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Advisory Group for Disability Issues (AGDI) February 27–28, 2020 Meeting Summary

Table of Contents

1. Meeting summary

Elections Canada convened the Advisory Group for Disability Issues for a two-day meeting, on February 27 and 28. The goal of the meeting was to discuss member's experience during the 43rd general election and how Elections Canada can build on this input to make the experience of participating in federal elections more accessible. During the election, Advisory Group members were tasked with documenting their election experience in a journal; on the first day of the meeting, Advisory Group Members expanded on issues they reported in their journals as a summary of the AGDI journals was used to structure the agenda for the day. The goal of the second day of the meeting was to obtain input from Advisory Group members on future technological and legislative improvements. For the second portion of the meeting, members of the Advisory Group were asked to invite a technical expert who could speak about assistive voting technology.

The meeting was co-chaired by Susan Torosian, Executive Director, Policy and Public Affairs, and Denis Bazinet, Senior Director, Operations and Field Governance. It was facilitated by Lisa Drouillard, Director of Outreach and Stakeholder Engagement.

2. Introductory Remarks by the CEO

Presenter: Stéphane Perrault (Chief Electoral Officer [CEO])

Mr. Perrault opened the meeting by thanking members of the Advisory Group for the advice they have provided to Elections Canada over the years, which, he explained, has helped has helped Elections Canada make voting more accessible. He also thanked them for the outreach activities they conducted in the lead-up to and during the election, particularly to help reduce information barriers to voting for people with disabilities. Lastly, he thanked committee members for documenting their voting experience in their election journals.

On the conduct of the 43rd general election, Mr. Perrault noted some of the improvements that Elections Canada rolled out, which included expanded services on post-secondary campuses and at advance polls, which gave Canadians more options to cast their vote and reduced wait times for voting. He further noted that, while improvements have been made to increase the different ways that Canadians can cast their vote, there are still persisting barriers in the voting process. For example, he explained that electors continue facing barriers related to assistance marking a ballot, independent verification of a marked ballot, and proving identity. He also acknowledged that regulations related to voting at home continue to pose barriers for homebound electors. Looking forward, Mr. Perrault indicated an interest in exploring opportunities for improving voting accessibility, including the possibility of adding photos on ballots or providing photos of candidates at the polls, to assist electors with low literacy or learning disabilities; and the possibility of deploying assistive technology at the polls to assist electors who are blind or partially-sighted to independently mark and verify their vote. He noted that the current minority government context may reduce the chance that legislative changes could be made in time to affect the next general election. Nevertheless, he expressed his continued commitment to making voting accessible to Canadians through both requests for legislative change and implementation of operational enhancements.

3. Voter Information Campaign

Presenter: Annie Desrosiers (Director, Voter Information Campaign)

Ms. Desrosiers led a focus group discussion to assess the extent to which Advisory Group members recalled products from the Voter Information Campaign (VIC). The overall goal of the campaign was to inform Canadians about where, when, and the ways to register and vote, using a series of print and digital products, as well as television, radio, print, digital and social media ads. Ms. Desrosiers noted that the campaign was developed over the course of several years with the assistance of focus groups and consultations with external groups, in which people with disabilities took part. Based on the feedback received, Elections Canada ensured the Voter Information Campaign included several components specifically to help meet the needs of electors with disabilities. Ms. Desrosiers played samples of television ads and educational videos in both official languages, some of which included closed captioning and sign language interpretation. She also distributed copies of the Guide to the Federal Election to gather input from Advisory Group members.

Overall, Advisory Group members recalled encountering Voter Information Campaign products during the election. Feedback on the campaign was generally positive and the quality of the campaign materials was well-received. Elections Canada's use of alternative accessible formats such as braille, large print and daisy was praised by AGDI members. It was noted, however, that in some instances accessible formats were needed in larger quantities than were available and that the proportion of the different formats available could be rebalanced by increasing the proportion of large-print and audio products relative to the number of braille copies. Other members of the Advisory Group noted the need for greater visibility and promotion of ASL and LSQ videos. Finally, Advisory Group members encouraged Elections Canada to increase public awareness of accessible information products and accessible voting services by including more information about accessibility in mainstream media.

Regarding the Guide to the Federal Election, few people recalled receiving it in the mail. Areas for improvement for future elections include modifying the Guide to the Federal Election to contain less information on a single page or printed in a larger font to improve its accessibility. Advisory Group members also recommended including information on accessibility earlier on in the guide such as on the first page.

4. Accessibility of Polling Locations

Presenter: Sophie Martineau (Assistant Director, Polling Location Management Services)

Ms. Martineau outlined the steps that the agency took to select polling locations that were accessible, familiar and within proximity to the elector's residence for the general election. Specifically, starting in April 2018, returning officers began identifying potential polling locations in their electoral districts. Collected data was then analysed in collaboration with Elections Canada headquarters staff and used in the selection of polling locations. Of the sites selected, 94 % met the 15 mandatory accessibility criteria. While there does appear to be a reduction in the percentage of sites that were accessible during the 2015 general election (down from 96 %), overall there were fewer complaints related to the accessibility of polling locations in the most recent general election. Anecdotal evidence further suggests that returning officers may have been more rigorous in the application of the accessibility criteria, which may reveal why some locations previously deemed accessible we not considered accessible for this election. Further analysis will be available in the retrospective report.

Members of the Advisory Group were generally positive about Elections Canada's efforts to ensure the accessibility of polling locations. Suggestions for improvements included better assessment of what is considered to be appropriate accessible parking, better placement of signage outside and inside polling locations, and the need for more accessibility transportation options to the chosen polling locations. Members also highlighted that having an information officer outside of the polling station to help guide electors (e.g. to accessible parking and entrances) would be helpful.

Advisory Group members found the Voter Information Service to be useful and helped them to anticipate accessibility issues at the polling location. Several committee members pointed out that they did not use the Vote Now application because they were not aware of its existence. One member who did use the Vote Now tool found that services available at each polling location were not clearly presented (e.g. voting hours and voting days) and remarked that information about polling site accessibility was left out.

5. Registration and Voting Experience

Presenter: Nadya Laskey (Voting Procedures Officer)

Ms. Laskey described some of the key improvements that Elections Canada put in place for the general election, which included enhancements to the Online Voter Registration Service, voter identification requirements, and accessibility services at the polls. For the Online Voter Registration Service, the main enhancement included the online document submission feature, which received 43,000 submissions. With regard to voter identification, Ms. Laskey noted that one key change during the last election included the return to the vouching process to help voters prove their identity and the return of the Voter Information Card as an acceptable piece of identification as long as the elector could present another corroborating piece of identification. Regarding voters' experience at the polls, Ms. Laskey noted that Elections Canada improved the in-person voting process by reducing wait times through the optimization of back-end operations and by offering a range of accessibility tools to make voting easier.

Regarding registration, some Advisory Group members found it easier to register than in past, and they appreciated the ability to register in-person at their polling location. Other members noted that completing certain tasks online, for example changing addresses, was challenging for electors with disabilities. They highlighted that having more education on registration options through outreach workshops and simulations would be beneficial both to electors and organizations supporting electors.

Regarding the voting experience, members were pleased that the Voter Information Card (VIC) was added to the list of acceptable pieces of identification, and they expressed that this had made the overall voting process easier for electors with disabilities. Some members noted that there is currently no way for electors who are blind to differentiate the VIC from a piece of junk mail. Elections Canada was asked to explore adding a tactile indicator, for example, in braille, or a corner of the VIC cut in a manner similar to that of the Canadian National Institute for the Blind's (CNIB) identification cards. Members further discussed gaps in the training of poll workers, specifically, their familiarity with how to use accessibility tools and their knowledge of the rules on vouching to confirm identity. They highlighted the need to better inform the general public, especially the aging population and disability communities, about the accessible tools available for them. A request was made to explore the possibility of using multiple symbols to represent the various disability communities rather than simply a generic wheelchair symbol.

6. Election Workers' Experience

Presenter: Gordon Baird (Acting Associate Director, Voting Services and Results)

Mr. Baird provided an overview of Elections Canada's approach to recruiting and training poll workers for the 43rd general election. He noted that returning officers were asked to build recruitment plans for their electoral districts that incorporated approaches targeting a broad range of potential workers, including youth aged 16 to 24, Indigenous people, people with disabilities, official language minorities as well as new Canadians. He acknowledged some of the limitations in the recruitment management system and reassured members that changes to the system are planned for the future.

Mr. Baird also reported that the training materials had been updated for the 43rd general election (guidebooks and supporting materials) and noted that training officers received a total of 35 hours in the lead-up to the election to prepare to deliver training. Additionally, training included more hands-on practice with the use of scenarios to simulate the types of activities that would take place at the polling place. Mr. Baird concluded by informing members of improvements Elections Canada is exploring including the use of blended learning (online training component in addition to in-classroom training) to improve its election worker training.

On recruitment, some members felt that the step in the current hiring process requiring applicants to fill out a form on Elections Canada's website could serve as a barrier to participation for some potential candidates with disabilities. Advisory Group members also suggested that Elections Canada consider ways to improve awareness about the fact that working in an election is a paid position and that Elections Canada is an equal opportunity employer—people with disabilities are encouraged to apply.

Some AGDI members who had gone through the training felt that the accessibility component of the training program was rushed and not comprehensive. They also indicated that in some instances training facilities were not well suited to meet accessibility needs. Members encouraged Elections Canada to engage disability organizations on the delivery of accessibility training and in the selection of effective facilities. Overall, however, members who had gone through the training process and worked in the election felt that it was a deeply rewarding experience to be able to work and engage with the community.

7. CEO Recommendations to Parliament

Presenter: Robert Sampson (Legal counsel, Legal Services)

Mr. Sampson briefed Advisory Group members on the recommendations that the Chief Electoral Office will be making to Parliament on improvements to the Canada Elections Act. Mr. Sampson informed members that the CEO's Recommendations Report will be focused on three core themes: privacy, online platforms, and communication and advertising by political entities. A series of technical recommendations will also be part of the report. Some of the accessibility-related recommendations being considered for inclusion are: allowing voting outside a polling place (also known as curbside voting); clarifying who can vouch for electors and provide assistance with marking a ballot, particularly as it relates to support workers. Mr. Sampson also mentioned the CEO's desire to further investigate the inclusion of photos on ballots, which would also require amending the Act.

Members of the Advisory Group understood the limits that the current minority parliament context places on the scope of the CEO's recommendations and the timing of possible legislative change. Should the Act not be amended to allow photos on ballots, it was suggested that Elections Canada explore the possibility of including candidate photos or party logos on the large-print list of candidates that is available on election day, or some similar measure to assist electors with learning disabilities or low literacy. Members also discussed the accessibility of campaigns during the elections. While they were appreciative of the legislative changes that modified spending limits for candidates with disabilities and for running accessible campaigns, they noted that many candidates and campaigns did not take full advantage of legislative provisions. As such, members recommended that Elections Canada explore ways to raise awareness of this offering among candidates and parties.

8. Moving Forward: Assistive Technology

Presenters: Jean-Marc Collin (Project Manager, Innovation) and Pierre-Luc Denis (Director of Innovation)

Mr. Collin opened the session by providing background and context to Advisory Group members on Elections Canada's proposed Assistive Voting Technology Development (AVTD) pilot project and on Elections Canada's overall approach to enhancing accessibility through assistive technologies. He noted that the CEO committed to developing assistive technology to improve the accessibility of the voting process in his Strategic Plan for 2020–2028. He further explained that the current work on assistive technology builds on the previous assistive technology pilot project that Elections Canada undertook in 2010. However, Mr. Colin outlined that, unlike the 2010 project, which aimed to assist electors with different accessibility needs, the current pilot project aims to assist primarily electors who face barriers with independent marking and verification of the ballot. Mr. Denis then offered some technical considerations of the project, noting Elections Canada's intention to pilot assistive voting technology in upcoming by-elections, once the product is ready to be deployed

Advisory Group members and their technical advisors were supportive of Elections Canada's steps to make voting more accessible by introducing technology that would assist with the marking and verification of the ballot, recognizing that the scope of this project is narrower than the previous pilot.

They noted that in addition to blind or partially sighted electors, several other communities of electors might also benefit from the assistive technology proposed, including electors with dyslexia or low literacy, language minorities, and electors with learning disabilities. The group suggested that Elections Canada could explore several different avenues ranging in sophistication from raised ink on the ballot to Optical Character Recognition (OCR) technology. With regard to OCR, AGDI members and their technical experts suggested Elections Canada explore existing applications already available across a variety of mobile platforms and several members mentioned some of the assistive technologies they already use in their day-to-day lives. During the discussions, some members stressed that electors with disabilities statistically have significantly lower levels of income than other Canadians, so the issue of access to technology was raised as an area that would need to be considered in decisions on whether to rely on elector-owned technology or Elections Canada technology at the polls.

Overall, AGDI members advised that, until the ballot itself can be changed under the Canada Elections Act, Elections Canada should continue offering different options to electors so they can use the tools they know work for them. Members also advised Elections Canada to ensure that local staff are adequately trained to serve electors. They also advised that Elections Canada's communication strategy of the next election should emphasize well ahead the options available to electors who require assistance marking and verifying their ballots and should clarify the permissibility of using their own devices as assistive tools. This was not clear to everyone in the last election. Members noted that they found hands-on training sessions and workshops conducted in the lead-up to the 43rd general election a positive experience and expressed their openness to participating in similar events in the future.

9. Forward Calendar

Presenters: Susan Torosian (Executive Director, Policy and Public Affairs)

Ms. Torosian concluded the meeting by outlining upcoming priorities that will necessitate AGDI members' engagement:

  • The next AGDI meeting is tentatively scheduled for September 2020. Tentative discussion topics include political financing and photos on ballots.
  • We may also issue a series of remote mandates to consult members on the assistive voting technology pilot and improvements to the Elections Canada website.

Ms. Torosian concluded the meeting by thanking members for their involvement in the Advisory Group for Disability Issues.

10. Appendix: Meeting participants

AGDI representatives:

Name Organization
Frank Folino Canadian Association of the Deaf
René Binet Confédération des organismes de personnes handicapées du Québec
(COPHAN)
Christopher Sutton Canadian Hard of Hearing Association
Jewelles Smith Council of Canadians with Disabilities
Diane Bergeron Canadian National Institute of the Blind
Kory Earle People First of Canada
Shelley Fletcher People First of Canada
Gary Birch Neil Squire Society
Laurence Parent Independent
Mike Ciarciello Independent

Technical experts:

Name Organization
Jason Fayre Canadian National Institute of the Blind
David Berman Canadian Hard of Hearing Association

Elections Canada staff present at all or part of meeting:

Aboubacar Dakuyo; Alan Bristow; Alan Webb; Annabelle O'Keeffe; Andrée Mathieu; Anne-Marie Lalonde; Annie Desrosiers; Annie Laflèche; Asia Dewar; Blair Charbonneau; Bradley Darch; Brenda Sandelin; Chelsea Honeyman; Céline Desbiens; Denis Bazinet; Elise Vézina-Easey; Gordon Baird; Janice Simms; Jean-Marc Collin; Juan Melara-Pineda; Karo Séguin; Kimberly Kippen; Lakshna Dhunnoo; Lisa Drouillard; Mariann Canning; Melanie Garand-Martineau; Michel Roussel; Nadya Laskey; Nicholas Lamb; Paul Jorgenson; Pierre-Luc Denis; Robert Sampson; Saoussen Hamdi; Sharmila Biswas-Mistry; Sophie Martineau; Stacey Paquette; Stéphane Perrault; Wayne Roy; Susan Torosian; Sylvie Jacmain; Thomas Élie; Victoria Bennett.

Meeting facilitator:

Lisa Drouillard, Director, Outreach and Stakeholder Engagement