Children’s Education outside Canada

There are several factors that a Canadian Armed Forces member should consider before accepting a posting outside Canada (OUTCAN). The purpose of this education piece is to provide an overview of one factor: children’s educational needs. It aims to provide information for members and their families to make informed decisions before the posting.

Prior to a posting OUTCAN

When Canadian Armed Forces members are being considered for a posting OUTCAN, they are required to undergo a screening process. The Outside Canada Posting Checklist (DND 4064) can be found on the Defence Team Intranet. In addition to the OUTCAN screening, members with  school-aged children will also be required to complete the Children's Education Screening Form for each child. The purpose of the Educational Screening is to ensure that the educational needs of the child can be met at the posting location.[1]

For questions about the Children's Education Screening Form or the Educational Screening process, members should contact their Education Clerk at the gaining Unit Record Support (URS) and Children’s Education Management (cemgee@forces.gc.ca). More information can also be found on the Educational Screening (Posting Outside Canada) Instructions and OUTCAN - FAQ.

Note: Members should not make any financial commitments until a Posting Message is received as the Canadian Armed Forces will not be able to reimburse until such a time.[2]

 


 

Steps for completing the Children’s Education Screening

Step 1: Booking appointments with the child’s school principal, current teachers and/or doctors/specialists.

There are several sections of the Children's Education Screening Form that must be completed by the Canadian Armed Forces member and their family. To complete Part 5: Student Profile, the member will need to book appointments with the school principal, current teachers and/or doctors/specialists. The purpose of Part 5: Student Profile is to provide an overview of the child (ren)’s education level and to identify the need for any special education assessments or Individual Education Plans. Members should begin booking appointments with the school principal, current teachers and/or doctors/specialists as soon as they receive the screening message.

Note: Canadian Armed Forces members who have a child with special needs (i.e., behavioural, physical and/or learning) may be required to complete assessments and Individual Education Plans. As special education services offered in schools OUTCAN may be limited, educational concerns should be discussed with the gaining principal prior to a member accepting a posting.[1]

 


 

[1]  https://www.cafconnection.ca/getmedia/c6929c2e-a39d-4092-8322-480302001a8f/APS-2018-Instructions-Educational-screening-22-Sept-2017.pdf.aspx

Step 2: Selecting a school

When posted OUTCAN, a Canadian Armed Forces member should review the List of Compatible Schools and select the nearest compatible non-fee paying school for their child. When a non-fee paying school is not available, they can review the list of compatible fee-paying schools. The member is then responsible for selecting and contacting the schools. If a fee-paying school is not on the list of compatible schools, then a Working Group B submission is required in order to obtain reimbursement for those school fees. Working Group B is an inter-departmental committee that holds monthly meetings to make decisions on requests from members based on the Foreign Service Directives.[1]

Note: Compatible education means an education system which provides an educational curriculum and services comparable with those normally provided without charge in schools in Ontario from junior kindergarten (grade and school for children who are 4 years old or younger) to secondary school graduation (or equivalent in other provinces/territories).[2]

Note: Canadian Armed Forces members may receive their screening message after the registration deadline for compatible non-fee paying schools. Members should still apply for non-fee paying schools past the deadline, as there may be some spaces available. If there are no longer spaces available, members are required to apply for a compatible fee-paying school or alternative schooling options, and complete a Working Group B submission.

For more information, members can seek support through CAF Connection.

Members must review the List of Compatible Schools (non-fee and fee paying). In exceptional circumstances, the alternative schooling options outlined below can be considered. For more information about schooling options, members should contact their Education Clerk at the gaining Unit Record Support (URS).

Roman Catholic:

Eligible Canadian Armed Forces members posted abroad are entitled to have their child’s educational curriculum and services compatible with those normally provided without charge in schools in Ontario (or equivalent in other provinces/territories).[3] As such, eligible members on an OUTCAN posting are entitled to have their child enrolled in Roman Catholic schools. In locations where a non-fee-paying Roman Catholic school is not available, members may be reimbursed the cost of a private Roman Catholic school. For more information on the specific criteria required to apply for Roman Catholic schooling, review the Educational Screening (Posting Outside Canada) Instructions.

Note: All requests for Roman Catholic education must be approved by Working Group B.[4]

Canadian Armed Forces Overseas Schools

The Department of National Defence and the Canadian Armed Forces operate two schools overseas: AFNORTH International School in Brunssum, The Netherlands and SHAPE International School – Canadian Section in Casteau, Belgium. The goal of the Canadian Armed Forces Overseas Schools is to provide children with the same level of schooling they would receive in the province of Ontario. Additionally, to lessen the potential impact on a child’s educational success, AFNORTH and SHAPE are staffed by Canadian teachers on loan from school boards in Canada.

Note: The Canadian Armed Forces Overseas Schools, AFNORTH and SHAPE, do not provide special education services and cannot accommodate students with significant learning or behavioral needs.[5]

Homeschool

Canadian Armed Forces members may choose to educate their children at home while posted OUTCAN. Although a military family may be posted OUTCAN, their children’s education must be based on a compatible system within Ontario. Members who choose to home-school their children will be required to complete Part 6: Home Schooling of the Children's Education Screening Form and develop a yearly Education Plan to be submitted to Children’s Education Management for approval. Members who plan to follow an educational system outside of Ontario must provide the guidelines specific to their province/territory, along with their Education Plan.[6]

Boarding (in Canada and outside Canada)

Given lack of compatible schools at the posting locatons or personal circumstances, approval may be provided for a children in secondary school (Grade 9-12 or provincial/territorial equivalent) to receive education away from the post (in Canada and outside Canada). As such, actual and reasonable expenses for board and lodging during the school term may be reimbursed.[7]

For more information on boarding school, Canadian Armed Forces members should review the Secondary Education Away From Post But Not in Canada FAQs and Annual Rates.

Distance Learning

Distance Learning is provided to assist high school level children in meeting graduation requirements. Enrollment is dependent on factors such as age and grade of the child, anticipated graduation date, provincial high school graduation requirements, and length of posting.

For more information on Distance Learning, Canadian Armed Forces member should speak with a Guidance Counsellor. Additionally, they can review the Children’s Education Management Distance Learning Services FAQ and the Distance Education/Supplementary Courses or Programs Form.

Post-Secondary Education

Once a child has decided to attend a full-time post-secondary institution in Canada, the Canadian Armed Forces member may be eligible for shelter assistance up to and including the school year of the child’s 23rd birthday. The shelter assistance may cover up to eight months of university or nine months of college per school year.[8] Students who identify as post-secondary are required to only complete Parts 1 – 4 of the Children's Education Screening Form.

For planning purposes, members should review the Annual Rates and Post-Secondary Education in Canada - Shelter Assistance FAQ for additional information.

 


 

Step 3: The Canadian Armed Forces member submits the required screening documents to Children’s Education Management.

To complete an Educational Screening, Canadian Armed Forces members or the Education Clerk are required to submit the following documents to Children’s Education Management at  CEMGEE@forces.gc.ca:

  • Children's Education Screening Form;
  • Last two report cards;
  • Individual Education Plan (IEP) (where applicable);
  • Education reports or assessments (where applicable); and
  • Screening message.

For more information, members should review the Educational Screening (Posting Outside Canada) Instructions.

 Within 24 hours, members can expect an email from Children’s Education Management acknowledging receipt of their documents.

Step 4: Children’s Education Management Guidance Counsellor conducts a phone interview with the Canadian Armed Forces member and their families.

Upon completing the Children's Education Screening Form and submitting the necessary documents to Children’s Education Management, the Canadian Armed Forces member must contact a Children’s Education Management Guidance Counsellor. The Guidance Counsellor’s role is to assist with a child’s transition between school years and posting locations. The Guidance Counsellor offers information and advice regarding educational options, curriculum interpretations, explanation of credit requirements, and can recommend distance learning. Following the telephone interview, the Guidance Counsellor will email the member a summary of their conversation and information on the process moving forward.

For more information, members should contact the Guidance Counsellor. Additional guidance can also be found on the Children's Education Management - Guidance Counselling website and the Children's Education Management - Guidance Counsellor FAQs.

Step 5: The Educational Screening Committee and the Guidance Counsellor will review the documentation

Following the Guidance Counsellor interview, the Educational Screening Committee will conduct a review of the file. The Educational Screening Committee’s role is to ensure that all information and documentation has been included and is correct. The Educational Screening Committee will also flag any potential issues with the file and provide immediate feedback, by email or phone, to the Canadian Armed Forces member. Once the Educational Screening Committee has completed their review of the file, the member will receive an email outlining a “tentative” satisfactory result (green) or not (red).

Following the Educational Screening Committee’s assessment of the file, the Guidance Counsellor will also conduct a review and complete Part 7: CEM Guidance Counsellor on the Children's Education Screening Form.

Step 6: Educational Screening Committee confirms the screening outcome (satisfacory result (green) or not (red)) by email.

Once the Guidance Counsellor has completed Part 7: CEM Guidance Counsellor on the Children's Education Screening Form, the file will be sent to Educational Screening Committee for a final review. The Canadian Armed Forces member will be notified of the screening outcome (satisfacory result (green) or not (red)), by email, typically within 24 hours of the phone interview with the Guidance Counsellor. The member will then be responsible for providing the decision to losing and gaining Unit Record Support (URS) clerks.

Upon submitting the required documents to Children’s Education Management, the Educational Screening process will take approximately seven to ten business days to be completed. Timelines will likely be extended if information or documentation is missing or the Guidance Counsellor and Educational Screening Committee identify any additional concerns. Members can expect to receive regular updates from Children’s Education Management throughout the processing of their file.

Additional documents that may be required when applying for a child’s schooling while posted OUTCAN.

For more information, Canadian Armed Forces member should contact their Education Clerk at the gaining Unit Record Support (URS) and Children’s Education Management (cemgee@forces.gc.ca).

Fee Paying School

Junior Kindergarten and Senior Kindergarten Fee-Paying School

  • Form 8
  • School application
  • Letter from school/county that public junior kindergarten/senior kindergarten not available
  • Letter from school that they will not accept the child or substantiation that school is not adequate
  • School invoice
  • Curriculum, program description
  • Proof of payment

 

Grade 1 to 12 Fee-Paying School

  • Form 9F
  • Letter from school that they will not accept the child or substantiation that school is not adequate
  • Letter from fee paying school that they will accept the student
  • School invoice
  • Proof of payment

 

Roman Catholic (Kindergarten to Grade 12)

  • Form 9RC
  • School invoice
  • Proof that last school attended in Canada was  Roman Catholic
  • The baptismal certificate (if the child is not christened, the baptism certificate of the parent is required)
  • Proof of payment

 

Home Schooling

 

Boarding School – in Canada or outside Canada (Secondary Education)

Board and Lodging, Provincial Public School in Canada

  • Form 15P
  • Form 15RES
  • Lease or letter from private provider
  • School invoice
  • Posting message
  • Proof of attendance
  • Rent receipts
  • Enrollment letter

 

Residential School outside Canada

  • Form 15FEE
  • School invoice
  • Posting message
  • Proof of attendance
  • Proof of payment
  • Accreditation of school
  • Enrollment letter

 

Post-Secondary Education – Shelter Assistance

  • Form 17
  • proof of full time enrolment (letter from school, student profile that specifies "Full Time")
  • lease if student lives in an apartment
  • letter of agreement if student lives with friends/family
  • Residence contract if student lives in a school residence
  • member's home receipts (heating, electricity, water, basic telephone land line, insurance and property taxes) if the student lives in a residence owned by the member
  • rent receipts
  • proof of school attendance

 

Special Education Requirements

  • Form 11
  • letter from the school and professional authority (education psycho-assessment)
  • tutor's proof of professional qualifications
  • copy of student's IEP, IPP or modified education program followed in Canada
  • copy of Education Screening fee schedule for school
  • proof of payment

 http://intranet.mil.ca/en/locations/outcan/colorado-community-children-education.page

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