Education Of Dependent Children Of Members At Places Of Duty In Canada

• CBI 12 — Education of Children, Section 1 — Education of Dependent Children of Members at Places of Duty in Canada
• (Location Guide) The Education Facilities Location Guide in Canada outlines provincial educational facilities that are available to dependant children in Canada.
  
  
• POLICY CLARIFICATION - TERMINATION OF BENEFIT
  
  
• In order to ensure that the child receives instruction in English, a member should, on arrival at the new place of duty in Quebec, submit an application on the prescribed form at www.meq.gouv.qc.ca/rens/banque/Fiches/F95a.htm
  
  

• CEGEP
  
  
• Dependent child
  
  
• “How To” Book
  
  
• Member
  
  
• Secondary school completion
  
  

• Intent
  
  
• Provincial Responsibility
  
  
• Education at place of duty
  
  

• Application
  
  
• Entitlement
  
  
• Board, lodging and non-resident school fees
  
  
• Education allowance – private tutoring
  
  
• Education allowance – language tutoring
  
  
• Education allowance – official language of instruction not available at new place of duty
  
  
• Education allowance – move from province to province in graduation or pre-graduation year
  
  
• Eligible expenses – return trips of a dependent child
  
  
• Retirement – cessation of allowance
  
  

• Application
  
  
• Direct communication
  
  

• Section 5 – Information On Provincial Educational Facilities· Education Facilities Location Guide in Canada
  
  

• Deductions
  
  

• The Charter of the French Language
  
  
• Application to school board
  
  
• Temporary authorization
  
  

• Personal preference
  
  
• French immersion
  
  
• Kindergarten education
  
  
• Post-secondary education
  
  
• Non-admissible expenses
  
  

The regulations respecting the provision of education inside Canada is made in pursuant to CBI 12. Treasury Board sets the education parameters used for education allowances. There is no discretion for DND to extend these benefits.

SECTION 1 - DEFINITIONS

1.01 The definitions in this instruction apply in this section.

“CEGEP” means a general and vocational college established under the Quebec General and Vocational Colleges Act. (cégep)

“dependent child” means a natural child, stepchild, adopted child or legal ward, of a member or a member’s spouse or common-law partner, who resides with the member at the member’s place of duty, is under 21 years of age and continues to be in a dependent relationship with the member or the member’s spouse or common-law partner. (enfant à charge)

“How To Book” means the Inside Canada Education of Children “How To” Book issued by National Defence Headquarters www.forces.ca/dgcb/educat. (Guide)

“Member” means an officer or non-commissioned member of the Canadian Forces. (militaire)

“secondary school completion” means the completion of

• (a) a CEGEP two-year general pre-university program; or
  
  
• (b) Grade 12 in any other province or territory. (achèvement des études secondaires)
  
  

SECTION 2- OVERVIEW

2.01 (Intent) The intent of this section is to set out the entitlement of a member at a place of duty in Canada to education allowance in respect of a dependent child and to provide members and career managers with information in respect of available elementary and secondary school education at or near various places of duty in Canada.

2.02 (Provincial Responsibility) In Canada, education is the responsibility of each province and territory.

2.03 (Education at place of duty) The dependent child of a member at a place of duty in Canada should normally receive elementary and secondary education at the nearest local public school to the member’s place of duty or at the school provided at another location by the provincial ministry of education.

SECTION 3– EDUCATION ALLOWANCE

3.01 (Application) This instruction applies to members of the Regular Force, and Reserve Force members on Class “B” or Class “C” Reserve Service for a period of one year or more.

3.02 (Entitlement) Subject to the conditions set out in this section, a member is entitled to an annual education allowance equivalent to the reasonable expenses incurred in respect of the education of a dependent child, based on the receipts of expenses incurred.

• (a) (Treasury Board Maximum) The actual allowable expenses incurred by a member in respect of a child authorized to attend school under this instruction may be paid to the member in respect of any school year in an amount not exceeding that prescribed by Treasury Board.

• As outlined in para 3.03 of this instruction
  
  
• Up to $1,402.50 per month of school attendance (not to exceed 10 months), supported by receipts
  
  

• If applicable
  
  
• As outlined in para 3.03 of this instruction
  
  

• If applicable
  
  
• Parameters outlined in para 3.04 of this instruction
  
  

• If applicable
  
  
• Parameters outlined in para 3.05 of this instruction
  
  

• If applicable
  
  
• Admissible expenses outlined in para 3.06 of this instruction
  
  

• If applicable
  
  
• Admissible expenses outlined in para 3.07 of this instruction
  
  

• If applicable
  
  
• Parameters outlined in para 3.08 of this instruction
  
  

3.03 (Board, lodging and non-resident school fees) The maximum amounts of education allowance payable in respect of board, lodgings and non-resident school fees shall not exceed the amounts approved by the appropriate foreign service interdepartmental coordinating committee. The applicable annual amounts are announced in May of each year by National Defence Headquarters (NDHQ)/Director Compensation and Benefits Administration (DCBA) 5/Dependent Education Management (DEM).

3.04 (Education allowance – private tutoring) Education allowance may be claimed by a member for the cost of private tutoring, in one or more subjects, of a dependent child during the first school year of the child at the new place of duty of a member if

• (a) the academic deficiency is attributable to the move of the member from one province to another and is not due to the choice of subjects or educational stream followed at the previous school of the child;
  
  
• (b) the educational level of the child is below the curriculum level of the class;
  
  
• (c) the school principal of the child recommends tutoring in the subjects concerned, outlines the curriculum deficiency of the child and specifies the number of hours of tutoring required to meet the new provincial curriculum requirements; and
  
  
• (d) the tutoring is provided by a qualified tutor with a teaching certificate.
  
  

3.05 (Education allowance – language tutoring) Education allowance may be claimed by a member for the cost of language tutoring of a dependent child at the new place of duty if

• (a) the language deficiency is attributable to the posting of the member from one province to another and is not due to the child’s choice of language of subjects;
  
  
• (b) language tutoring is a requirement for the dependent child to achieve graduation;
  
  
• (c) the school principal recommends language tutoring, outlines the curriculum language deficiency of the child and graduation requirement, and specifies the number of hours of tutoring to meet the graduation requirements of the new province; and
  
  
• (d) the tutoring is provided by a qualified language tutor with a teaching certificate.
  
  

3.06 (Education allowance – official language of instruction not available at new place of duty) If the official language of instruction of a dependent child is not available at the new place of duty of a member, education allowance may be claimed by the member to provide the appropriate level of education up to secondary school completion at a public school in Canada that can provide the required education level and language of instruction. Education allowance may be claimed by the member for:

• (a) non-resident schools fees, if applicable, as set by provincial school authorities;
  
  
• (b) board and lodgings expense for a maximum of 10 months of full-time attendance in the school year; and
  
  
• (c) two return trips in a school year for the child to travel from the member’s place of duty to the school.
  
  

3.07 (Education allowance - move from province to province in graduation or pre-graduation year) If a member is posted from a place of duty in one province to a place of duty in another province and a dependent child is attending a secondary school in grade 11 or 12 in a province other than Quebec, or Secondary IV or V in Quebec, or is enrolled full-time in a two-year general pre-university program at a CEGEP in Quebec, education allowance may be claimed by the member for:

• (a) non-resident schools fees, if applicable, as set by provincial school authorities;
  
  
• (b) board and lodgings expense to a maximum of 10 months of full-time attendance in a school year; and
  
  
• (c) two return trips in a school year for the child to travel from the member’s place of duty to the school.
  
  

3.08 (Eligible expenses - return trips of a dependent child) If a member may claim education allowance under this instruction for two return trips of a dependent child from the member’s place of duty to the school of the child, the member is entitled to the reimbursement of expenses under the same conditions as set out for the move of a dependant under CBI 209.83 (Transportation and Travelling Expenses - Move of Officers and Non-Commissioned Members on Posting or of Dependants). Incidental expense allowance and expenses related to the shipment of a motor vehicle may not be claimed. The reimbursement of expenses to ship a maximum of 100 kg of personal effects of the child to and from the school may be claimed once per school year.

• (a) the reimbursement of eligible expenses incurred by a member in respect of the child for travel expenses under the same regulations and conditions prescribed under CBI 209, Section 8, governing the movement of dependants of members at public expense for the transport of the child from the member's place of duty to the location of the nearest school in Canada providing the required educational facilities:
  
  
  • (i) Travel expenses associated with students being educated away from the post are for two return trips in a school year for the dependent student to visit the member as follows:
    
    First return trip:
    First portion: from the post to school at the beginning of the school year
    Second portion: from school to post during winter break.
    
    Second return trip:
    First portion: from post to school at end of winter break
    Second portion: from school to post at end of school year in June.
    
    
  • (ii) Travel expenses are authorized only when education is approved away from the member s place of duty (ie, when board and lodging expenses are approved by NDHQ for a student to attend an educational facility that is not within a reasonable distance from the member s place of duty).
    
    
  • (iii) Travel expenses are actual and reasonable supported by receipts. When authorized travel is from school away from post to member s place of duty, such travel could be by non-city bus, air, train, and/or PMC when it is practical and economical. If travel is by air, then airfare is based on the most economical rate (including seat sale/ excursion rate). Business class not authorized, and direct routing must be used. if travel is by PMC, then reimbursement is based on low rate of PMC mileage based on direct road kilometric distance plus the daily amount for meals and incidentals outlined in CBI 209.
    
    
  
  
  

3.09 (Retirement – cessation of allowance) The entitlement to education allowance ceases on the last day of the month in which the member’s retirement leave ends.

SECTION 4 – ADMINISTRATION

4.01 (Application) The application form for education allowance in respect of a dependent child is set out in the How To Book and shall be completed and forwarded to DCBA 5/DEM for approval through base administrative channels.

• (a) Members applying for benefits outlined in this instruction shall submit an Application for Education Allowance and receipts to the applicant's CO for verification and recommendation. Completed application forms shall be forwarded to NDHQ/DCBA 5 (Director Compensation and Benefits Administration) /Dependent Education Management (DEM). Completed forms may be forwarded to DCBA 5/DEM by:
  
  Fax Number: (613) 992-2073; or
  E-mail address: Dependent Education Management
  Queries may be directed to: Telephone Number: (613) 992-0560
  
  
• (b) The name and type of school must be shown. Fee schedule from school attended MUST be attached to application.
  
  
• (c) The school year for which the application is being made MUST be shown.
  
  
• (d) Provincial grade level to be attended MUST be shown.
  
  
• (e) Name, grade, course, location and year of school last attended MUST be shown.
  
  Get Application for Education Inside Canada here

4.02 (Direct communication) Direct communication is authorized between DCBA 5/DEM and unit authorities concerning:

• (a) applications for payment of education allowance; and
  
  
• (b) other educational matters of a routine nature.

SECTION 5 – INFORMATION ON PROVINCIAL EDUCATIONAL FACILITIES

5.01 (Location Guide) To ensure information is current, units are to review the Education Facilities Location Guide in Canada annually on the 1^st of October and forward up-dated information to DCBA 5/DEM by the end of October.

SECTION 6– TAXATION

6.01 (Deductions) Under the Quebec Taxation Act, education allowance is taxable income for members serving in Quebec and is subject to deduction for income tax. Education allowance paid to members serving in other provinces and territories is not subject to deduction for income tax.

SECTION 7– PROVINCE OF QUEBEC

7.01 (The Charter of the French Language) The Charter of the French Language (“Bill 101”) may in some cases affect the admission of children to English language schools in Quebec.

7.02 (Application to school board) The dependent child of a member who is working temporarily in the Quebec may receive instruction in French or English. In order to ensure that the child receives instruction in English, a member should, on arrival at the new place of duty in Quebec, submit an application on the prescribed form at www.meq.gouv.qc.ca/rens/banque/Fiches/F95a.htm, to the applicable school board, together with the attestation of the member’s commanding officer that the member is assigned temporarily to Quebec.

7.03 (Temporary authorization) A temporary authorization is normally given to a member’s dependent child for the period of the member’s service in Quebec.

SECTION 8 – INFORMATION ON EDUCATION ALLOWANCES NOT PAYABLE

8.01 (Personal preference) A member who educates a dependent child at a school not considered by NDHQ as the nearest suitable school to the member's place of duty has no entitlement to education allowance.

8.02 (French immersion) French Immersion programs are optional programs for Anglophone pupils and are not guaranteed under section 23 of the Canadian Charter of Rights and Freedoms. A member has no entitlement to education allowance in respect of French immersions programs for dependent children.

• (a) A list of locations where French Immersion programs are available in the Education Facilities Location Guide in Canada. However, since the availability of such programs is constantly changing, members are encouraged to confirm that the programs are provided and to fully apprise themselves of the prerequisites for attendance by contacting the appropriate municipal school authorities.

8.03 (Kindergarten education) A member has no entitlement to education allowance in respect of kindergarten for dependent children. Provincial age requirements for entry into kindergarten in public pre-elementary programs are set out in the How To Book.

• (a) (Kindergarten ages – Canada) The following depicts the age regulations for entry into kindergarten in public pre-elementary programs in Canada:

8.04 (Post-secondary education) A member has no entitlement to education allowance in respect of the post-secondary education of dependent children in Canada. In particular, CEGEP three-year vocational programs in Quebec, and programs at community, technical and vocational colleges or institutions in other provinces and territories, are considered post-secondary education, as the intent of these programs is not university entrance.

8.05 (Non-admissible expenses) Education allowance may not be claimed for the following:

• (a) school lunches or milk;
  
  
• (b) private lessons for activities such as horseback riding, swimming, ice hockey, figure skating, music lessons, dancing or acting;
  
  
• (c) student insurance;
  
  
• (d) laundry or dry cleaning.;
  
  
• (e) school photographs;
  
  
• (f) cultural visits that are not part of a school course;
  
  
• (g) sports equipment;
  
  
• (h) school magazines or year books;
  
  
• (i) deposits on or rental of textbooks or musical instruments;
  
  
• (j) school supplies;
  
  
• (k) textbooks; and
  
  
• (l) school registration or student fees.