Candidate Instructions

Candidate Instructions

Campaign materials for posting on the website and for distribution to ETT members must be submitted to the Chief Returning Officer (CRO) at no later than 4:00 p.m. on Thursday, March 8, 2018.

Duties of Candidates
Nomination Forms and Campaign Materials
Documents and Forms
Campaign Instructions

Duties of Candidates

Candidates are encouraged to consult the ETT Constitution and Bylaws regarding the duties of Executive members.

Candidates may download the ETT Constitution and Bylaws from the ETT website (

Code of Conduct for Candidates

  • Candidate instructions are included in this information package. Candidates will agree to a statement to abide by those instructions.
  • Campaign communication must comply with the ETFO Human Rights Statement.
  • Candidates have an obligation to check with the CRO if uncertain as to whether a method of communication would be potentially accessible to all other candidates.
  • Candidates who violate campaign rules and protocols may be sanctioned in accordance with the ETFO process outlined in the ETT Constitution and Bylaws (Article V – Rights and Privileges of Membership). Sanctions may be imposed based upon discussions between the CRO, the CEC and the members of the Elections Committee.

Chief Returning Officer (CRO) Contact Information

Name: Michael Kennedy


All communications, inquiries or concerns regarding the ETT Executive Elections 2018 shall be directed by email, solely to the CRO.

Nomination Forms and Campaign Materials

All nomination forms and campaign materials must be received by the CRO, by email, according to the attached timeline. Documents received after this time will not be accepted. Do not call ETT to confirm receipt of campaign materials or forward any campaign materials to ETT. There is no provision for scrutineers in an ETT election when conducted by electronic vote.

It is the sole responsibility of each candidate to ensure that all forms are completed correctly when submitted. Incomplete nomination forms will not be accepted.

Candidates who submit their nomination form prior to the deadline will receive confirmation by email that their form has been received and is complete. The email will confirm your status as a candidate in the election.

The deadline for any candidate to withdraw their candidacy is Monday, March 19, 2018, 9:00 a.m. Candidates must send an email to the CRO requesting that their candidacy be withdrawn. The candidate’s name will be removed from the ETT and voting websites and ballot.

Candidates may submit by email the following materials, in addition to the Self-Nomination Form to the CRO.

Candidate Flyer, One-page

The flyer will be part of the Voter Information Package mailed to ETT members’ homes, and posted on the ETT website.

  • Use one side of an 8.5 x 11 single-side page with ¼ inch margins (maximum file size is 2MB).
  • Use PDF format only
  • Note: a candidate may also submit their flyer in black and white for printing in the black and white candidate booklet.

Candidate “Headshot” Photo and Video

Candidates may use the professional photo taken during the candidate photo session as their “headshot” photo for their candidate profile on ETT website or they may provide their own photo.

The photo will be posted on the ETT website. Failure to have a photo taken by the official photographer or to provide a photo for the website will result in a “No photo available” comment posted on the candidate’s webpage in lieu of a photograph.

  • Submitted photos must be a minimum of 600 pixels in width.
  • Should a candidate not wish to be videotaped or is unable to be videotaped, the following statement will be posted: “No video available”.
  • Candidates shall schedule their time slot to have their photograph taken and to record the speech, for the All-Candidates Poster and/or the profile on the website using the link provided by the CRO by Thursday, March 8, 2018, 4:00 p.m.

Candidate Statement

Each candidate may provide a statement for the ETT website. Failure to provide a statement for the website will result in “No statement available” comment posted on the candidate’s webpage in lieu of a statement.

  • The statement may not exceed 200 words.
  • The statement must be submitted as a RTF (Rich-Text Format) document.
  • For the statement only the following formatting will be permitted: paragraph breaks, bolded section titles (maximum 3), and bullet points (see template 200 Word RTF Candidate Profile). All other formatting will be removed.
  • Candidates may not include any link (ie. URL to their website, Twitter handle, contact email address) within this profile. However, the links can be included on the flyer. Each candidate profile will receive its own page, linked from the Candidate list. The profile will also include a link to download the candidate’s PDF flyer.

Photography/Video Release

Each candidate must complete and submit to the CRO (and for ETT Election Committee records either the Photography/Video Release Agreement or the Photography/Videography Refusal Waiver.

  • Candidates must sign the Photograph/Video Release Agreement in order to have their photograph used for the All-Candidates Poster and the website, and to have their speech recorded and placed on the ETT website.
  • Candidates who decline to have their picture taken and/or video speech recorded must sign a Photography/Videography Refusal.

Candidate Information Meeting

An orientation meeting for potential candidates will be held on Wednesday, February 28, 2018, from 5:00 to 6:30 p.m., in the North York Memorial Community Hall, Burgundy Room.

All potential candidates are encouraged to either attend this meeting or send a representative. Potential candidates will be briefed on the campaign process and campaign rules.

Documents and Forms

Candidate Information Package [PDF]
Self-Nomination Form [DOC]
Template for 200 word RTF Candidate Profile [RTF]
Photography/Videography Release Agreement [DOC]
Photography/Videography Refusal Waiver [DOC]
Drop Down Form [DOC]
Complaint Form [DOC]

Campaign Instructions

Campaign Period

The campaign period commences on March 1, 2018 upon confirmed receipt of campaign materials by the CRO and ends at on May 9, 2018 at 10:00 p.m.

Campaign Activities

Campaigning is any activity or communication by anyone which includes encouragement for ETT members to vote (or not vote) for a particular candidate. Candidates shall not disseminate any information regarding voting procedures (e.g., the voting website URL, phone number on personal websites), with the exception of the voting period dates, in campaign information or on campaign materials, as this is a responsibility of the CRO. Candidates may direct voters to the ETT website for further voting information.

All campaign communications must comply with the ETFO Human Rights Statement.

Campaign materials are limited to information communicated electronically (Facebook, e-mail, Twitter, etc.). Campaign giveaways are prohibited and are defined as tangible items provided by the candidates to any ETT member. They include food/beverages and consumable supplies (i.e., pencils, post-its, trinkets, gadgets, T-shirts, knick-knacks, buttons) or any other item of a material nature other than approved campaign materials.

During the campaign period, campaign activities are prohibited at any ETFO or ETT-sponsored events, such as delegates meetings, socials, committee meetings, or training sessions.

Should there be circumstances arising during the campaign period related to campaigning activities that the Elections Committee believes warrant attention, additional campaign guidelines and procedures will be forwarded to all candidates and posted on the ETT website during the campaign period.

The CRO will consult with the Chair of the Elections Committee and the Elections Committee before making a ruling. The ruling of the CRO shall be final.


  • Candidates will be invited to schedule an appointment on one of two possible dates to have their photo taken at the ETT office for the All-Candidates Poster (March 21 and 22, 2018 ). Failure to have a photo taken by the official photographer for the ETT Executive Elections 2018, or to provide a photo, will result in the following comment “No photo available” being printed on the poster in lieu of the Candidate’s photograph. Late appointments will result in less time for the Candidate’s photograph to be taken, or possibly cancellation of the appointment by the photographer. Missed appointments may only be rescheduled if there are slots available in the schedule.
  • Candidates shall schedule their time slot to have their photograph taken for the All-Candidates Poster using the link provided by the CRO by Thursday, March 8, 2018, 4:00 p.m.
  • Candidates who decline to have their picture taken must sign a Photography/Videography Refusal Waiver.
  • The professional photographer will give each candidate a choice of three fully edited photographs. Candidates may choose a preferred photograph (of the three options) within the prescribed timeline provided by the photographer. Failure to meet the timeline provided by the photographer will result in a photograph being chosen by the photographer on behalf of the candidate. The photographer will send the selected photographs to the CRO.

All-Candidates Meet and Greet

There will be two All-Candidate Meet and Greets, which will be held on Thursday, April 5, 2018 and Thursday, April 19, 2018, from 5:00 – 6:30 p.m. Further instructions regarding the All-Candidates Meet and Greet will be provided at the Information Session for Potential Candidates on Wednesday, February 28, 2018.

Candidates’ Video

  • Candidates’ speeches will be recorded at the ETT office over a two day period, and posted on the ETT website, for Candidates who complete a Photography/Video Release Agreement.
  • Candidates will schedule their speech video recording to coincide with their photograph. They may be released for 1 afternoon for this process.
  • With the provision of medical documents, a video may be recorded at an alternate date.
  • The Photography/Video Release Agreement will be sent to the CRO by the filing deadline.
  • Candidates for Table Officer will be limited to 2 minutes speaking time.
  • Candidates for Executive Officer will be limited to 2 minutes speaking time.
  • The video recording will cease at the end of the allotted time (possibly mid-sentence).
  • A second take for the video will be permitted only if the second take starts at, or before, the 10 minute point of the session.
  • Video will be posted on the ETT website by Tuesday, March 27, 2018.
  • Candidates who decline to have their video speech recorded must complete the waiver by the filing deadline.
  • Should a Table Officer candidate choose to “drop down,” a new video will not be recorded. The original video shall remain on the website.

All-Candidates Poster

The printer will design and produce the All-Candidates Poster. The professional photographer will send the candidate photos to the CRO. The printer will receive candidate photographs (taken by the professional photographer) from the CRO and create the All-Candidates Poster. The CRO and CEC will jointly review and sign off on the mock-up of the poster before it is finalized and printed. The completed All-Candidates Posters (one per site) will be sent to ETT for distribution by a hired temp. The hired temp will ensure that the posters and individual candidate flyers (if applicable) are placed in envelopes (one per site). The posters will be sent from ETT to Tippett Distribution Centre for distribution to each site.

Elections Results Procedure

  • The supplier of electronic voting services will conduct the elections procedure and inform the CRO of the results.
  • The CRO, in consultation with the Chair of the Elections Committee, shall resolve all issues and direct any action necessary.
  • The ruling of the CRO shall be final.

Election Results/Recounts

  • No person shall disclose any information about any part of the count/election results until instructed by the CRO.
  • At the conclusion of the count (or confirmation of a recount) an elected candidate shall be declared by the CRO.
  • The CRO shall inform each candidate in alphabetical order of their results.
  • No person except the CRO will disclose the results of the election until the results have been announced to the members.