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Private School Participation Process

Annually each spring, non-profit private schools have the option to indicate an intent to participate in federal programs for the following school year. The deadline for schools to indicate their intent for the 2022-23 school year in OSPS’s EDS system is April 22, 2022.

February XX, 2022                                                                   (X)  Action Required

                                                                                                Due date: April 2022

                                                                                                (X)            Informational

BULLETIN NO. XXX-22   SPECIAL PROGRAMS & FEDERAL ACCOUNTABILITY

TO:                  Educational Service District Superintendents

                        School District Superintendents

                        School District Business Managers

                        Private School Administrators

                        Federal Grants Managers

FROM:             Chris Reykdal, Superintendent of Public Instruction

RE:                   Private School Participation in Federal Programs

CONTACT:       Sheila Gerrish, Program Supervisor, Private Schools

                        360-725-6026, sheila.gerrish@k12.wa.us

Julie Chace, Program Supervisor, Private Schools

360-725-6167, julie.chace@k12.wa.us

PURPOSE/BACKGROUND

Since the passage of the Elementary and Secondary Education Act (ESEA) in 1965, school districts have been required to provide equitable services to private school students, teachers, and in some cases, other education personnel, and parents under several federal programs. The Office of Superintendent of Public Instruction (OSPI) issues this bulletin to provide guidance for private school participation in ESEA federal programs. Although Perkins IV is authorized under the Carl D. Perkins Career and Technical Education Act of 2006, it is also included in the application for participation in federal programs for private schools.

Find descriptions of the available federal programs in Attachment A. To participate in any federal program, a private school must notify OSPI and the local school district of their intent to participate each year via the Private Participation in Federal Programs application in the Education Data System (EDS). See Attachment B for instructions to log into EDS.

The application will be due in April 2022. An announcement will be made once the application is open and will include the due date.

PRIVATE SCHOOL RESPONSIBILITIES

For a private school to qualify for and then participate in federal program equitable services, a private school must:

  • Be a non-profit, elementary, or secondary school approved by the Washington State Board of Education.
  • Have notified the school district and OSPI of its intent to participate or not in federal program equitable services by completing and submitting the Private Participation in Federal Programs application in EDS by the due date.

If a private school does not complete the Private Participation in Federal Programs application in EDS by the due date, its students, teachers, and other education personnel are not eligible to participate in equitable services for the 2022–23 school year.

See detailed instructions and responsibilities for private schools OSPI’s private school webpage.

SCHOOL DISTRICT REQUIREMENTS

For private schools located IN district boundaries, school districts must make initial contact with all private schools to assist in the completion of the Private Participation in Federal Programs application in EDS. Districts must document attempts to contact private schools under the “Contact Log” tab in the application. This contact is not required for private schools located outside the district’s boundaries.

OUT-OF-DISTRICT PRIVATE SCHOOLS

The Title I, Part A program requires school districts to provide equitable services to eligible students who attend participating private schools located outside the school district boundaries. School districts must identify if their students attend private schools located outside district boundaries. If the students generate funding for Title I, Part A equitable services, the school district would also be responsible to provide services to those eligible students. See Out-of-District Private School Guidance.

See detailed instructions and responsibilities for school districts on OSPI’s private school webpage.

RESOURCES

Find additional resources and guidance on OSPI’s private school webpage under the “Resources for Providing Equitable Services to Private Schools” drop-down menu.

TECHNICAL ASSISTANCE WEBINAR

A webinar regarding private school participation in federal programs will be scheduled for March 2022 This training will focus on the requirements and responsibilities of private schools and school districts. Further information regarding the webinar will be sent when available.

INFORMATION AND ASSISTANCE

For questions regarding this bulletin, please contact Sheila Gerrish, Program Supervisor, at sheila.gerrish@k12.wa.us; or Julie Chace, Program Supervisor, at julie.chace@k12.wa.us. OSPI’s TTY number is 360-664-3631.

This bulletin is also available on the Bulletins and Memos page of OSPI’s website.

Michaela W. Miller, Ed.D., NBCT

Deputy Superintendent

Jon Mishra, Ed.D.

Assistant Superintendent

Special Programs & Federal Accountability

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Attachment A:             Federal Programs Required to Provide Equitable Services

Attachment B:             Education Data System (EDS) Log-in Instructions

OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal by a person with a disability. Questions and complaints of alleged discrimination should be directed to the Equity and Civil Rights Director at 360-725-6162/TTY: 360-664-3631; or P.O. Box 47200, Olympia, WA 98504-7200; or equity@k12.wa.us.

ATTACHMENT B
Office of Superintendent of Public Instruction (OSPI) Education Data System (EDS) Log-In Instructions
PRIVATE SCHOOLS

  1. Log into EDS: https://eds.ospi.k12.wa.us.
    a. If you do not have an EDS account, click the Create an Account tab, and follow the instructions to create an account. Then go to step 4 below.
  2. Enter your username and password.
  3. Click Login. You will be asked to agree to the conditions of using EDS. Click on I agree.
  4. Click on the tab “My Applications.”
  5. Next, click on the link for Private Participation in Federal Programs.
    a. If the Private Participation in Federal Programs application does not appear in your list of applications, email customersupport@k12.wa.us with the following:
    Subject Line: Access to Private Participation in Federal Programs Application
    Body of email: I am requesting access to the Private Participation in Federal Programs Application in EDS.
    First, Middle, Last Name:
    Date of Birth:
    EDS Account Username:
    Private School Organization (Building) Code:
  6. Complete the Private Participation in Federal Programs application.
    For help logging into EDS, please contact OSPI’s Customer Support office at CustomerSupport@k12.wa.us, or 1-800-725-4311.
    For questions regarding participation in federal programs, contact Sheila Gerrish, Program Supervisor, at sheila.gerrish@k12.wa.us; or Julie Chace, Program Supervisor, at julie.chace@k12.wa.us. You can also call the Title I/LAP office at 360-725-6100. OSPI’s TTY number is 360-664-3631.
    SCHOOL DISTRICTS
  7. Log into EDS: https://eds.ospi.k12.wa.us.
  8. Enter username and password.
    ATTACHMENT B
    a. If you do not have an EDS account, click the Create an Account tab, and follow the instructions to create an account. Then go to step 4 below.
  9. Click Login. You will be asked to agree to the conditions of using EDS. Click on I agree.
  10. Click on the tab “My Applications.”
  11. Next, click on the link for Private Participation in Federal Programs, which will bring up your school district’s page. (If you are an Educational Service District employee, select the name of the school district you would like to view.)
    a. If the Private Participation in Federal Programs application does not appear in your list of applications, contact your District Data Security Manager, and ask to be assigned the role of “Private Participation Administrator” at your school district.
  12. Select the appropriate year in the School Year drop-down menu.
    For help logging into EDS please contact your District Data Security Manager.
    For questions regarding participation in federal programs, contact Sheila Gerrish, Program Supervisor, at sheila.gerrish@k12.wa.us; or Julie Chace, Program Supervisor, at julie.chace@k12.wa.us. You can also call the Title I/LAP office at 360-725-6100. OSPI’s TTY number is 360-664-3631.

Complaint Procedures for Private Schools Participating in Federal Programs


These are the procedures for receiving, investigating, and resolving complaints from parents, teachers, or other individuals and organizations regarding federal programs equitable services to private schools. Submit complaints to the Office of Superintendent of Public Instruction (OSPI) for a written resolution within 45 days.


Resolving Disagreements
If a disagreement regarding services arises, private school officials and districts are encouraged to first work together to resolve the issue. Private school officials should contact the district to discuss their concerns.


Unresolved Complaint Procedures
If the private school official believes that the consultation process was not timely and meaningful, they must indicate this on the Affirmation of Consultation. If this occurs, OSPI will follow-up with the private school and the district upon receipt of the Affirmation of Consultation. Technical assistance or a more detailed investigation will occur.
If the private school and the district are not able to come to a resolution through direct communication, a formal complaint can be submitted to OSPI. The written complaint must include:
• The name and address of the complainant.
• A statement that the district or in some cases, OSPI, has violated a requirement of a federal statute or regulation that applies to a program requiring equitable participation.
• The specific requirement alleged to have been violated.
• The facts on which the complaint is based.
• The expected resolution of the alleged violation.
• The signature of the complainant.


Send complaints to:
Julie Chace
Federal Programs-Private Schools Unit
Office of Superintendent of Public Instruction
PO Box 47200
Olympia, WA 98504-7200


After OSPI receives a complaint, it has 45 days to respond. A copy of the complaint and any accompanying documentation will be sent to the district for a response within 20 days. A copy of the district’s response is then sent to the complainant, and they are given an opportunity to reply. OSPI will determine whether the district is in violation of any requirement regarding equitable services.


Updated 11.17.21
OSPI will issue a written decision to the complainant and respondent that addresses each allegation, and may provide technical assistance activities or negotiations, and corrective measures to resolve the complaint. All actions shall be instituted no later than 30 calendar days after the date of the decision. A complaint is considered resolved when OSPI has issued a written decision and corrective measures have been completed. The written decision by OSPI is the final decision. Appeals to OSPI decisions can be made to the United Sates Department of Education (ED) within 30 days. ED has 30 days to resolve a complaint.


INFORMATION AND ASSISTANCE
For assistance with a complaint or for questions regarding the complaint procedures, contact Sheila Gerrish, Program Supervisor at sheila.gerrish@k12.wa.us; or Julie Chace, Program Supervisor at julie.chace@k12.wa.us. You may also contact the Title I/LAP office at 360-725-6100. OSPI’s TTY number is 360-664-3631.


Additional information regarding private school participation in federal programs is available on OSPI’s private school webpage.

Title I, Part A

Provides services that support academic growth for eligible students who are failing or are most at risk of failing.

AreaNameTitleEmail
Curriculum & InstructionAndy OlsenConsulting
Teacher
ajolsen@seattleschools.org
-Administrative
-Consultations
Marlene MeyersCoordinator,
Private School Fed Progs
mmeyers@seattleschools.org
FiscalDanielle OteySr. Budget Techdtotey@seattleschools.org

Title II, Part A

Provides services to strengthen the quality and effectiveness of teachers, principals, and other school leaders to increase student achievement.

RoleNameTitleEmail
-Incoming PD requests
-Consultations
Marlene MeyersCoordinator, Private School Federal Programsmmeyers@seattleschools.org
-Budget tracking
-payment processing
Danielle OteySr. Budget Techniciandtotey@seattleschools.org

Title IV, Part A

Activities to provide all students with access, to a well-rounded education, improve school conditions for student learning, improve the use of technology in order to improve the academic achievement and digital literacy of all students.

RoleNameTitleemail
-Incoming requests
-Consultations
Marlene MeyersCoordinator, Private School Federal Programsmmeyers@seattleschools.org
-Budget tracking
-Payment processing
Danielle OteySenior Budget Techniciandtotey@seattleschools.org

Title III

Ensure that English Language Learners (ELs), including immigrant children and youth, attain English proficiency and develop high levels of academic achievement in English to meet state academic learning standards.

  • Administration of WIDA assessment for identification of ELs and evaluation of the effectiveness of services
  • Professional development for private school teachers of EL’s
NameTitleEmail
Narcita EugenioStudent and Family Advocateneugenio@seattleschools.org

Title I, Part C

Support high-quality education programs for migratory children

Services to migrant children and their families may include:

  • Supplemental academic programs to assist in the achievement of state academic standards
  • Instructional training
  • Health programs
  • Preschool programs (readiness, transitioning to elementary education)
  • Family home visiting and academic counseling services
  • Parental involvement
  • Migrant student data and collection
  • Student leadership opportunities
  • Summer schools programs
  • Secondary credit accrual and exchange
  • Grants for supplemental secondary services, dropout prevention and retrieval, and alternative education programs; and
  • Dissemination of information
NameTitleemail
Marbi BecerraStudent and Family Advocatemabecerra@seattleschools.org

IDEA / Special Education

Students voluntarily attending approved private schools have two service delivery options: a service plan or part-time enrollment . Service delivery varies depending on the option selected. Students who are homeschooled or attending an unapproved private school may only access services through part-time enrollment.

Service Plan (SP)

A service plan is an alternative to an IEP. It is available to select parentally-placed private school students whoare:

  • enrolled in approved, non-profit private schools
  • eligible for special education
  • not enrolled in the district for school-based or IEP services

Part-time Enrollment

All private school and homeschooled students have the option of enrolling part-time in their resident district to receive special education services through an IEP. If a student attends a school within the Seattle School District but resides out of district, part-time enrollment for special education services is not an option. This was previously called dual enrollment.

Students not attending Seattle Public Schools

Students Not Attending Seattle PublicSchools – For students entering the district with an IEP, students attending private school or home school, and students who are dually-enrolled.

Entering Seattle Public Schools with an IEP

Students of any age entering the district with an Individual EducationProgram (IEP) must be enrolled in the district before they can receive services. This includes students with existing IEPs who are transferring into Seattle Public Schools from a different school district, or students transitioning from preschool.

Enroll your student through the Admissions Department. Be sure to tell Admissions that your student has a pre-existing IEP. If possible, bring a copy of your student’s most recent IEP and evaluation to give to Admissions.

Out of District Placement Process

Once a student with a pre-existing IEP has been enrolled, the out of district placement process begins. This processincludes:

  • reviewing the student’s existing evaluation and IEP
  • forwarding existing materials to the student’s assigned school
  • considering if the student should be reevaluated

If a reevaluation is recommended, the existing IEP will guide the services provided until a new IEP is in place.

Private Schools, Homeschools, and Contracted Placement

Students not attending SPS include homeschooled students, students voluntarily enrolled by their parents in privates chools, and students in contracted placements.

Regardless of their daily school setting, all students designated to receive services must have an IEP or ServicePlan that accurately reflects their evaluation and areas of qualification. However, the delivery of services for students not attending SPS may be different.

NameTitleAreaEmail
Stephanie RinconProgram SpecialistNE and NW Regionsskrincon@seattleschools.org
Katie HardemanProgram SpecialistSE and SW Regionskmhardeman@seattleschools.org

Perkins IV (Carl D Perkins Career and Technical Education Act)

Professional development for teachers, administrators, and personnel in private schools that offer CTE Programs

Allows, but does not require, a district, to use its Perkins IV funds to provide for the meaningful participation of private school secondary students in CTE classes who reside in the geographical area served by the district. Services that may be provided are:

  • PD when provided for public school CTE personnel, to the extent practicable, permits private school teachers, administrators, and personnel whose schools offer CTE programs to participate.
  • Secondary student participation in CTE classes (optional invitation to participate)
NameTitleEmail
Debra KnickerbockerData Reporting Analystdlknickerboc@seattleschools.org