Private School Enrollment Reports for OSPI - due Dec. 2nd

Below is a copy of the bulletin outlining the process for completing the P105B (regular enrollment), P105HB (if you provide an extension program for home-based instruction students) and the staff report (which is pre-populated with last year’s staff). The P105HB is only completed if you have the extension program. The staff report is a tab at the top of the page where you find the P105B/HB forms.

You will find the application under View My Applications in the EDS system (https://eds.ospi.k12.wa.us/) as P105B. The application opens October 1 and will close December 2. Please do not wait until the last minuteto file the form in case a problem arises with your report (i.e., the ratio of students to staff being greater than 25 to 1).

If you are the head of school and do not have an account in the EDS system, please let me know and I will set it up for you. If you are a staff member needing an account, I need to have an email from your head of school to create the account.

Sincerely,
Laura Moore
Coordinator for Private Education

September 30, 2013 (X) Action Required
Date Due: December 2, 2013

OSPI BULLETIN NO. 034-13 SECONDARY EDUCATION & STUDENT SUPPORT

TO: Educational Service District Superintendents
Private Schools Chief Administrators
Private School District Administrators

FROM: Randy I. Dorn, State Superintendent of Public Instruction

RE: Private School Enrollment 2013–14 (Form SPI P105B)
Private School Enrollment Report: Extension Program in Home-Based
Instruction 2013–14 (Form SPI P105HB)
Administrative and Instructional Staff Report 2013–14 (Form SPI 1570)

CONTACT: Laura Moore, Coordinator for Private Education
Email: laura.moore@k12.wa.us; Phone: (360) 725-6433 (Option 1)
TTY: (360) 664-3631

Private School Enrollment Report Form (Form SPI P105B) and Private School Enrollment Report: Extension Program in Home-Based Instruction (Form SPI P105HB)
RCW 28A.195.060 requires private schools in Washington State to report student enrollment annually. The information provided by your school on Form SPI P105B and Form SPI P105HB fulfills this statutory requirement and gives state officials data that is used to predict enrollment trends in our state. In addition, the enrollment counts are used to establish federal funding levels and each private school’s eligibility for participation in federal programs. In order to be considered in compliance with state and federal laws, required forms must be submitted no later than December 2, 2013.

The Private School Enrollment Report: Extension Program in Home-Based Instruction, Form SPI P105HB, is required only for schools currently approved to offer an extension program as defined in RCW 28A.195.010(4).

Administrative and Instructional Staff Report 2013–14 (Form SPI 1570)
Use this form to submit all administrative and instructional staff information (the form can be accessed by clicking on the “Staff Report” tab at the top of the P105B opening page). Teachers who do not hold a valid Washington State teaching certificate, but meet the requirements of WAC 180-90-112(5), must be under the general supervision of a Washington State certificated teacher. WAC 180-90-12(5)(b)(ii) provides for a ratio of one teacher for 25 students. Complete,accurate information must be provided for all instructional staff, certificated and non-certificated, as incomplete information may result in an invalid teacher/student ratio.The form must be completed by schools that were re-approved this year, as well as schools receiving initial approval.

Instructions on Accessing the Reports
Please follow these instructions carefully in order to submit the annual enrollment and staff report.

1. Log on to https://eds.ospi.k12.wa.us/.
2. Enter your username (email address) and password. If you are a new school, please contact Laura Moore at laura.moore@k12.wa.us or (360) 725-6433 (Option 1) to obtain a username and password if not already provided. If you have an existing account, your username and password will remain the same as for your “Private Education Approval.” If you wish to change your password, enter your username and password and click “Login.” On the “Home” tab, select the “Change Password” link and follow the instructions provided for changing your password.
3. If you have misplaced your password, the system can send a temporary password to the primary email address listed in your EDS Personal Information by clicking the “Forgot your password?” link located under the “Login” button.
4. After you have entered your username and password, click “Login.”
5. Click the “View My Applications” tab to view a list of the applications that are currently available to you. Select the Form P105B.
6. Again select P105B and click “View.” In order to complete this application, you will need your total enrollment count as of October 1, 2013. Be sure to enter the total number of students enrolled on October 1, which is not necessarily the number of students in attendance on October 1.

NOTE: This electronic application will only accept whole numbers.
7. Once you have completed the electronic form, make sure to click “Submit” at the very bottom of the report. Upon successful completion, you will receive a message that states “Data Saved Successfully.” You are now ready to choose your next report.
8. If you are currently approved to operate an extension program for home-based instruction students, you will need to complete the P105HB by selecting P105HB. Click “View.” Be sure to enter the total number of students enrolled on October 1, which is not necessarily the number of students in attendance on October 1. Upon successful completion, you will receive a message that states “Data Saved Successfully.” You are now ready to choose your next report.

9. 9. Next select the “Staff Report” tab at the top of your screen. This will open a report that has been pre-populated with the last
reported staff information. You then have the capability to edit or delete current staff information. If you have not done so already, you
will need to make sure that all non-certificated staff have their qualifications entered into the system. There are three options at
the bottom of the screen; when one is selected, an explanation box will appear where the qualifications can be added.

10. You are now ready to add any new staff. The form will walk you through a series of questions regarding new staff members. Tip: enter new certificated instructional staff members first—they serve as supervisors for non-certificated instructional staff.The process will provide you with several options for adding staff or providing us with more detailed information on the qualifications of your staff. This will allow us to look at your staffing to determine if there are potential problems with staff not meeting required instructional staff qualifications (WAC 180-90-112 and 180-90-160).
a. Once in the EDS system, you will select P105B, then select “Staff Report” from the top of the page, and begin filling out the form. Information from last year’s instructional staff report will be pre-populated into the form. New schools must enter all instructional staff at this time along with the school administrator.
b. If you have no new staff to add at this time and you did not update the qualification information (Non-Cert Requirements) for existing non-certificated staff last fall, you must go to the qualification and employment fields to update the information contained in each. All non-Washington State certificated teachers must meet the qualifications set forth in WAC 180-90-112 and 180-90-160. The employment box now allows you to select an amount of time your part-time staff is in classrooms (.25, .50, .75). Full-time staff will show as 1 full-time equivalent (FTE) instructor, administrator, or both.
c. The form walks you through a series of questions to determine if the new staff member is a certificated teacher, a teacher of religious studies, or a non-certificated teacher meeting qualifications of WAC 180-90-112 and 180-90-160. You will need to provide details on how the teacher of religious studies qualifies as an instructor and how the other non-certificated instructional staff meet the qualifications referenced in the WACs above. For example, a person who has home-schooled his/her children does not meet the qualifications in WAC 180-90-112.

NOTE: Upon successful completion of each addition, you will receive a red message that states “Record Added Successfully.”

This electronic application will give you red text when deficiencies are present and note where more information is needed.

At the bottom of the form, you will see a “Save” button. Once clicked this will save the information and transmit it to the database.

If you have any questions, please contact Laura Moore at (360) 725-6433 (Option 1),
laura.moore@k12.wa.us; TTY (360) 664-3631.

Please make a copy of the forms for your school, file and submit electronically by
December 2, 2013.

This bulletin is available on the agency Web site at: http://www.k12.wa.us/BulletinsMemos/bulletin2013.aspx.