Annual Reporting Requirements & Best Practices

 

Keep your school data current with the State Board of Education

Receiving communication from SBE and OSPI requires that private school data is current in their systems. If your Head of School, location, or additional contact has changed since you submitted your previous year’s Private School Approval Application, please visit How to Update Private School Information | SBE (wa.gov)

 

Private School Requirements by WA State Law

The Washington State Legislature established that private schools should be subject only to those minimum state controls necessary to ensure the health and safety of students and that graduation requirements meet a sufficient basic education.  RCW 28A.195.010 outlines the minimum requirements and exemptions that all private K12 schools must follow.  The State Board of Education is tasked by the legislature with tracking these requirements and providing clarification of the Teacher Certification Requirement for Private Schools.
 

Academic Year Requirements for Private Schools

Washington private schools need to provide 180 days or 1000 hours of education for their students.
To learn more about how Washington defines a school day, go here: https://apps.leg.wa.gov/WAC/default.aspx?cite=392-121-033.
And the requirements for private schools https://app.leg.wa.gov/rcw/default.aspx?cite=28A.195.010.
 

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

 

EDS Access

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.

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 3-5 years and for all new hires.

 

Mandatory reporting rules

In Washington state, schools are required to provide annual notices about policies and procedures related to harassment, intimidation, bullying, discrimination, sexual harassment, and gender-inclusive schools.  Schools must inform and train personnel to understand: 

  • 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

Mandatory reporters are professionals and volunteers who work with children, and are legally required to report child abuse and/or neglect. Many private schools provide Mandatory Reporter training in October. Training should cover:

  • Legal definitions of reportable abuse and neglect
  • Recognition of signs and symptoms
  • Proper reporting procedures and timelines
  • Contact information for reporting
  • Protection for reporters making reports in good faith

Some online training resources are Vector Solutions and Keenan SafeSchools.  See the DCYF Toolkit on Mandatory Reporting of Child Abuse and 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 schoolmodule@doh.wa.gov.

June 21st, 2024, the Washington Department of Health (DOH) released the Infectious Disease Control Guide for School Staff (IDCG). This guide was created for schools in Washington state by DOH and the Office of Superintendent of Public Instruction (OSPI) to help staff of kindergarten through 12th grade (K-12) districts and schools prevent and respond to infectious disease.

 

Bloodborne Pathogen Training

Online Options:

 

CPR Training

  • American Red Cross: Offers CPR and safety training classes for teachers and education staff throughout Washington CPR Programs for Schools | Red Cross
  • American Heart Association: Provides certified CPR/AED training

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 guidance during Wildfires, Smoke, and Extreme Heat

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 revised guide and other resources are on DOH’s Smoke from Fires Took Kit Page.

Other websites that show risk levels:

 

Best practices to prevent heat-related illness:

  1. Minimize the time in unshaded and paved areas from mid-day through late afternoon as temperatures rise.
  2. Check for signs of heat exhaustion, and provide cool water and shaded areas.
  3. Plan additional regular breaks and rest periods to prevent overexertion in hot weather conditions.
  4. If you have bus drivers and other outside staff, you need to offer PPE when the smoke particulate numbers are high.
  5. Advise sensitive groups to stay home when risk prediction is high.

Employer Responsibility for Worker Safety during Heat and Smoke

In 2024, L&I adopted Wildfire Smoke Rules and created sample training plans and templates that you can customize to meet these requirements. https://Lni.wa.gov/WildfireSmoke

 

 

Clock Hour Provider Annual Application

Organizations that want to offer clock hours must apply to PESB for approval each year.  Clock hour providers are approved for a period of one year (October 1 – September 30) and must reapply annually.  The 2025-26 application will be open from March 1, 2025 through May 31, 2025. Questions on the clock hour provider approval process should be directed to clockhoursPESB@k12.wa.us.