Independent school reporting calendar

Last updated on July 6, 2026

Ministry of Education and Child Care events calendar: Independent schools

2026

July

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Student Safety in Boarding Schools Report - due July 1.

By July 1 of each year, independent schools offering boarding to students are required to submit to the Inspector of Independent Schools an annual, aggregated report on the number of distinct reports, if any, that were made to MCFD and/or the police that relate to student safety in the boarding environment over the course of the past school year (i.e. July 1 – June 30), using the template provided by the Ministry.

 

Graduation Final Marks Submission - Due July 10, 2026

Schools must submit all final course marks (including June completions) through EDX Graduation by July 10 to ensure students’ transcripts are complete for graduation and post-secondary institution selections.

Submitting final marks as soon as they are available helps manage high volumes and supports timely processing. Schools are encouraged to monitor GRAD system reports and resubmit data to correct errors up to and including July 10. Updates or corrections submitted after July 10 may not be reflected in batch transcript distributions.

What to Include:

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

How to Upload Graduation Data and Confirm Receipt:

Instructions can be found in the GRAD Collection Procedures. For files submitted before 4 pm, updates should be reflected the following day in:

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

Questions?

Visit GRAD Information for more helpful resources.

 

Student Data Collection (1701) – Summer Learning and Grade 8 Cross Enrolment – Due July 17, 2026

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.

 

2025-26 Feeding Futures End of Year Financial Reporting – Independent Schools – Due July 31, 2026

Independent schools that received a ministry grant to support their School Food Program in 2025-26 must report to the ministry using this reporting template (XLSX). Instructions are embedded in the template. Please send completed reports and any questions about report completion to Rocio Montenegro, Feeding Futures Coordinator, at rocio@fisabc.ca, by July 31, 2026.

 

August

 

Provincial Scholarships Program: Update Records for Scholarship Eligibility (Graduates) - Due August 31, 2026

Reminder: The Ministry of Education and Child Care uses records provided by schools to confirm eligibility for all awards: the BC Achievement scholarship, the BC Excellence and Pathway to Teacher Education scholarships, and District/Authority scholarship. Schools should ensure final marks for summer course completions and any other updates (including to citizenship/permanent residency status) have been applied to student records.

August 31, 2026, is the deadline for eligibility requirements to have been met by students graduating from the 2025–26 school year. For the purpose of scholarship eligibility, please complete reporting of these eligible students by September 11, 2026. Find reporting resources on the TRAX Information web page.

Additional Information

  • Citizenship/Permanent Residency: Canadian citizens and permanent residents must be reported with a “C” indicator in extracts to TRAX from student information systems (SIS), such as My Education BC (MyED). Please ensure the citizenship/residency status for Grade 12 students is correctly recorded in your SIS and check student Transcript Verification Reports (TVRs) on the School Secure Web to ensure that they have been successfully reported to the ministry. Students who do not have a “C” reported (including blank entries) will be ineligible for scholarships

  • BC Achievement Scholarship: The BC Achievement scholarship recognizes graduates with the top academic achievement in the province. For this scholarship, academic achievement is based on the subset of Grades 10 - 12 courses that are used to meet graduation requirements (including electives); those courses used for graduation are marked on the transcript. The courses used vary from student to student and those marks combined differ from a grade point average

Email scholarships@gov.bc.ca if you have any questions. 

October

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Reporting Employment of Your Certificate Holders (Your Employees) – Due October 15, 2026

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