Independent school reporting calendar

Under section 168.2 of the School Act and section 14.1 of the Independent School Act, employers are required to deduct an annual practice fee from the wage of each certificate holder in their employ on April 30.

These fees are to be remitted to the ministry on or before May 15, 2026. 

This collection only involves Public Continuing Education Schools and ministry-approved Online Learning schools and Independent Online Learning schools. 

Form 1701 collects the following information about individual students as of May 8, 2025: 

• Name, birth date, gender, grade level and postal code
• Language programs enrolment
• Indigenous Education program enrolment
• Career program enrolment
• Inclusive Education funding category enrolment
• Number of courses for all students in the secondary grades including adults

This information is critical for determining full-time equivalents (FTEs) for funding purposes, allocating funds to boards, tracking student movement between schools and boards, monitoring enrolment trends in programs, and board and school data summaries. 

Visit the May K–12 Data Collection web page for the 1701 instructions. Please submit your completed 1701 via the Education Data Exchange by May 15, 2026, and email Data.Management@gov.bc.ca if you have any questions.

Under section 37 of the Teachers Act, on or before May 15, employers are required to remit to the ministry the annual practice fee they deducted from the wage of the certificate holders they employ. 

Instructions

1. Log in to the Employers’ Area for more information about the annual fee/payroll deduction requirement and submission instructions
2. Email trb.employers@gov.bc.ca if you need assistance logging in
3. Email trb.pd.fees@gov.bc.ca if you need assistance with preparing your list or remitting your payment

For Group 1 and 2 Independent Schools (excluding Distributed Learning and Independent Band Schools), the eligible student (ES) form must be received by the Ministry of Education and Child Care no later than May 29, 2026, to process grant payments for disbursement on June 30, 2026. The auditor report may be submitted later, by June 14, 2026.

2025–26 Excel Version of Form has been launched which can be downloaded from the independent school funding webpage. Please email FAA.IS@gov.bc.ca if you have any questions.

Schools must submit June/final course marks to TRAX via the School Secure Web (SSW) by July 10 to ensure students’ transcripts are complete for graduation and post-secondary institution (PSI) selections.

The ministry encourages schools to start reporting final June grades as soon as they are available, as early submission helps manage the high volumes of incoming data. Schools may continue to resubmit TRAX files to correct errors up until July 10.

What to Include:

• Final marks for all completed Grade 10, 11 and 12 courses
• SCCP completion date (YYYYMMDD format) for students on the School Completion Certificate Program (SCCP)

How to Upload TRAX Data and Confirm Receipt

Instructions can be found on the Electronic Transfer Procedures web page. If files are submitted by 4 pm, the following SSW reports should reflect any new submissions or changes by the next day:

• Transcript Verification Reports (TVR)
• Student Transcript Previews, including XML transcript previews
• Projected Non-Graduates – Summary Report
• Graduation Summary Reports

Questions?

TRAX Submission Support: TRAX.Support@gov.bc.ca.

Student Transcripts and Graduation Status: Student.Certification@gov.bc.ca.

Offshore Schools: Offshore.Administrator@gov.bc.ca.

Visit TRAX Information for more helpful resources.

The 1701 submission must be completed:

• By online independent schools with eligible Grade 8/9 cross enrolled students
• To claim Grade 8 and 9 cross enrolled students where the reporting cross enrolling school is not the student’s school of record. The school of record is the school at which the student is taking the majority of their educational program

The Snapshot date for summer learning is July 10, 2026.

Visit the Summer Learning & Public School Grade 8 & 9 Cross Enrolment web page for more information and instructions on how to complete the submission. Please submit to the Ministry via the Education Data Exchange by July 17, 2026, and email Data.Management@gov.bc.ca if you have any questions.

On or before October 15 of each year, an employer is required under the Teachers Act to submit to the Director of Certification information that identifies the certificate holders who were employed by the employer from July 1 in the previous year to June 30. This will allow prospective future employers who are considering hiring a certificate holder to see the individual’s employment history.

Instructions

1. Submit the required information in the Employers’ Area by October 15
2. Email trb.employers@gov.bc.ca if you need assistance