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6. Additional considerationsIndependent audit report on the performance of the duties and functions of election officers – 43rd General Election

The following topics were specific scope items to be reported at the request of EC but did not impact our overall conclusion against audit objectives.

6.1 Comparison between GE 42 and GE 43

EC has introduced and piloted many additions and revisions since the 42nd general election to address the findings and recommendations outlined in our audit report from the 42nd general election, and as a result of other legislative and administrative changes (see details in section 1.5). Given the consistency in approach to the audits for the two (2) elections, an overall comparison of the audit results of the 43rd general election to those of the 42nd general election was performed in order to assess the impact, to the extent possible, of these changes.

Overall, the changes implemented since the 42nd general election have led to many improvements, as well as time efficiencies for election officers in carrying out the duties and functions imposed on them under the relevant sections of the Act. Individually, the comparisons between GE42 and GE43 have been embedded throughout Section 4 of this report. The table below provides a summary comparison of the results from each audit.

Findings – Major and other
Category GE 42 Status GE 43
Major findings
  • One (1) major finding in relation to the administration of special procedures that were record-keeping in nature, specifically the signature on certificates and forms.
  • Recommendation #2 of our report recommended the clarification and simplification of the certificates and forms associated with the special procedures.
No longer an issue; improvements observed
  • To address our recommendation in the GE42 report, certificates and forms were simplified as part of the optimization initiative. We did not note any major findings as a result of our testing.
Other observations
  • Evidence missing on how REGOs verified the polling site for registration of new electors.
  • Recommendation #2 of our report recommended streamlining the advance polling process.
No longer an issue
  • Election officers were adequately verifying address prior to completing registration certificates.
  • As part of streamlining the voting process, verification of the voter being at the correct polling division is no longer required to be performed by the REGO.
  • It was noted that this process was emphasized as one of the steps in the guidebooks for registration of new electors at polling stations.
  • Not ticking electors as 'voted' at the appropriate point in the voting process.
  • Recommendation #3 of our report recommended enhancements to the existing training program, which included the requirement to tick electors as 'voted' at the appropriate point in the process.
Ongoing; further enhancement opportunities
  • Testing results identified an increase in the prevalence of not ticking 'voted' at the appropriate point in the process, where most of these electors were ticked as 'voted' prior to depositing their ballot in the ballot box.
  • Recommendation #1 to this report addresses this finding.
  • Certificates, forms and checklists were not always correctly or completely documented, including administration of prescribed oaths.
  • Recommendation #2 of our report recommended the clarification and simplification of the certificates and forms associated with the special procedures.
Improvement observed with further enhancement opportunities
  • To address our recommendation in the GE42 report, certificates and forms were simplified. We noted, from our testing, that certificates, forms and checklists were generally completed accurately, except for the declaration associated with the Correction Form where the prevalence of the error has increased.
  • Recommendation #3 to this report addresses this finding.
Not applicable for GE42 New opportunity observed
  • New observation related to the Privacy Notice not being administered consistently.
  • Recommendation #3 to this report addresses this finding.
Administrative controls
Category GE 42 Status GE 43
Advance polling procedures
  • Observation related to the inefficiencies in processing electors due to the level of detail required on the Record of Votes Cast.
  • Recommendation #2 of our report recommended streamlining the advance poll process.
Improvement observed
  • To address our recommendation from the GE42 report, the advance poll process was streamlined to the extent possible.
  • We noted that the revised Record of Electors replaces the Record of Votes Cast. This form reduced the work required by election officers and no longer required the elector's signature, improving the overall efficiency of the form.
Training program

The following were noted in relation to the training program:

  • A large amount of time was dedicated to background/foundational information, leaving less time for the specific duties of the election officers.
  • Only a limited amount of time was dedicated for practice scenarios, impacting the readiness of the election officers to administer those scenarios.
  • Recommendation #3 of our report recommended enhancements to the training program to ensure the necessary focus/time is given to the administration of the special procedures.
Improvement observed with further enhancement opportunities
  • In response to our recommendation, the training program was enhanced; however, we noted further opportunities for improvement.
  • The following were noted in relation to the revised training program, and are reflected in recommendation #1 of this report:
    • There have been improvements to the content and flow of the training program.
    • A large amount of time continues to be dedicated to background/ foundational information.
    • While EC has incorporated additional time for practice of the special procedures, this was partly accomplished by removing the introduction to the scenarios. This resulted in no exposure to special procedures that participants did not get a chance to practice in class.
    • The time allotted for the practice scenarios is insufficient to complete all scenarios provided. In some training sessions observed, only 2-3 practice scenarios were completed by participants.
    • Recommendation #1 to this report addresses this finding.
Other administrative controls Opportunities were provided to improve the overall voting process. This was reflected in all the recommendations associated with the GE42 report. Improvements observed
  • EC explored the opportunity to automate specific elements of the electoral process at the polls. Due to security risks, the automation was not implemented for GE43; however, it is encouraged that EC pursue this further subject to mitigation of the applicable risks.
  • Feedback from election officers indicated that the guidebooks have been significantly improved with more visuals and clearer instructions. Detailed instructions were provided in the front of the guidebooks on how to proceed when facing a special procedure – even if they were unsure of which special procedure they were faced with.
  • The role of the CPS has been further expanded. This expanded role was very well received for GE43 by election officers.
  • The certificates and forms have undergone an optimization initiative in order to reduce the burden imposed on election officers. Feedback from election officers indicated that these efforts resulted in time savings and ease of use.

6.2 Use of the voter information card as identification

As a result of Bill C-76 and the additional discretion designated to the CEO, a decision was made to allow the use of the VIC as a valid form of ID if produced in conjunction with another piece of ID to prove identity and address.

The CEO requested that we provide insights into the extent of electors' use of the VIC as a form of ID. The results of our audit demonstrated that the VIC was used as proof of address in combination with a second piece of ID in 10% of the sample of 10,000 voter interactions tested. While the majority of voters continued to present one piece of government-issued ID with name, photo and address as proof of eligibility (identity and address), our audit noted that a significant portion of voters brought their VIC to the polling stations to facilitate their voting process, even if not presenting the VIC as a piece of ID.