Electoral-Management-Reference-Model-v.1.0

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a single event are called temporary lists. Eleven jurisdictions produce their lists of electors from a permanent register of electors: Canada, Newfoundland and Labrador, Prince Edward Island, Nova Scotia, New Brunswick, Québec, Ontario, Alberta, British Columbia, Nunavut, and the Northwest Territories. With the exception of Canada, local legislation allows these jurisdictions to also update their register through enumeration. The four jurisdictions that do not maintain a permanent register of electors are: Manitoba, Saskatchewan, and Yukon. 4.2.7 Register of electors quality statistics The quality of the information in the register of electors at a given point in time is measured by three main indictors: coverage and currency and net currency . For each measure of quality, the table below shows the question the statistic answers, the formula used for its calculation, and an example calculation based on data for a hypothetical jurisdiction with the following characteristics: Population = 5,000,000 Eligible electors = 4,000,000 Registered electors = 3,750,000 Registered electors at their correct address = 3,300,000 Coverage: How complete is the register of electors relative to the number of eligible electors? Calculated as: # registered electors / # eligible electors 3,750,000 / 4,000,000 = 93.75% Currency: Net Currency: What proportion of registered electors is listed on the register at their correct address? Calculated as: # registered electors at correct address/ # registered electors 3,300,000/3,750,000 = 88.00% What proportion of eligible electors is listed on the register at their correct address? Calculated as: # registered electors at correct address/ # eligible electors 3,300,000/4,000,000 = 82.50% Coverage is measured by comparing the number of registered electors to estimates of the number of eligible electors at the electoral district and full-jurisdiction levels of geography. Coverage is often assessed within age groups or geographical areas. Over-coverage in the oldest age-groups is usually a sign that deceased electors are not being effectively removed from the register. Over-coverage in younger age groups may indicate that citizens who are no longer qualified electors (e.g., have moved out of the jurisdiction) are not being effectively removed from the register. Assessing currency and accuracy generally involves surveying a random sample of registered electors and confirming whether the information stored in their elector record is correct. Net currency requires both a survey to estimate the number of registered electors registered at their current address and an estimate of the total number of eligible electors. Quality audit surveys are 23 April 9, 2010
helpful tools for identifying sources of over coverage, such as failure to remove deceased electors, inclusion of ineligible electors, and failure to identify duplicates. 4.2.8 Elector status or “flags” While legislation stipulates who may access a list of electors and for what purpose, some registered electors may not wish to have their name and address included on lists released to external stakeholders. There are two situations where an elector may opt-out of being included on a list of electors: those who believe they may be physically at risk if their information is released through a list of electors; and those who are concerned about their privacy and do not wish to have their data shared with other jurisdictions. Electors who formally request to have their information suppressed from printed lists due to concern for their personal safety are referred to as protected electors. Special processes may be used to notify this particular group of electors of electoral events and for them to obtain their ballots. Many electoral agencies accommodate requests for special handling of elector records and/or requests for removal from the register through one or more status fields. For instance, an elector might have a status value that indicates their wish to opt out of sharing their information with other jurisdictions, or to opt out of having their name on the voters list and sharing their information. Even in the case of electors who ask to be removed from the register of electors altogether, it is generally considered preferable to change the elector’s status as opposed to, for instance, purging the record. The reason is that updates to the register of electors come from many sources and an elector that was purged from the register may be added again through no action of their own. When the elector record and the associated “flag” is maintained, new information can be linked to the existing record and the “flag”, and the special information that it denotes, is not lost. 4.3 Electors Business Area - Inputs, Business Processes, and Outputs The Electors business area is described in this section in terms of its inputs, business processes and outputs. 4.3.1 Inputs to Electors business processes Some of the Elector business processes require inputs from sources external to the organization, such as electors or other electoral agencies, while other inputs come from other business areas within the organization. A brief description of the main inputs to the Electors business processes is provided below. 4.3.1.1 Registration information from electors Registration information from electors includes elector-sourced registration information collected outside of an event and used in the maintenance of a permanent register. It comes in a variety of formats: hard-copy registration forms; verbal information received by telephone; and electronic data received through online registration systems. Information sourced from electors may pertain to their own record or, subject to local legislation and policies, another elector. 24 April 9, 2010
Page 1 and 2: Electoral Management Reference Mode
Page 3 and 4: Document Control Date of original v
Page 5 and 6: TABLE OF CONTENTS GLOSSARY ........
Page 7 and 8: 5.2.6 Relationship between the addr
Page 9 and 10: 6.4.3 Post-event phase ............
Page 11 and 12: 8.3.1.10 Other geography products f
Page 13 and 14: LIST OF FIGURES Figure 1 The EMRM:
Page 15 and 16: GLOSSARY Absentee ballot - A ballot
Page 17 and 18: Enumeration - An intensive outreach
Page 19 and 20: Preliminary list - The list of elec
Page 21 and 22: 1.0 INTRODUCTION “Election manage
Page 23 and 24: Figure 1 The EMRM: A High-Level Vie
Page 25 and 26: Figure 2 Roadmap to this Document I
Page 27 and 28: • inform and monitor the media;
Page 29 and 30: elector registrations from the poll
Page 31 and 32: Returning Officers are appointed by
Page 33 and 34: Figure 4 Electoral Agency Stakehold
Page 35 and 36: usiness areas having an assigned co
Page 37 and 38: Figure 6 The EMRM: Business Areas,
Page 39 and 40: 4.1 Overall Objectives for Electors
Page 41: 4.2.5 Types of lists of electors us
Page 45 and 46: 4.3.2 Business Processes in Elector
Page 47 and 48: Figure 9 Secondary Source Registrat
Page 49 and 50: Figure 10 Register Maintenance Proc
Page 51 and 52: notifications mailed through proces
Page 53 and 54: (elector name, residential address,
Page 55 and 56: determine whether a team of two ele
Page 57 and 58: and Secondary Source Registration b
Page 59 and 60: 4.6.2.3 Registration of electors wh
Page 61 and 62: • sharing of data will reduce dup
Page 63 and 64: 5.0 ELECTORAL GEOGRAPHY This chapte
Page 65 and 66: Table 2 Number of electoral distric
Page 67 and 68: accessibility and to comply with le
Page 69 and 70: Figure 15 Relationship Between Regi
Page 71 and 72: 5.3 Electoral Geography Business Ar
Page 73 and 74: Triggers for a review of polling di
Page 75 and 76: are identified as new to the addres
Page 77 and 78: Figure 18 Work Processes within Add
Page 79 and 80: Figure 19 summarizes the inputs, ou
Page 81 and 82: Examples include: • maps that sho
Page 83 and 84: Figure 20 Variation in Level of Eff
Page 85 and 86: 5.6.2 Related to address register 5
Page 87 and 88: 5.7 Electoral Geography During the
Page 89 and 90: 2. To maintain a complete and curre
Page 91 and 92: Registered political parties are no
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Figure 25 Candidates and Their Affi
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6.2.4 Fairness in application of re
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6.3.2.1 Registration and Deregistra
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ED Associations. The Election Finan
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Destinations As illustrated in Figu
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signatures from electors who reside
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Destinations Information about lead
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Deregistration At the federal level
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proponent/proponent group and oppon
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6.3.3.5 Notifications of denial or
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6.4.4 Inter-event phase During the
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98 April 9, 2010
Page 117 and 118:
7.2 Election Finance Business Area
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particular report include, but are
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Figure 37 Political Entity Filing -
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Figure 38 Political Entity Support
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Figure 39 Compliance and Enforcemen
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7.3.3.5 Lists of entities failing t
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7.6 Current Issues Affecting the El
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8.0 EVENTS The outputs produced by
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Figure 41 Events Business Processes
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When election dates are not fixed b
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• electors are registered to vote
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the elector has signed the ballot o
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8.3.1.2 Registration statistics fro
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1. Planning and Event Management 2.
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Figure 43 Planning and Event Manage
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Table 3 Example of a WBS and Activi
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Orders During the delivery of the e
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• cultural groups/demographics;
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• ballot printing; • photo-copy
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either a negotiated flat fee or a v
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processes, which link into Recruitm
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perceptions of their voting or regi
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Figure 49 Mailed Notifications - In
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Figure 50 Advertising and Communica
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Advertising and Communications proc
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The content of forms and guides is
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Figure 52 Procurement, Storage, and
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surveys, meetings, reports, etc. In
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Lessons learned from all sources ar
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maximum allowable number of registe
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• what should be printed on the c
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Electors must register at the time
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Figure 57 Voting - Inputs, Outputs
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mail envelope and must be received
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number to the number of electors wh
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Figure 59 Results Reporting - Input
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8.3.3.7 Candidate election results
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about potential polling places, pol
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The act of voting is a fundamental
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identification documents raises acc
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electors they serve and to train an
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a list of some of the questions tha
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Firm, legislated deadlines that mus
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9.3.4 Secure and Private - limits a
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9.3.10 Energy Efficient - environme
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