Annual Reporting Requirements
Keep your school data current with the State Board of Education
Private School Requirements by WA State Law
Academic Year Requirements for Private Schools
Private schools are required to submit reports each year to comply with Washington state law.
- Enrollment and staffing report collects the October 4 student count by school for PreK-12th grade private schools. Submitted through an online portal, typically mid-October through mid-November each year.
- Immunization reporting through the Department of Health begins on November 1 and closes on December 1 each academic year.
- Annual approval is through the State Board of Education each spring, typically in March.
- Private school participation in Federal Programs through the Office of the Superintendent of Public Instruction (OSPI) opens in mid-March and closes in April. Contact the Equitable Services in Federal Programs Ombuds Julie Chace or Shelia Gerrish with questions.
- The legislature requires an Annual Weapons Report to be filed using OSPI’s Education Data System (EDS) portal after the last day of school each year. The EDS portal will open for private schools from June 1 – July 31. Look for an email to be sent to all schools from the State in late-May.
In order to fulfill OSPI 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.
Clock Hour Provider
The Professional Certification Office at the Office of Superintendent of Public Instruction (OSPI) requires an annual application to be an approved Clock Hour Provider for the subsequent school year. The application window typically opens in February and must be completed before Aug 1 – no extensions granted.
Complete the 2023-24 Clock Hour Provider Application by August 1, 2023. After submitting the application, you will receive an automatic confirmation. If you do not receive a confirmation, please contact Kelli Adjepong.
Fingerprinting and Background Checks
WA State law authorizes approved private schools to require their employees to get a full background check through the Washington State Patrol (WSP) and Federal Bureau of Investigation (FBI).
Schools can get this done for existing and new hires through the ESDs. Many private schools do this for every employee every 5 years and for all new hires.
Mandatory rules for posting information regarding sexual abuse
Effective July 2019, RCW 26.44.030 requires that schools in WA State must display the poster about Child Abuse in a “common area” at the 8×11.5″ size. Here is the English version pdf. 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
Reporting Child Abuse or Neglect
School Health Care Support
The DOH School Module is an online registry of immunization records available to all public and private schools for FREE. The system is secure and easy to use for tracking student school-level immunization information. Here is a list of schools already using the School Module. If your school is not a current user and you are interested in getting access or have a question about the School Module, please email firstname.lastname@example.org.
School Security Personnel on Campus
Here are the laws on who can be on your campus and act as security. There is a lot of information in the various RCWs. The training for School Resource Officers refers to public schools but is considered best practices, so likely this is what an insurance provider will expect.
WA DOH guidance for care of children when air quality is compromised
In June 2023, the Washington State Department of Health (DOH) released a revised edition of the Washington Children and Youth Activities Guide for Air Quality. The new guide offers three specific changes:
- Improved clarity to “activity duration” to make the recommendations more generally applicable to the broad range of children and youth outdoor activities. This now includes activities over 4 hours.
- DOH’s recommendation is to consider canceling outdoor activities of 1-4 hours in duration at Unhealthy for Sensitive Groups (AQI 101-150), which includes all children and youth ages 18 and under and cancel outdoor activities of all durations at Unhealthy (AQI 151-200) unless they can be moved to safer air quality. There are additional options to modify the intensity level or duration of activities.
- Detailed information is now included on indoor/outdoor air quality monitoring with low-cost sensors.
The revised guide and other resources are on DOH’s Smoke from Fires Took Kit Page.
WA School Bus Driver Rules
Washington State law requires that anyone driving a school bus must have a commercial driver’s license (CDL) Class B or C (depending on the size of the school bus) with a CLP-S – School Bus Endorsement. Please review the OSPI School Bus Driver Handbook for all details. WAC 392-143-010 defines “School bus” to mean every vehicle with a seating capacity of more than ten persons, including the driver, regularly used to transport students to and from school or in connection with school activities.