REQUIRED STUDENT DOCUMENTATION

Parents or legal guardians are required to provide documentation to support the admissions process or when there is a change in address, citizenship, or parental responsibility.  School are no longer able to accept documents by email.

Once submitted the documents will be verified by the school.  In person document submission may also be requested at the discretion of the school.

Please make sure that each document is uploaded as a separate PDF file.

Any multi-page documents must be submitted with all pages uploaded together as a single PDF file (e.g. tenancy agreements, report cards, etc.)

Poor quality PDF scans or jpgs will not be accepted.

 Please note: Applications and documentation must be submitted by a parent or documented legal guardian, not another family member, caregiver, or friend. Relocation and/or real estate agents are not permitted to act independently for parents.

Required Documentation for Admissions

Admissions applications are not considered complete until all documents have been received and reviewed by the first-choice school.

All required documentation must be submitted within two weeks of your application submission date, or the application form will be deleted.

Once submitted, documents will be verified by the first-choice school. Schools may request in-person document submission or additional documentation at their discretion.

 Required Documentation for Student Verification Changes in MyEducationBC

Parents/documented legal guardians are required to keep their student’s information current and accurate and must advise schools of any changes. If changes are made to any of the following information items, parents/legal guardians must provide supporting documents:

• Home address

• Parental responsibility

• Legal or medical alerts

• Citizenship

If supporting documentation is not provided, changes will NOT be made in MyEducationBC, the official student information system used by school districts and the provincial government to maintain a student’s permanent record.

  A. Proof of Student Birth Date

• Child’s original long form birth certificate and official translation, if applicable 

 B.  Proof of Citizenship (required for both student and parents)

• Child’s Canadian passport or Canadian Citizenship documents; or Permanent Resident card; or Canadian immigration documentation and current foreign passport 

• Canadian passport, or citizenship or immigration documents as outlined above for at least one parent or documented legal guardian (not custodian) 

• Canadian birth certificates may be accepted in rare cases where passports are not available. 

 C. Proof of Residence

To confirm residency in British Columbia, we require the following documents: 

1.  One Primary Proof of Residence 
2.  One utility bill OR three supplemental documents 

In addition to the documents listed above, some schools may require additional supplementary support documents to complete the application. 

As well as a primary proof of residence, please upload both a utility bill and a supplementary document if you are applying to: Chartwell, Cypress Park Primary, Ecole Cedardale, Ecole Pauline Johnson, West Bay, Westcot, or Ecole Sentinel Secondary.

All documents must contain one of the parents/legal guardians’ names at the residential address shown on the application and it must be current. Agreements must be valid at the date when the student intends to start school.

Business addresses are not acceptable for admissions purposes. 

Primary Proof of Residence** 

• Considered valid as of the start date in the Beginning and Term of the Agreement section of a tenancy agreement, the closing date in the purchase agreement, or the date of your arrival in the province to take up full-time residence – whichever is later.   You must be ordinarily resident in the province.

• Must be valid at the date when the student intends to start school. 

• Month-to-month tenancy agreements are not accepted without an initial set term (typically one year). 

• If all utilities are included in the tenancy agreement, you will be required to provide  supplemental support documents to confirm your address. 

 

 If you cannot produce at least one utility bill, you will be required to produce a minimum of THREE supplemental documents listed below. 

 

Supplemental Documentation:   A minimum of three (3), current-dated in a parent/guardian name showing the residential (service) address

Mobile phone bill  ICBC car registration/insurance  Credit card or Bank statement (not both)  Homeowner or tenant’s insurance documents for the address cited, with at least one of the parents/guardians as the named insured  One of: BC Driver’s Licence, BC ID, or BC Services card (plastic card with address sticker NOT accepted)

 

Families Living with Friends or Relatives: 

If you are living with friends or family and you do not have a tenancy agreement, the following documentation is required: 

1.  A current-dated notarized letter, signed by the homeowner and student’s parents/guardians, confirming the owner’s name, full address of the residence, names of the family members living with them, along with an estimated duration of the arrangement including dates. If all documentation is in order, the address will be considered valid as of the date the arrangement began, or the date of arrival in the province to take up full-time residence – whichever is later.   You must be ordinarily resident in the province.
   
2. Homeowner documentation 

• • Primary Proof of Residence of the homeowner: 

• • • Most recent property tax bill 

• • • Most recent property assessment 

• • • Municipal metered utility bill in the homeowner’s name 

OR 

• • Complete rental agreement 

• • Utility Bill 

• • One (1) supplemental document 

 

3.  Parent/legal guardian documentation 

1. Three pieces of supplemental documentation that show the student’s parent/guardians’ name(s) and the address cited. 

• • Mobile phone bill 

• • ICBC car registration/insurance 

• • Credit card or Bank statement (not both) 

• • Tenant’s insurance or insurance document with parents listed as additionally insured 

• • One of: BC Driver’s Licence, BC ID, or BC Services card (plastic card with address sticker NOT accepted) 

• • Membership documentation for a local social, education, business, or religious organization (accepted in rare cases only)

 

D. Parental Responsibility

• If parents share parental responsibility, name, address, and contact information (email and phone number) must be entered on the application, even if out of country. 

• If parents do not share parental responsibility, an original and complete order or an executed separation agreement from the BC Supreme Court or BC Provincial Court must be presented to the school to confirm any guardianship, parental responsibilities, parenting time, or custody agreement pertaining to the child. *Please ensure that all pages for the order are included. We are not able to accept partial or incomplete orders. * 

• If there is a court order issued outside of the province of British Columbia, please provide an original and complete document from the issuing jurisdiction, including official translation if applicable. This will be reviewed by the school administration. 

• If one parent is deceased, please provide a death certificate if possible. 

 

E.  Child’s Previous School Documents

• Most recent report card from previous school (for students entering grades 1 – 12) 

• Any reports that include beneficial knowledge for the school. This would include your child’s Individual Education Plan (IEP) or any documents related to your child’s diagnosis (if applicable). 

 

Notice of Collection: 

The information on this form is collected under the authority of the School Act and the BC Freedom of Information and Protection of Privacy Act (FIPPA) and pursuant to West Vancouver Schools (School District No. 45 West Vancouver) Administrative Procedures (AP) 180, 185, and 320. The information and consent collected will be used by the School District for the purposes of delivering and administering educational programs and activities for students, accommodating student needs, communicating with parents and students, ensuring compliance with school rules and regulations, ensuring order and safety at school, evaluating student performance, and complying with the School District’s legal, regulatory, and administrative requirements. If you have any questions or concerns about the collection, use or disclosure of the personal information collected, please contact the school principal. 

 

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