Elections Management 

Manage your community’s entire election process with this comprehensive software

Features

• Icon-Based Home Window 

• Election Information Settings

  • You can configure every aspect of your community’s election under the settings, including the recording of dates such as when the election begins and ends, the nomination meeting, the dates various notices were posted, the date when mail-in ballots were sent, etc.

• You can then use a feature in the software to generate an ICS file (a calendar file in universal format) to import the date and event information into your calendar application
• You can set up a password for the software
• You can select which election regulations your community follows: Indian Band Election Regulations, the First Nations Elections Act or your community’s own governance and election code
• You can upload the electoral officer’s and the deputy electoral officer’s signatures so that these will automatically appear on the appropriate forms within the software

• Voter Information

  • Voter information can be easily imported from our Membership software program or from any standard CSV (comma separated value) file from any other source
  • You can map the fields from your CSV file to where the fields will go in our program onscreen at the time of importation
  • Voter information can also be manually entered and maintained after initial importation
  • In addition to the first and last name fields, the voter information screen also has an “alias” field to assist in the identification process
  • Each voter has a band or ID number which is used to generate a barcode on various reports to facilitate quicker verification
  • Track which voters reside off-reserve
  • The software will even generate mailing labels in two different sizes or envelopes complete with a return address and logo to be used for mailing voting information packages to voters

• Candidate Information

  • Candidates can be added using any of the following methods: manual entry, importation from any standard CSV (comma separated value) file or by clicking the Add to Candidates button on the individual’s profile under the Voters section of the software 
  • You can map the fields from your CSV file to where the fields will go in our program onscreen at the time of importation
  • Each candidate has a band or ID number which is used to generate a barcode on ballots to facilitate quicker vote counting by using the optional barcode scanner (the barcode scanner is available at an additional cost)
  • In addition to the first and last name fields, the candidate information screen also has an “alias” field to assist in the identification process
  • Candidates can run for the position of chief, a member of council or as a member of a youth council
  • The Software Settings configuration screens allow you to specify how many council positions are available

• Region Codes

  • Each voter can be assigned a region code to control which polling station the individual must go to on election day
  • These codes can be postal codes, actual polling station numbers, or any other unique identifier

• Counting votes could not be easier!

  • You can use a simple click method that counts a vote for each candidate and you also have the ability to “undo” a vote if a mistake is made by way of an accidental click
  • You can also use the optional barcode scanning feature which allows you to simply scan the barcode beside the selected candidate’s name on the ballot and it will automatically allot one vote to that candidate (the barcode scanner is available at an additional cost)
  • If you prefer to tally votes by hand, you can print tally sheets which list candidates’ names and columns of checkboxes to record votes for each candidate

• Polling Station Modes:

  • Master mode: 
    • Choosing this option in the software means that all votes will be counted at one computer
  • Multiple Polling Station mode:
    • You can have up to 99 polling stations and there is a master computer that is responsible for collecting and for rolling up all of the votes received from the polling stations
    • Each polling station can tally its votes and then upload its results to the server for the master polling station to retrieve
    • Polling stations can also use a feature that will automatically transfer the station’s results to an external device such as a USB flash drive and the results can then be uploaded from the device into the Elections Management software used on the master computer

• Backups and Updates

  • You can back up the software and obtain any updates that are available using the built-in option for each feature

Forms

• The software contains the following forms that will help you to organize your election according to the timing of events as determined by Indigenous Services Canada’s The Electoral Officer’s Handbook:

• Electoral Officer’s Timeline (3-A)
• Electoral Officer’s Checklist (3-B)
• Appointment of Deputy Electoral Officer (3-C)
• Voters List For Posting (4-A)
• Mail-Out Control Sheet (5-A)
• Notice of Nomination Meeting (5-B)
• Mail-In Voter Declaration to Nominate Candidates (5-C)
• Mail-In Nomination Form (5-D)
• Electoral Officer’s Nomination Meeting Speaking Notes (6-A)
• In-Person Nomination Form (6-B)
• Notice to Candidates of Nomination at a Band Election (6-C)
• Candidate’s Withdrawal Form (6-D)
• Electoral Officer’s Nomination Meeting Report (6-E)
• Polling Notice (7-A)
• Voter Declaration Accompanying the Mail-In Ballot (7-B)
• Instructions for Mail-In Voting (7-C)
• Candidate Ballots (7-D)
• Witness Declaration at the Opening of the Poll (8-A)
• Instructions for Voting (8-B)
• Declaration of Lost, Misplaced or Unused Mail-In Ballot (8-C)
• Declaration of Person Delivering Mail-In Ballot Package (8-D)
• Samples of Marked Ballot Papers (9-A)
• Tally Sheet for Chief/Councillor (9-B) – Populated Version
• Tally Sheet for Chief/Councillor (9-B) – Blank Version
• Record of Objections (9-C)
• Statement of the Votes (10-A)
• Electoral Officer’s Report (10-B)
• A direct link to The Electoral Officer’s Handbook can also be found in the software

Sample Reports and Forms

• Electoral Officer’s Timeline:
  • Once you’ve entered the date of the election under the Election Information Settings in the software, you can generate this document to use as a guide for the timing of the necessary election processes
• Voter Information List:
  • General report of basic information for all eligible voters entered into the software
• Voter Information List – Grouped by Region Code:
  • This report is given to each polling station.
  • The station can then cross off voters’ names or use the optional barcode scanner to track who has come in to vote
• Voter Information List – Identify Potential Problems:
  • Used to validate and correct any possible problems with the voter information on file prior to an election
• Voter Information Cards
  • These can be mailed to eligible voters and brought with them to the polling station
• Candidate Information:
  • General report of all candidates running in the election
• Candidate Information – Grouped by Position:
  • Lists candidates by position
• Candidate Information – Identify Potential Problems:
  • Used to validate and correct any possible problems with candidates’ information on file prior to an election
• Mail-In Nomination Form:
  • This form is used by community members for nominating a candidate for the election
• Polling Notice:
  • This notice can be posted around the community to inform residents of the date of the election
• Instructions for Mail-In Voting:
  • This document should be included in the package that is sent to voters who will be voting by mail
• Voter Declaration Accompanying the Mail-In Ballot:
  • Mail-in voters must include a completed copy of this form with their mailed-in ballot
• Ballots:
  • You may choose to print the ballots by one position (chief, councillor, etc.) per page or you can print multiple positions per page
  • A barcode is printed beside each candidate’s name for faster counting when using the optional barcode scanner (the barcode scanner is available at an additional cost)
• Tally Sheets with Candidates’ Names:
  • If you would like to tally votes by hand in addition to or instead of using the onscreen counting option or the optional barcode scanner, you can print tally sheets to record the votes for each candidate
• Statement of the Votes:
  • This is the final report that indicates the number of votes each candidate received once all of the votes have been counted
• All reports and forms can be saved in Microsoft Excel or in PDF format

Complimentary Demonstration

We would be happy to provide you with a complimentary online demonstration of the Elections Management software. Please contact us or complete the Software Demonstration Request form.

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Description	SKU	Price
Elections Management Software (Single User)	FNEMS-SU	$1,999.00
Each Additional Polling Station	FNEMS-PS	$499.99
Optional Upload of Data from Polling Stations to Our Server (Per Election) -If you don’t have your own server, you can choose to upload data from all polling stations to our secure server to then generate one report for the election results from all polling stations	FNEMS-UL	$99.00