Benefits of Membership

Current law that states that the minimum school year for instructional purposes for private schools is at least a school-wide annual average of 1,000 instructional hours for students enrolled in grades 1-12 and 450 hours in kindergarten, or 180 school days. Meeting either the hours requirement or the days requirement is acceptable.

Due to COVID, again for 2021-2022 academic year:

Private schools are required to submit reports each year to comply with Washington state law.

• Annual approval is through the State Board of Education each spring, typically in March. The form takes about 45 minutes to complete and will require specific information be gathered in advance.  It includes Staff Reporting questions to confirm all educators are certificated, or the school must list the reason for each un-certificated educator as well as the certificated individual responsible for their oversight.  Complete details on the SBE Private Schools webpage.
• The Behavior and Weapons report, is filed through the Office of the Superintendent of Public Instruction (OSPI) School Safety Center using OSPI’s application via the Education Data System (EDS).  Again this year, the requirement has been WAIVED and discussion underway about whether it will be required next October.  Contact Mike Donlin at Mike.donlin@k12.wa.us with questions.
• Annual Private School Enrollment Report, is required by state & federal law.  Data on student enrollment as of October 1 is submitted between October 15 – November 15.
• Private school participation in Federal Programs, through the Office of the Superintendent of Public Instruction (OSPI), occurs each spring around March.  Review OSPI’s Brief Description of Private School Equitable Services and contact the Title Funds Ombuds Julie Chace or MaryJo Johnson with questions.
• Immunization reporting through the Department of Health must be submitted by every public & private K-12 school, typically around November 1st.  Instructions for preschool and child care reporting are available on the Child Care and Early Learning Immunization Reporting webpage.

How to Change Private School Information

A private school may change the Head of School, the Head of School contact information, the school address, and/or the school contact information by completing this form: Private School Change of Information Form.  You CAN NOT change the name of your school using this form. Schools whose name changes should apply as a new school during the private school approval application period

EDS Access

In order to fulfill the reporting requirements, private schools will need to use the Educational Data System (EDS). For instructions on how to gain access or receive a particular user role, please visit the EDS access page.

Schools are required to have at least one Washington State certificated teacher, administrator or Superintendent per building.  Any non-certificated educator at a school must be overseen by a certificated educator whose name is provided to the Sate Board of Education as responsible for their oversight. 

Private schools must take measures to safeguard all permanent records against loss or damage through either the storage of records in fire-resistant containers or facilities, or the retention of duplicates in a separate and distinct area.  It is recommended that private schools follow the public School Districts and Educational Service Districts Records Retention Schedule, which states that student records (including high school and middle school transcripts, as well as elementary enrollment history and grade progression) be retained for 100 years after the student graduates or withdraws.

The following records should be kept indefinitely:

• Information on the “Registration Information” form.  This form typically includes the legal name of pupil, birthdate, gender, verification of birth date, place of birth, name and address of parents or guardians, phone, address if different from parents and family members.
• Information kept on the “Cumulative Folder” includes entering and leaving date of each school year, name of teacher, verification of the name and address of the parent and residence of the pupil.
• All report cards and standardized testing results.
• Immunization compliance verification.

Private Schools leaders are required by state law to ensure student records are accessible long-term should the school permanently close.  A school that no longer is in operation still has a responsibility to account for official student records.  A sister school, accreditation organization, associated church or records firm such as https://www.parchment.com/ are examples of relationships private schools have established to fulfill this obligation. 

Schools are required to have at least one drill per month, including summer sessions with students. Drills must practice four basic functional threat or hazard responses:

1. Shelter-in-Place—To limit the exposure of students and staff to hazardous materials, such as chemical, biological, or radiological contaminants, released into the environment by isolating the inside environment from the outside
2. Lockdown—To isolate students and staff from threats of violence, such as suspicious trespassers or armed intruders, that may occur in a school or in the vicinity of a school; and
3. Evacuation—To move students and staff away from threats, such as fires, oil train spills, or tsunamis
   • In addition, a pedestrian evacuation drill must be included for schools in either a mapped tsunami or lahar hazard zone
4. Earthquake—To practice the “drop, cover, and hold” protocol

Details and additional information on the OSPI School Safety webpage

The poster provides specific information about:

• Who is required to report child abuse and neglect
• The standard of knowledge to justify reporting
• The definition of reportable crimes
• Where to report
• What should be included in a report with appropriate timing