OSPI: Private School Enrollment Report due November 18, 2015

Below is the memorandum with instructions for entering enrollment and staff reporting for approved private schools. Some items to remember:

1. All approved private schools are required to report enrollment and instructional staff/head of school; this includes schools approved this year.
2. If you are reporting only regular enrollment, use the P105B form; if you are also reporting extension students, use the P105JB form; or if you are also reporting online students, use the P105OL. The HB and OL forms would be in addition to the P105B form.
3. For previously approved schools, the staff report will show last year’s staff. You will need to make additions/corrections to that report before submitting.
4. For new schools—enter your certificated staff first, then your non-certificated staff. Head of school can be added with either group.
5. Enter ONLY Washington State certificate numbers in the main part of the form. Certificate numbers from other states can be added under the first qualification for a non-cert. The out-of-state certificate holder will have to be supervised by a Washington state certificated teacher.
6. Make sure you enter a qualification for each of your non-certs. This is required.
7. When enrollment and staff reports are complete, make sure they are submitted. Saving will elicit an email that you need to submit the report to be in compliance.
8. If you need an account in EDS, let me know as soon as possible.

If you have any questions or problems, let me know.
Laura Moore
Program Supervisor for Private Education, OSPI
360-725-6433, laura.moore@k12.wa.us

September 30, 2015 (X) Action Required

Date Due: November 18, 2015

MEMORANDUM NO. 038-15 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 2015–16 (Form SPI P105B)
Private School Enrollment Report: Extension Program in Home-Based
Instruction 2015–16 (Form SPI P105HB)
Private School Enrollment Report: Online Program 2015–16 (Form SPI P105OL)
Administrative and Instructional Staff Report 2015–16 (Form SPI 1570)

CONTACT: Laura Moore, Program Supervisor for Private Education
360-725-6433, laura.moore@k12.wa.us Agency 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 November 18, 2015. As we have changed the re-approval period to earlier in the year, we need to have the enrollment and staff reports completed in November.

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).

Online Enrollment Form
This form is for reporting those students who are in an online school or program attached to your regular school. In order to provide information for education forecasting, we need to have the number of students, by grade level and ethnicity in your online school/programs.

Administrative and Instructional Staff Report 2015–16 (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). This report should include the head of school and all instructional staff. 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 instructor 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/login.aspx.

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 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. Click the “Forgot your password?” link located under the “Login” button.

4. After you have entered your username and password, click “Login.”
5. Under the list of your applications, you will find the P105B application set.
6. When the initial page opens, select P105B and click “View.” In order to complete this application, you will need your total enrollment count as of October 1, 2015. 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” or “Report submitted by _________ on (date).” If you only have regular education students in your school, your enrollment reporting is finished and you may go to Step 10. If you have other students continue with Step 8.
8. If you are currently approved to operate an extension program for home-based instruction students, you will need to complete the appropriate report 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 or “Report submitted by _________ on (date).” You are now ready to choose your next report.

The online reporting form (P105OL), based on the P105B and HB, is for reporting those students who are in an online school or program attached to your regular school. In order to provide information for education forecasting, we need to have the number of students, by grade level and ethnicity in your online school/programs. The form is completed in the same manner as the P105B and HB with the same message upon submission.

8. Next select the “Staff Report” tab at the top of your screen (new schools will have to enter all staff as new). 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.

9. 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).

1. 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.
2. 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, select “edit” and 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.
3. 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.
   Make sure that you include your head of school/principal on the staff listing. Other administrative staff are not included.
4. If you included students in a pre-school program or online school/program in your enrollment report, make sure to include the teachers in those programs in your staff report. Failure to do so will result in your student-to-staff ratio going over the 25:1 maximum.

NOTE: Upon successful completion of each addition, you will receive a 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 allow you to leave the application and return later. Once finalized, the report must be submitted by clicking on the “Submit” button on the opposite side of the bottom of the page.

If you have any questions, please contact Laura Moore at 360-725-6433,
laura.moore@k12.wa.us. The agency TTY is 360-664-3631.

Please make a copy of the forms for your school, file and submit electronically by
November 18, 2015.

Thank you for your prompt response.