Part III - Education Allowances - Schooling at the Post

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This Part is effective 01 July 2009

Questions related to this Administrative Instruction are to be forwarded via Email to: Dependent Education Management.

POST CEILING WEB SITES:

INDEX

Education allowance purposes, this chart shows Canadian secondary school graduation.

PROVINCE SECONDARY GRADUATION
British Columbia Grade 12
Alberta Grade 12
Saskatchewan Grade 12
Manitoba Grade 12
Ontario Grade 12
Quebec CÉGEP II (General pre-university program) Student must be working towards a Diploma of College Studies (DCS)
New Brunswick Grade 12
Prince Edward Island Grade 12
Nova Scotia Grade 12
Newfoundland Grade 12
Territories Grade 12
Outside Canada Grade 12

SECTION 1: INTRODUCTION

It is expected that that the majority of children at the elementary and secondary level will be educated at the Post.

General

1.2 Parents who are moving to a new school district should spend some time researching the school district and schools their children will be attend. Initially, parents should determine which characteristics of a school and school district are most important for meeting the needs of their children. For instance, parents may be interested in the academic performance of students at he school, test scores, programs for special needs of students, courses offered, teacher turnover rates, graduation requirements, the availability of special resources, the size of the school population, the number of students per class, dropout rates, graduation rates, and other information. Parents may also want to know how parents regard the school whose students attend the school and how the school is regarded in the community. The secondary school experience is a very complicated and challenging landscape. This is even more the case for the highly mobile, military-connected student population. Secondary students will be most interested in records transfer, interpretation systems of credits at new school, subjects offered, school calendars, school schedules, school standards and opportunities, extracurricular activities.

1.3 Each student is unique; they are children first and connected to the military second. Each new school situation brings a particular set of opportunities, challenges, and daunting unknowns. It is tough, regardless of the circumstance and the age of the student, to be the “new kid” over and over. Parents are the best counsellors. The parents are key to all this, the teachers and counsellors can only do so much. So as a parent get involved with your children and plan ahead. The bottom line is you really have to be involved with your teens in order to make a transition smooth.

1.4 There are a number of resources for information on schooling at your new POST, including but not limited to those in this Part.

1.4.1 Definitions used in this handbook may be found in CBI Chapter 12, Section 2 and FSD 30, 34, 35, 51, and 70.

1.5 Screening is important your child’s education is important. Please read this screening instruction carefully and provide required data and any required documents. At any time during the education screening process Dependent Education Management may be contacted via email to help facilitate completion of this education screening form or assist with schooling information.

1.6 FSDs 2,34, 35, 51 and 70 provide policy and this manual provides administrative instructions on Education and Related Care allowances associated with dependent education applicable to personnel posted outside Canada.

SECTION 2: COMPATIBILITY

2.1 It is intended that elementary and secondary children of members living at the post are educated at the nearest compatible non-fee paying day school.

2.2 Compatible education means an education system providing an educational curriculum and services reasonably comparable to those normally provided without charge in public schools in Ontario in a junior kindergarten, kindergarten, elementary (grade 1 to 8) or secondary school (grade 9 to 12 ) The major criterion of compatibility is whether a child of normal ability, upon completion of a grade, or its equivalent, can enter the next higher grade in a public school on return to Canada.

2.3 The full range of educational facilities, normally found in Canada may not be available outside Canada. Members are cautioned to ensure appropriate language of instruction, grade level, special education requirements, if applicable, is available at the new post prior to accepting the posting. Education Screening for a Posting Outside Canada forms are to include a statement from the member that appropriate schooling is available at the new post in the appropriate language of instruction, grade level and special education, if required, prior to sign-off at unit level.

2.4 Language of instruction outside Canada, as within and when available, may be provided in the appropriate official language, i.e., the English or French language of instruction consistent with section 23 of the Minority Language Educational Rights prescribed by the Canadian Charter of Rights and Freedoms.

Note: A member of a student requiring English as a Second Language instruction prior to arrival at the Post or a student that will require English as a Second Language at the post is to contact Dependent Education Management.

2.5 French Immersion (FI) programs are optional programs for Anglophone pupils and are not contemplated under Section 23, Minority Language Educational Rights, Canadian Charter of Rights and Freedoms as a language of instruction. Such programs are not available outside Canada.

2.6 Special education programs are very limited at most posts outside Canada. Source of special education services outside Canada must be included on the Education Screening for a Posting Outside Canada form prior to sign-off.

2.7 For the most part, at the elementary level grade 1 to 8, be it Canadian, British or American, the education programs are compatible and transfers between programs at this level is not likely to provide an impediment for re-entry into the Canadian school system. At the secondary level, the systems begin to diverge. Whether it is Canadian, British or American, the education program is based on subject credit requirements and entry or re-entry requires some planning to ensure prerequisite requirement and introduction of subject content at various level is studied. It should be noted that school programs and course content might vary from education system to education system. Members are encouraged to obtain a curriculum outline from school dependants are now attending which will assist with course/subject planning at new school outside Canada.

University Planning and Scholarships

2.8 Members posted outside Canada who have children preparing for university and planning on enrolling in a school under a foreign curriculum are advised to communicate with the Canadian university of choice in advance so they may ensure that the courses selected will be acceptable to the Canadian university.

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SECTION 3: ROUTINE QUESTIONS AND SCHOOLING INFORMATION

3.1 Routine questions about entitlement may be directed to post personnel as follows:

For personnel posted to the United Kingdom contact:

CFSU (E) Detachment United Kingdom
Web site:www.europe.forces.gc.ca/uk-gb/lm-mg/dh/home-eng.asp
Fax: 011-44-11895-613-046

Member to obtain an electronic copy of the “Education Post Ceiling” from the gaining Outside Canada Support Unit education associate

Schooling Information:

For personnel posted to Europe contact:

CFSU (Europe)
Web site:www.europe.forces.gc.ca/ger-all/lm-mg/cfs-sfc/sg-eng.asp
Fax: 011-49-2451-717251

Member to obtain an electronic copy of the “Education Post Ceiling” from the gaining Outside Canada Support Unit education associate

Schooling Information:

For personnel posted to United States except NORAD units or United Nations units contact:

CDLS Washington
Web site:https://www.cdlsw-elfcw.forces.gc.ca/
Fax: 1-202-682-7673

Member to obtain an electronic copy of the “Education Post Ceiling” from the gaining Outside Canada Support Unit education associate

Schooling Information:

For personnel posted to NORAD units in the United States contact:

CFSU Colorado Springs
Intranet only
Fax: 1-719-556-8246

Member to obtain an electronic copy of the “Education Post Ceiling” from the gaining Outside Canada Support Unit education associate

Schooling Information:

For personnel posted as a CDA, CDAA or to a MSGU or posted to a Peace Support Assignment outside Canada contact:

CFSU Ottawa - Foreign Service Section
Web site: www.cfsuo.forces.gc.ca/index-eng.asp
Fax: 1-613-995-1273

Member to obtain an electronic copy of the “Education Post Ceiling” from the gaining Outside Canada Support Unit education associate

Schooling Information:

FOR PERSONNEL POSTED TO SHAPE (CASTEAU), AFNORTH (BRUNSSUM) AND GEILENKIRCHEN AREA:

To ascertain schooling facilities at each location contact the Canadian principal:

SHAPE International School (Canadian Section) Principal -
Telephone: 011-32-65-44-59-85
Fax: 011-32-65-84-1738
Web Site: www.shape-is.com
E-mail: SHAPE International School Canadian Principal

AFNORTH International School (Canadian Section) Principal -
Telephone: 011-31-455-27-8200
Fax: 011-31-455-27-8277
Web Site: www.afnorth-is.com/canadian-section
E-mail: AFNORTH International School Canadian Principal - Elementary
AFNORTH International School Canadian Principal - Secondary

DND DEPENDANTS SCHOOLS OVERSEAS for personnel posted to SHAPE (Casteau), AFNORTH (Brunssum) and Geilenkirchen area

3.2 The Department of National Defence shares with other NATO countries two International schools overseas. One is located at Headquarters Allied Forces North Europe (AFNORTH) in Brunssum, The Netherlands and the other at Supreme Headquarters Allied Powers in Europe (SHAPE) in Casteau, Belgium.

AFNORTH International School located in
Brunssum (AFNORTH) the Netherlands (near Maastricht)

Visit the AFNORTH International School Web Site for more information

Posted to School Curriculum
-CC-NAEWF (Geilenkirchen, Germany) or

-CFSU (E) Selfkant (Niederheid, Germany or

-JFC HQ (Brunssum, Netherlands) or

-a student eligible to attend AFNORTH International School		 AFNORTH International School (Canadian Section) Elementary Section Junior Kindergarten to Grade 6 level School curriculum used in the elementary schools is a multi-national mix of American, British, and Canadian and delivered by teachers from Canada, United States and United Kingdom. Canada also provides limited French Language instruction at this level.
AFNORTH International School (Canadian Section) Middle/High School:
Middle School Curriculum Grade 7 and 8 Middle School is a time of transition in a child’s life. Therefore, students are exposed to a wide variety of subjects and activities so they will be better prepared for the expectations placed on them at the high school level. The goal of the middle school team is to encourage students to learn self-discipline, increase their organizational skills, and become responsible socially and to take responsibility for their own learning.
Secondary School Curriculum Grades 9 -12 The Canadian Section of AFNORTH International High School is recognized in accordance with Section 16 of the Ontario Education Act as a private school in Ontario. This permits the offering of the Ontario secondary curriculum with the Principal permitted to offer advance level courses in Grade 9-12 that leads to the Ontario Secondary School Diploma.
Special programs and support for students with exceptional needs related to behaviour, communication, intellect (including gifted) or physical are not offered.

AFNORTH International Middle/High School- Ontario Curriculum at Secondary Level

3.3 The AFNORTH International School was established in 1967 to serve the educational needs of the children of the four founding nations of Canada, Germany, the United Kingdom and the United States of America. DND provides Canadian teachers, an Ontario secondary curriculum and recognizes AFNORTH International School as a DND Dependants School Overseas.

3.3.1 The AFNORTH International Middle/High School web site is http://www.afnorth-is.com/index-1.html. Starting school year 2002/2003, the AFNORTH International Middle/High School will offer students the opportunity to gain an Ontario Secondary School Diploma (OSSD).

3.3.2 The AFNORTH International Middle/High School is recognized in accordance with Section 16 of the Ontario Education Act as a private school in Ontario found on the web site at www.edu.gov.on.ca/eng. This permits the offering of the Ontario secondary curriculum with the Principal permitted to offer advance level courses in Grade 9-12 that leads to the Ontario Secondary School Diploma. A student’s record of courses successfully completed and credits earned towards the requirement for the Ontario Secondary School diploma (O.S.S.D) will be maintained on the Ontario Student Transcript. This transcript is kept in the Ontario Student record and will follow a student to the new school upon transfer.

3.3.3 Under FSD 34.04, an education allowance at public expense will no longer apply at the secondary level for students to attend a Canadian curriculum school away from post. Members with students attending secondary school grade 9-12 are expected to educate such students at nearest DND overseas school, which is AFNORTH International Middle/High School, at no cost to the member. This applies to students of member posted to CC-NAEWF (Geilenkirchen, Germany), CFSU (E) Selfkant (Niederheid, Germany), Regional Command, North HQ (Brunssum, The Netherlands) and any student eligible to attend AFNORTH International School.

3.3.4 DND recognizes, as in Canada, that the number of credits to graduate from Secondary School may differ from province to province and such credits due may not be granted to a transferring student by the new school to be attended. To alleviate this problem, members with students in provincial education systems other than Ontario at the grade 11 or 12 level and who qualify under CBI Chapter 12, Section 1 for education benefits when posted from province to province in Canada may apply for an education allowance. Member posted from a province, other than Ontario, or territory may apply for an education allowance when posted outside Canada to CC-NAEWF, CFSU (E) or AFNORTH. This benefit will permit a secondary student in the pre or graduation year to continue in the same secondary school in Canada and complete their secondary education. This option does not apply to Ontario students posted to CC-NAEWF, CFSU (E) or AFNORTH as AFNORTH International Middle/High School offers the Ontario curriculum with the same credit requirements as any high school in Ontario. A student’s record of courses successfully completed and credits earned towards the requirement for the Ontario Secondary School diploma (O.S.S.D) is maintained on the Ontario Student Transcript. This transcript is kept in the Ontario Student record and will follow a student to the new school upon transfer.

3.3.5 For students who do not have Ontario credits (students from non-inspected private schools or from outside Ontario), the following information may be found on the Ontario Ministry web site at www.edu.gov.on.ca/eng under Ontario Secondary Schools Grades 9 to 12-Program and Diploma Requirements at Appendix 8: Equivalent Diploma Requirements. The principal will use the table and the list of diploma requirements as a guide to determine:

  1. the total credit equivalency of the students background for placement purposes;
  2. the number of credits, including compulsory credits, that the student must earn to qualify for the Ontario Secondary Diploma (OSSD) under Ontario Secondary Schools (OSS).

3.3.5 The policy in Article 3.3.1 to 3.3.5 was effective 20 August 2002.

3.4 The SHAPE International School located in Casteau (SHAPE) Belgium (near Mons)

Posted to School Curriculum
Supreme Headquarters Allied Forces Powers Europe (SHAPE) SHAPE International School (Canadian Section) Grades 1 – 8 The Ontario curriculum is taught in split-classes offering an enriched program
SHAPE International School Secondary Grades 9-12 Canada has no secondary teachers at SHAPE International School. The United States Department of Defense Schools can be found at www.shap-hs.eu.dodea.edu.
SHAPE International School Elementary/Secondary Total French program may be obtained for the Belgian Section. Web site: www.ecoles.cfwb.be/ebshape/
Special programs and support for students with exceptional needs; eg behavioural, communicational, intellectual (including gifted) or physical are not offered.

3.5 SPECIAL EDUCATION NEEDS CANNOT BE PROVIDED AT SHAPE OR AFNORTH INTERNATIONAL SCHOOLS

3.5.1 Members with students to be enrolled in the AFNORTH or SHAPE Canadian Sections are directed to: OSAP 200.14.3 - SPECIAL EDUCATION

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SECTION 4: CANADIAN EDUCATION INTERNET SITES

University Planning and Scholarships

4.1 Members posted outside Canada who have children preparing for university and planning on enrolling in a school under a foreign curriculum are advised to communicate with the Canadian university of choice in advance so they may ensure that the courses selected will be acceptable to the Canadian university.

SECTION 5: POSTING CEILINGS

5.1 Each Post has an established Posting ceiling, which is based on the recommendation of the appropriate Foreign Service interdepartmental co-coordinating committee and listed in Part XIV & XV – Education Post Ceiling /Travel Rate Guidelines. Post Ceilings establishes a representative school at the Post, which reflects the cost of admissible education expenses where non-fee paying schools are not compatible. Once a representative school at the Post has been approved and published in Part XIV & XV – Education Post Ceiling /Travel Rate Guidelines, the Outside Canada Support Unit Approving Authority can approve an education allowance for admissible education expenses up to the financial limits of the representative school.

5.2 Roman Catholic instruction schools for which the Outside Canada Support Unit Approving Authority can approve an education allowance for admissible education expenses may also be found at Part XIV & XV – Education Post Ceiling /Travel Rate Guidelines..

5.3 When a Post Ceiling school has not been establish or the representative school at the Post is not compatible for a particular student, Form 9F-NC –Education Allowance Request – Submission to the Education Interdepartmental Co-ordinating Committee for funding – FSD 34.03(d) is completed and submitted to the Outside Canada Support Unit Approving Authority for recommendation and then forwarded to NDHQ DDEM for submission to the appropriate foreign service interdepartmental co-coordinating committee.

FORM 9F-NC Education Allowance Request – Submission to the Education Interdepartmental Co-ordinating Committee for funding – FSD 34.03(d)
APPROVAL Foreign Service interdepartmental Co-coordinating Committee
PARAMETERS
  1. It is expected that the majority of children at the elementary and secondary level will be educated at the Post.
  2. Where facilities at the post are not compatible, or it is in the best interest of the child to receive secondary level education in Canada or at a school offering a Canadian Curriculum, an education allowance shall be authorized away from post, on an individual basis. See Part V-Schooling away from Post.
  3. For those posts where local non-fee paying schools are compatible, a representative ceiling will not normally be established and an education allowance will only be considered where it can be demonstrated that the appropriate non-fee paying school is not compatible for a particular child.
  4. In determining the representative school, the appropriate foreign service interdepartmental co-coordinating committee shall consider the appropriateness of a particular school for the majority of children at the post.
  5. More than one post ceiling may be established for the same post. A representative school may be selected which provides instruction in English and second representative school may be selected which provides instruction in French. Similarly, a post ceiling may be established for elementary education, a second post ceiling established for secondary education up to the equivalent level of Ontario Grade 12. As well, more than one ceiling may be established for a post to recognize the location of various Crown accommodations in relation to compatible schools.
INTENT Before authorizing an education allowance, DDEM, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall consider whether a foreign educational facility is compatible for a child. In forming an opinion on the compatibility of a school for a particular child, DDEM shall take into account the advice of the Outside Canada Support Unit Approving Authority, the relevant experience of other departments represented at the post, and the opinion of the member as to the compatibility of schools at the post, based on educational history and other personal pertinent to child’s education.
REMARKS Compatible schooling at the Post that will enable the dependent to continue in the chosen educational stream and will facilitate re-entry into the next higher grade level at a provincial public school system upon return to Canada. Most CF postings outside Canada permit children at the elementary and secondary level to be educated at the Post

POST CEILING SCHOOL SELECTION FACTORS

5.4 Before authorizing an education allowance, DDEM, on the recommendation of the appropriate Foreign Service interdepartmental coordinating committee, shall consider whether a foreign educational facility is compatible for a child. In forming an opinion on the compatibility of a school for a particular child, DDEM shall take into account the advice of the Outside Canada Support Unit Approving Authority, the relevant experience of other departments represented at the post, and the opinion of the member as to the compatibility of schools at the post, based on the educational history and other personal factors pertinent to the child’s education. In particular, DDEM shall be guided by the objective of providing access for the child of a member to:

  1. Instruction in the appropriate official language, ie, the English or French languages of instruction consistent with Section 23 of the Minority Language Educational Rights. prescribed by the Canadian Charter of Rights and Freedoms;
  2. Schooling in a safe, healthy and secure environment.
  3. The curriculum is reasonably compatible with the Ontario Ministry of Education curriculum.
  4. Problems arising from racial segregation or hostility to foreigners.
  5. Schooling free from compulsory, incompatible religious instruction.
  6. Roman Catholic education, comparable to that provided by the Ontario Ministry of Education, which right in the Constitution of Canada.
  7. Schooling where there is no lack of confidence in the school staff, or in the prevailing climate of morality among the school’s student population.
  8. Schooling which will enable continuation in the child’s educational stream.

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SECTION 6: INTENT OF THE EDUCATION ALLOWANCE AT THE POST

Education Allowance Defined

6.1 For the purpose of an Education Allowance a dependent student means a student who normally resided with a member in Canada prior to posting outside Canada, and

  1. who is an unmarried child of the member or member's spouse; and,
  2. is in full time attendance in half-day junior kindergarten or kindergarten, elementary or secondary educational institution and,
  3. is over the age of 3 years 8 months at the commencement of the school year of 1 September and up to and including the last day of the school year, 31 August, in which the age of 21 is attained.

Intent of the Education Allowance

6.2 The current FSD/MFSI policy is based on the fact that members whose dependant children accompany them to the post are expected to educate such children at the nearest compatible day school to their place of duty/residence in the appropriate official language. Normally this would involve attendance at a local non-fee paying school. See Part XIV & XV – Education Post Ceiling /Travel Rate Guidelines..

6.3 The full range of educational facilities, normally found in Canada may not be available outside Canada. Members are cautioned to ensure appropriate language of instruction, grade level, special education requirements, if applicable, is available at the new post prior to accepting the posting. Education Screening for a Posting Outside Canada forms are to include a statement from the member that appropriate schooling is available at the new post in the appropriate language of instruction, grade level and special education, if required, prior to sign-off at unit level.

Limitations of the Education Allowances

6.4 An Education Allowance is an allowance for admissible education expenses, provided on an annual basis to a member with a dependent student to obtain compatible schooling that will enable the dependent student to continue in the chosen educational stream and will facilitate re-entry into the next higher grade level at a provincial public or separate school system upon return to Canada.

6.5 An Education Allowance is provided to a member who incurs costs necessary to obtain compatible educational services at the Post that would ordinarily be provided without additional cost from the public school system in Ontario or equivalent in other Provinces. The allowance also provides for cost of room and board for schooling away from Post and periodic student travel, where applicable. This booklet outlines administrative guidelines and eligibility criteria for the allowance.

SECTION 7: EDUCATION ALLOWANCED DEFINED, INTENT AND FORMS

  1. Kindergarten Years at the Post
  2. Roman Catholic Education at the Post
  3. Education Instruction at Home
  4. Non -Fee Paying School at the Post
  5. Fee Paying School at the Post
  6. First Year attending a school at the Post – Tutoring in Subjects recommended by the Principal
  7. Distance Education/Supplementary Courses or Programs
  8. Compulsory fees associated with Advance Placement Exams (AP); International Baccalaureate (IB), Scholastic Aptitude Tests (SATs)
  9. School Crafts and Arts Supplies
  10. Relocation during academic year
  11. Refundable Deposit or Accountable Advance
  12. School Transportation

Kindergarten Years at the Post

FORM 8 HALF DAY JUNIOR KINDERGARTEN FEE-PAYING SCHOOL
INTERNAL ORDERS GRC0000B3201
APPROVAL NDHQ DDEM for: 1/2 day Junior Kindergarten program within age parameters
PARAMETERS
  • Optional program in Ontario.
  • Half-day program.
  • Program must be compatible to Ontario Junior Kindergarten Curriculum
  • Must be 3 year 8 months as of 01 September of the School Year.
  • Instruction in either the English or French language of instruction which indicates entitlement
INTENT For purpose of education allowance a half-day Junior Kindergarten program for students 3 years 8 months as of 1 September of the School Year as offered by the Ontario Ministry of Education and Training. Age is set by the Treasury Board and cannot be extended.
REMARKS References: FSD 34.01
FORM 8 HALF DAY SENIOR KINDERGARTEN FEE-PAYING SCHOOL
INTERNAL ORDERS GRC0000B0950
APPROVAL NDHQ DDEM approval required to attend a fee paying Senior Kindergarten program at the Post.
PARAMETERS
  • Optional program in Ontario.
  • Half-day program.
  • Program must be compatible to Ontario Junior Kindergarten Curriculum
  • Must be 4 ear 8 months as of 01 September of the School Year.
  • Instruction in either the English or French language of instruction
  • Request must be due to age of student, within Ontario parameters, but not within age parameters for the school at Post. Age parameter requirement of the school at the Post to be attached to request for funding.
INTENT For purpose of education allowance a half-day Junior Kindergarten program for students 4years 8 months as of 1 September of the School Year as offered by the Ontario Ministry of Education and Training. Age is set by the Treasury Board and cannot be extended.
REMARKS References: FSD 34.01

Roman Catholic Education at the Post

FORM 9P ROMAN CATHOLIC FEE PAYING SCHOOL
Roman Catholic Schools outside Canada: www.catholiclinks.org/NoFrameenglish.htm
INTERNAL ORDERS GRC0000B3204
APPROVAL By the Outside Canada Support Unit Approving Authority:
  • 1/2 day Junior Kindergarten or Kindergarten program within age parameters (3 years 8 months as of 1 September of School Year)
  • Grades 1-12 within age parameters at a Post Ceiling School as indicated in Part XIV – Post Ceiling Guidelines
PARAMETERS
  • Roman Catholic education, comparable to that provide by the Ontario Ministry of Education, which right is confirmed in the Constitution of Canada.
  • One parent must be Catholic or student must have attended a Catholic Parochial school prior to posting outside Canada.
  • Instruction in either the English or French language of instruction
INTENT
  • Roman Catholic education, comparable to that provide by the Ontario Ministry of Education, which right is confirmed in the Constitution of Canada.
  • The right to existence of Roman Catholic Separate Schools was guaranteed prior to Confederation and is confirmed in the Constitution of Canada
REMARKS References: FSD 34.02(b)

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Education Instruction at Home

FORM 9HSI EDUCATION INSTRUCTION AT HOME
Canadian home based learning resource page: www.flora.org/homeschool-ca/index.html
Form Purpose Written request for Instruction at Home by parents
APPROVAL NDHQ/DDEM based on Canadian Provincial Education Plan
PARAMETERS Provincial Ministry of Education Home Instruction Policy
INTENT Provide guidelines for Education instruction at home when parents indicate, in writing, their intention not to register or to withdraw a child from school for the purpose of providing instruction at home.
REMARKS References: FSD 34.02(b)
FORM 9HSE EDUCATION INSTRUCTION AT HOME ADMISSIBLE EDUCATION EXPENSE
INTERNAL ORDERS GRC0000B0951
APPROVAL NDHQ/ DDEM APPROVAL REQUIRED
PARAMETERS An education allowance for home instruction (admissible education expense) up to the post ceiling limits, or, where a post ceiling has not been established, the Ontario non-resident School fee.
INTENT Provide some financial assistance when a member chooses to have a child receive home instruction in accordance with a Provincial Home Schooling program; and an “Education Plan” is provided that meets a provincial requirements.
REMARKS Admissible Education expense items may be found in Part I - Administration

Non -Fee Paying School at the Post

FORM 9NF GRADE 1 TO GRADE 12 NON-FEE PAYING SCHOOL
INTERNAL ORDERS GRC0000B3203
APPROVAL Grades 1-12 within age parameters at a Post Ceiling School as indicated in the “Part XIV - Education Post Ceiling Guidelines
PARAMETERS
  • Nearest compatible non-fee paying school at the Post.
  • Instruction in either the English or French language of instruction
INTENT It is intended that elementary and secondary dependent students residing at the Post will be educated at the nearest compatible non-fee paying day school at the Post.
REMARKS References: FSD 34.02
Note: If State school will not accept student because of birthday; submission must be made to DDEM for approval to attend a fee paying school.

Fee Paying School at the Post

FORM 9F GRADE 1 TO GRADE 12 FEE-PAYING SCHOOL
INTERNAL ORDERS GRC0000B3202
APPROVAL By Outside Canada Support Unit Approving Authority:
  • 1/2 day Kindergarten program within age parameters
  • Grades 1-12 within age parameters at a Post Ceiling School as indicated in the “Part XIV - Education Post Ceiling Guidelines”
PARAMETERS
  • Children who have obtained the age of 4 years 8 as of 01 September of the School Year should attend Kindergarten (not Junior Kindergarten).
  • Half day Kindergarten program
  • Program must be compatible to Ontario Kindergarten Curriculum
  • Instruction in either the English or French language of instruction
INTENT Provide Schooling at the Post. If a fee-paying post ceiling school has not been established then Form 9F-NC – Request for Post Ceiling funding must be completed.
REMARKS References: FSD 34.02
Note: If State school will not accept student because of birthday; submission must be made to DDEM for approval to attend a fee paying school.

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First Year attending a school at the Post – Tutoring in Subjects recommended by the Principal

FORM 12 FIRST YEAR ATTENDING A SCHOOL AT THE POST – TUTORING IN SUBJECTS RECOMMENDED BY THE PRINCIPAL
INTERNAL ORDERS GRC0000B3208
APPROVAL NDHQ/DDEM
PARAMETERS
  • Applies to first year at new school outside of Canada.
  • Letter from principle outlining:
    • Need
    • Number of hours of required tutoring
    • Letter from tutor outlining qualifications/amount charged per hour from tutor.
INTENT To enable a dependent student to meet the appropriate grade level at new place of duty. Tutoring is due to change of school and curriculum or lack of prerequisite subject material at previous school. Tutoring will only be authorized where the academic deficiency is attributable to foreign service and is not due to the fault or choice of the student and/or member.
REMARKS References: FSD 34.01 (7) d

Distance Education/Supplementary Courses or Programs

FORM 13DIS DISTANCE EDUCATION/SUPPLEMENTARY COURSES OR PROGRAMS
INTERNAL ORDERS GRC0000B0952
APPROVAL NDHQ/DDEM
PARAMETERS
  1. Education Allowance for fees expenses and charges for supplementary courses or programs, or where a structure course or program is not available, private tutoring, undertaken after notification of posting at the old place of duty prior to relocation or at the new place of duty following relocation.
  2. Courses or programs must be recommended by a competent educational authority in order to meet a requirement for a compulsory course and/or to enable the student to meet appropriate grade level at the school at the new place of duty.
  3. Such expenses will only be authorized where the academic deficiency is attributable to foreign service and is not due to the fault or choice of the student and/or member.
  4. Distance Education courses in subjects not provided by the school attended for the student but required by a Canadian Provincial education system for secondary graduation.
INTENT
  1. Provide language tutoring prior to arrival of a student changing Language of Instruction due to foreign posting.
  2. Provide for prerequisite courses at a new school at the post, which will permit a student to enter a course at appropriate grade level.
  3. Ensure students returning to a Canada Provincial Education System meet graduation requirement at same time as their peers.
REMARKS References: FSD 34.02

Compulsory fees associated with Advance Placement Exams (AP); International Baccalaureate (IB), Scholastic Aptitude Tests (SATs)

FORM 13EXAMS COMPULSORY FEES ASSOCIATED WITH ADVANCE PLACEMENT EXAMS (AP); INTERNATIONAL BACCALAUREATE (IB), SCHOLASTIC APTITUDE TESTS (SATS)
www.ibo.org – IB program; www.collegeboard.org – College Board for APs and SATs
INTERNAL ORDERS GRC0000B0953
APPROVAL Outside Canada Support Unit Approving Authority for cost of compulsory costs associated testing.
PARAMETERS Education allowance to cover cost associated with for secondary programs offered by other than the school attending. Field trips cost associated with the IB program are non-admissible as they are optional.
INTENT Secondary programs offered which will prepare students to enter Canadian Universities
REMARKS References: FSD 34.01

School Crafts and Arts Materials

FORM 13S SCHOOL CRAFTS AND ARTS MATERIALS
INTERNAL ORDERS GRC0000B3210
APPROVAL Outside Canada Support Unit Approving Authority
PARAMETERS School craft and art materials for students in Grade Junior Kindergarten to Grade 8 as determined by the appropriate service interdepartmental co-ordinating committee on the basis of practice followed by:
  • Ottawa-Carleton District School Board
  • Ottawa-Carleton Catholic School Board
  • Conseil des ecoles catholiques de langue francaise du Centre-Est
  • Conseil des ecoles publiques de l’Est de l’Ontario

In an Ottawa area school, parents of elementary students must provide students with items such as:

  • pencils and erasers
  • glue sticks
  • ballpoint pens
  • crayons
  • blunt scissors
  • three-hole, lined notebooks
  • three-hole, lined refill paper
INTENT To provide dependent students with crafts and art material that would normally be provided free of charge from the Ottawa area school system An allowance may be authorized for Crafts and Arts materials upon certification by the school principal that these are compulsory requirements and are not provided by the school. Crafts and Arts materials may include:
  • construction paper
  • color paints
  • paint brushes
  • art paper
  • mural paint
  • mural paper
  • textiles used for art
  • clay
REMARKS References: FSD 34.01a.1.f

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Relocation during academic year

FORM 13RELOC RELOCATION DURING ACADEMIC YEAR
INTERNAL ORDERS GRC0000B0954
APPROVAL NDHQ DDEM
PARAMETERS
  • the entitled student remains at the old place of duty, an allowance for actual admissible education expenses, including board and lodging expenses, for the balance of the school year; or
  • the entitled student is being educated away from the member’s post, an allowance for actual admissible education expenses which had been approved shall continue for the balance of the school year; or
  • the entitled student move to new Post and an allowance for actual admissible education expenses shall be authorized for the balance of the school year at the new school, if applicable.
INTENT Provide an Education when a student moves on a cross posting during the academic year.
REMARKS References: FSD 34.05

Refundable Deposit or Accountable Advance

FORM 13RD/AA REFUNDABLE DEPOSIT OR ACCOUNTABLE ADVANCE
INTERNAL ORDERS GRC0000B0954
APPROVAL Outside Canada Support Unit Approving Authority
PARAMETERS An accountable advance may be provided where it is a condition of enrolment of a dependent student that a refundable deposit is paid to an elementary or secondary level educational institution student is attending at the Post.
INTENT Where it is a condition of enrolment of a dependent child/student of an member who is posted outside Canada that a refundable deposit be paid to an elementary or secondary school level educational institution, an accountable advance equal to the amount of the deposit, which shall be accounted for within ten days from the date on which it is due to be refunded by the school.
Note: The accountable advance is not meant to cover any deposit towards the dependent student’s personal expenses.
REMARKS References: FSD 34.08

School Transportation

7.1 The guiding principle is that DND will provide transportation to school children on the same basis but not in excess of that provided by the local regional or urban school board in the province of Ontario. Where no commitment exists on the part of the local school to provide bus service, or school transportation is not incorporated in the school fees, then the Outside Canada Approving Authority Officer may authorize the provisions of FSD 34.01(C), using the following guideline:

  1. Junior Kindergarten and Kindergarten students who live 1.0 km or more from their designated school;
  2. Grades 1-3 students who live 1.6 km or more from their designated school;
  3. Grades 4-6 students who live 2.4 km or more form their designated school;
  4. Grades 7-8 students who live 3.0 km or more from their designated school
  5. Grades 9-12 students:
    1. who are attending post ceiling schools and are not within the Urban Transit Area, or
    2. who reside within the Urban Transit Area, but attend a post ceiling school outside the Urban Transit Area and their residence is 4.0 km or more from the post ceiling school
      Note: The Urban Transit Area means the area where homes are located within 1.0 km of a public transportation bus stop providing regular service.
FORM 25FP SCHOOL TRANSPORTATION WHEN NOT PROVIDED BY THE FEE PAYING SCHOOL ATTENDED AT THE POST
INTERNAL ORDERS GRC0000B3228
APPROVAL Within guidelines approved by the Outside Canada Support Unit Approving Authority
PARAMETERS
  • The most economical method of transportation is to be used.
  • Escort travel may apply for Junior Kindergarten–Grade 3 students
  • It is expected that car pools will be used wherever practicable
  • PMC allowance is based on the lower kilometric/mileage rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/td-dv-eng.asp
INTENT To provide transportation to dependent students on the same basis as that provided by the local regional or urban school board in the province of Ontario.
REMARKS References: FSD 34.01 a (3)
FORM 25NF SCHOOL TRANSPORTATION WHEN NOT PROVIDED BY THE NON-FEE PAYING SCHOOL ATTENDED AT THE POST
INTERNAL ORDERS GRC0000B3230
APPROVAL Within guidelines approved by the Outside Canada Support Unit Approving Authority
PARAMETERS
  • The most economical method of transportation is to be used.
  • Escort travel may apply Junior Kindergarten to Grade 3
  • It is expected that car pools will be used wherever practicable
  • PMC allowance is based on the lower kilometric/mileage rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/td-dv-eng.asp
INTENT To provide school transportation for dependent students on the same basis as provided by the local regional or urban school board in the province of Ontario.
REMARKS References: FSD 34.01 a. (3)

7.2 In the event that an underground transit, subway, bus or train pass is used to transport students, the most economical plan should be used. Costs of a weekly, monthly and annual pass should be compared and cancellation policy should be considered, to arrive at the most economical plan. The following guidelines may apply when considering public transit:

  1. Junior Kindergarten - Grade 5 students should not be required to use public transit if any transfers are necessary.
  2. Grade 6 students should not be required to use public transit if more than one transfer is necessary.

7.3 It is the responsibility of the Outside Canada Support Unit Approving Authority to approve for payment the most economical and practical method of transporting school children to and from school where such transportation is not provided through facilities arranged by the school:

  1. It may be necessary to provide escort travel due to local circumstances such as distance, the availability of public transportation and safety.
  2. Where the use of a PMC has been authorized, assistance may be based on the applicable the lower kilometric/mileage rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/td-dv-eng.asp
    Note: The Military Foreign Service Instruction takes into consideration the fact that the cost of gasoline is part of the Post Index. Thus, low rate of PMC mileage applies.

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Music Lessons

7.4 The policy governing admissibility of music lessons expenses under the Military Foreign Service Instruction (MFSI) as amplified by FSD 34.01(B)(10) on behalf of entitled students is as follows:

  1. Elementary level (i.e. up to and including the equivalent levels of Ontario grade 8). Because music as a subject is normally provided on the school curriculum as part of the province of Ontario educational program at no cost to parents when residing in Ontario (i.e. Taught by classroom teacher to all pupils of the same grade during normal school hours) the charges levied in addition to normal tuition by the school attended for such music subject are an admissible education expense only if such subject is on the curriculum of the school attended and is taught by the classroom teacher to all pupils of the same grade during normal school hours.
  2. Secondary level (i.e. Equivalent levels Ontario grades 9 through 12). Because music as a subject is not normally provided on the school curriculum as part of the province of Ontario educational program, charges levied in addition to normal tuition are non-admissible under FSD 34.01(B)(10) unless:
    1. subject provided by the school attended is recognized as full credit course on the same basis as all other credit courses (i.e. if the subject is an elective non-credit course, such charges are a non-admissible expense); or,
    2. subject is a compulsory condition of enrolment on behalf of all students attending the same school (i.e. Students are prohibited from attending the school unless enrolled in the compulsory music subject).

7.5 To summarize, music as a subject is normally on the school curriculum in Ontario at the elementary levels only and is provided as a credit course option at the secondary levels only at some Ontario schools. However, where secondary music credit course option is not provided at the school attended by a student in Ontario, such desired courses may only be obtained through correspondence with the Conservatory of Music in Toronto. Although the Ontario Ministry of Education will recognize such credits obtained through correspondence, all fees and expenses for music lessons conducted outside normal school hours; be it correspondence courses, private tutoring including instrumental music instruments rental/purchase, are parents' responsibility if not provided free by the school attended in Ontario.

7.8 Consequently secondary music credit courses, which require private music lesson expenses outside normal school hours are non-admissible under FSD 34.01(B)(10) but are the parents' responsibility on the same basis as when serving in Ontario.

Field Trips (effective School Year 2003/2004)

7.9 The Military Foreign Service benefits, as outlined in FSD 34.01(B)(10) provides members serving outside Canada with funding for field trips/excursions that are compulsory and where costs are included in the school fee schedule or where failure to participate would result in failure of the grade (confirmed in a letter from the school principal). In determining if a particular field trip would be eligible for submission to the TB Secretariat Interdepartmental Working Group, the following conditions apply and/or information must be provided as an attachment to Form 29 – Education Allowance –Submission To NDHQ / TB Secretariat Interdepartmental Working Group - Field Trip:

  1. UK National Curriculum - No Field Trips outside Great Britain. Per pupil transportation costs associated with day trip may be admissible. Overnight field trips are at parent's/student's expense.
  2. French National Education System - Per pupil transportation costs associated with day trip may be admissible. Overnight field trips are at parent's/student's expense.
  3. International Baccalaureate (IB) Programme - The pursuit of the International Baccalaureate (IB) Diploma does not require travel away from an authorized IB school's grounds. Obviously, field trips organized by a school as part of an individual IB course can enhance the learning process. However, the IB Organization does not prescribe or make school-sponsored trips a mandatory component of the curriculum or of the award of an IB Diploma. Any field trip offered in conjunction with an IB course would be at the parent's/student's expense.
  4. Field trips/excursions not covered at (a), (b), (c) and are compulsory at the school being attended, the following information would be required for a submission to NDHQ/TB Secretariat Interdepartmental Working Group for approval:
    1. Does the school prescribe or make school-sponsored trips or travel away from authorized school grounds a mandatory component of the curriculum?
    2. Is the field trip associated with a compulsory subject?
    3. Is the field trip associated with an optional subject?
    4. Is the field trip/excursion part of the regular fee schedule?
    5. How would the field trip/excursion tie into the curriculum thus making it mandatory?
    6. What happens if the student does not participate in the field trip/excursion?
    7. How are the costs for the field trip/excursion covered?

A Field Trip that meets the above conditions may be submitted on Form 29 – Education Allowance –Submission To NDHQ / TB Secretariat Interdepartmental Working Group - Field Trip, with the required information attached, to NDHQ/ Dependent Education Management for submission to the TB Secretariat Interdepartmental Working Group for approval.

French National Education System

The “Agence pour l'Enseignement Français à l'Etranger” will provide information on French Schooling outside Canada.

7.10 Primary and secondary education in France is the responsibility of the "ministère de l'Éducation nationale." Schools are secular in nature and administered by district. French national schools abroad fall under the jurisdiction of the "L'Agence pour l'enseignement français à l'étranger." This agency ensures that out-of-country students follow the same curriculum as their peers in France.

7.11 Education under the French system is rigorous. The school day can be long and students at the secondary level are required to spend several hours on homework each evening. In theory each school studies the same material at the same time throughout the world.

7.12 The French national education system offers pre-university, vocational and technical schooling. However, most French national schools abroad offer only the pre-university program of study which is structured as follows: the pre-elementary level consists of two or three years of schooling depending on individual school offering, the elementary level consists of five years of schooling and secondary level of six years of studies. Secondary schooling is broken down into two cycles: cycle one is from 6e to 3e, and cycle two is from 2nd (often called "classe de seconde") to "terminale." At the end of 3e, successful students receive a "brevet des collèges" and at the end of terminale students graduate with the French Baccalaureate. In 1ère ("première") students must choose a specialization which they continue to follow in terminale. The three areas of specialization are: "L" (littérature), "ES" (économie et social) and "S" (scientifique). Most English and French-speaking universities in Ontario and Québec accept French Baccalaureate graduates into a first-year general undergraduate program.

Système Français d’Éducation Nationale Ontario Québec
Pré-élémentaire (3 ans)
Petite section - -
Moyenne section JK JK
Grande section K K
Élémentaire (5 ans) CP (cours préparatoire) 1 1
CE 1 (cours élémentaire 1) 2 2
CE 2 (cours élémentaire 2) 3 3
CM 1 (cours moyen 1) 4 4
CM 2 (cours moyen 2) 5 5
Collège (4 ans) 6e 6 6e
5e 7 Sec I
8 Sec II
3e 9 Sec III
Lycée (3 ans) 2e 10 Sec IV
1e 11 Sec V
Terminale 12 CEGEP I
CEGEP II

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French National Education System Additional Admissible Expenses

7.13 An Education Allowance may include fees, expenses and charges for courses, instruction, services or programs normally provided free as part of the educational program within the province of the members residence when serving in the headquarters city, but not provided free of charge at the school attended by the child over the age of 3 years 8 months and under the age of 21 years at the commencement of the school year.

7.14 Where compatible schools for instruction in the French language are not available at the post, and Education Allowance ceiling for such instruction based on actual admissible education expenses for attendance at Centre Internationale de Valbonne, France (Web Site: http://www.civfrance.com/) shall not be exceeded. The French language instruction ceiling will be announced to all posts concerned by NDHQ/DDEM when approved by the interdepartmental coordinating committee.

7.15 The following may be considered as admissible education expenses:

  1. curriculum textbooks (all grade levels);
  2. Craft and art material (up to and including the equivalent level of Ontario Grade 8);

    Note 1: School Supplies are no longer admissible.
    Note 2: For Grades Kindergarten to Grade 8 – In the event that the representative school does not provide craft and art material to meet the student requirements during the academic year the member may include:
    • construction paper
    • paint brushes
    • mural paint
    • textiles used for art
    • color paints
    • art paper
    • mural paper
    • clay
  3. fees associated with swim program which is compulsory by both education systems, but not including any item of swim clothing or shoes.
  4. cost associated with photocopy charges in both education systems.

7.16 The following items would not be admissible:

  1. non-admissible items
  2. fee associated field trips;
  3. school pictures;
  4. school magazines, including year books; and
  5. school uniforms or items of clothing.