Bulletin No.B018-16Assessment and Student Information
BULLETIN NO. B018-16ASI
Page 1
May 1, 2016
BULLETIN NO. B018-16ASI
Page 1
May 1, 2016
May 2, 2016(X) Action Required
Due: July 1, 2016
(X) Informational
BULLETIN NO.B018-16ASSESSMENT AND STUDENT INFORMATION
TO: Educational Service District Superintendents
School District Superintendents
School Building Principals
District Data Security Managers
Existing Tribal, Compact, and Charter Schools
Charter School Commission
FROM: Randy I. Dorn, State Superintendent of Public Instruction
RE:Updating District School Directory Information
(Opening, Closing, or Changing a School)
CONTACT:Tim Stensager, Director of Data Governance
360-725-6005, Agency TTY: 360-664-3631
In compliance with state and federal rules, districtrequests to change school directory data,such asopening anew school or changing grade spans,must be submitted to the Office of Superintendent of Public Instruction (OSPI) by July 1.
Directory changes to be requested by July 1 may include:
- Opening a new school
- Re-opening a school that was closed previously
- Closing a school
- Grade span changes
- School type changes (Alternative, Special Education, Vocational, etc.)
- School association from one district to another
- Graduating status
- Residential area change for the student population
- Student population change by 50 percent or more
WHY YOU SHOULD CARE
Consequences of the school change may affect:
- Program budgeting
- Comparability–Title I Part A
- Federal reporting
The U.S. Department of Education has provided specific guidelines to determine the validity of any change. According to the U.S. Department of Education file specifications, “ED needs to maintain the history and continuity of schools for longitudinal data studies, trend analysis, and research initiatives. Therefore, closing a school and reopening it as ‘new’is closely reviewed for the appropriate assignment of NCES IDs.”See the EDFactsDirectory File Specificationfor more details.
Please make sure district program offices consider any ramificationsprior to the district submitting the changerequest.Your federal program staff should contact OSPI federal program offices for clarification and guidance if you have any concerns.
Directory change requests are due on the following schedule:
- Districts are to notify OSPI ofany directory change requests no later than July 1prior to the school year in which the change is to be effective.
- OSPI will communicate any questions or concerns regarding the district request by August 1.
- OSPI will process all changes and, in the case of new school requests, communicate the new OSPI school code by August 15.
Please direct your appropriate district staff to make the district approved changes through this survey link: Have them complete a new survey for each school that is changing. This includes closing a school.
New schools that will open in the 2016–17 school year must be requested by the District Data Security Manager through the EDS Administration system.
For specific instructions on the process for making these changes, please see the EDS Administration Manual and Policy document at You may also view the Directory Data District Tip Sheet at
If you have other questions about EDS and directory data, please email OSPI Customer Support at .
For questions regarding the content of this bulletin, please contact Tim Stensager at 360-725-6005, agency TTY 360-664-3631, or email .
BULLETIN NO. B018-16ASI
Page 1
May 1, 2016
EXECUTIVE SERVICES
Ken Kanikeberg
Chief of Staff
DATA GOVERNANCE
Tim Stensager
Director of Data Governance
BULLETIN NO. B018-16ASI
Page 1
May 1, 2016
RD:ts
Attachment: Directory Data–District Tip Sheet
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 including gender expression or identity, the presence of any sensory, mental, or physical 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 or P.O. Box 47200 Olympia, WA 98504-7200.