A private school is a nonpublic school that conducts a program of kindergarten and at least grade one, or a program of any or all grades one through twelve. Private schools must be approved by the State Board of Education, maintain a program that ensures a sufficient basic education for students to meet usual state graduation requirements, and meet reasonable standards for health and safety of private school students.
For schools and districts
Each private school designates a Head of School in their application form. The Head of School is the principal, owner, or other school official who takes responsibility for accurately submitting and reporting information to the State Board of Education about the school. Notices and reminders for reporting, as well as general information that may be of interest to private schools, will periodically be distributed by the State Board of Education to the Head of School and other school personnel designated by the Head of School to receive this information.
Note: Exact deadlines vary slightly by year. Check WFIS website for exact dates this year: https://wfis.org/annual-reporting-requirements/.
- Immunization Report to the Department of Health - November 1.
- Enrollment Report to the State Board of Education - November 1.
- Annual Application to the State Board of Education by mid April.
- Weapons report to the Office of the Superintendent of Public Instruction (OSPI) School Safety Center by May to July (deadline set by OSPI).
- Private Sschool Pparticipation in Federal Programs to the Office of the Superintendent of Public Instruction (OSPI) by January to March.
While exceptions to the certification requirement are available for teaching personnel on an individual basis all classroom teachers are required to hold an appropriate Washington state certification (RCW 28A.195.010 (3) and WAC 180-90-160 (1)(c)).
See the message from SBE Executive Director, Randy Spaulding for more information.
A non-Washington state certificated teacher should have at least one of the following qualifications (WAC 180-90-160):
- A K-12 teaching certificate from a nationally accredited preparation program, other than Washington state, recognized by the U.S. Department of Education.
- A minimum of a baccalaureate degree in the subject matter to be taught or in a field closely related to the subject matter to be taught.
- A minimum of one calendar year of experience in a specialized field, that generally does not require a baccalaureate degree including, but not limited to, the fields of art, drama, dance, music, physical education, and career and technical or occupational education.
For private schools, approval by the State Board of Education is mandatory while accreditation is voluntary. Accreditation is a well-defined process to grant public recognition to educational institutions that meet specific external standards of quality by an external accrediting organization. State law does not require public or private schools in Washington to be accredited.
Private schools must offer no fewer than 180 school days per year or no fewer than a total school-wide annual average of 1,000 instructional hours for students in grades one through twelve, and at least 450 hours for kindergarten students.
If the school’s address, contact information, or the head of school changes, the State Board of Education must be notified. The chair of the school’s governing body, the owner of the school, or the head of school should complete a Private School Change of Information Form. If changes occur close to or during the Approval Application window, the re-approval process will serve as the notification and the Private School Certificate of Compliance will replace the Private School Change of Information Form.
Name changes cannot be processed in state records outside of the spring approval application window due to issues with the Educational Data System. Schools will log in to their renewing private school application to indicate both the new and previous names of the school.
Private schools that are closing must complete a Private School Closure Form. Please ensure that records from the closing private school are transferred to a reliable person or entity for storage and that students and parents/guardians understand how to request their records. Neither the Office of the Superintendent of Public Instruction nor the State Board of Education is able to retain student records at the state level. Schools may inform the State Board of Education about the disposition of student records.
For internal state record-keeping purposes, each private school is given a unique identifier (School Code), which is shown in parentheses next to the school’s name in the Educational Data System. This ID number is useful for distinguishing between schools with the same or similar names.
To submit required reports, re-approval application, and to fill other needs involving state services and processes, each private school will need to have at least one staff person who has access to the Educational Data System (EDS). This staff person should first create an EDS account, if they do not have one already, and then be assigned EDS user roles. Generally, holders of Washington state educator certificates already have an EDS account.
To create a new EDS account, visit the EDS logon page, and then select the tab “create an account.”
Further information may be found on the SBE EDS Access webpage.
To request an EDS user role for a private school staff person, the Head of School should email email@example.com and provide the following information for the intended user:
- Full name, including the middle name
- Email address
- User Role being requested ( “Private School Representative” covers the minimum reporting and re-application functions)
Further information may be found on the SBE EDS Access webpage.
If you are requesting a new user role for the Head of School, because the Head of School has changed, please fill out a “Private School Change of Information Form.”
Records and transcripts
No student records are retained at the state level. If the school was linked with a larger organization such as a church or association of schools, the records you are searching for are likely to have been stored with the larger organization. Small closed schools will often disposition student records with the head of school or a member of the school’s governing organization. Also, some public school districts may agree to store private school records.
Private schools must take measures to safeguard all permanent records against loss or damage through either the storage of records in fire-resistant containers or facilities, or the retention of duplicates in a separate and distinct area.
It is recommended that private schools follow the public School Districts and Educational Service Districts Records Retention Schedule, which states that student records (including high school and middle school transcripts, as well as elementary enrollment history and grade progression) be retained for 100 years after the student graduates or withdraws.
Private schools may withhold a student’s official transcript if a previously enrolled student has not paid tuition, fees or fines, but must transmit information about the student’s academic performance, special placement, immunization records, and records of disciplinary action (RCW 28A.195.070).
The purpose of a high school transcript is to communicate a student’s academic history for all high school courses attempted including the courses, grades, schools, and other information. Good practice is to transfer credits and grades as closely as possible to the credits and grades earned. Occasionally, credits or grades may be changed because the accepting school uses a different credit-awarding scale or grading scale than the school where the credits were earned. A private school should have clear transfer and transcription policies. Public schools use the Washington State Standardized High School Transcript, and further information about the Standardized High School Transcript may be found on the OSPI High School Transcript webpage. Private schools are not required to use the Standardized High School Transcript.