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In this bulletin you will find information about both Immunization Reporting and Enrollment Reporting:
Remember to complete the mandatory annual immunization report. This year the report is due December 1st. If your school is not reporting through the WAIIS School Module you should have received a link to your school’s reporting survey. If you have not received the link, please email oicpschools@doh.wa.gov. More information about annual immunization reporting is available at Public and Private K-12 Schools Immunization Reporting | Washington State Department of Health.”
You will find a list of private school enrollment report statuses on our website, Enrollment Reporting | SBE (wa.gov) under the first heading “For Schools.” Discrepancies and/or issues with report forms are listed in column E under NOTES.
Note that the State Board of Education is collecting demographic information for students in Kindergarten through 12th Grade only. However, we do ask that you report the total number of students in your Early Learning / Pre-K program, if you provide one.
Download and complete one Enrollment Worksheet for each of your school’s campuses prior to filling out one online form for each campus. This worksheet is only a tool and not required, but it should enable you to transfer data into the online reporting form in fifteen minutes or less.
The official count day for the private schools is October 4, 2023.
The enrollment data you provide should reflect the official school enrollment of full-time, in-person students as of October 4, 2023. Please complete and submit the enrollment form before the close of business on Friday, November 17, 2023.
The online 2023 - 2024 Enrollment Reporting Form, additional information, and the Enrollment Reporting Worksheet are also available on our website.
Information Requested
- The total enrollment of only full-time, in-person kindergarten through 12th grade students
- Demographic information for students in kindergarten through 12th grade only (note the race / ethnicity categories are those specified in federal regulations per federal and state guidance – more information, please see our website)
- The total enrollment of full-time and part-time students in your Early Learning / Pre-K program, if you provide one
If your school has multiple campuses or schools, each campus or school will submit a separate report.
Most problems with the Enrollment Report Form are connected to your browser and / or your cache.
- If you have difficulty downloading the worksheet, it is likely a browser issue, particularly if you are using Google Chrome. Please try a different browser if you have download issues.
- If you have switched browsers and are having trouble moving forward in the application, try clearing the cache in your browser history.
Username: Head of School Email Address
- If you have a new head of school since last spring, and you did not submit a Change of Information form before the September 23rd deadline, try using your previous Head of School email address. (You will be able to update this information once you have accessed the form, but you will still need to submit the Private School Change of Information Form.)
- The Report Form login is case sensitive, so check to be sure that the email you enter is identical to the email used for your Approval Application last spring OR on your Change of Information Form.
- Double-check that the email address of your Head of School was typed correctly in your Approval Application or Change of Information Form. Even if you do not see a typo, try a copy-and-paste into the username field.
Password: School Building Code
- Your School or Building Code is your password, and it always has four digits or a combination of three digits and one letter at the end.
- Again, the Report Form is case sensitive. If there is a letter at the end of your code, be sure it is capitalized.
- Some codes end with the letter O or I. If yours is one of those, be sure you enter the letter rather than the numerals 0 or 1.
Please review your enrollment form to be sure that the sum of the race / ethnicity numbers matches your grade total.
Note, too, that the total K-12 enrollment for your school should match the sum of the grade enrollment numbers. The Enrollment Report Worksheet automatically calculates the sum of your grades to match the total reported, but unfortunately, our reporting tool does not.
If you find an error after you’ve submitted your report, please email the Private Schools Manager for a unique link to your report. You will not be able to access your report by logging in again, but you will be able to use the unique link provided by the Private School Manager to access and edit your report.
You may be contacted by the Private Schools Manager and asked to correct errors if there is a discrepancy greater than five.
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