Technical Assistance Handbook—Chapter 8 — Education

General



Cooperants/advisors are entitled to an education allowance to cover admissible education expenses for each student dependant, from junior kindergarten up to and including the secondary level, and conditional on certain restrictions described herein. Theamountof the allowance is intended to cover the education costs that exceed those the parents would normally pay to send a child to public school in Canada.

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8.1 Criteria for Assessing Education and Educational Facility Compatibility

Compatible education: means an education system which provides an educational curriculum and services compatible with those normally provided without charge in schools in Ontario from junior kindergarten to secondary school graduation, taking into consideration:

1. the desirability of continuation in the child's educational stream, and
   
   
2. the educational history and other personal factors pertinent to the child's education. In deciding whether a school is compatible, the cooperant/advisor, and the Project Manager or the Administrative Officer should discuss the various schools with Canadians already residing in the city of assignment.

Compatible educational facility: The following factors can be used in assessing a compatible educational facility:

• the desirability if continuation in the child's educational stream,
• instruction in the appropriate official language (English or French),
• schooling in a safe, healthy and secure environment,
• a curriculum which is reasonably compatible with the curriculum of the public school system in the province of Ontario or equivalent in other provinces,
• an environment free of problems arising from racial segregation or hostility to foreigners,
• schooling free from compulsory, incompatible religious instruction,
• Roman Catholic education, a right which is confirmed in the Constitution of Canada, comparable to that provided by the Ontario Ministry of Education,, if required by the cooperant/advisor,
• 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.

The compatible english school at the city of assignment is normally the United States international school and the compatible french school is normally the french lycée. A list of english schools is published by the U.S. Department of State, Office of Overseas Schools and a list of french schools is published by the Agence pour l'enseignement français à l'étranger (see Chapter 1.10 for the Internet address).

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8.2 Education Allowance

An education allowance will be issued annually, to cover admissible education expenses described in Section 8.2.9 and 8.2.10.

An education allowance can be provided for a student dependant to complete:

1. one (1) year of junior kindergarten and one (1) year of kindergarten optional programs, as offered by the Ontario Ministry of Education for students aged 3 years 8 months/4years 8 months as of September 1 of the school year, or as of January 1 of the school year in the southern hemisphere.
   
   
2. eight (8) years of elementary school programs equivalent to Ontario grades 1 to 8 , or six (6) years of such programs equivalent to Quebec grades 1 to 6.
   
   
3. four (4) years of secondary school programs equivalent to Ontario grades 9 to 12, or five (5) years of such programs equivalent to Quebec grades Secondary I to Secondary V plus two (2) years of general pre-university CEGEP I and II in Quebec, up to and including the school year of the student dependant's 20th birthday.

As education in the province of Quebec is under review, these levels will be reviewed annually with changes published as an amendment to this Handbook in September of the year of change.

School year for an educational allowance means the actual academic year, which is normally September to August 31 in the northern hemisphere and January 1 to December 31 in the southern hemisphere.

8.2.1 Eligibility for education allowance

When a student dependant attends school in the city of assignment, elsewhere in the country of assignment, in Canada or, in exceptional circumstances, in a third country, the cooperant/advisor can receive an education allowance only in the following circumstances:

1. If the school is compatible in the city of assignment, an education allowance will only be paid for:
   
   • elementary and secondary level student dependants attending school in the city of assignment.
   • secondary level student dependants attending school in Canada and not living with a parent of the student dependant.
   
   
2. If the schools are incompatible in the city of assignment, an education allowance will only be paid for:
   
   • elementary and secondary level student dependants taking home schooling program in the city of assignment.
   • elementary and secondary level student dependants attending school in the country of assignment.
   • elementary and secondary level student dependants attending school in Canada, provided they are not living with a parent.
   • under exceptional circumstances, secondary level student dependants in a third country (see Section 8.2.5).

8.2.2 Schooling in the city of assignment

The Education Allowance shall be based on the admissible education expenses of the representative school in the city of assignment, which means the least costly compatible school in the city of assignment.

Home schooling

The cooperant/advisor may choose to have a child educated at home in the city of assignment. An education plan, with proof from the Provincial Home Schooling Program that it meets provincial requirements, must be submitted to the Administrative Officer.

The Administrative Officer may authorize an education allowance for home schooling to include admissible education expenses such as the costs of textbooks, school supplies and other expenses that would be authorized under the Home Schooling Program.

The maximum education allowance for home schooling shall not exceed the fees charged for the representative school in the city of assignment, or where there is no representative school, up to the non-resident school fees for public education in Canada published annually in September in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address).

8.2.3 Schooling elsewhere in the country of assignment

An education allowance for schooling in the country of assignment will only be authorized if education in the city of assignment is not compatible. The cooperant/advisor shall submit to the Administrative Officer a detailed costing of the school fees from the proposed compatible education facility. The Administrative Officer will establish the education allowance based on admissible education expenses.

8.2.4 Schooling in Canada

An education allowance for schooling in Canada will be authorized for secondary level student dependants, regardless of the compatibility of schools in the city of assignment. For elementary level student dependants, an education allowance for schooling in Canada will only be authorized if education facilities in the city of assignment are incompatible. However, if the student dependant, whether elementary or secondary level, is residing in Canada with a parent, spouse/ common-law partner or ex-spouse/common-law partner of the cooperant/advisor, no education allowance is payable. Student dependants may choose various options for education in Canada:

1. Public schools. The cooperant/advisor may arrange for the child to live in Canada with friends or relatives and attend public school. Parents who are not taxpayers in the area where their child is attending school may be charged non-resident school fees. The maximum amount payable for this fee is updated every September 1st, and is published in the Schedules to the Technical Assistance Handbook. If the child is living in private accommodation, but not with the parent or spouse/common-law partner or ex-spouse/common-law partner, the cooperant/advisor may include in the allowance request, an amount to cover the estimated cost of the child's board, lodging, laundering and mending. This amount shall not exceed the maximum monthly amount payable for board and lodging found in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address). This amount is reviewed each year and changes will be published in the Schedules to the Technical Assistance Handbook each September 1st. The maximum period for board and lodging that can be requested for each school year is 10 months or, for CEGEP, for the months of scheduled instruction. The education allowance cannot include any local transportation costs.
   
   
2. Residential school. Where public schooling and room and board cannot be arranged, an annual education allowance ceiling for residential school is published each September 1st in the Schedules to the Technical Assistance Handbook. The cooperant/advisor must choose a residential educational institution which offers boarding seven days a week except in Quebec where boarding is only available five days a week. The amount for weekend board and lodging while attending a Quebec residential institution is published in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address), and can be included in the education allowance.

8.2.5 Schooling in a third country

An education allowance may be paid for secondary level student dependants attending school in a third country only when the education facilities in the city of assignment are not compatible and only under exceptional circumstances.

When a student dependant attends a school away from the country of assignment and not in Canada, CIDA-funded projects will NOT normally pay for that schooling. However, exceptional circumstances may exist where permission may be given for a secondary level student dependant to attend an educational facility in a third country. Every request for schooling in a third country must be submitted for the prior approval of the Technical Assistance Unit. The written request must include a justification of the reasons the student dependant must attend a school in a third location, and the reason the student dependant cannot be educated in the country of assignment or in Canada.

The only schools in third countries that the Technical Assistance Unit might approve is at the Canadian curriculum secondary school which is nearest to the cooperant or advisor's city of assignment, and which is inspected by the Ontario Ministry of Education and Training. An education allowance for schooling in a third location shall not be approved for cooperants/advisors posted to South America, Central America or the Caribbean.

An allowance can be issued to cover estimated admissible education expenses, up to the Canadian residential school education allowance, as published in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address).

8.2.6 Education ceilings

An education ceiling for Canadian residential schools is published annually in September in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address). They represent the maximum amount for fees charged by the schools that can be included in the Education Allowance calculation for student dependants approved to attend a Canadian residential school.

Maximum Eligible Education Allowance

Place of Education	Education in the City of Assignment	Level of Education	Maximum Eligible Allowance
City of Assignment	Compatible	Elementary and Secondary	Admissible education expenses to attend the representative school in the city of assignment. The representative school will be the least expensive compatible school.
	Incompatible	Elementary and Secondary	Home schooling allowance up to the admissible education expenses of the representative school in the city of assignment. If a representative school is not established, an allowance to cover admissible education expenses up to the non-resident school fees for public education in Canada
Country of Assignment	Compatible	Elementary and Secondary	None
	Incompatible	Elementary and Secondary	Maximum allowance must be approved by Administration Officer.
Canada	Compatible	Elementary	None
		Secondary	Non-resident school fees to attend public school plus board and lodging costs in accordance with the amounts published in the Schedules to the Technical Assistance Handbook, or, if applicable, the ceiling for Canadian residential schooling.
	Incompatible	Elementary and Secondary	Non-resident school fees to attend public school plus board and lodging costs in accordance with the amounts published in the Schedules to the Technical Assistance Handbook, or, if applicable, the ceiling for Canadian residential schooling.
Third Country	Compatible	Elementary and Secondary	None
	Incompatible	Elementary	None
		Secondary *	Ceiling for Canadian residential schooling.

* only with prior approval from CIDA's Technical Assistance Unit.

8.2.7 Conditions and reporting requirements

• No education allowance will be paid on behalf of a student dependant who does not accompany the cooperant/advisor to the city of assignment and who lives with a parent or the cooperant's/advisor's spouse/common-law partner or ex-spouse/ex-common-law partner.
• No education allowance will be paid where non-fee paying schools are compatible in the city of assignment.
• No education allowance will be paid on behalf of an elementary level student dependant who receives education in Canada or a third country if educational facilities in the city of assignment are compatible.
• No education allowance will be reimbursed for student dependants studying beyond the secondary or senior matriculation level or equivalent. The senior matriculation equivalency varies from province to province. For example, in Quebec, CEGEP II is considered equivalent to senior matriculation, and is thus considered part of secondary education.
• Admissible education costs are limited to the 10 month school period, or, for CEGEP, for the months of scheduled instruction.
• No more than thirty (30) days after the end of the school year, an attendance certificate issued by the school must be submitted to the Administrative Officer.
• Cooperants/advisors must retain evidence of expenditures related to the allowance for a period of seven (7) years. If, when requested, the cooperant/advisor cannot demonstrate that the allowance was used for the purpose intended, the allowance will be reduced by the unsubstantiated amount.

8.2.8 Procedures for calculation and issuance of the education allowance

• The cooperant/advisor submits to the Administrative Officer, as soon as the school fees are known, the Request for Education Allowance form (Appendix 10) for one full school year. Expenses that may be included on the form are the admissible expenses detailed in Sections 8.2.9 and 8.2.10.
• The amount of the education allowance will be subject to the prior verification and approval of the Administrative Officer who will then arrange for payment of the education allowance in Canadian funds, ensuring the amount does not exceed maximum eligible allowance indicated in Section 8.2.6).
• The exchange rate is determined by the Administrative Officer based on the Bank of Canada exchange rate in effect when the allowance is issued.
• The Administrative Officer will arrange payment of the approved allowance to the cooperant's/advisor's Canadian bank account no more than 60 days in advance of the date fees are payable to the school.
• In the event the child withdraws from the school before the end of the school year and the school provides a refund to the cooperant/advisor, the cooperant/advisor must advise the Administrative Officer immediately for the recuperation of the funds.
• A subsequent education allowance request can be submitted to the Administrative Officer, only if unexpected expenses are incurred. (e.g. additional textbooks, courses required.).
• No further allowance will be authorized until the required attendance certificate has been submitted.

8.2.9 Admissible education expenses

Admissible education expenses mean actual and reasonable expenses which are necessary for the education of a dependent child and represent the education expenses the parents would normally not have to pay to send a child to public school in Canada.

The following expenses, related to education, are admissible.

a) Charges for courses, instruction, services or programs which arenormally provided free as part of the educational program within the cooperant's/advisor's province of residence, are compulsory for re-enrolment into the public education system in the province of the contract address, and are not provided free of charge at the school attended by the child such as:

• tuition fees,
• fees for subjects normally on the school curriculum,
• non-refundable application fees, including fees at more than one school where the cooperant/advisor has applied to several to ensure the dependent student's registration in one, to such total amount as the Administrative Officer considers appropriate to the circumstances,
• non-refundable registration fees,
• entrance fees, charges for prescribed textbooks,
• school supplies as listed in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address),
• examination fees,
• library fees,
• laboratory charges and,
• school computer user fee.

b) When paid as a compulsory condition of enrolment

• graduation fees,
• school building fund fee or similar specialized disbursement for this purpose, subject to prior approval by the Administrative Officer,
• non-resident fee,
• athletic fees,
• identification cards and associated pictures,
• school foundation fee,
• medical examination and service fees,
• fees related to the security of the students and/or school,
• fees for courses, instruction, services, and/or programs which are part of the curriculum of the school attended, which are paid as part of the tuition, and which are not normally provided free of charge as part of the educational program within the province of residence of the cooperant or of the advisor,
• mid-day meal service reduced by an amount published in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address), which shall be the parents' responsibility
• accident liability insurance to protect the educational institution, and
• the cost of pre-testing for first entry to a lycée outside Canada.

c) Other related admissible education expenses

• special courses, programs, private tutoring under special circumstances as outlined below
  
  In the previous city of assignment, prior to departure to a new city of assignment, in order to meet a requirement for a compulsory course and/or to enable the student dependant to meet the appropriate grade level at the school in the new city of assignment: fees, expenses and charges for supplementary courses or programs, or where a structured course or program is not available, private tutoring. The academic deficiency must be attributable to the CIDA overseas assignment and not due to the fault or choice of the student dependant and/or cooperant/advisor. A letter from the school principal in the new city of assignment stating the compulsory course required and the number of tutoring hours required to meet the appropriate grade level at the new school must be submitted with the Request for Education Allowance, along with a cost estimate of per-hour tutoring.
  
  On return to Canada, for subjects not provided by the school in the city of assignment but required by a Canadian provincial education system for secondary graduation: fees, expenses and charges for courses and/or private tutoring. A letter from the school principal at the new school must accompany the Request for Education Allowance. The letter must state the compulsory subject required and the number of estimated tutoring hours that may be required. A cost estimate of per-hour tutoring must also accompany the request.
  
  During the first year in the city of assignment, tutoring to bring the student dependant up to grade level at the new school: fees, expenses and charges for private tutoring in subjects where the educational level of the student dependant is below that of the class, form or grade which is attended. The academic deficiency must be attributable to the CIDA overseas assignment and not due to the fault or choice of the student dependant and/or cooperant/advisor. A letter from the school principal at the new school must accompany the Request for Education Allowance. The letter must state the subject(s) that the student dependant is below that of the class and the number of tutoring hours required to meet the appropriate grade level. A cost estimate of per-hour tutoring must also accompany the Request.
  
  During the assignment, if not available at the school, private tutoring in the second official language for up to 50 hours of instruction in a school year where the student dependant is being educated in the city of assignment (students in junior kindergarten and kindergarten are excluded from this entitlement). A cost estimate of per-hour tutoring must also accompany the request.
  During the assignment, where Roman Catholic instruction is not available and the student dependant would normally attend a school offering Roman Catholic religious instruction in Canada, expenses for Roman Catholic religious instruction may be included in the Request for Education Allowance. The Request for Education Allowance must include a letter from the Roman Catholic school at the contract address confirming that the student dependant attended the school. Please note that the Knights of Columbus provide online Catechism courses free of charge (see Chapter 1.10 for the Internet address).
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• where authority has been granted for education away from the city of assignment, the cost of board and lodging, laundering and mending during the periods of scheduled instruction, up to a monthly maximum amount which is established annually and can be found in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address);
• a student dependant with special education needs may be given a special education allowance in an amount set and approved by the Technical Assistance Unit

8.2.10 Admissible school transportation expenses

Provided by or for the school

Where school transportation is provided by or for the school, such as school bus service, the allowance is for one return trip each school day between the student's place of residence and place of education. In special situations, the education allowance may include expenses to cover school transportation costs provided by or for the school for more than one return school trip each school day. Special cases would include situations where:

• the child is not permitted to remain in school during the mid-day break;
• supervision is not provided during the mid-day break;
• the school schedule provides for a mid-day break in which children are expected to return home.

Where the school arranges for transportation and the cooperant/advisor chooses to use a private motor vehicle to transport a child to school, the maximum assistance which may be included in the allowance request is up to the cost of the school-provided transportation. If the transportation fee was included in the school's tuition no further allowance will be paid.

School transportation not provided

If school transportation is not available through the school, the cooperant/advisor may include in the request for education allowance the cost of expenses for the most economical alternate arrangements possible for one round trip for each school day between the child's residence and school. Such arrangements must include carpooling where possible. In special situations, the Administrative Officer may authorize reimbursement of expenses to cover school transportation costs provided by or for the school for more than one return school trip each school day. See above, in "Provided by or for the school" for examples of special cases.

For travel by private motor vehicle, expenses will be calculated at the kilometre rate at locations abroad (tax paid) published in the Treasury Board Travel Directive by Foreign Affairs Canada (see Chapter 1.10 for the Internet address).

Exceptional circumstances

Under exceptional circumstances, such as dangerous situations in the city of assignment where additional security is required, or for physical disabilities, the amount of the education allowance can be increased to cover extra transportation costs. These circumstances must be justified to and are subject to the prior approval of the Technical Assistance Unit.

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8.3 Inadmissible Education Expenses

Inadmissible expenses include costs for:

• school pictures,
• sports equipment,
• school magazines,
• refundable deposits including those for the student's personal expenses, such as textbooks, sports equipment or similar items,
• school uniforms,
• pocket money
• donations, grants or similar specialized disbursements except for disbursements authorized under Section 8.2.9 a) or b),
• field trips,
• penalty for late payment of school fees unless due to short notice of assignment,
• expenses for private music and dancing lessons,
• purchase or rental of computer equipment,
• bank transfer fees,
• exchange rate losses.

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8.4 Relocation During the School Year

When a student dependant is being educated in the city of assignment and the cooperant/advisor relocates to another city of assignment or to Canada during a school year, the student dependant, with prior approval of the Administrative Officer, may remain at the previous city of assignment to complete the semester. The Administrative Officer may authorize the amount of the allowance based on actual and reasonable admissible education expenses, including board and lodging up to the amount published in the Schedules to the Technical Assistance Handbook (see Chapter 1.10 for the Internet address) for the balance of the semester.

When a student dependant is being educated away from the city of assignment, the annual allowance previously authorized shall remain in effect until the end of the school year.

If the student dependant moves to a new school because of the relocation, a new allowance for admissible education expenses for the balance of the school year can be issued subject to the prior approval of the Administrative Officer.

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8.5 Refundable Deposits

When a refundable deposit is required as a condition of enrolment by a school, an accountable advance equal to the amount of the deposit can be issued. The refundable deposit is not meant to cover the dependant student's personal expenses (see Section 8.3 Inadmissible Education Expenses). The accountable advance must be accounted to the Administrative Officer within 10 days from the date on which it is due to be refunded from the school.