Chapter 5 – Political parties and candidates (04/2023)

For more information on political parties and candidates, consult:
Volume I, Chapter 9 – Consultations with political parties.

For more information, consult the EC website, "Registered Political Parties and Parties Eligible for Registration." The information maintained in the Register of Political Parties is updated when EC receives a written report signed by the leader of the party.

The person becomes a confirmed candidate when the following supporting documents have been filed with you, and you have provided a notice of confirmation:

A prospective candidate can become a confirmed candidate even if they are not endorsed by a political party, provided that they indicated their intention to run as an independent or non-affiliated candidate in their Nomination Paper.

If an endorsement by a political party cannot be confirmed within 48 hours of the prospective candidate submitting their Nomination Paper, three options are available:

1. Have the word “Independent” appear under their name on the ballot;
2. Have no designation of political affiliation; or
3. Withdraw their nomination.

During an election, the list of candidates who are ineligible for failure to provide a return, report, document or other declaration required by law will be available in the RO Toolkit in RODS (List of Ineligible Candidates). It is crucial that you consult this list before confirming the nomination of a candidate.

5.3 Candidate nominations

5.3.1 Materials and information for prospective candidates

Prospective candidates are encouraged to contact you well in advance of the close of the nominations on Day 21 to discuss the process for filing their Nomination Paper or online nomination form.

During any initial meeting or contact with prospective candidates, you are encouraged to provide a brief overview of the nomination process, and promote the use of the Political Entities Service Centre (PESC).

It is important to advise prospective candidates that they may file their nomination, electronically through the PESC portal, or by filling in person at the returning office. Advise prospective candidates to file their nomination early, thereby allowing sufficient time to correct any errors or omissions.

5.3.2 Receiving candidates' solemn declaration

To complete the nomination package, the candidate must make a solemn declaration before a witness who is an authorized person, as defined in the CEA.

Under the CEA, the following people have been authorized to receive such a declaration:

• An election officer (this includes, but is not limited to, any returning officer, assistant returning officer, additional assistant returning officer, or unit election officer)
• A judge
• A notary public
• A provincial court judge
• A justice of the peace
• A commissioner for taking oaths in the province

The declaration does not need to be made within the ED in which the candidate intends to run. As such, an election officer in any ED can sign the solemn declaration for a candidate running in any ED in Canada.

5.3.3 Solemn declaration by video conference

When receiving a videoconference solemn declaration, complete C8 Solemn declaration by videoconference – Prospective candidates on the following page.

Make a copy of this checklist for each candidate who has their declaration administered by this method and keep a copy of it with the nomination documents.

For additional details on this process, consult Guidance for Candidates – Solemn Declaration by Videoconference (EC 21060).

Acceptable electronic signature for the solemn declaration by videoconference

In addition to being able to print the document, apply a wet ink signature, scan and email the document to the RO, prospective candidates may provide a wide variety of electronic signatures when completing the solemn declaration by videoconference. At a minimum, all of the following requirements must be met for the electronic signature to be accepted:

• The candidate must have shown that they are in possession of identification document(s)
• The signed solemn declaration signature page must be received during the videoconference
• The Name of Candidate field must include the candidate;s name
• The date the signature was applied must be included; and
• The Signature of Candidate field must include one of the following:
  • Typed name of the candidate
  • Image of their wet ink signature
  • Handwritten facsimile of the candidate's name (e.g. made with a stylus or other drawing tool)
  • A signature with a digital ID included

If you are unsure if an electronic signature should be accepted, contact the FSN for assistance (How to reach us).

5.3.4 Nomination process

The nomination process consists of three steps which must be completed before a candidate can be confirmed or refused. All nominations, regardless of submission method, must be received by the close of nominations on Day 21 at 2 p.m. (local time).

A completed nomination package includes the following components:

• Completed Nomination Paper (EC 20010) or the online nomination form in PESC, including the required number of signatures from electors residing in the ED consenting to the candidacy;
• Proof of the candidate's identity, and if required, proof that the candidate is commonly known by another name that they wish to have appear on the ballot.

Step 1: The candidate submits their nomination.

A candidate can choose between two methods of submitting their nomination package to you:

Option A – The nomination is filed in person with you

Once this occurs, proceed to Step 2, and conduct the preliminary verification as outlined in section 5.4 Preliminary verification.

Option B – The nomination is submitted through PESC

The prospective candidate or their appointed campaign delegate may submit the nomination through PESC. This submission will be received directly within the EC Connex – Nominations module, and will include all the components of the paper submission.

Once this occurs, proceed to Step 3, and conduct the detailed verification as outlined in section 5.6 Detailed verification.

Step 2: Preliminary verification of paper nominations

Step 3: Detailed verification

Step 4: Rendering a decision

Once you have completed the detailed verification, a decision is rendered to confirm or refuse the nomination. If the nomination is confirmed, you must inform the candidate how their name will appear on the ballot by providing the Notice of Confirmation of Nomination / Notice of Name to Appear on the Ballot (EC 20012). If the nomination is refused, you must inform the candidate of the reasons for the refusal and of the process to resubmit a nomination package before the 48-hour deadline stated in Step 3 above, by providing the Notice of Refusal of Nomination (EC 20013). For more information, consult section 5.6.2 Confirming or refusing a nomination.

5.3.5 Proof of the candidate's identity

As part of a nomination submission, prospective candidates are now required to provide you with proof of their identity. These documents must be received and approved, before the prospective candidate's nomination can be confirmed.

Who can submit the proof of identity

A prospective candidate or their campaign delegate may submit identity documents to you.

What documents can be used as proof of identity

Prospective candidates have two options when providing proof of identity to you.

Option 1 :

Provide one piece of identification issued by a Canadian government or agency that contains a photo and the name of the prospective candidate.

Option 2 :

Provide two pieces of identification, of a type authorized by the CEO bearing the prospective candidate's name. For a list of authorized documents, refer to the Candidate List of Authorized ID (EC 20014).

Alternative name to appear on the ballot

Prospective candidates may request for an alternative name to appear on the ballot, so long as they file documents with you demonstrating that they are commonly known by that name. This is required when prospective candidates wish to use a different given name (even if it is a "normal abbreviation" of the name), or a different last name than what appears on their proof of identity documents.

To determine if a candidate is commonly known by the alternative name as listed in Section A – Name on Ballot of the Nomination Paper, the prospective candidate or their appointed campaign delegate must provide documentation which meets all of the following three criteria:

• Two documents from various sources as authorized the Candidate List of Authorized ID (Proof of alternative name) (EC 20014)
• Both documents must date from before the issue of the writ
• At least one of the documents must originate from a third party (i.e. it may not originate from the prospective candidate)

If you are unable to determine if sufficient proof has been provided contact the FSN for assistance.

5.3.6 Receiving completed nominations

You may delegate the authority to receive, but not to confirm or refuse, the Nomination Paper and supporting documents. If you choose to delegate the authority to receive the Nomination Paper, complete the Delegation of Authority form (EC 10090) and contact the FSN.

Receiving electronic nominations

Political affiliation

Nomination Submission Key

To access the Nomination Submission Key:

1. In the EC Connex dashboard: under the Candidate Service tab, navigate to the Nomination Submission Key.
2. Request the Nomination ID (beginning with EN) from the candidate or campaign delegate to locate their record. They will find the ID at the top right-hand corner of any page in their online nomination form.
3. Provide the associated Nomination Submission Key.

For additional reference materials, consult the tab Quick Step: > How to Access the Nomination Submission Key.

Close of nominations

You and your ARO must be available at your office from noon until 2:00 p.m. local time on the closing day for nominations (Day 21). A prospective candidate or their campaign delegate who arrives before 2:00 p.m. and is not served until after 2:00 p.m. may still file their Nomination Paper. If the nomination documents are not complete, they are not to be accepted and the prospective candidate cannot resubmit after the deadline. The deadline for accepting nominations may not be extended. Electronic submissions through PESC will not be available after 2:00 p.m. local time.

Corrections to the Nomination Paper

If the candidate wishes to make any changes or corrections to the name, address or occupation stated in a filed Nomination Paper or online nomination form after the close of nominations, they must do so in writing before 5:00 p.m. local time on Day 21.

5.3.7 Media and the nomination process

If you are made aware that a prospective candidate intends to invite the media to the filing of their nomination, you should contact the prospective candidate or their representative in advance to ensure that they are aware of the full scope of requirements to avoid embarrassing situations caused by incomplete documents.

Journalists are allowed to photograph or film during verification of the nomination documents. However, you must be careful to maintain political impartiality and neutrality and avoid, for example, posing with a candidate for a photograph.

All staff must be particularly attentive to journalists to ensure that their access is limited to public areas of the office. The privacy of information must be preserved, particularly in the service centre and other areas containing sensitive information.

5.4 Preliminary verification

When receiving a nomination in person, you must conduct the preliminary verification using C8 Nomination of candidates: Preliminary verification. Make a copy of this checklist for each candidate who submits a Nomination Paper in person and keep a copy of it with the nomination documents.

C9 Nomination of candidates: Preliminary verification

Name of candidate:

Candidate's political affiliation:

Read the instructions carefully on pages 3 and 4 of the Nomination Paper itself prior to the arrival of the candidate, who ideally will have made an appointment with you for filing their nomination.

5.5 Processing nominations – EC Connex

All nominations, regardless of submission method, must be processed through the EC Connex – Nominations module. This platform will allow you to manage all candidate nominations, guide you through the detailed verification process, and enable ECHQ to generate ballots and publish the information on the EC website.

Nomination records are managed through the Nominations section of the EC Connex dashboard, accessible under the Candidate Services tab. If a nomination is submitted electronically though PESC, it will also be accessible through this page.

It is your responsibility to ensure that all physical copies of candidate nomination documents are kept, and stored securely.

5.5.1 Nominations Dashboard

The Nominations Dashboard allows you to manage candidate nominations within your ED (for reference, view the EC Connex Quick Steps > Nominations). Each nomination is assigned one of the following statuses:

1. In Progress – The nomination record has been created, but the data entry is not yet complete.
2. Submitted – The nomination contains all mandatory fields and has been submitted for your verification. Nominations submitted electronically through PESC will receive this status when submitted by the candidate.
3. Confirmed – The detailed verification process is complete, and you have formally confirmed the candidate nomination (consult 5.6.2 Confirming or refusing a nomination).
4. Refused – The detailed verification process is complete, and you have formally refused the candidate nomination (consult 5.6.2 Confirming or refusing a nomination).
5. Withdrawn – An exceptional status whereby a confirmed candidate withdraws their nomination after having been confirmed as a candidate. This must be done before 5:00 p.m. local time on Day 21 (consult 5.7.3 Withdrawal of a candidate).
6. Modification Required – If during the detailed verification process, information is missing or needs to be edited, a nomination's status change to "Modification required". If this occurs, you must immediately contact the candidate to discuss the required amendment.

5.5.2 Entering a paper-based nomination

For step-by-step instructions on how to perform the data entry for a paper nomination, review the EC Connex Quick Steps > How to Create a Candidate Nomination, and EC Connex Quick Steps > How to Upload Nomination Documents.

5.5.3 Creating and managing contact information

5.6 Detailed verification

You must thoroughly verify each nomination, regardless of submission method, within 48 hours of the time it was filed. To access the Detailed Verification page, navigate to the nomination record in EC Connex, and click on the Complete Detailed Verification stage in the upper form. Review each of the sections using the instructions provided and determine if the information or documents provided meet the required criteria. For additional reference, consult EC Connex Quick Steps > How to Complete a Detailed Verification.

Keep candidates apprised immediately of any significant issues that arise during the verification process. Prospective candidates must have sufficient opportunity to correct their nomination submission before the 48-hour deadline.

5.6.1 Verifying elector signatures consenting to the candidacy

Verify Section F by following the steps below, confirming that the electors who signed their consent to the candidacy reside within the ED. For nominations submitted electronically, print out all pages bearing signatures in Section F.

Step 1

Using the Alphabetical List of Electors or the REVISE application, search for each elector's name to confirm residence in the ED and check the Source 1 box on Verification Source List (EC 20009).

If the number of verified signatures is below the required minimum in that ED, proceed to Step 2.

Step 2

If an elector's name is not on the list, use REVISE to perform an address search or the Poll Key to check that the address provided by the elector is within your ED. If the address is within the ED, accept the name and check the Source 2 box on Verification Source List (EC 20009).

If the number of verified signatures is still below the required minimum in that ED, proceed to Step 3.

Step 3

If fewer than 100 eligible electors have been identified (or 50 eligible electors in EDs listed in Schedule 3 of the CEA), proceed to Step 4.

Step 4

At this stage, if you still cannot confirm 100 eligible electors (or 50 eligible electors in EDs listed in Schedule 3 of the CEA), immediately advise the prospective candidate or their official agent. You must then contact the FSN to inform them of the situation.

5.6.2 Confirming or refusing a nomination

If you confirm the nomination

If your decision is to confirm the candidate's nomination, proceed as follows:

1. Confirm the candidate's nomination in EC Connex.
2. Generate the Notice of Confirmation of Nomination and the Notice of Name to Appear on the Ballot (EC 20012) within the Nominations module in EC Connex (consult EC Connex Quick Steps > How to Generate Nomination Notices).
3. Sign, date and upload the completed notice to the Nomination Documents section of the candidate's nomination record in EC Connex.
4. Call the candidate or the official agent as soon as possible to provide the results of your verification.
5. Send a copy of the notice to the candidate by email, or prepare it for pick-up in person at your office.
6. Keep a copy of the notice, along with the rest of the candidate's nomination documents for your files.

If you refuse the nomination

1. Refuse the nomination within EC Connex and include the reason for the refusal.
2. Generate the Notice of Refusal of Nomination (EC 20013) within the Nominations module in EC Connex (consult EC Connex Quick Steps > How to Generate Nomination Notices).

3. Sign, date and upload the completed notice to the Nomination Documents section of the candidate's nomination record in EC Connex, and send an electronic copy of the notice to the candidate by email.

4. Call the prospective candidate or the official agent and provide the results of your verification. Arrange to meet with the candidate, the official agent or a representative of the candidate to return any nomination documents. Explain that a corrected or new nomination may be submitted at any time before the close of nominations (2:00 p.m. local time on Day 21).
5. Keep a copy of the Nomination Paper for your files.

5.7 Confirmed candidates

5.7.1 Changes to the Nomination Paper

5.7.2 Return by acclamation

If, at 2:00 p.m. local time on Day 19, there is only one confirmed candidate, you shall endorse the back of the writ in the prescribed form and return it to the CEO, along with a report of the proceedings describing any rejected nominations for non-compliance with the CEA.

In addition, within 48 hours after the return of the writ, you must send a certified copy to the elected candidate.

5.7.3 Withdrawal of a candidate

A withdrawn candidate's name must not appear on the ballot. Any votes cast for a withdrawn candidate prior to their withdrawal are void.

If after a withdrawal, only one candidate remains, the result is a Return by Acclamation.

5.7.4 Death of a candidate

If a candidate endorsed by a registered party dies after 2:00 p.m. local time on Day 26 and before the closing of the polls on polling day, the election for that ED is postponed.

Should this occur, contact the FSN.

5.7.5 Confirming the Final List of Candidates

Shortly after 2:00 p.m. local time on Day 19, EC will sends ROs the List of Candidates Verification Report (EC 10043) for their ED. You must verify or correct the information and immediately send a scanned copy of the signed report by responding to the email as per the instructions provided.

You must repeat the verification steps until you complete a List of Candidates Verification Report that does not require any corrections. C10 Approving the List of Candidates Verification Report.

C10 Approving the List of Candidates Verification Report

5.8 Replacing an official agent, campaign delegate or auditor

5.8.1 Official agent

1. Request a written notification from the candidate.
2. Have the new official agent fill out Section C – Official Agent of the Nomination Paper, including the Official Agent Declaration;
3. Attach these new pages to the candidate's Nomination Paper if you received a physical copy;
4. Update the nomination record in the EC Connex – Nominations module;
5. Upload a scanned copy of Section C to the candidate's nomination record in EC Connex.

5.8.2 Campaign delegate

1. Request a written notification from the candidate;
2. Ask the candidate to fill out Section B – Campaign Delegate, of the Nomination Paper;
3. Attach these new pages to the candidate's Nomination Paper if you received a physical copy;
4. Update the nomination record in the EC Connex – Nominations module;
5. Upload a scanned copy of Section B to the candidate's nomination record in EC Connex.

5.8.3 Auditor

1. Request a written notification from the candidate.
2. Ask the candidate to fill out Section D – Auditor of the Nomination Paper, including the Privacy Notice and Declaration.
3. Attach these new pages to the candidate's Nomination Paper if you received a physical copy.
4. Update the nomination record in the EC Connex – Nominations module.
5. Upload a scanned copy of Section D to the candidate's nomination record in EC Connex.

5.9 Political Entities Service Centre

5.9.1 Accessing PESC

5.9.2 Accessing PESC products

PESC contains a central repository of products for authorized political entities to access and download. The products will be maintained and supported by the PESC Product Administrator at ECHQ. To access the product repository, the user must first log-in to PESC and navigate to the Tools, Documents and Forms tab.

5.9.3 Materials for confirmed candidates

5.9.4 Distributing the National List of Polling Locations to candidates

On Day 24, you will receive an email from the Polling Location Management Services (PLMS) team at ECHQ indicating that the National List of Polling Locations Report (in Excel format) was distributed to all political entities.

1. Follow the instructions contained in the email and review the data in the attached List of Polling Locations Report for your ED.
2. Starting on Day 24, send an email without delay to each confirmed candidate in your ED and attach the electronic version of the National List of Polling Locations Report.
3. Print copies of the report to keep on hand at your office. A copy of the report will also be available for confirmed candidates on the Political Entities Service Centre.

C11 Materials for confirmed candidates

Materials will also be distributed through the PESC online portal.

5.10 Liaison with political entities

5.10.1 Rights of political entities

All political parties, candidates and their representatives have the right to:

• be treated equally and fairly, regardless of political affiliation or prospect of winning
• expect prompt, authoritative information from the RO
• expect sensitivity and reasonable accommodation to their special needs

Table 5 outlines your tasks and responsibilities regarding political entities.

5.10.2 Candidate election briefing

Assign a staff member, preferably the ARO, to attend the briefing and take minutes.

You must draft the briefing summary immediately after the briefing using the Candidate Election Briefing Summary (EC 22004). Once completed, sign and send a scanned copy to each participant and upload the summary in FAMT using the online form.

All communications with candidates and political parties related to this briefing must be recorded using the Candidate Election Briefing Follow-up Report (EC 22002).

5.10.3 Items to discuss at the candidate election briefing

1. Polling places
   • a report for each participant, listing all polling places to be used
   • maps to help locate polling divisions
2. Rules governing special ballot voting
   • who can vote by special ballot
   • roles of the service agents and service point supervisor
   • voting under Special Voting Rules may not be suitable for electors who would otherwise benefit from an onsite voting process, such as a mobile poll
   • residency rules
   • deadlines for registration
   • deadlines for voting
   • special ballot voting process (envelope system and secrecy of vote)
   • special ballot voting kits must not be provided to third parties
   • candidates must give advance notice if they expect to accompany large groups of electors to register to vote in your office
   • the count of the votes of local electors
   • the count of the votes of national electors
   • Special Voting Rules – Guidelines for Candidates' Representatives (EC 78058)
   • special ballot voting in acute care facilities (where applicable)
   • special ballot voting – legislation related to home visits
3. Revision process
   • duration of the revision period
   • information on the quality of the Preliminary Lists of Electors
   • appointment of service agents
   • duties of service agents
   • voter information cards
   • link to EC advertising campaign
   • revision process (general)
   • distribution of lists of electors to candidates (when, how, how many, and requesting extra copies)
   • Targeted revision
     • locations identified
     • process
     • calendar
     • result
4. Candidates' representatives at voting locations and in your office
   • Guidelines for Candidates' Representatives (EC 20045)
   • Authorization of a Candidate's Representative (EC 20020)
   • number of representatives allowed at advance, ordinary and mobile polls, as well as registration desks and at the SVR desk in your office
   • layout of polling places
   • format of the lists of electors for candidates' representatives
   • Sequence Number Sheet – Advance Polls (EC 50109)
   • Sequence Number Sheet (EC 50111)
   • candidates visiting polling places
   • how questions or complaints are handled
5. Documentation for candidates
   • Political Entities Service Centre
   • lists of electors
   • the notices (Notice of Election, Notice of Grant of a Poll, Notice of Advance Poll, and Notice of Mobile Poll)
   • list of poll officials (DROs)
   • letter about a candidate's access to public places
6. Registration process at the polls
   • advance polls
   • mobile
   • ordinary polls
7. Procedure to follow on advance poll days and on polling day
   • the voting process
   • the role of central poll supervisors and information officers
   • the role of the designated election officer responsible for the accessibility verification and reporting process at the polling place
   • any security questions
   • the name of a resource person for polling day, for each candidate, who can resolve any problems that might arise at polling places
   • format of lists of electors for DROs
   • format of lists of electors for candidate representatives
   • availability of sequence number sheets (bingo sheets) and ways of obtaining them
8. Posting or displaying partisan materials
   • partisan materials are prohibited in or near polling places
   • use of any emblem, flag, banner, or other partisan item in a polling place is prohibited
   • leases used for renting space for polling places contain a clause that allows you or your staff to remove partisan materials on the leased premises
   • exception: a candidate's representative in a voting location may, in the manner authorized by the CEO, wear a badge identifying his function and the name of the political party listed on the ballot under the name of the candidate
   • Blackout period
9. Results on polling night
   • procedure for publishing results on polling night
10. Validation of results
    • date and time (as indicated in Notice of Election)
    • presence of candidates' representatives at the validation of results
11. Miscellaneous
    • Answer possible questions concerning
      • your office (e.g. office hours, roles, contact person)
      • identification of a contact person for each party
      • your availability during the election period
      • availability of EC's Political Entities Support Network during the election period
      • any other relevant topic of discussion

5.11 Campaign information

5.11.1 Campaign signage and canvassing

On private property

The CEA does not restrict the right of private property owners to control who enters or makes use of their property. If a sign is placed on private property without permission, the CEA does not prevent the owner from removing it. It is suggested that the property owner contact the candidate or registered party responsible for the sign to ask that the sign be removed.

Apartments and condominiums

Property owners do not have the right to prevent tenants from putting up election signs on the premises they lease in an apartment building.

Condominium corporations do not have the right to prevent condo owners from putting up election signs on the units they own. However, property owners and condominium corporations do have the right to set reasonable conditions on the size or type of election advertising that may be displayed on the premises and may prohibit signs in common areas.

Public property

No one may interfere with the transmission of election advertising, such as an election sign.

However:

• Government agencies, usually municipalities, may remove signs that do not respect provincial or municipal laws, after informing the person who authorized the posting that they plan on removing it.
• If the sign is a safety hazard, government agencies, including municipalities, may remove it without informing the person who authorized the posting.

Refusal of access

In the event that a person who is in control of an apartment building, condominium building or other multiple-residence building or gated community is preventing the candidate from canvassing by refusing access to the complex, the RO should assist the candidate by calling the person in control of the premise to explain their responsibility in regards to the CEA. For more information, consult the EC website, Canvassing and Campaigning in Residential Areas and Public Places, Interpretation Note 2021-03.

Polling places

The CEA aims to create a neutral area around the polls to promote the impartial administration of elections and maintain trust in the electoral process. This important objective must be balanced against freedom of expression guaranteed by the Canadian Charter of Rights and Freedoms.

Given the diversity of polling locations across Canada, how the prohibition on partisan material must be applied to meet the objective of a neutral area around the polls cannot be set out in a definitive rule.

The following principles guide where partisan material is allowed, and will be applied by ROs and other election officers in deciding whether or not to remove material:

• Partisan material cannot be posted or displayed in the room where voting takes place.
• In most cases, partisan material cannot be posted or displayed anywhere in the building where voting takes place.
• In most cases, the prohibition on partisan material extends to the entire property on which the building is located, including the parking lot.
• In some cases, it may be reasonable in balancing neutrality and freedom of expression to permit partisan material in areas of the building or property that are far removed from the room where voting takes place, or in private areas of the building or property.
• Where it is not reasonable to remove partisan material from the entire building or property, priority will be given to removing material from the main pathways used by voters to enter the polling location.

5.11.2 Destruction or theft of signs

The RO is to instruct candidates or their representatives to do the following when reporting that their signs have been vandalized or stolen:

1. Notify local police; destruction of private property is a criminal offense; and
2. Send a complaint in writing to the Commissioner of Canada Elections.

5.11.3 Blackout period

Under the CEA, the blackout period applies to candidates, political parties and third parties. No one may knowingly conduct election advertising as defined under section 319 of the CEA during the blackout period on polling day. There are exceptions for some online communications, signs, posters and banners. Personal or automated telephone calls are not considered election advertising and therefore are not subject to the blackout.

The blackout period starts at midnight (local time) before the opening of the polls on polling day and continues until the close of the polls for that ED.

5.12 Public consultation of the nomination papers

The submitted candidate nominations are made available to the public only during the election period. Once the election is over, the Nomination Paper becomes a protected document and is not available for public consultation.

Individuals who request to consult a candidate's nomination paper may look at, but not handle, the original documents. It is acceptable to photograph or request a copy of the documents. In all cases, the original document must not leave the office during the election period to allow for public inspection.

If someone requests to consult the nomination of a candidate which was submitted through PESC, you may print the associated Nomination Summary. This document is generated the same way as nomination notices. For more information, consult Quick Steps > How to Generate Nomination Notices.

5.13 Candidates' representatives

5.13.1 Role during voting hours

The candidate or the DRO may provide the representative with the Guidelines for Candidates’ Representatives (EC 20045). The candidate or the SPS may provide the representative the Special Voting Rules – Guidelines for Candidates' Representatives (EC 78058). These documents are also available on the EC website and in PESC. Candidates' representatives must adhere to the guidelines set out in these documents.

Polling places

If candidates and their representatives have made the required declaration at the first voting location, they may visit any voting location in the ED by presenting their Candidate's Representative Identification Badges (EC 20901). The badges are valid from the time they were issued (whether at your office during special voting, during an advance poll or regular poll, or on polling day) until the end of the election period.

Candidates and their representatives at polling places may:

• ask to have the ballots counted and inspect the ballots, ballot box and any other material related to the vote if they are present at least 15 minutes before the polls open
• sign any seals placed on the envelopes and ballot boxes containing the ballots and other election materials
• take note of the serial numbers on seals for the secure bag or ballot box and verify against the control sheet
• examine, but not handle, elector ID when the DRO is verifying proof of identity and address
• examine the lists of electors from time to time, as long as it does not delay an elector from voting
• challenge the qualification of an elector (citizenship and/or age) and in limited circumstances, their residence, and request that electors make a declaration
• request through the DRO that an elector repeat his name and address
• receive one copy of the Sequence Number Sheet when they are made available

If the actions of a candidate’s representative interfere with the voting process at a polling station, DROs are instructed to report the interference to the CPS at the polling place. The CPS is responsible for contacting you if there is repeated interference or other urgent issues.

If you receive a complaint about the conduct of a candidate’s representative, you may contact the appropriate campaign. If the situation persists, you may instruct the CPS to ask the representative to leave or to have the representative removed from the polling place.

Where possible, chairs should be made available for candidates' representatives. Each DRO and registration officer should ensure that chairs for candidates' representatives are placed away from their table and off to the side to allow for sufficient movement space for individuals with reduced mobility.

Special ballot voting

Candidates and candidates' representatives present in the service centre may:

• observe registration activities
• challenge the qualification of an elector (citizenship and/or age) and in limited circumstances, their residence, and request electors to make a declaration
• observe the sealing and unsealing of ballot boxes (before the office opens and throughout the election, if applicable) and take note of the serial numbers on the seals
• examine, but not handle, elector ID when the SPS or SA is verifying proof of identity and address
• examine the Record of Outer Envelopes Issued to Local SVR Electors (EC 78720)

If the actions of a candidate's representative interfere with the voting process, the SPS is instructed to assess the situation and, if required, contact you in case of urgency. If you receive a complaint about a candidate's representative's conduct, you must contact the appropriate official agent. If the situation cannot be resolved, you may ask the representative to leave or be removed from the service centre.

5.13.2 Number of representatives permitted

Advance, mobile and ordinary polls

Each confirmed candidate may appoint as many representatives per polling station as they wish; however, only two representatives for each candidate may be present at any time at each polling station during the opening of the poll, the voting hours and the counting of the votes.

Bed to bed

When a mobile poll is closed down so that the ballot box can be taken from bed to bed, only one representative for each candidate may be present.

Registration desks

Only one representative for each candidate may be present at each registration desk on polling day.

Service centre in the RO office/AARO office

Each confirmed candidate may appoint as many representatives as they wish, but only one representative of each candidate may be present at any one time at the service centre during office hours.

Candidates are entitled to be present at any polling station, registration desk or service centre, but shall not sit at the same table as election officers; the same rules apply to their representatives.

5.13.3 Authorization forms

For candidates' representatives at the polls

Each representative at polling places must provide an Authorization of a Candidate's Representative (EC 20020) form signed by the candidate or official agent. This form may be presented as an original or a physical copy.

At the voting location, the Authorization of a Candidate's Representative (EC 20020) must be presented to the delegated election officer, who will witness the candidate's representative completing the declaration. The election officer will then complete the form, and provide the representative with Candidate's Representative Identification Badges (EC 20901) in the Clear Plastic Hanging Badge Holder (EC 20909)

The badges and badge holders are included in the election officer's kits and are given to candidates' representatives when they complete their declaration. For more information on these badges, including how to print them with the PDF templates sent from ECHQ, consult the Candidate's Representative Identification Badges (EC 20901) sheet.

For candidates' representatives in the service centre and during counting of SVR local votes at your office

A candidate or their representative may be present for the verification of the outer envelopes and counting the ballots received at the RO office.

Each candidate’s representative observing special ballot registration procedures in the service centre and/or present for the verification of outer envelopes and the count of special ballots must present an Authorization of a Candidate's Representative (EC 20020) form signed by the candidate or official agent. This form may be presented as the original form or as a physical copy of it signed by the candidate.

Candidates' representatives must present the authorization form to the RO, AARO or SPS and make the required declaration. If the candidates' representatives are present for the verification of outer envelopes and the counting of the local special ballots, they must show a copy of their authorization form to the DRO. The election officer will then complete the form and provide the representative with a Candidate's Representative Identification Badges (EC 20901) in the Clear Plastic Hanging Badge Holder (EC 20909).

5.13.4 Political materials

No campaign literature or materials that could be taken as an indication of support for or opposition to a political party or candidate can be displayed at a polling place.

Any document, folder, clothing or other visible element within a polling place that bears a party or candidate's name, logo, design, colour or other designation, contravenes the CEA. This does not prevent a person from wearing a flag or banner of Canada or a province, for example, as long as it does not manifest political support or opposition for a registered party or candidate.

At the polling station, candidates' representatives may display a Candidate's Representative Identification Badge that discloses their political affiliation, name, voting place where they received their badge, and the election officer's information. Only the official EC badges are authorized at a polling place. No additional information should be displayed on the badge.

Candidates' representatives should use standard white or manila folders that bear no indication of the candidate or party. The decisions of the DRO or the CPS are final in this matter.

In accordance with subsection 479(7), appointed ROs and other election officers are empowered to remove from voting places any material if there is reason to believe it contravenes paragraph 166(1)(a) or (b) of the CEA. If campaign material is posted in support of or against a particular candidate, the candidate in question must be notified.

5.13.5 Mobile devices

Candidates' representatives are not permitted to take audio or video recordings at polling stations. Any use of a communication device should be done discreetly and not impede any elector from exercising their right to vote, nor violate the secrecy of the vote.

Candidates, their representatives and electors are not restricted by legislation on the usage of mobile devices. However, EC discourages their use in polling places. If the use of a mobile device results in the disruption of the voting process, the CPS or DRO should simply ask the person involved to leave the polling place.

It is illegal for anyone, including an elector, to take a picture, make a video recording or copy in any manner a marked ballot. However, this prohibition does not apply to persons with a visual impairment who take a photograph or make a video recording of a ballot they have marked for the purpose of verifying the accuracy of the marking.

5.13.6 Sequence Number Sheet

Advance polls

After closing the advance poll, the DRO provides the names of electors who voted each day, using the Sequence Number Sheet – Advance Polls (EC 50109). This sheet does not include electors who registered on that day.

If the CPS has access to a photocopier inside the building where the polling station is located, a photocopy of the Sequence Number Sheet – Advance Polls will be available to candidates' representatives at the close of polls and when all electors have left the polling station. Alternatively, the CEO allows representatives to take photographs using mobile devices. Additionally, copies of the Sequence Number Sheet – Advance Polls are to be made available each day after the close of the advance polling station.

Candidates, their campaign delegates or their official agents will be able to obtain digital copies of these sequence number sheets either via PESC or directly from you.

For more information, consult the section on 11.2.5 Sequence Number Sheet – Advance polls.

Ordinary and mobile polls

The DRO tracks the names of electors who voted on polling day using the Sequence Number Sheet – Election Day (EC 50111), similarly to advance polls. This sheet does not include electors who registered on polling day.

Copies of this Sequence Number Sheet are made available to candidates' representatives, on request, once an hour throughout the day. The information officer at the polling place will collect the sheets from the DRO and sort them in order to distribute them to candidates or their representatives on request. At smaller polling places with no information officer, the DRO will provide these documents.

For more information, consult section 11.3.2 Sequence number sheets.

5.14 Candidates' election expense return

Official agents must document and report on candidate transactions related to their campaign. To assist official agents, the materials outlined in Table 6 below are accessible online to download or are available through an email request sent to EC.

Direct questions concerning political financing to Political Financing (How to reach us).

5.14.1 Your responsibilities

You are responsible for:

• Providing information and election expense materials to confirmed candidates and their official agents and reminding them of return deadlines
• Directing any questions regarding the CEA or completing any electoral financial documents to the Political Entities Support Network (How to reach us)
• Submitting documentation to the Political Financing Sector and to ECHQ, as appropriate

Table 5 outlines your tasks and responsibilities regarding political entities.

5.14.2 Election expenses materials

The election expense materials and tools outlined in the table below are available to confirmed candidates and their official agents.

Official contribution receipts can be produced by using the EFR software application. If required, hard-copy official contribution receipts can be obtained directly by the candidate or official agent, by sending an email request to: ROFP-ORPF@elections.ca. A Record of Official Receipts (EC 20070) must be returned with any unused, cancelled or voided hardcopy receipts within a month of polling day.

5.14.3 Tax materials for confirmed candidates/official agents

1. Electronic Financial Return (EFR)

The EFR application, downloadable through PESC, should be used by official agents to complete their filing requirements. The EFR enables printing of official income tax receipts. The EFR application contains the Candidate's Electoral Campaign Return (EC 20120) form which must be completed even if the candidate does not receive contributions or incur any election expenses.

2. Candidate Multimedia Kit for Federal Political Entities

   Should Internet access or downloading onto a computer be an issue, the Multimedia Kit is available and includes a USB key containing the EFR application. The Kit, which contains documentation pertaining to candidates and their official agents, can be obtained by sending an email request to FPTM-PFMK@elections.ca or by calling 1-800-486-6563.

3. Official Income Tax Receipt Forms for Contributions

   Official income tax receipt forms can be produced electronically using the EFR application. This is the recommended process due to the application's ease of use and convenience.

   If required, the Receipt for a Contribution to a Candidate at an Election (EC 20060) hard-copy forms are available in packages of 50, and can be provided to confirmed candidates or their official agents upon request to EC, until one month after polling day, by sending an email to ROFP-ORPF@elections.ca.

   The Income Tax Act allows the official agent to issue an official income tax receipt for any monetary contribution received within the period that starts the day on which the RO confirms the candidate's nomination and ends on the day that marks one month after polling day, so long as any contributions received after polling day were in transit on polling day.

   You must remind candidates and their official agents that all issued (pink RO copies) of tax receipt forms, plus unused, cancelled or voided hard-copy EC 20060 forms, must be returned to EC within one month after polling day.

   Candidates using the EFR application are not required to return official receipts at this time because they are submitted with the Candidate's Electoral Campaign Return (EC 20120). However, candidates using hard-copy official receipts must include the yellow (CEO) copy when submitting their Campaign Return.

Inquiries regarding candidates' election expenses

You may receive inquiries from candidates, official agents, auditors, the public and the media regarding election expenses.

All inquiries must be referred to the Political Entities Support Network (How to reach us). Do not attempt to answer questions or provide any information, interpretation or explanations on the CEA's financial reporting requirements nor attempt to answer questions on filling election expenses documents.

Memoranda to official agents

The Political Financing Sector forwards two important memoranda to official agents:

1. The first memorandum is sent a few days after polling day to remind official agents of the requirements of the CEA, the Income Tax Act, the return of hard copies of the Receipt for a Contribution to a Candidate at an Election (EC 20060) forms, the submission of the Candidate's Statement of Personal Expenses (EC 20220), and all information pertaining to the reporting requirements.
2. The second memorandum, sent two months after polling day, reminds all the candidates and official agents of the requirements of the CEA regarding the deadlines for the submission of the Candidate's Electoral Campaign Return (EC 20120) and other related documents.

5.14.4 Official income tax receipts

The candidates or their official agents must return the issued (pink RO copy) and unused, cancelled or voided hard copy official tax receipts directly to EC no later than one month after polling day to:

Elections Canada
Political Financing Sector
c/o Distribution Centre
100 – 440 Coventry Road
Ottawa, Ontario
K1K 2Y5

The yellow (CEO) copy of EC 20060 and the electronic receipts are to be sent directly to the Political Financing Sector by the official agent with the candidate electoral return.

• Chapter 4
• Table des matières
• Chapter 6