School district reporting calendar

In accordance with the Budget Transparency and Accountability Act, school districts are to complete a quarterly financial report within two weeks after the conclusion of each quarter (September, December, March, June). A GRE reporting template will be emailed to each district in advance of the reporting due date. 

Instructions 

1. See the Government Reporting Entity web page for more information 
2. Email the completed GRE report to EDUC.GRESDReporting@gov.bc.ca by December 10, 2025 
3. Email EDUC.GRESDReporting@gov.bc.ca if you have any questions 

For consistency with the Budget Transparency and Accountability Act respecting Public Accounts reporting, a Statement of Financial Information (SOFI) must be submitted by each school district within six months following the corporation's fiscal year end. School District Statements of Financial Information are checked for reasonableness, completeness and conformity with Government legislation. 

Instructions 

1. See the Financial Information Act Requirements document for more details
2. Email the completed SOFI Report to SDFR@gov.bc.ca by December 31, 2025 
3. Email SDFR@gov.bc.ca if you have any questions

The registration window for schools to register students for the Graduation Assessments for the upcoming assessment session closes January 1, 2026.

Instructions 

1. Further details will be posted closer to the target date
2. Contact student.certification@gov.bc.ca if you have any questions

Special Assessments (Braille or Large Print) are provided to students who meet the criteria for designation as a student with a Visual Impairment as outlined in Inclusive Education Services - A Manual of Policies, Procedures and Guidelines. 

Instructions 

1. Read Chapter 2: B.C. Graduation Program Handbook of Procedures (PDF) for information on the adjudication process
2. Complete a Request for Special Format Assessments. A separate form will be required for each session request
3. Email educ.adjudication@gov.bc.ca if you have any questions

Accommodations are provided to students who meet the criteria for designation as a student who is Deaf or Hard of Hearing as outlined in Inclusive Education Services - A Manual of Policies, Procedures and Guidelines, or who require extra time to complete the oral component as indicated in their Individual Education Plan and extra time is an accommodation normally provided in the classroom for assessments. 

Instructions 

1. Read Chapter 2: B.C. Graduation Program Handbook of Procedures (PDF) for information on the adjudication process
2. Complete a Request for French Language Literacy Assessment Accommodations form. A separate form will be required for each session request
3. Email educ.adjudication@gov.bc.ca if you have any questions

In April 2020, school districts were informed that the Province of B.C. had initiated a process for government organizations to record and report on financial transactions that are incremental to regular operations due to a specific major event. The intent of the process is to facilitate consistent financial reporting by the Ministry of Finance across the entire government reporting entity. At that time, COVID-19 was identified as a major reporting event. 

Effective December 6, 2021, and continuing until further notice, the government has identified the Extreme Weather that has occurred in Fall 2021 as an additional major reporting event. 

Effective April 1, 2022, and continuing until further notice, the government has identified the Settlement of Displaced Ukrainians as an additional major reporting event. 

Ministries, crown agencies, School Districts, Universities, Colleges, and Health Authorities are to track incremental and necessary costs that are incurred as a direct result of these “major reporting events” for the purpose of consistent government-wide reporting. 

Districts are to report costs and savings in the 2025-26 School Year for the period ended December 31, 2025. This report is due January 16, 2026. 

Instructions 

1. Complete the template as necessary that was emailed to all district Secretary-Treasurers 
2. Return the completed template to SDFR@gov.bc.ca by January 16, 2026
3. Email SDFR@gov.bc.ca if you have any questions

As part of the Mental Health in School Grant, all school districts are required to complete the Mental Health in School Grant Questionnaire. The ministry uses responses to this questionnaire to better understand the state of mental health and substance use in schools. This information helps identify and update priorities, align provincial strategies related to mental health, substance use and well-being, and ensure that strategic direction is guided by current evidence. 

Instructions 

1. Complete the Mental Health in School Grant Questionnaire. Please provide enough detail in your responses below to help the ministry build a comprehensive picture of local-level context and the needs of your school district
2. Email educ.mentalhealth@gov.bc.ca if you have any questions

If you do not have Graduated Adult course completions, you no longer need to submit a SADE file. 

Email the Data Management Unit at Data.Management@gov.bc.ca if you have any questions. 

Select school districts will be contacted by VFA Canada Corp. and are required to provide VFA with facility maintenance information. The ministry has contracted VFA Canada Corp. to collect updated facility maintenance data on behalf of the ministry. VFA’s Data Maintenance Service will assist the ministry in maintaining accurate information about the condition and requirements of school district facility assets between physical building assessments. 

Instructions

School districts are to provide the facility maintenance information to VFA in the requested format and cc CMB@gov.bc.ca when emailing VFA with the information

As per section 106.3(2) of the School Act, a School Board must submit to the Minister on or before February 15 of each year an estimate of the number of students who may be enrolled in educational programs provided by the board in the next school year. The enrolment estimates received from school districts will be used by the ministry to facilitate the development of operating grant estimates. Operating grant estimates for 2026-27 will be announced on or before March 15, 2026.

Instructions

*Coming soon

The registration window for schools to register students for the Grade 10 and Grade 12 Graduation Assessments for the upcoming assessment session opens February 23, 2026. See the 2025-26 Graduation Assessment Schedule. 

Instructions 

1. Instructions for registration will be posted closer to the event
2. Email student.certification@gov.bc.ca if you have any questions

Form 1701 collects the following information about individual students as of February 13, 2025:

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

 This information is critical for determining full-time equivalents 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. 

Instructions 

1. Visit the February K-12 Data Collection web page for the 1701 instructions and form
2. Submit your completed 1701 submission to the ministry via the Education Data Exchange on or before February 20, 2025
3. Email Data.Management@gov.bc.ca if you have any questions

Special Assessments (braille or large print) are provided to students who meet the criteria for designation as a student with a Visual Impairment as outlined in Inclusive Education Services - A Manual of Policies, Procedures and Guidelines. 

Instructions 

1. Read Chapter 2: B.C. Graduation Program Handbook of Procedures (PDF) for information on the adjudication process
2. Complete a Request for Special Format Assessments. A separate form will be required for each session request
3. Email educ.adjudication@gov.bc.ca if you have any questions

Accommodations are provided to students who meet the criteria for designation as a student who is Deaf or Hard of Hearing as outlined in Inclusive Education Services - A Manual of Policies, Procedures and Guidelines, or who require extra time to complete the oral component as indicated in their Individual Education Plan and extra time is an accommodation normally provided in the classroom for assessments. 

Instructions

1. Read Chapter 2: B.C. Graduation Program Handbook of Procedures (PDF) for information on the adjudication process
2. Complete a Request for French Language Literacy Assessment Accommodations form. A separate form will be required for each session request
3. Email educ.adjudication@gov.bc.ca if you have any questions 

In accordance with the Budget Transparency and Accountability Act, school districts are required to provide the ministry with electronic and print copies of their amended annual budget. Updated after the Fall recalculation of Operating Grants, this is a Board of Education’s legal budget for the current school year. 

Instructions 

1. See the School District Budget Reporting web page for more information. This includes the Amended Annual Budget Instructions, Bylaws, and Reporting Template
2. Download and complete the Amended Annual Budget Excel Template
3. Email the completed template to the School District Financial Reporting Unit at SDFR@gov.bc.ca by February 27, 2026. An identical print copy must also be received by the ministry by this same date
4. Email the School District Financial Reporting Unit at SDFR@gov.bc.ca if you have any questions

School districts must test for lead content in drinking water in their school facilities ​to ensure quality meets established guidelines under applicable provincial and federal legislation. Results must be reported annually to the Ministry of Infrastructure using the excel document linked below.  

The Ministry of Health has changed the limit to 0.005mg/L (was 0.01mg/L). School districts must take reasonable steps necessary to resolve elevated lead levels that are outside established guidelines on any drinking water quality test results. 

Instructions

1. See the Testing Lead Content in Drinking Water of School Facilities policy for more information
2. Download and review the How to Guide – Sample for Lead. You will find this in the Publication and Resources section of the Capital Management web page
3. Carefully review and complete the School Water Quality Testing – Lead in Water Reporting.xlsx. You will find this in the Publication & Resources section of the Capital Management web page
4. Email your completed report to the Capital Management Branch at CMB@gov.bc.ca by February 28, 2026
5. Email CMB@gov.bc.ca if you have any questions

Public schools are required to complete a spreadsheet that collects the number of net new Youth TRAIN in Trades program courses students have enrolled in since September to ensure the appropriate allocation of funding. 

Instructions

1. Read the February Intake of Youth Train in Trades Instructions
2. Complete the sample spreadsheet for February intake of Youth TRAIN in Trades program courses
3. Send your completed spreadsheet to your Board Office for review and validation. Do not send it directly to the ministry
4. Email your district contact person or Data.Management@gov.bc.ca if you have any questions

In accordance with Section 87.01 of the School Act​​, ​a board must prepare and submit to the ministry a school calendar for each school in its district for each school calendar year. Boards must make their proposed calendars public by February 28, 2026, and submit their calendars to the ministry by March 31, 2026. 

Instructions

1. Visit the School Calendars web page for more information and the forms that are to be completed to submit your proposed calendar to the ministry
2. Email EDUC.Governance.Legislation@gov.bc.ca if you have any questions

The registration window for schools to register students for the Grade 10 and Grade 12 Graduation Assessments for the upcoming assessment session closes April 9, 2026. See the 2025-26 Graduation Assessment Schedule.

Instructions 

1. Further details will be posted closer to the target date
2. Contact student.certification@gov.bc.ca if you have any questions

In accordance with the Budget Transparency and Accountability Act, school districts are to complete a quarterly financial report within two weeks after the conclusion of each quarter (September, December, March, June). A GRE reporting template will be emailed to each district in advance of the reporting due date.

Instructions

1. See the Government Reporting Entity web page for more information
2. Email the completed GRE report to EDUC.GRESDReporting@gov.bc.ca by April 10, 2026
3. Email EDUC.GRESDReporting@gov.bc.ca if you have any questions 

In April 2020, school districts were informed that the Province of B.C. had initiated a process for government organizations to record and report on financial transactions that are incremental to regular operations due to a specific major event. The intent of the process is to facilitate consistent financial reporting by the Ministry of Finance across the entire government reporting entity. At that time, COVID-19 was identified as a major reporting event. 

Effective December 6, 2021, and continuing until further notice, the government has identified the Extreme Weather that has occurred in Fall 2021 as an additional major reporting event. 

Effective April 1, 2022, and continuing until further notice, the government has identified the Settlement of Displaced Ukrainians as an additional major reporting event. 

Ministries, crown agencies, School Districts, Universities, Colleges, and Health Authorities are to track incremental and necessary costs that are incurred as a direct result of these “major reporting events” for the purpose of consistent government-wide reporting. 

Districts are to report costs and savings in the 2025-26 School Year for the period ended March 31, 2026. This report is due April 17, 2026. 

Instructions

1. Complete the template as necessary that was emailed to all district Secretary-Treasurers
2. Return the completed template to SDFR@gov.bc.ca by April 17, 2026
3. Email SDFR@gov.bc.ca if you have any questions

The registration window for schools to register students for the Grade 10 and Grade 12 Graduation Assessments for the upcoming assessment session opens April 28, 2026. See the 2025-26 Graduation Assessment Schedule.  

Instructions  

1. Instructions will be posted closer to the opening date
2. Contact student.certification@gov.bc.ca if you have any questions

The Employment Data and Analysis System (EDAS) collects employment data from the public school system. EDAS serves the needs of:

• School districts, by providing workforce management information to support local operations and accurate data to support collective bargaining
• The BC Public School Employers’ Association (BCPSEA), by supporting the BCPSEA Sustainable Workforce Initiative, human resource best practices and collective bargaining for support staff and teachers
• The Ministry of Education and Child Care, by providing employee data required to allocate funding 

A common benefit to all organizations involved is that EDAS streamlines existing ministry data collection forms, reduces duplication of requests and automates the data extraction and transfer process. 

Instructions

1. Log in to EDAS (DX2)
2. Review the EDAS User Guide
3. Submit the EDAS data via the DX2 platform by April 30, 2026 (A BCeID is required)
4. Email Data.Management@gov.bc.ca if you have any questions

The purpose of the Student Achievement Data Exchange (SADE) is to collect course completion information for Graduated Adult students attending B.C. Public Schools. This information is used to calculate and distribute provincial funding. For the 2025-26 collections, SADE data is required from Public Schools (Standard, Online Learning, Continuing Education or Alternate) who have Graduated Adult students in attendance. 

SADE is collected from Public Schools and Districts under the School and Student Data Collection Order (M152/89). School boards/authorities are legally responsible for collecting and submitting achievement information to the ministry. 

Instructions 

If you have Graduated Adult course completions to report to the ministry, please submit your SADE report by April 30, 2026.

1. Log into SADE (DX2)
2. Review the SADE 2025-26 User Instructions
3. Submit your SADE data

If you do not have Graduated Adult course completions, you no longer need to submit a SADE file. 

Email the Data Management Unit at Data.Management@gov.bc.ca if you have any questions. 

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. 

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

The registration window for schools to register students for the Grade 10 and Grade 12 Graduation Assessments for the upcoming assessment session closes May 28, 2026. See the 2025-26 Graduation Assessment Schedule.   

Instructions 

1. Further details will be posted closer to the target date
2. Contact student.certification@gov.bc.ca if you have any questions

Special Assessments (braille, large print, or dual media) are provided to students who meet the criteria for designation as a student with a Visual Impairment as outlined on page 67 of the Inclusive Education Services: A Manual of Policy, Procedures and Guidelines. 

Instructions 

1. Please complete the FSA Special Format Assessment form if you have a student who will need a special format assessment for the fall 2025 FSA
2. Email EDUC.FSAscore@gov.bc.ca if you have any questions

The Office of the Comptroller General requires districts to provide a Management Representation Letter effective early June, 2026 (date TBD) in support of the Summary Financial Statements as at March 31, 2026.  

Instructions 

1. Email a PDF of the letter dated and signed June X, 2026 to EDUC.GRESDReporting@gov.bc.ca by June 11, 2026
2. Contact Kevin.Herkel@gov.bc.ca if you have any questions

As required under Public Sector Accounting Standards, school districts must provide financial statement disclosure relating to their Employee Future Benefits Liability. The actuarial calculation tool, preloaded with the most recent actuarial results, will generate the required disclosure.

Instructions 

1. See Liabilities for Employee Future Benefits for more information Coming soon
2. School district’s 2025–26 Actuarial Calculation tool and Actuarial Results will be distributed via email in spring 2026. Completed reports should be e-mailed to Kevin.Herkel@gov.bc.ca by June 12, 2026
3. Please contact Kevin.Herkel@gov.bc.ca if you have any questions

Boards of education that received 2025–26 funding for a District Early Learning and Child Care Lead must complete a final report by June 27. Information from the report is collected to understand how districts have explored or created child care spaces on school grounds, as part of an integrated early learning and child care system.

Instructions

1. Note: This reporting form will be available closer to the end of the 2025–26 school year
2. Email educ.earlylearning@gov.bc.ca if you have any questions

Boards of education that received 2025–26 funding for StrongStart BC, Ready, Set, Learn, the Seamless Day Kindergarten Pilot or the Just B4 Pilot must complete a final report by June 27, 2026. Information from this report is collected to understand how funds were used to achieve the outcomes identified in funding agreements. 

Instructions

1. Note: This reporting form will be available closer to the end of the 2025–26 school year
2. Contact educ.earlylearning@gov.bc.ca if you have any questions

Pursuant to sections 156 and 111 of the School Act, Boards of Education are required to prepare and submit an annual budget to the Minister. This is the Board’s legal budget for the school district, which permits it to spend money during the school year. 

Instructions

1. See the School District Budget Reporting web page for the annual budget instructions and reporting template
2. Complete the annual budget reporting template and submit it to the School District Financial Reporting Unit at SDFR@gov.bc.ca by June 30, 2026
3. Email SDFR@gov.bc.ca if you have any questions

As per Ministerial Order 87/23, Boards must provide updated property asset records and information annually using the Ministry of Citizens’ Services web-based Property Inventory Management System. This also includes a requirement for full buildings and/or sites that are leased by the school district from a third party (where the school district is the lessee not the lessor). This information must be provided to the Ministry of Infrastructure via Excel. 

Instructions

1. Visit the Property Inventory Management System website to provide property asset records and information
2. Please complete and return the lease Excel sheet provided to you by your RD/PO team
3. Contact Travis.Tormala@gov.bc.ca with any general questions and Steven.Robinson@gov.bc.ca or Christy.Deslauriers@gov.bc.ca with any technical questions

Please report your students selected as conditional recipients of the District/Authority scholarship to the Ministry by June 30, 2026. Please use your full allocation and ensure your selected students are on track to meet core and scholarship-specific eligibility requirements by August 31, 2026. 

Did you know? The most frequently misreported data affecting scholarship eligibility are citizenship/permanent residency.  Inaccurate reporting of Canadian citizens/permanent residents, including blank entries, will disqualify these students. Ensure eligible students don’t miss out on scholarships by checking that they are being reported to the Ministry with a value of ‘C’ and confirming that information on the student’s Transcript Verification Report. 

Instructions

1. Visit the District/Authority scholarship allocation and reporting web page to find the instructions and template for reporting conditional recipients (note: allocations are anticipated to be posted early 2026)
2. Submit your completed template to the Ministry on or before June 30, 2026
3. Email the ministry’s Provincial Scholarships Program at Scholarships@gov.bc.ca if you have any questions

StrongStart Programs/Centres are required to report daily attendance for all participants. 

Instructions

1. Log in to MyEducation BC and enter the daily attendance information by July 10, 2026
2. Email EarlyLearning@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.

In accordance with the Budget Transparency and Accountability Act, school districts are required to complete a quarterly financial report within two weeks after the conclusion of each quarter (September, December, March, June). A GRE reporting template will be emailed to each district in advance of the reporting due date. 

Instructions

1. See the Government Reporting Entity web page for more information
2. Email the completed GRE report to EDUC.GRESDReporting@gov.bc.ca by July 15, 2026
3. Email EDUC.GRESDReporting@gov.bc.ca if you have any questions 

In April 2020, school districts were informed that the Province of B.C. had initiated a process for government organizations to record and report on financial transactions that are incremental to regular operations due to a specific major event. The intent of the process is to facilitate consistent financial reporting by the Ministry of Finance across the entire government reporting entity. At that time, COVID-19 was identified as a major reporting event. 

Effective December 6, 2021, and continuing until further notice, the government has identified the Extreme Weather that has occurred in Fall 2021 as an additional major reporting event. 

Effective April 1, 2022, and continuing until further notice, the government has identified the Settlement of Displaced Ukrainians as an additional major reporting event. 

Ministries, crown agencies, school districts, universities, colleges, and health authorities are to track incremental and necessary costs that are incurred as a direct result of these “major reporting events” for the purpose of consistent government-wide reporting. 

Districts are to report costs and savings in the 2025–26 School Year for the period ended June 30, 2026. This report is due July 17, 2026. 

Instructions

1. Complete the template as necessary that was emailed to all district Secretary-Treasurers
2. Return the completed template to SDFR@gov.bc.ca by July 17, 2026
3. Email SDFR@gov.bc.ca if you have any questions

The Employment Data and Analysis System (EDAS) collects employment data from the public school system. EDAS serves the needs of:

• School districts, by providing workforce management information to support local operations and accurate data to support collective bargaining
• The BC Public School Employers’ Association (BCPSEA), by supporting the BCPSEA Sustainable Workforce Initiative, human resource best practices and collective bargaining for support staff and teachers
• The Ministry of Education and Child Care, by providing employee data required to allocate funding 

A common benefit to all organizations involved is that EDAS streamlines existing ministry data collection forms, reduces duplication of requests and automates the data extraction and transfer process. 

Instructions

1. Visit the Employment Data & Analysis System web page for more information and instructions on how to submit EDAS data
2. Submit the EDAS data via the DX2 platform by July 31, 2026 (A BCeID is required)
3. Email the Data Management Unit at Data.Management@gov.bc.ca if you have any questions

The purpose of the Student Achievement Data Exchange (SADE) is to collect course completion information for Graduated Adult students attending B.C. Public Schools. This information is used to calculate and distribute provincial funding. For the 2025-26 collections, SADE data is required from Public Schools (Standard, Online Learning, Continuing Education or Alternate) who have Graduated Adult students in attendance. 

SADE is collected from Public Schools and Districts under the School and Student Data Collection Order (M152/89). School boards/authorities are legally responsible for collecting and submitting achievement information to the ministry. 

Instructions 

If you have Graduated Adult course completions to report to the ministry, please submit your SADE report by July 31, 2026.

1. Log into SADE (DX2)
2. Review the SADE 2025-26 User Instructions
3. Submit your SADE data 

If you do not have Graduated Adult course completions, you no longer need to submit a SADE file. 

Email the Data Management Unit at Data.Management@gov.bc.ca if you have any questions. 

School districts are required to complete year-end financial report for the Feeding Futures Fund and the National School Food Program. Completed reports must be submitted to ECC.schoolfood@gov.bc.ca by July 31. Please read the instructions carefully, as the reporting template includes a report for each of the following:

• Final report of actual 2025–26 Feeding Futures and National School Food Program expenditures
• List of schools that received 2025–26 National School Food Program funding 

Please contact ECC.schoolfood@gov.bc.ca if you have any questions. 

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.