Site MenuChapter 3 – Return of reports, documents and materials (04/2023)
Note:
For more information on managing election materials, consult:
Volume II, Managing election materials in Chapter 3
3.1 Writ and election reports
Refer to C3 Return of the Writ and Other Reports.
3.1.1 The writ
Without delay, on the seventh day following the completion of the validation of results or, if there is a recount, without delay after receiving the certificate issued by a judge, the RO shall complete and sign the form printed on the back of the writ.
This is the official declaration of the election of a candidate and is sent immediately and separately by Canada Post Priority service to the CEO in the Special Envelope for the Return of the Writ (EC 11510) provided with the writ.
Example: If the validation of the results was completed and Result of Voting (EC 10420) was signed on a Thursday, the back of the writ must not be completed, dated and returned until the following Thursday.
If there is an equality of votes between the candidates with the largest number of votes, the RO shall indicate that on the Return of the Writ.
Complete the Candidate's Copy of Return of the Writ form (EC 10310) and send one copy to each candidate.
When returning the writ, you must complete the Confirmation of the Return of the Writ form (available in FAMT), advising of the tracking number and the date it was sent. Keep the Priority service receipt in case the envelope gets lost in transit.
Text version of "Figure 4 Return of the Writ (sample)"
This figure shows a typical Return of Writ sheet with an Electoral district filled in as an example at the top. Beneath this is the certificate of the returning officer, in both languages, followed by a grid in which can be filled out the elected candidate's details. This must be signed and dated.
Under this certificate is a second space which can be signed and dated by the Returning Officer as a Record of Receipt of Return.
Four boxes have been superimposed over the figure to clearly point out where the following information needs to be filled out: "ED Name", "Information regarding the elected candidate", "Date of the 7th day following the validation of the results" and "RO's signature".
3.1.2 Report of Proceedings
In addition to satisfying the statutory requirement to report on election proceedings as stated in section 314 of the CEA, the Returning Officer's Report of Proceedings (RoP) is used to support improvements to services provided to ROs.
Elections Canada is committed to providing the RO with the services and support needed to effectively and efficiently deliver electoral events. The results from the RoP will be used to support post-mortem discussions among EC officials and ROs on issues and challenges encountered during the electoral event. The results will also be used to support continuous improvement and learning in electoral event delivery.
The RoP is divided into two sections:
- Section 1 gathers your experience with the conduct of the electoral event
- Section 2 reports on your compliance and that of your poll workers with election rules and procedures. This section is mandatory. Issues reported in this section require an explanation in the space provided.
Data about electoral readiness and pre-event activities will be captured independently from this report and merged with data gathered in the RoP for the final report.
The RoP will be provided during the event in the Field Personnel Intranet. ROs will be able to fill out the RoP questionnaire through a form in FAMT. You are expected to read the instructions included with the assignment, and to submit the questionnaire by the stated deadline.
Since EC values your perspective and insight, we strongly recommend that you share your comments, experiences and suggestions using this questionnaire. The questions are written in general terms to give you the opportunity to analyze situations as appropriate and to address the sub-topics of your choice. You will decide what to share and will then provide any relevant information that will contribute to future enhancements.
C3 Return of the writ and other reports
| On the seventh day following the validation of results, complete and sign the form on the back of the writ of election. | ❒ |
|---|---|
| Send the writ by Canada Post's Priority service to the CEO in the Special Envelope for the Return of the Writ (EC 11510). Keep your Priority service receipt in case the envelope gets lost in transit. | ❒ |
| Advise EC of the Priority service tracking number and the date it was sent by completing the Confirmation of the Return of the Writ form available in FAMT. | ❒ |
| Complete the Candidate's Copy of Return of the Writ (EC 10310). Once filled, send a copy to the CEO and each candidate and keep a copy for your records. | ❒ |
| Complete the Returning Officer's Report of Proceedings questionnaire in FAMT. | ❒ |
|---|---|
| Submit the assignment for review in FAMT. | ❒ |
| Complete the Polling Place Suitability Checklist (EC 12152), if required. | ❒ |
|---|---|
| Send it to EC. | ❒ |
3.2 Financial documents and activities
You are responsible for completing all the tasks necessary to close out the election, including reconciling accounts, and payments to various election officers, landlords and suppliers.
3.2.1 Landlord and election officer accounts
You must finalize and transmit to Field Finance Services all landlord, polling day worker, and additional expense accounts, immediately after polling day and no later than Day –7 (seven days after polling day ).
Pay period 3 ends on Day –5, at which time all the final work hours for office staff must be entered in ROPS/SITES and transmitted to EC no later than Day –7.
The FO is responsible for preparing and entering all landlord, polling day worker, office staff and additional expense accounts and payments in ROPS/SITES.
Then, you must:
- Review and certify all accounts
- Ensure their accuracy
- Sign the Payment Authorization Report (available in ROPS/SITES)
- Submit it to Field Finance Services at
Comptabiliteregionale-FieldAccounting@elections.ca
In the subject line of your email, write "Landlord PAR", "Office staff PAR". "PDW PAR, or "Additional expense PAR", so that Field Finance Services can locate the PARs quickly in their inbox.
3.2.2 Accountable advance
The accountable advance for petty cash provided to you (and to your AARO when applicable) at the start of the event must be reconciled by Day –10 (within 10 days after polling day). If you are having difficulties uploading the reconciliation into FAMT, inform the FSN (How to reach us). Use C2 Validation of the results in Volume II of this manual. If a balance remains in the accountable advance, write a cheque in that amount, payable to the Receiver General for Canada, and mail it to Field Finance Services at ECHQ along with a copy of the Register of Reimbursable Expenses from Petty Cash (EC 11710).
Your AARO is responsible for returning any unused petty cash funds from their office directly to Field Finance Services at ECHQ. If you or the AARO do not return unused petty cash funds, Field Finance Services will create an accounts receivable in your name or the AARO's name. If you are owed money from the advance, it will be forwarded on the reconciliation of the advance.
3.2.3 Decommissioning ROPS/SITES
After polling day, once landlord accounts and employee hours are finalized and transmitted to EC, decommission ROPS/SITES so the computer equipment can be removed from your office.
ROPS/SITES must be decommissioned by Day –10 (within 10 days after polling day. Delays may result in Field Finance Services decommissioning on your behalf.
The FO must ensure that no payments remain outstanding in ROPS/SITES before the decommissioning process begins. If timesheets or other pay documents are received after decommissioning has occurred, and they have not been entered into ROPS/SITES, they must still be processed for payment purposes.
Send a copy of the approved and signed documentation at Comptabiliteregionale-FieldAccounting@elections.ca. In the subject line of your email, write "Timesheet to be paid", "Travel to be paid", or "Lease to be paid", so that Field Finance Services can locate the unprocessed pay documents quickly in their inbox.
3.2.4 Payment Inquiry Line – Gatineau
Field Finance Services operates a toll-free Payment Support Line for all election officers, office staff and landlords starting 14 days after the event. Consult Your Pay (EC 11800).
3.2.5 Accounts
Promptly submit to ECHQ all accounts relating to purchasing or renting goods and services received during the event to ECHQ. Prompt submission expedites all account payments, which employees, landlords and suppliers appreciate.
Upload the following items in FAMT:
- within 10 days after polling day: reconciliation of accountable advances using the Register of Reimbursable Expenses from Petty Cash (EC 11710), with supporting receipts and reimbursement cheque, if applicable
- by the prescribed deadlines: monthly reconciliation of acquisition card transactions using the Acquisition Card Register (EC 11715), with acquisition card statement and supporting receipts
Submit the following items by email to the FSN:
- as soon as possible on receipt of invoice: all outstanding supplier accounts for payment, using the Special Account Form (EC 11670), with supporting copies of the invoices and receipts
NOTE: Ensure that the original invoices are date stamped, indicating the arrival date in your office, since this date is critical in determining interest penalties, if applicable
Note:
Scanned copies of receipts should be submitted to EC. You must retain all originals for seven years in case an audit is required.
3.3 Election materials – overview
To avoid confusion, lots and materials shipped before and during an event are numbered 1 to 29. Lots of materials returned after the event are numbered 101 to 112, or identified by group (A, B).
The material and documents described in this section must be sorted and put in lots by group in their designated boxes, or returned under separate cover before being returned to EC. The following tables list these documents and materials, and the procedures for each of these groups.
Consult the Return of Material Reference Table (EC 10255) for the complete list of documents and materials.
AARO office
The procedures for handling the transfer/return of election materials from the AARO offices to your office are detailed in Chapter 4 – Activities at the AARO's office..
| PRIORITY Distribution Centre / 100-440 Coventry Road, Ottawa, ON K1K 2Y5 | ||
|---|---|---|
| Lot | Description | Packaging |
| 101 | Documents related to voting results and polling place materials | Box EC 10920 |
| 102 | VICs undelivered by Canada Post and returned to your office | Box EC 10921 |
| 112 | Wireless kits (RO & AARO offices) | Original packaging (black plastic bin) |
| MONOTAINERS – Canada Post Distribution Centre / 100-440 Coventry Road, Ottawa | ||
| 103 | Documents related to revision and Special Voting Rules | Box EC 40190 |
| 104 | Documents filled related to the polls | Box EC 10930 |
| 105 | Bags of documents received from all polling stations | |
| 106 | Unused ballot booklet | |
| 107 | Voting templates | Original packaging |
| 108 | Unused documents and reusable materials | Box EC 10930 |
| 109 | Sequence number sheets | |
| 110 | Miscellaneous items | |
| 111 | Documents and materials scheduled for shredding | |
| PPE | Personal protective equipment | Original boxes |
| Under separate cover – Priority / 30 Victoria Street, Gatineau, QC K1A 0M6 | ||
| Group A | External storage devices used during the event (by the AC) | Box EC 12120 |
3.4 Materials you must keep
3.4.1 For seven years in a secure container
You must retain certain documents related to election spending in a secure container for up to seven years after polling day, unless you receive written instructions stating otherwise from Elections Canada. These instructions are normally issued during a document disposal exercise.
Originals
The following materials must be stored in a locked cabinet:
- The signed payment authorization reports (generated from ROPS/Sites) for office staff for each pay period, poll workers, additional expenses and landlords, and for the last pay period
- All files for the RO and AARO office staff and polling day workers:
- Appointment and Oath (for election or referendum officers) (EC 10130) and Appointment and Oath (for office staff) (EC 10135)
- CPT-30, TD1 and TD-1-IN forms;
- direct deposit information and void cheques for all workers and landlords
- processed timesheets for the election worker (EC 11655)
- processed kilometer logs (EC 11700)
- processed travel expense claims and timesheets (EC 09680)
- Supplier invoices (copies must be sent by email to the FSN with relevant documentation)
- Original signed Affidavit of the Printer (EC 10300) – a copy must scanned and sent with the printer’s invoice by email to the FSN or through FAMT
- Acquisition card registers and statements, and petty cash records and receipts (copies of the Registers, statements and receipts must be uploaded into FAMT)
- The special accounts forms (EC 11670) submitted for manual payment (copies of the forms and invoices must be sent by email to the FSN)
- A copy of the original signed leases: polling place leases and kiosk leases (if applicable)
- Original Polling Station Report (from REVISE)
Photocopies
- Decommissioning reports
- Page 1 of each Nomination Paper
- Each Statement of the Vote (EC 50100 and EC 78760)
3.4.2 Locally
The following material must be stored locally, at your residence or in a commercial storage facility:
- Reusable office supplies (filing cabinets, binders, trash bins) that were purchased for the event, or reused from previous events
- Items listed in the List of Reusable Office Supplies and Materials (consult C3 in Volume II)
- Polling Place Suitability Checklist (EC 12152)
- Verification of Accessible Facilities Booklets (EC 50115 and EC 50116)
Make sure that outdated and unused election material is returned and not stored in a warehouse.
Storage guidelines will be reviewed after the 43rd GE.
3.5 Materials you must return
3.5.1 Return of unused ballot paper sheets (Canada Post)
Canada Post will pick up the unused ballot paper sheets, cut-off portions and spoiled ballot sheets from the local printing company, using the monotainer and the seal/cover that were retained from the original shipment. This material will then be returned at the EC Distribution Centre in Ottawa. A Canada Post representative will contact the local printing company to schedule the pick-up of the monotainer after the election.
3.5.2 By Priority (Lots 101, 102 and 112)
Lots 101 and 102 are designated for documents related to voting results, potential incidents at the polls or in the office, and for VICs undelivered by Canada Post and returned to the RO office. These lots must be returned without delay at the EC Distribution Centre in Ottawa, after validation of results and if there is no possibility of a judicial recount.
Lot 112 is designated for the wireless kits and must also be returned at the EC Distribution Centre.
| Lot 101 – Official voting results documents Designated return box EC 10920 |
|
|---|---|
| EC 10022 | Detail of the vote – For use by the returning officer only – Validation of Results |
| EC 10042 | Poll-by-Poll Results – Validation of Results |
| EC 10420 | Result of Voting (original signed version) |
| EC 10421 | Result of Voting after a Judicial Recount, if applicable |
| EC 20010 | Nomination Papers and associated documents which were filed as physical copies or printed from electronic submissions |
| EC 50100 | Statement of the Vote – white copy (ordinary and advance polls) – complete series |
| EC 50100 | Statement of the Vote – yellow copy (ordinary and advance polls) – complete series |
| EC 50122 | Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50112)including:
|
| EC 78760 | Statement of the Vote (Special Voting Rules) – white copy |
| EC 78760 | Statement of the Vote (Special Voting Rules) – yellow copy |
| EC 78761 | SVR results (PDF sent by email) |
| –– | One book of the printed ballots |
Instructions
- Gather all materials for Lot 101 (consult C4 Lot 101 – Official voting results).
- Complete, sign, date and print the Return of Election Materials Checklist (EC 10256), and insert it into the clear pocket sleeve provided (located on the inside of the Lot 101 box lid).
- Write the 5-digit ED code on the box.
- Contact the FSN as soon as the box is shipped in order to give them the following information:
- The Priority service tracking number;
- The number of boxes shipped; and
- The shipping date.
| Lot 102 – Undelivered voter information cards returned by Canada Post to your office Designated return box EC 10921 |
|
|---|---|
| – | Undelivered Voter Information Cards returned by Canada Post |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Contact the FSN as soon as the box is shipped to give them the following information:
- The Priority service tracking number;
- The number of boxes shipped;
- The shipping date.
| Lot 112 – Wireless kits | |
|---|---|
| Original packaging (black plastic bin) | |
| – | Before the GE, you will have received at your residence 2 kits: one for your office and one for the AARO’s office.
|
Instructions
- Package the equipment from the 2 kits listed above in their original packaging (black plastic bin used for wireless kits).
Do not include in this shipment any equipment that the local telephone provider has supplied.
Do not place this black plastic bin in any EC monotainer with other shipments.
- Write the 5-digit ED code on each box.
- Write the lot number on each box.
ED No.
C4 Lot 101 – Official voting results
You can download a PDF copy of this checklist (EC 10256) from ECDocs.
| ED#: | ED name: | ||
|---|---|---|---|
| No. | Description | Included | Missing |
| – | One booklet of the printed ballots | ❒ | ❒ |
| EC 50122 | Completed Feedback on Accessibility and Voter Experience Form Envelope (EC 50122) including:
|
❒ | ❒ |
| EC 10022 | Detail of the Vote – For use by the returning officer only – Validation of Results | ❒ | ❒ |
| EC 10042 | Poll-by-Poll Results – Validation of Result | ❒ | ❒ |
| EC 10420 | Result of Voting | ❒ | ❒ |
| EC 10421 | Result of Voting After a Judicial Recount (if applicable) | ❒ | ❒ |
| EC 78761 | SVR RESULTS (PDF sent by email) | ❒ | ❒ |
| EC 78760 | Statement of the Vote (Special Voting Rules) – white copy | ❒ | ❒ |
| EC 78760 | Statement of the Vote (Special Voting Rules) – yellow copy | ❒ | ❒ |
| EC 20010 | Nomination papers and supporting documents for each candidate | ❒ | ❒ |
Details at the back ⇨
| No. | Description | Record PS number if items are missing |
|---|---|---|
| EC 50100 | Statement of the Vote (white copy) (ordinary & advance polls) | |
| EC 50100 | Statement of the Vote (yellow copy) (ordinary & advance polls) |
Over, please
| Name of candidate and political party | Nomination Paper and supporting documents | |
|---|---|---|
| Submission method | Check if items received or missing*: | |
| 1. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 2. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 3. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 4. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 5. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 6. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 7. | ||
| 8. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 9. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 10. | ||
| 11. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
| 12. | ❒ Paper ❒ Electronic |
❒ Nomination Paper ❒ Supporting documents ❒ Missing documents* |
3.5.3 By Canada Post monotainers (Lots 103 to 111, including PPE lot)
Elections Canada has an agreement in place with Canada Post whereby designated return boxes and packages containing material and documents from lots 103 to 111 (including PPE lot) are shipped by monotainer after polling day. The boxes retained during the initial delivery can also be used for the return of materials. The agreement also states that all these boxes and packages are to be picked up and shipped together (in one shipment) during a regular business day.
Coordination between Canada Post and IBM
Canada Post will not pick up your election materials before the IBM equipment is ready for pick-up. Rather, they will try to coordinate the IBM and material pick-up at the same time. Multiple trips will be made if required.
Here is the sequence of events:
- In your office, post-event asks are completed, and all transactions in ERS, ROPS and REVISE have been validated by ECHQ.
- IBM will contact you to set up an appointment to decommission your office.
- Once your office has been decommissioned, IBM contacts Canada Post to confirm that their equipment is ready for pick-up.
- Canada Post calls you to arrange a date and time for pick-up of IBM equipment election materials.
Note :
The Canada Post employees are responsible for unloading materials and bringing them inside the RO's office. Out of safety and liability concerns, no other person shall attempt to help them with this task.
You are to communicate with the Canada Post representative immediately to resolve any issues with the pick-up; or, in their absence, with the FSN.
Note :
A list of regional Canada Post representatives is published on the Field Personnel Intranet during the first week of the election calendar. You will receive an email to this effect.
Table 7 Return of materials by monotainers – Lots 103 to 111
| Designated return box EC 40190 | |
|---|---|
| EC 40014 | Journal Report Control Log |
| EC 40030 | Application for Revision or Registration on the List of Electors |
| EC 40090 | Record of Applicants |
| EC 40091 | Completed Transaction Log |
| EC 78056 | Envelope for Revision and Special Ballot Voting Vouching and Qualification Forms containing:
|
| EC 78060 | Envelope for the Authorization of a candidate’s representative containing: Authorization of a Candidate’s Representative (EC 20020) |
| EC 78510 | Application for Registration and Special Ballot – National |
| EC 78520 | Application for Registration and Special Ballot – Local |
| EC 78530 | Application for Registration and Special Ballot |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| EC 10002 | Record of Ballots – yellow copies |
| EC 10004 | Ballot Control Sheet |
| EC 10072 | List of Electors Control Log |
| EC 10180 | Appointment and Oath of Special Messenger or Temporary Custodian |
| EC 50034 | Qualification Forms |
| EC 50036 | Helper Forms |
| EC 50049 | Correction Forms |
| EC 50050 | Registration Certificates |
| EC 50051 | Voting Status Certificate |
| EC 50052 | Transfer Certificates |
| EC 50055 | Vouching Forms |
| EC 50056 | Vouching Form Register |
| EC 50057 | Transfer Certificate Register |
| EC 50058 | Polling Place Log |
| EC 50080 | Record of Electors – white copy |
| EC 50205 | Seal Control Sheet |
| EC 50358 | Polling Place Log |
| EC 50423 | Envelope: Candidate Representative Documents containing the Authorizations of a candidate's representative (EC 20020) and Visitors Log (EC 50428) |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| EC 11530 | Loose Documents Bag – beige |
| EC 50480 | Advance Poll Bag – green |
| EC 50490 | Mobile Poll Bag – purple |
| EC 50500 | Ordinary Poll Bag – yellow |
| EC 78790 | Large White Plastic Envelope for Counting Local Special Ballots |
Instructions
- Ensure that all the bags have been sealed with the peel and seal in the inside flap and with an Official Seal (EC 50180).
- Put the advance poll bags, ordinary poll bags and mobile poll bags in numerical order in the boxes.
- Complete the Lot 105 list – Checklist – Plastic bags from all polling stations.
- Keep a copy of the Detail of the Vote (EC 10022) for your records.
- Insert as many poll bags as you can in each box.
- Write your 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
ED No.
C5 Lot 105 – Plastic poll bags from all polling stations
| EC 11530 | Loose Documents Bag |
|---|---|
| EC 50480 | Advance Poll Bag |
| EC 50490 | Mobile Poll Bag |
| EC 50500 | Ordinary Poll Bag |
| EC 78790 | Large Plastic Envelope for the Material for the Special Ballot Votes Cast |
| Polling Station No. | * Discrepancy (missing poll bag, or reason for the loose document bag) | Number of Loose Document Bags | Total number of bags for this polling station |
|---|---|---|---|
* Examples: If you found loose documents outside the Poll Bag, lists of electors in ballot box, or if you had to open the Poll Bag to re-create the Statement of the Vote.
| Designated return box EC 10930 | |
|---|---|
| –– | All the printed and undistributed ballot booklets |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box Original packaging | |
|---|---|
| EC 50170 | Package voting templates in bundles of 25 using original packaging. As much as possible, keep the templates in their original clear plastic packaging. |
| EC 78645 | Signature Guide |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| – | All unused documents and reusable election material must be returned in their original packaging or in the designated return box – including incomplete pads and opened packages.
|
Instructions
As required, consult the Return of Material Reference Table (EC 10255) for a complete list of documents and materials.- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| EC 11520 | All Large all-purpose envelopes containing the Sequence number sheets – advance polls (EC 50109) – one for each day of advance polls |
| EC 50385 | All the envelope: sequence number sheets, one for each polling station, containing the original copies of the sequence number sheets for ordinary and mobile polls (EC 50111) |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| EC 12301 | Projectors used for training at the AARO offices or ordered from ECHQ during the event (does not include the projectors received with the RO equipment) |
| EC 50253 | Used Transport bags |
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Designated return box EC 10930 | |
|---|---|
| – | All documents containing confidential elector and staff information |
| – | All Voter Information Cards that were collected and kept at the polls in the VIC Collection Bag (EC 50256) |
| – | All electoral lists used in the local EC office |
| – | All Alphabetical lists of electors by polling site used by the registration officers |
| – | All printed electoral lists that the candidates did not pick up |
| EC 50111 | All completed sequence number sheets that were not picked up by candidates after data entry |
It is prohibited to shred these documents locally. Shredding must be done by Elections Canada.
Note :No plastic material, glass, metal or carton (packaging and boxes) is to be placed in these return boxes.
Instructions
- Write the 5-digit ED code on each box.
- Number the series of boxes, i.e., 1 of 3 boxes, 2 of 3 boxes, etc.
- Write the lot number on each box.
| Original manufacturers' boxes | |
|---|---|
| EC 50705 | Nitrile gloves (all sizes) |
| EC 50710 | Disposable non-surgical mask |
| EC 50714 | Face Shield |
| EC50716 | Transparent face mask |
| EC50717 | KN95 Mask |
| EC 50718 | Hand sanitizer (500 ml) |
| EC 50720 | Disinfectant wipes (bottle of 160 wipes) |
| EC 50725 | Protective barrier |
Instructions
- Return only material whose factory boxes have not been opened.
- Material assigned to a member of your team or to a poll worker should not be returned; the worker may keep that material.
- You may keep and redistribute among your team any material in boxes that have been opened. As such, limit the number of boxes you open to your exact needs.
- Return the unused factory boxes in the same condition that you received them. Dot not modify the boxes or write anything on them. You do not need to indicate a lot number.
- For the protective barriers (EC 50725), you must keep all the boxes and use the same ones for the return process. All barriers must be returned. They will be cleaned and repurposed.
- To return the face shields (EC 50714), you can use factory boxes, or a Box for Election Returns (EC 10930). All face shields must be returned. They will be cleaned and repurposed.
- When Canada Post picks up the material during the closing of the office process, ensure that all PPE is put together in the same monotainer(s). Try to limit the number of monotainers used if possible.
- Do not to include other material in the PPE monotainers designated for PPE materials.
Filling and sealing monotainers
Boxes and packages are placed in monotainers by Canada Post employees. The extra monotainer covers must be placed in one of the monotainers and returned with the same shipment.
To prevent boxes and packages from being separated in transit, you must seal each monotainer using the following materials. These materials will have been shipped to you separately in Lot 28, shortly before or after polling day:
- EC 10905 – Monotainer Covers with EC Logo
- EC 10910 – Canada Post Monotainer Return Tag
- EC 00015 – Nylon Ties
Once a monotainer is full:
- Place a cover on top.
- Secure it with the nylon ties.
- Stick a return tag on each one
Report on the Return of Election Material
The Report on the Return of Election Material (EC 10018) must be filled and emailed to the FSN (How to reach us) as soon as Canada Post has picked up the monotainers.
3.5.4 Under separate cover (Group A)
The following documents and materials must be returned to specific sections at Elections Canada Headquarters.
They must be sent by Priority during the closing down of your office.
Table 8 Return of materials under separate cover – Group A
| Designated return box EC 12120 (for the AC only) | |
|---|---|
| – | 2 external hard drives |
| – | All USB flash drives used by commercial printer |
| – | All Elector Registration Tool (ERT) USB flash drives |
| – | All used and unused USB flash drives |
| – | All candidates USB flash drives that were not picked up by the candidates |
| EC 10498 | List of Electors Security Control Log |
Instructions for the AC
- Write the 5-digit ED code on each box.
- Use the Blank EC labels (EC 11570) and label them with:
Elections Canada
Field Technology and Analytics
30 Victoria Street
Gatineau QC K1A 0M6
Documents submitted for payment after ROPS/SITES decommissioning (formerly Group B – unprocessed timesheets, kilometre logs and travel expense claims) are to be sent by email only from now on at Comptabiliteregionale-FieldAccounting@elections.ca.
3.6 Materials to recycle or destroy locally
3.6.1 Recycling
Local recycling of any documents and materials other than those listed below is prohibited.
Once used and emptied of their contents, the following may be recycled locally:
- Ballot boxes and voting screens
- Feedback on Accessibility and Voter Experience Box(EC 50121)
If recycling facilities are not available in your ED, you may use another ED's recycling facility. If there are costs associated with local recycling, you must obtain prior authorization from the FSN. If materials are not being recycled, return them to the EC Distribution Centre with the remainder of the election materials in Lot 111 for shredding.
3.6.2 Trash and organic matter
For health and safety reasons, trash and organic matter must not be included in the return of materials to Elections Canada. It should be disposed of locally.