Establishing an Independent School

Date came into force or revised

Revised: March 2, 2018 

Status

Current

Policy statement

Independent schools must be established and certified in accordance with the Independent School Act (PDF).

Rationale or purpose of policy

To provide an outline of the process for establishing and certifying an independent school

Authority

Independent School Act (PDF) Section 4 and Schedule

Policy in full

All British Columbia independent schools must meet the requirements specified in the Independent School Act (PDF), and Regulations, Minister's Orders and Inspector's Orders. The procedures below set out the steps that must be taken to establish an independent school. This is an annual cycle, leading to a September school opening. Mid-year school start-ups will not be considered. 

New school proponents are solely responsible for being aware of, and meeting, all the submission dates and other requirements set out in the procedures below. Please note that early submission of complete and satisfactory documentation and any additional required information may allow for early processing, interview, and subsequent issuance of interim certification. Late or incomplete submissions by the required dates may result in an application not being approved. 

Please note that the Ministry of Education is not currently entering into Distributed Learning Agreements for new distributed learning schools. 

Procedures related to policy

In order to determine eligibility for certification, prospective applicants must complete the following steps: 

Before You Begin

Step 1 – Expression of Interest

Action

Deadline

  • April 1(for school start up the following September) – earlier submission is welcome

Additional Information

  • Key requirements of the EOI (DOCX):
    • Establish an independent school authority
    • Locate a suitable potential school facility
    • Begin working with the local government (municipality, regional district, or First Nations government) to ensure compliance with local requirements
  • Group 4 applicants only – additional requirements:
    • Begin working with financial institution or surety bond provider to determine eligibility for obtaining an adequate bond
    • Develop a fee and tuition refund policy for review by the Ministry during Step 2 and, if it meets the Ministry’s satisfaction, to be posted once the Interim Certificate has been granted (Step 4)

Step 2 – Interview

Action

  • Prospective applicants who have satisfactorily completed the EOI (Step 1) will be invited to meet for an interview
  • In preparation for the interview, prospective applicants are required to prepare a fully completed draft version of the Application for Interim Certification (Step 3) to discuss during the Interview

Deadline

  • The draft Interim Certification Application form and related documents must be submitted no later than May 1 – earlier submission is welcome
  • Applicants are required to schedule and complete the Interview no later than May 15 – earlier form submission and subsequent interview scheduling is welcome

Additional Information:

  • The Independent Schools Branch will conduct an in-depth interview to assess motivation, preparation, capacity, school goals and ability to start an independent school that will successfully meet Ministry requirements
  • During the interview essential certification requirements and inspection processes will be discussed in detail
  • Applicants are required to submit a package of required materials to the Ministry no later than May 1 and earlier submissions are required at least two weeks in advance of the interview date
  • The Interview Checklist (DOCX) provides a list of required materials 
  • Prospective applicants will be told the result of the Interview within two weeks.


Step 3 – Application for Interim Certification

Action

Deadline

  • Applications must be received no later than June 1 – earlier submission is welcome

Additional Information for ALL Applicants

Additional Information for Group 1, 2, and 3 Applicants

  • Depending on a successful review of the Application for Interim Certification (DOCX), the Ministry may grant applicants permission to start marketing the prospective school’s intended opening in September with specific claims stating that:
    • The B.C. Ministry of Education recognizes the new school application to offer an educational program beginning in September
    • The school will be fully inspected in October, and expects, upon successful completion of the inspection, to be issued BC Ministry of Education receive full certification shortly thereafter
  • Operation as a B.C. certified school prior to September 1 is prohibited.

Additional Information for Group 4 Applicants

  • The Application for Interim Certification (DOCX) will not be reviewed until the applicant provides an irrevocable letter of credit or surety bond (with the Minister of Finance as beneficiary) in the amount at least $100,000 issued by a bank or surety company in B.C.
  • Depending on a successful review of the Application for Interim Certification (DOCX) submission, the Ministry may grant applicants permission to start marketing the prospective school’s intended opening in September with specific claims stating that:
    • The B.C. Ministry of Education recognizes the new school’s application to offer an educational program beginning in September
    • The school will be fully inspected in October, and expects, upon successful completion of the inspection, to be issued B.C. Ministry of Education receive full certification shortly thereafter
    • If the school fails to achieve or maintain B.C. Ministry of Education Group 4 certification during the first year of operation, collected fees and tuition will be reimbursed by the School Authority according to its posted refund policy
  • Operation as a B.C. certified school prior to September 1 is prohibited
  • International students may not be enrolled until after the school has been issued Interim Certification

Step 4 – Interim Certification

  • Upon satisfactory completion of Steps 1 through 3, the Ministry of Education will issue an Interim Group 3 Certificate no later than June 30 permitting the school to begin operation in September
  • Operation as a B.C. certified school prior to September 1 and prior to having received Interim certification is prohibited
  • Upon issuance of Interim Certification, the Ministry of Education will schedule a full inspection (external evaluation – see Step 6) to take place in October
  • See Step 6 for information on full certification

Step 5 – School Opening

Action  

  • All policies relating to school operation (not already finalized) are required to be finalized before the beginning of school 

Deadline

  • The first week of classes usually begins in early September

Additional Information

Step 6 – External Evaluation 

Action

  • The Authority must complete an External Evaluation Report form

Deadline

  • The External Evaluation Report form must be completed and submitted to the Ministry before the second Friday in September

Additional Information

  • The External Evaluation Report Form (DOCX) is revised each Spring
  • Upon completion of a successful school external evaluation, the Interim Group 3 classification will be adjusted to Group 2, 3 or Group 4 certification and the school will be eligible to offer courses for graduation credit
  • Schools are not eligible for Group 1 certification in the first year of operation
  • Initial certification is provided for one year. Upon satisfactory completion of the first year of operation, ongoing certification will be granted
  • Certified independent schools in B.C. are regularly inspected by the Ministry of Education to ensure the program continues to meet the requirements of the B.C. Ministry of Education and the Independent School Act
  • For further information please see the External Evaluation and Inspection Policy for Independent Schools

Important Notes:

All potential applicants must be aware of the following:

  • The Ministry reserves the right to inspect schools at any time
  • New schools must have 10 or more school age students who are enrolled with the school and reported as 1.00 FTE each, in accordance with the 1701 instructions for independent schools for the September data collection
  • Certification will only be granted for schools seeking to offer adjacent grades, for example Grades K-6 inclusive. Grades K-3 and 6, for example would not meet this requirement.
  • A prospective school, planning to offer Grades K-9, may start by offering one grade or multiple adjacent grades. If a school seeks to alter its certification to add grades in a subsequent year, approval will only be given to the addition of adjacent grades. For example if a school is initially certified to offer grades K-3, it would not be approved to offer Grade 5 without also offering Grade 4.
  • A prospective school seeking to offer grades that comprise the Graduation Program (Grades 10-12) will only be approved for certification if it offers at least Grade 10 at the time of initial certification. It may seek approval to offer further adjacent grades in subsequent years. For example, a school certified to offer Grade 10 would not be approved to offer Grade 12 without also being certified to offer Grade 11.
  • In Grades 10-12, the school’s educational program must offer a sufficient number of required and elective course credits at each grade level that the school offers in the graduation program. Students must be able to earn sufficient course credits in each offered grade to ensure they can earn the required minimum graduation credits at the school. Students may select elective course credits from Distributed Learning programs over and above the required 80 graduation program credits offered at the school.
  • New schools can only offer programs to school-aged students in their first year of operation. Enrolling adult students in subsequent years will require prior approval of the Independent Schools Branch and will be based on a history of offering the graduation program to school-aged students. 
  • New schools may not enrol international students before receiving Interim Certification. The federal government’s Department of Immigration, Refugees and Citizenship Canada requires certification prior to considering study permit applications from students. 
  • Independent school authorities and principals should regularly visit the Ministry of Education Independent Schools website and E-board. The E-board is the Ministry's main communication tool to independent school authorities and principals. New school principals will be provided E-board access after receipt of interim certification. Communications are posted every Friday afternoon. School authorities and principals are encouraged to share this information as appropriate with staff.