Changes in care
It is common and anticipated that your family’s child care needs will change over time—for example, as your children grow older or as you welcome new children to your family.
On this page
As your child grows older
At UBC Okanagan Child Care, we do everything we can to offer a continuum of care from birth to school age to help ensure that UBC families can access ongoing care, once their children are enrolled.
Priority admission—internal transfers
Accordingly, children who are aging out of one age group and graduating to the next are highest on our priority admissions order.
This priority means that children who are currently enrolled with us and whose families continue to meet eligibility requirements are our priority for any available spaces in the next age group.
Availability
Please note, however, that we must also follow provincial regulations regarding maximum group size, capacity, and the ages of children enrolled. Depending on how many children are graduating out of and into the next age group, enough spaces for all internal children are not always available.
Rest assured, we will do what we can to ensure continuous care, and we will inform families in advance if there is any uncertainty about availability.
Withdrawing your child
To withdraw your child, please complete a Withdrawal Notice form and submit the completed form to our Operations Manager. All families leaving UBC Okanagan Child Care must complete this form.
Key information
- The UBC-affiliated parent must complete and submit the withdrawal form.
- You must submit this form at least 45 days before the effective withdrawal date—or by June 1 if your child is entering kindergarten. View deadlines.
- If you provide less than the required notice, you will be charged for the current month and the next month.—e.g., if you submit notice after the mid-March deadline (for a withdrawal starting on May 1), you will be charged full fees for April and May.
- If you provide notice by the applicable deadline, your original child care deposit will be applied to your final month’s fee or applied to any outstanding debt.
Taking a leave of absence
If you would like to temporarily withdraw your child from UBC Okanagan Child Care—for example, for a sabbatical or maternity/parental leave—and have them return to care in the future, you can apply for a leave of absence.
Once approved, you will be asked to reapply to our waitlist. We will use the date we received your completed Leave of absence request form as the application date.
Eligible length
To be eligible, a leave of absence must be for six months or longer. Due to the length of our waitlists, children on leave would not be able to return to care after less than six months.
Request a leave of absence
To request a leave of absence, please complete a Leave of absence request form and submit the completed form to our Operations Manager.
Key information
- The UBC-affiliated parent must complete and submit the leave of absence form.
- Complete this form as soon as you know the dates you would like the leave to start and end—a period of six months or longer.
- You must submit your request at least 45 days before the start of your leave. View deadlines.
- If you provide notice by the applicable deadline, your original child care deposit will be applied to your final month’s fee or applied to any outstanding debt.
- While we will do our best to accommodate your request, we cannot guarantee a space will be available by your requested return date. When a space becomes available, we will contact you with an offer.
- Please contact us two months before your child’s anticipated return date.
Please note that primary parents, guardians or caregiving family members do not need to retain their eligibility for child care or priority admission status while their child is on leave. However, upon return to care, we will re-authenticate your eligibility and priority admission status.
Taking a medical leave of absence
If your child is experiencing an extenuating health condition that significantly impacts their ability to safely attend child care, you can apply for a temporary medical leave of absence.
Eligible length
When required, families are eligible to take a medical leave of absence for two months to 12 months.
Request a medical leave of absence
To request a medical leave of absence, please complete a Medical leave of absence request form and submit the completed form, along with supporting documentation, to the Associate Director, UBC Okanagan Child Care via email (indicated on the form).
Key information
- The UBC-affiliated parent must complete and submit the medical leave of absence form.
- Complete this form as soon as you know that you need to request a medical leave of absence.
- Include supporting documentation from the physician treating your child when you submit the request form.
- Please contact us two months before your child’s anticipated return date.
- If you provide notice by the applicable deadline, your original child care deposit will be applied to your final month’s fee or applied to any outstanding debt.
Please note that primary parents, guardians or caregiving family members do not need to retain their eligibility for child care or priority admission status while their child is on leave. However, upon return to care, we will re-authenticate your eligibility and priority admission status.
Deadlines
Deadlines to submit a withdrawal notice or leave of absence request.
Deadline for children entering kindergarten
If your child is entering kindergarten in September and you’re withdrawing them at any time in August, you must provide notice by June 1.
| Last day of care | Deadline | Start date Withdrawal or leave of absence |
|---|---|---|
| July 31, 2026 | June 17, 2026 | August 1, 2026 |
| August 31, 2026 | July 17, 2026 | September 1, 2026 |
| September 30, 2026 | August 17, 2026 | October 1, 2026 |
| October 30, 2026 | September 17, 2026 | November 1, 2026 |
| November 30, 2026 | October 17, 2026 | December 1, 2026 |
| December 31, 2026 | November 17, 2026 | January 1, 2027 |
| January 29, 2027 | December 18, 2026 | February 1, 2027 |
| February 26, 2027 | January 15, 2027 | March 1, 2027 |
| March 31, 2027 | February 15, 2027 | April 1, 2027 |
| April 30, 2027 | March 17, 2027 | May 1, 2027 |
| May 31, 2027 | April 17, 2027 | June 1, 2027 |
| June 30, 2027 | May 17, 2027 | July 1, 2027 |
| July 30, 2027 | June 17, 2027 | August 1, 2027 |
| August 31, 2027 | July 18, 2027 | September 1, 2027 |
FAQs
Can I transfer my child to a different centre?
While we understand that families may wish to transfer their child to a different centre or program within the same age group during their time in our care, we are unable to accommodate lateral transfer requests.
If I withdraw my child, but later I want to re-enroll them, what should I do?
If you withdraw your child, but your circumstances change later on, and you would like to re-enroll your child in care with us, you will need to start a new application.
If my child is starting kindergarten, when do I need to withdraw them?
If your child is starting kindergarten in September, their withdrawal start date must be no later than September 1, with the last date of care on the last weekday in August. Withdrawal forms must be submitted by June 1.
While we understand that gradual entry kindergarten poses scheduling challenges for families, and some families are interested in retaining care until the end of September, we are not licensed to provide school age care. In addition, spaces are needed for new families requiring care starting at the beginning of September each year.
How do I apply for public elementary school?
Visit your school district’s website to learn about the registration process (i.e., SD23 School Enrolment). Kindergarten registration typically opens the first Monday of February for the following school year.