Annual Reporting Requirements
Keep your school data current with the State Board of Education
Academic Year Requirements for Private Schools
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 Behavior and Weapons report, is filed using OSPI’s application through the Education Data System (EDS). It was suspended under COVID, but was re-implemented in the summer of 2022 for the 2021-22 school year. Moving forward, OSPI expects the 2022-2023 EDS weapons report to be ready for private schools in the spring of 2023, before the end of the school year. If you have questions, please contact OSPI Weapons Report contact person Mike Donlin at 360-688-3375 or Mike.email@example.com.
- Enrollment and staffing report, collects the October 1 student count by school for PreK-12th grade private schools. Submitted through an online portal, typically mid-October through min-November each year.
- Private school participation in Federal Programs, through the Office of the Superintendent of Public Instruction (OSPI), opens in mid-March and closes in April. Review OSPI’s Brief Description of Private School Equitable Services and contact the Equitable Services in Federal Programs Ombuds Julie Chace or Shelia Gerrish with questions.
- Immunization reporting, through the Department of Health, will begin on November 1 and end on December 1 for the 2022-23 academic year.
- Schools should use the Private School Change of Information Form to ensure that their Head of School contact, email support staff, physical address and other pertinent details for communication stay current with the State Board of Education. Failure to do so will result in missed communications for the required annual filings listed above.
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.
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.