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 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.
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.
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 cl************@****wa.us.
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 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 sc**********@****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.
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:
- https://wasmoke.blogspot.com/ (interactive map/blog)
- Washington Air Quality Map
- NWS HeatRisk forecasts risk of heat-related impacts to occur over a 24-hour period. Input your town or address to determine their threat level.
- Wildfire Smoke & Closing School Activities
Best practices to prevent heat-related illness:
- Minimize the time in unshaded and paved areas from mid-day through late afternoon as temperatures rise.
- Check for signs of heat exhaustion, and provide cool water and shaded areas.
- Plan additional regular breaks and rest periods to prevent overexertion in hot weather conditions.
- If you have bus drivers and other outside staff, you need to offer PPE when the smoke particulate numbers are high.
- 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