Applications and international student arrival

Application process

Before applying to a particular school authority, prospective international students will review the programming offered by school authorities and select the one that best suits their interests, needs, location and other considerations. International students either work with an education agent as a third-party liaison or work directly with the school authority throughout the application process. Each school authority sets its own application process and fees Below are Alberta Education’s recommendations and some key considerations for school authorities to ensure a successful application process.

Create an application package

An application package collects information that the school authority will need to evaluate the suitability of an international student. If the school authority offers a homestay program, a supplementary application form may be needed to gather information to match the international student with a host family.

Application packages may include the following information:

application form
application fee and instructions on how to pay the application fee (varies with each school authority and may not be refundable)
application deadline
education fee information and refund policy
school preferences sheet
document explaining or summarizing the school grading scheme and any process for review and or/recognition of prior learning, grade/ level student placement and the awarding of credits
section where the student can share their goals in studying in Alberta (for example, are they looking to obtain an Alberta Diploma? Are they interested in attending post-secondary education in Alberta after high school?)
information on any courses the student may need to acquire while studying in Alberta to validate their home country’s diploma, if applicable
details on school authority policies and regulations regarding conduct, disciplinary and processes related to dismissal or termination of the program, academic achievement, refunds, student placement and health insurance inclusive of any waivers – school authorities might also include a signed acknowledgment that the international student and their parent or guardian have read and understood these key policies and regulations
if your intent is to have your application require disclosure of student medical information, you should seek your school authority’s Freedom of Information and Protection of Privacy (FOIP) advice before proceeding
health insurance for the student, if applicable
form or clause that assigns custodianship for the purposes of Immigration, Refugees and Citizenship Canada (IRCC)
FOIP notice

Information that is also generally requested and accompanied with an application package includes:

copy of the international student’s passport
certified copy of the international student’s transcript for the past 2 years with an official school stamp (translated into English, if necessary)
letter of intent or signed acknowledgement that the international student and their parent or guardian understands their responsibilities and any relevant consequences
references or letters of recommendation, including a reference from the international student’s current principal
copy of the international student’s vaccination records
identification of the student’s English language proficiency – the school authority may request English language testing or certification in advance
description of how the international student found out about the program

The application process can be a time-consuming, confusing and stressful process for some international students, so it is helpful to make the process as easy as possible. An application guide or a series of 'how-to' videos could be made available to provide a simple breakdown of the application stages. The guide or videos can then be emailed to prospective international students or uploaded on the school authority’s website. The school authority could also establish a help desk where international students can call or email their questions throughout the process.

Program acceptance

The school authority will need to issue a letter of acceptance to officially accept an international student. This letter confirms that, upon arrival in Canada, the international student will be admitted to a school within the school authority. The international student will need this letter in order to obtain a study permit from IRCC. School authorities should issue their own letters of acceptance on school authority letterhead.

Before officially accepting an international student, the school authority will collect applicable fees. This practice ensures that funds are available to provide for the international student’s education upon arrival. To protect prospective international students, school authorities should consider establishing policies related to fees and payment. One example may be guaranteeing that fees will be refunded if a study permit is denied by IRCC.

Applying for a study permit

Once an international student receives their acceptance letter from the school authority, they can then apply for their study permit. The study permit is a document issued by the IRCC that will legally allow them to study in Canada for the duration of their time in Alberta. At this stage, the international student will also need to apply for the applicable visa to enter Canada, such as Temporary Resident Visa or an Electronic Travel Authorization (eTA); the type of visa is dependent on the international student’s citizenship. For more information on the required documents to enter Canada and study in the country, international students can select their country of citizenship at the IRCC website.

Once in Canada, the international student may be able to extend their study permit prior to its expiry date.

Custodianship in Canada

IRCC requires that an international student who is a minor and is coming to study in Canada have an individual within Canada designated as a custodian or be accompanied by their parent or guardian. The custodian in Canada must be an adult who is a Canadian citizen or permanent resident and tasked with ensuring the well-being of the international student.

It is important to note that this information may be subject to change dependent on IRCC policies so always confirm up to date information on the IRCC website.

School authorities can support the IRCC custodianship requirement by taking the following steps:

notifying incoming international students and parents of this entrance requirement
obtain permission from the parent or guardian of the student
arranging for the host families or residence supervisor to assume custodianship for international students
assigning a staff member or other adult to assume temporary custodianship of the international student if a host family has not been located yet
ensuring that a notarized declaration is provided as required by IRCC
obtaining evidence of an agreement if custodianship is arranged independently by the parent or education agent

School authorities may also require that custodians involved with the international student program be responsible for the following:

attending an orientation meeting organized by the school authority
serving as a contact for the school in case of emergencies involving the international student
providing permissions for any activities, travel etc. involving the international student (with permission from parent)
acting as a liaison between the international student’s parents/guardians and the Alberta school and school authority
ensuring the well-being and safety of the international student while in Canada

Each school authority should obtain their own legal advice regarding individuals making decisions on behalf of the international student.

Notify school representatives

Once an international student has been admitted and enrolled in a school, the school authority notifies the school principal and provides any relevant student information including the international student’s arrival date, academic background, English proficiency and other details important for their integration at the school.

Preparations for the arrival of international students

Assigning an international student program advisor

School authorities often identify one or more program-based advisors who will be available to assist international students with personal and academic concerns. To support the various cultural backgrounds of international students, it is advisable to have both female and male advisors. The school authority provides the advisor with any relevant cultural and language training as it would be helpful for advisors to be aware of cross-cultural communication strategies. Advisors are also aware of social supports in the community that international students may utilize, such as people or organizations from the same cultural and/or language backgrounds.

Developing a tracking system for international students

The Provincial Approach to Student Information (PASI) may not collect all information that may be useful in school authority administration of international student programs. School authorities can develop or purchase an information system to track additional international student details such as passport number, citizenship, parental and homestay family contact information, etc. School authorities should refer to their privacy information policy and authority with regards to the international student information they are collecting.

Notifications