Application Requirements & Procedure

 

  • Overview
  • Requirements
  • Procedure
  • Schools
  • Fees
  • Terms & Conditions
  • Upon Arrival In Canada

Students are accepted at all levels of English proficiency. An average or above average academic record gives students preference for acceptance. All students are evaluated at the end of each academic year and only those maintaining a good academic performance, with satisfactory attendance, those obeying program rules and cooperating with home stay families, will be invited back for the following academic year.
Each student’s acceptance into a school in the Waterloo Catholic District School Board and subsequent placement in the school will be determined by:

1. An assessment of the student’s educational background and present academic standing as indicated on the transcripts.

2. An assessment of the student’s English language proficiency.

3. The availability of space in specific elementary and secondary schools. Early enrolment is recommended to ensure access to the school of choice and desired program.

 

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All students/custodians will be advised within three weeks as to whether they have been offered a placement in a Waterloo Catholic District ( WCDSB) school. Once the student is accepted by a WCDSB school, the school fees must be paid in full to the WCDSB Resource Development Office, 35 Weber Street West, Unit A, Kitchener, Ontario, Canada N2G 4G2 before the letter of acceptance (LOA) is issued. After receiving the school fees payment, the WCDSB will issue an official letter of acceptance. The official letter of acceptance is required for the student to apply for a Study Permit at the Canadian Embassy in order to study in Canada.

Please note: For students applying to study in Canada for the first time, their Study Permits must be obtained before entering Canada. Students who are already studying in Canada may renew their Study Permits from Citizenship & Immigration Canada from within Canada.

All students must apply for and receive a Study Permit from Citizenship and Immigration Canada before leaving their home country to attend a school in Canada. Guidelines and an application form can be found on the Citizenship and Immigration Canada website, http://www.cic.gc.ca/english/study/index.asp or at the Canadian embassy, high commission or consulate in the student’s home country. Students should contact the Canadian visa office in their home country to see if they are required to fill out any additional forms or provide any additional documents.

Requirements

Students must submit the following to the Resource Development Office:

  1. An administration fee of CDN $300.00 + HST is to be made payable to the Waterloo Catholic District School Board by certified cheque, bank draft or money order. The administration fee is NON-REFUNDABLE.
  2. All original transcripts or school records from the current year and the previous two years (in English). Photocopies of transcripts/certificates must be certified with an official school stamp. Failure to comply will result in a delay or return of the application package. Secondary students must have a performance grade level of 75% or B+ equivalent.
  3. Completed application form.
  4. Two proofs of residency of the parent or custodian in the Waterloo Region for Elementary and Secondary students. Custodian Declaration Forms. Parents must complete and sign the page 2 of the  Custodianship Declaration – Custodian for Minors Studying in Canada (IMM 5646) (PDF, 1 MB). The form must be signed and notarized by a lawyer or a public notary in the country of origin.
    The custodian form is one of the mandatory documents to be included in the online registration form. A pre-filled form could be downloaded within the online registration.  Failing to provide the custodian declaration form will result in a delay of the registration process.
  5. A letter of reference from the principal of the school, which confirms that the student is in good standing and contributing positively to the betterment of the school community.

Legal Custodian Information:

  1. All international students studying within the Waterloo Catholic DSB must have a custodian. The custodian will take responsibility for the student and will ensure that his/her accommodation and other living expenses such as food, clothing and transportation are provided. The custodian must be over 21 years of age and a Canadian citizen or a permanent resident of Canada.
  2. All international students are required to submit the following two notarized documents with their school fees payment:
    1. A custodianship declaration completed by the parent in the country of origin, stating that arrangements have been made for a custodian to act in the place of the parent. This document must be notarized in the country of origin. Only the Citizenship and Immigration Custodian Declaration form is acceptable. See links below:
      Custodianship Declaration – Custodian for Minors Studying in Canada (IMM 5646) (PDF, 1 MB).
    2. A custodianship declaration completed by a Canadian citizen or permanent resident over the age of 21 years, stating that arrangements have been made for the custodian to act in place of a parent in times of emergency, as when immediate medical or other intervention is required. This document must be notarized in Canada. Custodian Declaration Forms can be found on our website.
    3. A Waterloo Region address for the family the student will be living with.
  3. All elementary students MUST live with a parent or legal custodian. Their home address in the Waterloo Region and the individual student’s English-second-language requirements will determine the elementary school that the student will attend. Two proofs of residency from the parent or custodian are to be presented to the Resource Development Office with the application. Two proofs of residency must be:
    1. Current Rental Lease/Purchase Agreement AND
    2. One of the following: Driver’s License, property tax bill, current hydro bill, telephone bill for residence, cable bill, bank statement
  4. All international students not under the custodianship of WCDSB must live with the parent or appointed custodian.

Please note: If the custodian does not meet his/her obligations, the Waterloo Catholic District School Board has the right to demit the student.

 

Procedure

  1. Application must be fully completed online at the following school board website address and include the student’s personal email address allowing communication between the student and the school board.
    https://www.studyadmin.ca/wcdsb/online
  2. Submit the following documents with the application:
    1. A scanned copy of the first page of the student’s passport, indicating legal name and date of birth
    2. Scanned copies of transcripts from the current and previous two years of study
    3. These scanned copies are acceptable but original documents must follow.
  3. Once the application has been accepted, an invoice for administration, tuition and medical insurance fees will be issued. Failure to provide payment will result in the student’s application being withdrawn.
  4. The administration fees/tuition/insurance fees must be received prior to the letter of acceptance (LOA) being issued by the School Board. Payment is accepted through our partner NorthStar Currency. Also accepted – certified cheque, wire transfer or bank draft.
  5. Once the student has received their LOA it is their responsibility to apply for their study permit and visa.
  6. An ID and password will be forwarded to the student by our partner, Virtual English, for the student to complete their online English assessment & orientation prior to the their arrival in Canada
  7. A student is responsible to apply for a Visa and Study Permit. Only students with a Study Permit will be granted course credits. Students with a Visitor Visa will not receive course credits.
  8. All students enrolled in Waterloo Catholic Schools must have a custodian living in Waterloo Region. The custodial documentation must be received before the student arrives unless custodial and home-stay have been arranged for the student through the school board.
  9. Students should book their flight to arrive two weeks prior to the beginning of the semester. This allows sufficient time for orientation, the English language and transcript assessment, purchase of uniforms if required, transportation arrangements, and course selection. This is important if the student wishes to begin classes the first day of the semester.
    1. On confirmation of their flight booking, the student will provide the School Board with their flight arrival information.
    2. Students will receive their study permit once they have been processed through Canada Border Services Agency (CBSA) at the point of entry.
  10. Upon arrival, the student must provide the School Board contact with the student’s passport containing the visa with stamped entry date, study permit, immunization document, and notarized custodian documentation if not previously arranged by the school board.

Schools:

Please note: On arrival in Canada, international students at both the elementary and secondary level may NOT transfer to another school in the Waterloo Catholic District School Board. In special circumstances, the Resource Development Office may consider a change of school.

Secondary schools:

Students may indicate their school preference on the application form. The Waterloo Catholic District School Board will do it’s best to accommodate the student’s preference for placement, provided that the requested school has space and an appropriate program. Appropriate programming will be confirmed once a student has participated in a thorough assessment of both transcripts and English language capacity. The Waterloo Catholic District School Board reserves the right to make the final decision regarding the student’s placement. If the student does not list any schools, the Waterloo Catholic District School Board will place the student in the most appropriate school.

Elementary schools:

Elementary school placement is limited to school availability. The Waterloo Catholic District School Board will arrange a school for the student based on the home address of their parent or custodian in the Waterloo Region and based on a thorough assessment of the student’s individual English language support needs.

School Fees (September 2017)

 

Secondary Schools (Grade 9-12)
Full Year CDN $13,900 for a maximum of 8 courses
One Semester CDN $6,950 for a maximum of 4 courses
plus Student Activity Fees and Health Insurance
* Includes all textbooks* Does not include additional Secondary night school, virtual, or summer courses

 

Elementary Schools (Grade SK - 8)
Full Year CDN $12,000
Partial Year CDN $6,000 plus Health Insurance

Monthly Prorated Fee: $1,200 plus Health Insurance



Summary of All Program Fees:

Administration & Online Orientation Fee 

$300+HST

Medical Insurance

$600 http://www.inglestudents.com/wcdsb

Secondary School Uniform

$450 (approximately)

Secondary Student Annual Activity Fees

$80 (yearbook, sporting and cultural events)

School District Custodial (Guardianship)

$650 (10 months)

Airport Transportation – Arrival & Departure – Pearson International Airport, Toronto

$250
Home Stay Placement Fee $150

Home Stay Services

$8,500 (10 months) or $25/day

Student Public Transit Bus Pass

$700 (10 months)

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Terms:

  1. Once a student is accepted into the international education program, an invoice will be issued outlining tuition and associated fees (application fee, medical insurance, HST on application fee) to be paid. Payment must be made in full to the WCDSB as per instructions online. The invoice, issued by WCDSB Corporate Services, includes wire transfer details. Failure to provide payment will result in the student acceptance being withdrawn.
  2. Invoices for home-stay and custodianship will be issued by the WCDSB when the WCDSB has received written confirmation that the student visa has been issued. New students to WCDSB will be required to make payments in full before first day of class. Returning students already attending a school will not receive report cards or transcripts until payment is received in full. (Returning students will be issued one invoice annually that includes tuition, application fee +HST, medical insurance, and custodianship and home-stay if applicable. Alternate custodial arrangements may only be made when students are re-confirming their study arrangements for the upcoming academic year and tuition fees have been paid.
  3. On occasion, special arrangements are made to accommodate financial constraints of returning students. Students are allowed to attend and make payment per semester. However, these returning students will not receive report cards or transcripts until payment is received in full.

Important Information

  1. SCHOOL FEES are to be made payable to the Waterloo Catholic District School Board by certified cheque, bank draft, and money order (in Canadian currency) or through wire transfer (upon request).
    1. On the rare occasion when the WCDSB accepts fees by cash payment, the RDO staff will issue a temporary receipt at the point of the transaction which will be followed up with a formal receipt through WCDSB Corporate Services. (This accommodate is sometimes required in recognition of practices in developing countries or the parent’s income tax requirements).
  2. First-time registrants, for both elementary and secondary level, are required to pay fees for the full year unless they have previously indicated that they will only be studying for one semester/half year.
  3. Secondary renewal students who are not graduating in the current academic year are required to pay fees for the full year.
  4. Secondary renewal students who are graduating in the first semester may only pay fees for the first semester.
  5. Uniforms and any other related student activity registration costs are additional expenses to be paid by the student at the school to be attended.
  6. In the event that a student does not come to Canada or decides to leave the Waterloo Catholic District School Board for personal reasons, the following refund policy will apply. All requests must be made in writing with the original letter of acceptance.

For New Students to Canada

  1. A full refund, less the administration fee ($300.00-September 2013), will be granted if Citizenship and Immigration Canada does not issue the Study Permit. To obtain a refund, the student must provide:
    1. The original Letter of Rejection from Citizenship & Immigration Canada
    2. The original WCDSB Official Letter of Acceptance
    3. A written refund request signed by the parent including the name and address of the cheque recipient.
  2. Two-thirds (⅔) of the tuition fee will be refunded, if the student has not applied for a Study Permit and has withdrawn the application prior to the commencement of school.  To obtain a refund, the student must provide:
    1. The original WCDSB Official Letter of Acceptance
    2. A written refund request signed by the parent including the name and address of the cheque or wire transfer recipient.
  3. There will be no refund of the tuition fee after a Study Permit has been granted using the WCDSB Official Letter of Acceptance, if the student chooses to withdraw for any reason.
  4. There will be no refund of any portion of the tuition fee that has been paid to the WCDSB once the student has started attending classes.
  5. There will be no refund of the tuition fee if the student is found in violation of the WCDSB policies, school regulations and Ontario law. With any of violations, the student will be withdrawn from the school. In addition, no payments will be refunded for custodial or from home-stay providers if the home-stay agreements are not followed.
  6. There will be no refund of the tuition fee if the student changes immigration status during the year.  A student who becomes a Permanent Resident of Canada after the tuition fee is paid is not eligible for a refund.

Note: With the exception of home stay fees, once a fee for a service has been paid upon arrival, there will be no refund since the commitment has been made to the service provider

For students who are already studying in Canada

There will be no refund of the tuition fees in the following circumstances:

  1. If the student chooses to withdraw for any reason after a WCDSB official Letter of Acceptance has been issued, unless the student is refused a study permit by the Citizenship and Immigration Canada (CIC).
  2. There will be no refund of the tuition fee if the student is found in violation of the WCDSB policies, school regulations and Ontario law. With any of violations, the student will be withdrawn from the school. In addition, no payments will be refunded for custodial or from home-stay providers if the home-stay agreements are not followed.
  3. There will be no refund of the tuition fee if the student changes immigration status during the year.  A student who becomes a Permanent Resident of Canada after the tuition fee is paid is not eligible for a refund.
  4. Considerations for exceptions will be made in the event of serious medical reasons. An official letter of proof from a licensed physician is required.

Note: With the exception of home stay fees, once a fee for a service has been paid upon arrival, there will be no refund since the commitment has been made to the service provider

School Board Custodial & Program Coordination Service Includes:

  1. Responsible for all legal and medical matters on behalf of the parents
  2. Comprehensive orientation to Canadian life and the school community
  3. Ensure home-stay interview, references, police check and monitoring; monthly payment of home stay fees
  4. Reviewing home stay and student responsibilities shortly after arrival
  5. Transportation from the airport on arrival and departure
  6. Home visits are conducted prior to the student’s arrival. Several days following the student’s arrival a home visit is scheduled to ensure any questions or concerns are addressed. Monthly contact by phone or email with the student and home stay continue during the student’s stay unless an issue or concern arises.
  7. Ongoing communication with the agent or parent as required
  8. Communication between the agent, home stay and school
  9. Assisting student to locate after-school tutor if additional support is required
  10. Attend parent/guardian/teacher interviews when requested by the teacher or student
  11. Refer students to TOEFL and IELTS preparation courses and tests as required
  12. Complete visa and study permit extension applications
  13. Mediate issues/concerns between students, school, home-stay and community
  14. Available for emergencies 24 hours/day—7 days/week.

Terms & Conditions

 

  • The Waterloo Catholic District School Board (WCDSB) is not liable for losses/expenses that may incur as a result of the District being unable to provide education owing to labour disputes or inclement weather conditions or other causes beyond its control.
  • Canada and the Waterloo Region are very safe by world standards. While the student will be generally supervised, such supervision cannot be constant and the WCDSB cannot guarantee the student’s safety. Therefore, should the student be injured while studying in Canada, the WCDSB will not be held liable.
  • If the student’s educational needs are greater than disclosed in the application, the WCDSB reserves the right to charge for extra support if such support is available.
  • Any inaccuracy in the application is grounds for the WCDSB to terminate the agreement and send the student home without refund and at the parent’s own expense.
  • The Waterloo Catholic District School Board, its officers, employees, agents, volunteers and representatives will not be held responsible for any injury loss or injury suffered by the applicant during periods of travel and study. If the applicant becomes ill or incapacitated, the WCDSB and its representatives may take such action as it considers necessary, including securing medical treatment and transporting the applicant home at his/her expense.
  • The undersigned hereby agrees to indemnify WCDSB for damages or expenses incurred, resulting from our child’s wilful or negligent behaviour or actions.
  • My child has permission to participate in any activities arranged by the WCDSB within Canada.
  • The WCDSB has permission to use photographs/videos of my child and/or artwork and/or written work produced by my child in any promotional material and/or professional media for the WCDSB.

I acknowledge that the Waterloo Catholic District School Board reserves the right to dismiss students and return them home, at their expense, without tuition refund for violating school rules, the WCDSB code of Conduct or the laws of Canada.

I therefore agree to uphold all rules and regulations and cooperate with administrators, teachers and student in the WCDSB. I fully understand the refund policy of the WCDSB.

I have read and understand the

  • Student & Parent Terms & Conditions
  • Student & Parent Agreement
  • Permission to Release Information.

Upon application submission, I verify that everything stated in the application is true and processing this application acknowledges my acceptance of the terms and conditions.

 

Upon Arrival In Canada:

In order to acquaint themselves with the city and our Canadian customs, we advise students to arrive in the Waterloo Region at least two weeks in advance of the start of school. For example, students commencing school in September should plan to arrive in mid-August. All international secondary students entering one of the Waterloo Catholic District School Board schools for the first time must attend the orientation program scheduled the third week of August and/or the second week of February.

All international students (both secondary and elementary) will be required to report to the Resource Development Office - International Education Services within their first two days in Canada.

The Resource Development Office is located at:
Waterloo Catholic District School Board
35 Weber Street West, Unit A, Kitchener, Ontario

Directions: Office located between Ontario & Young Streets
Hours: Monday–Friday from 8:30 a.m. to 4:30 p.m.
Telephone: 519-578-3660

During this visit, students must submit the following:

  • A valid Study Permit.
  • A valid Passport.
  • Most recent Transcripts.
  • Immunization documents.
  • Statutory Declaration of custodianship.
  • Catholic baptismal certificate (elementary students only)

Assessment in English Proficiency for secondary students:

Upon receiving the fee payment, the Resource Development Office will provide all secondary students with information on the above assessment. All secondary international students are required to complete this assessment before they can be enrolled at their designated school. This assessment will be completed during the orientation program the third week of August and/or second week of January.

Registration at school:

All new students will be required to register at their school one week prior to the start of school. At this time, secondary students will be able to choose their courses and be given an appropriate timetable.

 

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