take the Service Vote

  • Fixed voting place: polling station established at the unit.
  • Joint polling stations: if two or more units are in the same locality and it would be expedient that CF electors cast their ballots before one DRO (refer to s. 207 of the CEA).
  • Mobile poll: if elector cannot conveniently reach the polling stations established at the elector's unit (refer to s. 206 of the CEA).
  • Individual DRO: may be appropriate for remote locations and where few CF members are located.

Methods to Take the Service Vote - Members in Hospital

  1. If DRO designated to take the vote of members in hospital and the officer in charge of the hospital approves, designated DRO may go from room to room (refer to s. 217(3) of the CEA)
  2. If DRO is not designated to take the vote of members in hospital, the DRO appointed for the unit to which the hospital belongs may take the ballot of electors (refer to s. 217(2) of the CEA)

Methods to Take the Service Vote - CF Elector Absent from Unit

  • CF elector absent from unit on duty or leave may vote at a service voting place of any base, unit or element, in or outside Canada, if the elector produces satisfactory evidence that he or she is a qualified CF elector.
  • An effective approach to this problem is for the CO to ensure that leave forms or travel claims have a notation showing the electoral district.
  • Each LO will be provided with an alphabetical list of all CF electors and will be able to confirm, on request from a DRO of his or her voting area, that the member has completed a SOR as well as voting confirming the name of the member's electoral district.

Methods to Take the Vote (service or Civilian) Incarcerated Elector

  • May vote at a service voting station if elector is in a detention barrack or service prison
  • Before a DRO if in a civil correctional institution

(ss. 4 (c) , 5, 177 (def. of incarcerated elector) of CEA)

Two CANELECTGEN

First Message:

  • On Issuance of Writs
  • General Guidance Information

Second Message:

  • Notification of Candidate Nominations

Duties of Commanding Officers
(Forthwith, when writs issued)

  • Provide facilities and resources as required
  • Prepare, alphabetically, a list of electors with assigned electoral districts (for 2015, there is an increase from 308 to 338 electoral districts)
  • Publish, in Routine Orders, a notice of election
    (s. 204 of the SVR)
  • Establish an appropriate number of polling stations, including joint polling stations or mobile polls where appropriate; notify the appropriate LO of the number and location of voting places, including mobile polls

Preparation of the List of Canadian Forces Electors

Within 7 days of issuance of the writs, an updated list of CF electors must be prepared by CO or Base Comd:

  • the surname, given name, initials, sex, rank, service number and the name of the electoral district shown on the member’s statement of ordinary residence:
    1. if the elector’s statement of ordinary residence has been validated, the name of the elector’s electoral district; or
    2. if the elector’s statement of ordinary residence has not been validated, the place of ordinary residence as indicated in the statement of ordinary residence.

Duties of Commanding Officers
(Within 7 days of writs issued)

  • Designate a sufficient number of DROs to take the vote of CF electors serving in, or attached to, the unit (consider duties of DRO at para. 45 and 46 and that he has to personally take the vote of all CF electors in the voting place)
  • Provide the SVRA at the Office of the CEO, through the LO, the list of electors and ranks/names of DROs
  • provide DROs with a copy of the list of electors prepared in with accordance with para. 41(a) of the CFAO 99-9

(see also s. 205 of the CEA)

Duties of Commanding Officers
(On Receiving Election Materials)

  • Acknowledge receipt
  • Distribute to every DRO in sufficient quantities
  • Cause copies of lists of candidates to be posted in conspicuous places

(refer to s. 209 of the CEA)

Additional Duties of Commanding Officers

  • Ensure that voting facilities are provided
  • Provide special mailing facilities/support if required
  • With LO, arrange transportation of ballots and materials
  • Protect secrecy of the ballots
  • Return election materials to SVRA

Duties of Deputy Returning Officers

  • Personally supervise the operation of voting places
  • Personally take the vote of CF electors
  • Be familiar with DRO's Manual (Deputy Returning Officer Guidebook – Canadian Forces Electors) EC 78130 (05/15)
  • Execute new SORs where necessary for where Reg and Res F members
  • Ensure that 2 or more voting instructions cards for Canadian Forces Electors (Form EC 78120) are put in conspicuous places (s. 210 of the SVR)
  • Keep available for consultation: one set of street indexes, one guide to electoral districts, and one list of candidates (s. 210 (b) of the CEA)
  • Protect secrecy of vote
  • Ensure that the outer envelope is signed personally by elector and reflects the correct information (s. 212 and 213 of the CEA)
  • Grant access, to voting area, to authorized representatives of political parties; an authorization in the prescribed form signed by the candidate for the party should be in the possession of the representative of the political party (s. 211 of the CEA)

Documents Available for Consultation by Electors

  • Part II of the CEA (SVRs)
  • Street indexes
  • Guide to federal electoral districts
  • List of names of candidates

(see s. 210 of CEA)

Kabul 2004 - Military officers posted in Kabul are registering to vote

Procedures for Casting Vote

  • DRO requests that elector completes and signs outer envelope indicating electoral district in which elector will vote
  • If no SOR, elector may complete one of the following:
    • EC 78000 or DND 406 - Regular Force/Civilian Teachers/Staff
    • EC 78020 or DND 407 - Reserve Force
  • Ballot, inner and outer envelopes to elector
  • Elector writes given names or initials and surname of candidate
  • Elector seals all envelopes in presence of DRO
  • Must be received by SVRA no later than 18h00 on civilian polling (s. 214, def. of polling day at s. 2 of the CEA)
  • Postage paid
  • Elector who spoils his/her ballot may return it to the DRO who give that elector an additional special ballot (may not be given more than one additional special ballot)

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

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]

Inner Envelope

EC 78840 (09/98)

Place the marked ballot inside this envelope, seal it, and place it inside the outer evelope.

Ballot

Example of ballot pecimen with text:

I vote for: [name (or initials) and surname of candidate of your choice]

 

 

Military officer in the process of voting behind an Elections Canada voting station.

Another military voter standing behind an Elections Canada voting station ready to vote.

Setting Up a Central Polling Place

This diagram represents a set-up of multiple polling stations in one room 60 feet by 73 feet wide. As the electors enter the room, they will notice 3 polling stations on each side of the room. In the center of the room is located a station with a Central Poll Supervisor and an Information Officer facing the entrance doors. Further behind them is the Registration Officer station with four Representatives sitting behind it against the back wall.

Setting Up a Central Polling Station

This diagram represents the set-up of a polling station floor plan. The illustration shows a room having the main DRO station in the center facing the entrance doors. This is where the electors walk up to as they enter the room. There are four tables (two on each side) parallel to the wall where the representatives sit facing the DRO center table. Each table are 3 feet by 6 feet. The voting screen is situated behind the DRO station and is 2 feet by 3 feet.

Duties of Commanding Officer and Deputy Returning Officer After Service Voting Period

Transmit to the SVRA

  • all signed outer envelopes containing a declaration
  • all outer envelopes laid aside
  • all unused/spoiled ballots/envelopes
  • all used/spoiled ballot stubs
  • all other unused election materials

Transmit to Chief Electoral Officer – Elections Canada

  • original SOR (except for SORs completed by Reserve Force)
  • duplicate to be retained in unit file

Transmit to NDHQ/JAG/COORD OFFR SVR

  • detailed report of expenses through the appropriate LO

Calendar - Crucial Dates for Liaison Officers and Deputy Returning Officers

ActivityDateReference
1. Issuance of Writs 2 AUGUST 15 N/A 
2. List of CF electors to be prepared by COs 9 AUGUST 15 s. 205 of the CEA
3. First type of notice: General notice -writs At earliest opportunity s. 204 of the CEA
4. Second type of notice: Notice to be issued by COs establishing service voting period, which will set dates and times At earliest opportunity s. 208 of the CEA (to be published in routine orders)
5. Voting material to be with DROs - SVRA in Ottawa will send TBD by SVRA (1 week prior to voting) N/A
6. Service Voting Period (day 14 to 9) 5-10 OCTOBER 15 inclusive s. 190, 205(3) and 208 of the CEA
7. DRO after action report to LO (day 3) 16 OCTOBER 15 N/A
8. Completed ballots received by SVRA in Ottawa by 1800hrs 19 OCTOBER 15 s. 214 of the CEA
9. Civilian Polling day 19 OCTOER 15 N/A
10. All other unused material, including ballot stubs and spoiled ballots to SVRA in Ottawa 29 OCTOBER 15 N/A
11. Regional Snr LO after action report to DND Coordinating Officer 18 NOVEMBER 15 N/A

Financial Administration

  • Cost Recovery Policy
    • DCSFA Financial Instruction
  • Provision of Services Manual (Provision B-GS-055-000/AG-001 - formerly DNDP 55)
  • Reporting Requirements
    • DROs to ensure cost recovery reports submitted to Area HQ to Service Financial Advisors within 30 days after the election
  • Points of Contact
    • Sheila Bennett, DCSFA 3-3 (613) 992-5741

Potential Questions

  • CF elector on leave who does not know his electoral district/with no leave pass
  • Teacher/administrative staff at a CF facility
  • Amendment to SOR
  • Elector says the list is wrong
  • Preparation of lists per unit
Date modified: