Two Canadian cities give different answers to the same question. In Toronto, the school board tells families that "Toronto Public Health accepts and translates foreign immunization records", so a vaccination booklet in any language will do. In Vancouver, the school board says a birth certificate not in English or French needs "to be translated in English by a certified translator."
Neither city is wrong. Provinces, school boards and public health units each set their own document lists. The core stays constant: who the child is, where the family lives, the family's status in Canada, and the child's health and school history.
This guide covers the documents boards ask for, the rules for children without status or on temporary permits, how four large boards and Quebec handle newcomers, and which records need translating.
What documents do schools ask for when registering a newcomer child?
Almost every board asks for the same six things, with local variations.
- Proof of age. A birth certificate or passport. The Toronto District School Board (TDSB) also accepts a baptismal record. The Vancouver School Board (VSB) wants the birth certificate, "ideally" showing the parents' names, with a translated version if it is not in English or French.
- Proof of address. Usually two documents. The TDSB requires one from each of two categories and refuses driver's licences, health cards and cell phone bills; the VSB wants a lease or property tax statement plus a second proof such as a bank statement.
- Immigration status of the child and parents. A PR confirmation or card, work or study permit, refugee claimant document or Canadian passport. For a child not born in Canada, the TDSB also asks for "verification of date of arrival".
- Vaccination record. Ontario requires it by law; British Columbia collects it.
- Previous school records. The VSB asks for the most recent report card for elementary students and all report cards from Grade 7 onward for secondary students.
- Family and support documents where relevant: custody or guardianship orders, a consent letter from a parent who is not in Canada, an individual education plan or psycho-educational report.
Can my child go to school without immigration status?
In Ontario, yes. The TDSB's policy cites "section 49.1 of the Education Act regarding the obligation to admit students without full immigration status". Under that policy, information about these children "or their families shall not be shared with Immigration authorities", and its admission procedure states they "are not required to pay tuition fees per Section 49.1 of the Education Act."
To verify identity, the TDSB accepts "a passport, birth certificate and/or expired immigration documents", and can rely on a sworn statement or signed letter from a person of recognized standing, such as a family doctor.
Elsewhere, the answer turns on provincial rules. British Columbia funds schooling for children who are ordinarily resident with their guardians, children whose refugee claim is pending, and children of some work and study permit holders; the VSB points families with uncertain status to its "Access Without Fear" information. In Quebec, free schooling extends to a child who is not a legal resident when the parent "demeure de façon habituelle au Québec", meaning ordinarily lives in Quebec.
Do children of work or study permit holders pay school fees?
Often not, but the conditions differ by province.
- Ontario (TDSB): permanent residents, refugee claimants and "dependants of most work permit holders" register at the school with tuition waived. Children holding study permits or visitor records go through the board's International Students and Admissions Office, where "fees may be required."
- British Columbia (VSB): a parent's work permit qualifies if they are "authorized to work for a period of one year or more" and work at least 20 hours a week; a study permit qualifies if they are "authorized to study for a period of one year or more" and meet further criteria. Others "are not eligible for a publicly funded education" and may enrol as fee-paying international students.
- Alberta (Calgary Board of Education): permanent residents, refugee claimants and children of parents on work or study permits all register through the CBE Welcome Centre.
How do Ontario, British Columbia, Alberta and Quebec compare?
| Province, example board | Where newcomers register | What it says about translation |
|---|---|---|
| Ontario, TDSB | At the school for PRs, refugee claimants and most work-permit dependants; the admissions office for study permit and visitor record holders | Toronto Public Health translates foreign vaccination records; the fee-paying international program wants two years of report cards "translated into English" |
| British Columbia, VSB | Online application, then a document check at the Newcomer Welcome Centre | Birth certificates and custody documents not in English or French translated "by a certified translator"; report cards "may need" one; vaccination records need no translation if available |
| Alberta, CBE | All non-citizens through the CBE Welcome Centre | No published translation rule; interpreters are free |
| Quebec | The local school or school service centre; instruction in French | No published translation rule; the school gives the list |
Calgary also runs an English Language Proficiency Assessment for every new non-citizen student in Grades 1 to 12 who speaks another language at home. Ask your board about its own process before ordering anything.
Do report cards and vaccination records need a certified translation?
Sometimes, and the board decides. Here is what the large boards publish.
Vaccination records. Toronto Public Health says it "receives vaccination information in many languages other than English", and the TDSB tells parents that "Toronto Public Health accepts and translates foreign immunization records." The VSB says: "If immunization records are available, you do not need to translate them", though some may need a certified translation. In British Columbia, paper records can be submitted online, and "a health care professional will review the record" before updating the provincial registry. Our guide to vaccination records for school covers the health side.
Report cards. The VSB says report cards not in English or French "may need to be translated into English by a certified translator", and its rule is firm for special education records: an individual education plan or psycho-educational report not in English or French "must be translated into English by a certified translator." The TDSB's fee-paying international program asks for "certified/notarized copies of the last two years' transcripts or report cards, translated into English."
Where a board accepts a professional translation, it should be complete, with a signed statement from the translator. See what is a certified translation for what that statement contains.
How are newcomer children placed in a grade?
In Ontario, by age. The TDSB explains that the Ministry of Education directs enrolment by "Age Appropriate Grade Placement": "a student's grade placement is determined by their year of birth", not by "academic achievement, English language level, grade level in a previous school system, or the month in which they were born." Secondary students may take courses at other grade levels, chosen with a guidance counsellor.
Report cards matter less for the grade than for what happens inside it: language support, course choices and special education planning. A clear translation gives the school that picture in the first week.
What about Quebec?
Quebec's starting point is the Charter of the French Language. In the government's words, "L'enseignement se donne en français dans les classes maternelles et les écoles primaires et secondaires", subject to the Charter's exceptions. The permanent exceptions cover children whose father or mother is a Canadian citizen, in four specific situations, so families who are newly arrived permanent residents usually enrol in French.
Children of foreign nationals who study or work in Quebec with the required permits can receive a temporary authorization for English schooling. Complete requests are generally processed in 15 business days for the current school year and 20 for the next. For immigration documents tied to Quebec selection, see Quebec immigration documents.
What should a school-record translation show?
- Every subject and grade, with the grading scale. A 4 out of 5 means something different from a 4 out of 10.
- The promotion or completion decision, such as "promoted to Grade 6".
- Teacher comments, which tell the school about behaviour and support needs.
- Each vaccine dose with its date, in an unambiguous format, since 05/03/2019 reads differently in different countries.
- Stamps, the school's name and the signature, described in brackets.
- The child's name exactly as in the passport.
Common mistakes when registering newcomer children
- Waiting for translations before contacting the board. Ask which documents are needed at the appointment and which can follow.
- Bringing the wrong address proof, such as a phone bill the TDSB does not accept.
- Translating only the latest report card when the VSB wants every secondary report from Grade 7.
- Ambiguous vaccine dates that public health cannot match to Ontario's schedule.
- Using an uncertified translation where the board has asked for a certified translator.
- Missing custody documents when one parent is still abroad.
Checklist: registering a newcomer child
Questions people ask
What documents do I need to register my child for school in Canada?
Most boards ask for proof of the child's age, two proofs of address, immigration documents for the child and parents, a vaccination record and recent report cards. Custody papers and special education reports are added when relevant. Each board publishes its own list, so check it before your appointment.
Can my child attend school in Ontario if we have no immigration status?
Yes. School boards are obliged under section 49.1 of Ontario's Education Act to admit children without full immigration status, and the TDSB states that these students do not pay tuition and that their information is not shared with immigration authorities. Identity can be shown with a passport, birth certificate or expired immigration documents.
Do I need to translate my child's vaccination records?
Not always. Toronto Public Health accepts and translates foreign immunization records, and the Vancouver School Board says available records need no translation, although some may need a certified translation. Ask your local public health unit before paying for one.
Do report cards need a certified translation?
It depends on the board. The Vancouver School Board says report cards not in English or French may need a certified translation and requires one for special education reports, and the TDSB's fee-paying international program asks for two years of report cards translated into English. Other boards may accept them as they are or ask for a translation later.
Will my child be placed by age or by the grade completed abroad?
In Ontario, generally by age. The TDSB places students by year of birth, not by achievement, English level or the grade completed in another school system. Previous records then guide support and course choices.
Do children of work permit holders pay international student fees?
Usually not, if the permit meets provincial conditions. The TDSB waives tuition for dependants of most work permit holders, and in British Columbia a parent's work permit must cover at least one year with at least 20 hours of work a week. Children holding their own study permits often pay fees.
Can my child attend an English school in Quebec?
Only through an exception. Children of temporary residents who work or study in Quebec with valid permits can get a temporary authorization, while newly arrived permanent residents usually enrol in French because the permanent exceptions require a parent who is a Canadian citizen.
How much does a report card or vaccination record translation cost?
Official Translations charges CA$39.95 per page, a page being up to 300 words, with a signed Certificate of Accuracy. Most one-page report cards and vaccination cards are delivered as a signed PDF within 24 hours.
