Information for selected candidates
The following are some of the most Frequently Asked Questions from candidates who have been selected for a mission:
What is the first step after I have been selected for a mission?
As an international election observer, what would be my responsibilities?Are there any special passport requirements?What are the language requirements?What is the observer code of conduct?Are election observer positions paid?How are travel arrangements and expenses handled?Do I need to arrange my own visa?
Do I need to arrange my own travel insurance?Do I need a medical certificate?Is there a pre-departure briefing?
What documents must I obtain prior to departure?Where can I find country information?Who handles in-country logistics?
What is the first step after I have been selected for a mission?
If you are on the final approved list for the mission, you will be contacted by email. CANADEM creates a mission website with complete deployment logistics for each mission. Regular internet access is thus essential. You will be directed to this website, where you will receive all the necessary information about the mission and a checklist of tasks that must be completed prior to departure.
Please Note: As the time between selection and deployment is often short, please be prepared to act quickly. We will need the appropriate forms and supporting documents to be completed and returned promptly.
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As an international election observer, what would be my responsibilities?
Observers are responsible for following the Code of Conduct, and all instructions given by the organization sponsoring the election, as well as the financial and narrative reporting requirements determined by CIDA. In addition, Long Term Observer (LTO) and Short Term Observer (STO) responsibilities are typically as follows:
LTOs must observe the entire election cycle paying particular attention to:
- Voter identification and registration;
- Procedures for registration of candidates;
- The extent and effectiveness of civic and voter education;
- The effectiveness of dispute resolution procedures, including those related to the registration of candidates;
- Political rallies and other relevant campaign activities;
- Election administration, especially preparation for the voting and counting phases;
- Overall neutrality and independence of election authorities;
- Any interference of government authorities in election administration;
- Media coverage;
- Immediate post-election complaints and resolution of disputes;
- As well, LTOs are responsible for STOs logistical arrangements in the field.
STOs are deployed in teams to assess:
- The close of the campaign;
- The set up of polling stations;
- Voting process on Election Day;
- Counting and the tabulation of results.
Are there any special requirements for passports?
It is mandatory that all passports be up to date with an expiration date no sooner than 6 months after the mission end date. 4 blank pages are required for visa purposes. Dual citizens must possess and travel with their Canadian passport. Election observation candidates are responsible for acquiring a valid passport as per the previous guidelines, at their own cost.
Note: We have had candidates turned down by customs because their passports expired whithin 5.5 months of the mission completion. The passport requirement will be taken seriously by CANADEM.
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What are the language requirements?
Election observation missions (EOMs) can either be in English or French (Spanish if the mission is conducted by the Organization of American States). The mission language is established by the receiving EOM sponsor (i.e. OSCE, EU, UN, etc ...). Generally the OSCE missions require all observers to have a proficiency in English.
In addition to the official EOM language, it is preferred that election observers speak the official language of the country to which they are assigned. Not all EOMs will provide interpreters, so local language abilities can prove to be very useful.
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What is the Observer Code of Conduct?
Listed below are some general principles and rules to which all observers must adhere:
- Observers will maintain strict impartiality in the conduct of their duties, and shall at no time express any bias or preference in relation to national authorities, parties, candidates, or with reference to any issues in contention in the election process;
- Observers will undertake their duties in an unobtrusive manner, and will not interfere with the election process, polling day procedures, or the vote count;
- Observers will carry the prescribed identification issues by the host government or election commission, and will identify themselves to any interested authority upon request;
- Observers will not display or wear any partisan symbols, colours, or banners;
- Observers may wish to bring irregularities to the attention of the local election officials, but they must never give instructions or countermand decisions of the elections officials;
- Observers will base all conclusions on well documented, factual, and verifiable evidence;
- Observers will refrain from making any personal or premature comments about their observations to the media or any other interested persons, and will limit any remarks to general information about the nature of their activity as observers;
- Observers will participate in post-election debriefings, by fax or telephone if necessary;
- Observers must comply with all national laws and regulations.
Are election observer positions paid?
All mission, travel and insurance expenses are covered for all observers. In addition, long term observers receive an honorarium of $150 per day based on a 6-day work week as they are in-country for an extended period of time (4-8 weeks) compared to STOs (less than 2 weeks). STOs do not receive an honorarium.
Please Note: LTO honorarium’s are taxable and as such should be claimed as income on when submitting your Canadian Income Taxes.
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How are travel arrangements and expenses handled?
Pre-departure Arrangements
CANADEM will book the international travel arrangements for all observers and in-transit accommodation where required. Mission expenses will be provided to the observers based on the EOM rates for the country of observation and Canadian Treasury Board Guidelines. Funds are generally advanced to the observer prior to departure. However, due to short turn around time in some instances, observers may not receive payment until they have already been deployed.
In Mission Arrangements:
Accommodation and any travel within the country will be organized by the host organization. Due to the limited availability of accommodation facilities in some of the regions, observers should be aware that relatively modest conditions might be expected in some cases and that there may be a requirement for observers to share rooms with colleagues.
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Do I need to arrange my own Visa?
Often due to the relative short-term nature of each mission, Visas are not required by the destination country. CANADEM will inform you if a Visa is required for your mission on the mission website. In the event that a Visa is required, we will arrange for a Visa to be issued. All of the necessary forms and supporting information will be clearly posted on the mission website. It is the observer's responsibility to ensure that all forms are completed and returned to CANADEM.
Please Note: Getting a Visa can take time so it is imperative to have all forms and supporting documents be sent to CANADEM promptly.
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Do I need to arrange my own Travel Insurance?
CANADEM will arrange all travel and mission coverage, which includes accidental death and dismemberment and medevac. Coverage details will be posted on the mission website.
Please Note: CANADEM only arranges insurance for mission coverage. This is not life insurance. Death due to natural causes will not be covered by the insurance obtained by CANADEM for your mission.
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Do I need a Medical Certificate?
A Medical Certificate is a note from your doctor stating that you are physically and mentally fit to work overseas under difficult circumstantes. This doctor’s note is acquired at the observer’s own expense and should be sent to CANADEM as soon as possible after the observer has received confirmation that he/she has been selected for a mission.
Please Note: A medical certificate is only considered valid for 6 months. Any doctor’s notes older than 6 month’s will not be accepted.
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Is there a pre-departure briefing?
On the mission website, you will have access to briefing materials. For certain missions, there will also be a mandatory in-person briefing in Ottawa. All travel arrangements and accommodations for the in-person briefings will be arranged for and covered by CANADEM. In the event of an Ottawa briefing, observers will then deploy directly from Ottawa to the election observation destination.
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What documents must I obtain prior to departure?
All observers must sign a Letter of Agreement with CANADEM as well as the Code of Conduct provided by the EOM partner. Moreover, specific registration with the country's electoral commission are generally required. CANADEM will indicate at the time of the mission what registration forms are required, as well as possible visa requirements.
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Where can I find country information?
Current travel advisories and information on all countries can be found on the Department of Foreign Affairs and International Trade Canada (DFAIT) website at: http://www.voyage.gc.ca/dest/ctry/reportpage-en.asp
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Who handles in-country logistics?
The mission host (usually OSCE/ODIHR, European Union, UN, OAS secretariat, etc.) is responsible for all in-country logistics. This information is shared with CANADEM in the preparations phases of the deployment of Election Observers, and CANADEM will share all relevant details to the Canadian Election Observers.
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