CEIU ELECTIONS OF NATIONAL VICE-PRESIDENTS Standard Operating Procedures for 2017

An extraordinary procedure was developed for the CEIU NVP 2017 vote The CEIU Executive structure is made of seventeen (17) positions Two (2) positions were filled in February 2017 at the CEIU Convention by election by the CEIU delegates National President and the National Executive Vice-President Alternate  Twelve (12) of the fifteen (15) positions will be filled by elections 3 candidates were acclaimed in their respective position Concept of one member one vote Vote between March 6 and March 15, 2017 Two days One between March 6-10 One between March 13-15

Positions for Election by members Regional NVP Newfoundland and Labrador & Nova Scotia (1 position) New Brunswick & Prince Edward Island (acclaimed in February 2017) Québec (2 positions) National Capital Region (1 position) Ontario (2 positions) Manitoba & Saskatchewan (1 position) Alberta & Northwest Territories & Nunavut (acclaimed in February 2017) British Columbia & Yukon (acclaimed in February 2017)

Positions for Election by members IRB NVP (1 position) IRCC NVP (1 position) NVP for Women Issues (2 positions) Western Regions (1 position) Prairies; BC & YT; Northwest Territories; Nunavut; Ontario Eastern Regions (1 position) Atlantic; Québec; NCR NVP for Human Rights Issues (1 position)

An extraordinary procedure was developed for the CEIU NVP 2017 vote Locals to return ballots and all election material before March 17, 2017 to CEIU National Office Priority Post Canada Employment and Immigration Union Care of: Jacques Lambert, National Nominations and Elections Chairperson 275 Slater street, Suite 1204 Ottawa, ON K1P 5H9 Counting of ballots March 22-28, 2017 Results announcement March 29, 2017

Local Executive Role in the 2017 CEIU NVP Elections Conduct Elections in respect to SOPs Assign adequate Human Resources to the initiative Send ballots and election material to CEIU By March 17, 2017

Local Executive Role in the 2017 CEIU NVP Elections Contact your CEIU Regional Office for arrangements for the reception of election kits. Kits must be received by March 3, 2017 Contact your PSAC Regional Representative to share dates, times and locations of votes. Confirm any interpretation required of SOP with that person Post in your workplaces,10 days before a vote, the dates, times and locations of votes Hold 2 votes between March 6 and March 15, 2017. One between March 6-10 and one between March 13-15, 2017 Secure ballots and election material between votes Send ballots and election material before March 17, 2017

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP The local president and/or their assigned representative shall attend the mandatory information session on voting procedures for the 2017 NVP elections. The information session is this recorded power point presentation, available on the CEIU web site; Liaise with the CEIU Regional Union Office staff in their area to arrange to receive election kits in time for the Local Elections; Hold 2 votes on different days, one in each of the week within the prescribed voting period – between March 6 and March 15, 2017, taking into consideration geographic locations and members scheduling and other particular local realities (considering the geographical particularities in the NCR, the PSAC Regional Representation will assume an enhanced role in support of the vote in this region – refer to NCR addendum);

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Liaise with the PSAC Regional Representative assigned to the CEIU NVP vote for 2017 in their area to provide them with information on election dates, times and locations at least 10 days before the election date and to review the Standard Operating Procedures with them and to confirm a demonstrated knowledge and understanding of the administration of the vote process. Any technical question on voting procedures or any need for related union leave may be addressed with the PSAC Regional Representative; Post in the workplace and make available by other electronic means the dates, times and location of the votes for their local members at least 10 days before the election date;

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Ensure that ballots and documents are kept sealed and in a secure place up to and while the vote is being conducted and until they are sent by priority post to the CEIU National Office by March 17, 2017 at the latest;

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Establish polling stations with the appropriate qualified human resources to administer the votes: Ensure each polling station has a copy of the most current list of members in good standing (as provided in their local election kit by the CEIU Regional Office staff) who are eligible to vote for each position being elected; Assign one or more polling officers to be present at all polling stations for the purpose of validating membership entitlement, witnessing member’s signature and providing the ballot to vote;

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Ensure all polling officers are familiar with voting procedures as they relate to validation and the requirements for dealing with Rand deductees, transfers and members from other locals outside their jurisdiction who wish to vote; Ensure each member who votes is a member in good standing by checking his-her name against the list of members in good standing provided in the election kit If the member’s name is on the membership validation list, allow the member to vote once the member has signed their name on the membership validation list, and been given a ballot which they will place in the ballot box once they selection has been made If the member’s name is not on the membership validation list, allow the member to vote: Only upon the completion and signing of a PSAC membership application card; and Only after the voter’s name is entered on the form titled – Member not listed on the Membership Validation List and which the member must sign The member can then be given a ballot which they will place in the ballot box once his-her selection has been made

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP As there will be more than one election being held at the same time, ensure that the member signs their name on each of the membership validation lists One form is needed for each election being held When the poll is closed, in the presence of two people, please stick sealing tape and have the two people sign the sealing tape and the box so that the signatures cover both the tape and the box. Then ensure all documents and the unopened sealed ballot box is brought to a secure location Following the second day of voting, in the presence of at least 2 persons as determined by the local president or their representative, open the ballot boxes and transfer the uncounted ballots in the sealed envelope provided for this purpose in the election kit and follow procedures referenced hereunder.

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Following the last vote, pick up all ballot boxes following the close of each polling station and in the presence of two people, open ballot boxes and transfer all ballots into the envelope provided for this purpose and all three people present sign the form confirming the transfer in the presence of two people;

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Each envelope will contain: Any and all membership application cards All ballots cast The membership validation listing (this list must validate all ballots cast and included in the envelope) Other list used to enter the names of voters not shown on the membership validation list

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Each envelope will be: Sealed Placed in a second envelope Affix to it the self-adhesive label marked – BALLOTS – Send, by Priority Post to the CEIU National Office within the specified deadline Ensure that ballots and documents are sent by priority post to the CEIU National Office by March 17, 2017 at the latest;

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP Failure to comply with any of the stipulations outlined in this regulation may result in the rejection of the local ballots by the CEIU National Office under the coordination of the National Nominations and Elections Chairperson, Jacques Lambert.

Local Executive Role in the 2017 CEIU NVP Elections – Specific SOP For questions or for assistance with the interpretation of the SOP, please contact your PSAC Regional Representative