District Responsibilities for Online School Programs

Definition

An online school program is defined as a school or program that offers:

  • Courses or grade-level coursework that is delivered primarily electronically using the internet or other computer-based methods. The program must have a component that features online lessons and tools for student and data management.
  • Courses or grade-level coursework that are taught by a teacher primarily from a remote location using online or other electronic tools. Note that access to the teacher may be synchronous or asynchronous.
  • A sequential program – a set of courses or coursework that may be taken in a single school term or throughout the school year in a manner that could provide a full-time basic education program if so desired by the student. Students may enroll in the program as part-time or full-time students.

Citation: WAC 392-502-010 (3)

Responsibilities

If your district’s online learning program meets the definition of an “Online School Program,” then your district has the following responsibilities:

If your district is contracting out instruction to a “third party” provider (including any courses purchased through the DLD Online Course Catalog), it also has the responsibilities listed in the “Contracted Instruction” section.

Alternative Learning Experiences (ALE) Funding Rules

Most, if not all, students enrolled in an online school program will be claimed for state basic education funding under the Alternative Learning Experiences (ALE) rules.

ALE programs must operate in accordance with WAC 392-121-182, covering Alternative Learning Experiences. OSPI provides Program Guidance for ALE and a checklist for schools/programs to use as a tool for self-monitoring compliance with the ALE requirements.

Some of the requirements of note for online school programs include:

  • Schools or programs whose primary purpose is to provide ALE using digital or online means are required to obtain accreditation. As of March, 2010, the only agency designed by OSPI to accredit digital or online ALE programs is the Northwest Accreditation Commission (formerly the Northwest Association of Accredited Schools).
  • The ALE rules require each ALE program or school to submit an annual report to OSPI. The report must be submitted using OSPI’s Education Data System (EDS). The submission deadline is typically June 30 following the end of each school year. For authorization to access the ALE reporting system in EDS, please contact your District Data Security Manager. If you do not know who this is in your district, or if you need technical support with the ALE reporting system, contact OSPI’s Customer Support at Customersupport@k12.wa.us or (800) 725-4311.

Citation: WAC 392-121-182

Action: Programs should ensure that they are complying with the ALE requirements.

ALE Enrollment Reporting

Districts running Alternative Learning Experience (ALE) programs are required to report their ALE enrollment to OSPI monthly. Reporting is done through the EDS system. See OSPI’s instructions for more information about this requirement.

Action: Programs must complete monthly reporting in EDS.

CEDARS Reporting

All courses that meet the definition of an “Online Course” must be entered into the CEDARS data system with the “Online” Course Designation Code (Element D07). Course codes are generally entered into a district’s student information system, and then transferred to CEDARS on a regular basis.

Citation: RCW 28A.250.040 (3)

Action: Programs should ensure that their courses are being properly designated in their district student information system (SIS), and that the SIS is sending properly coded course data to CEDARS.

Multidistrict Online School Program Approval

A multidistrict online school program is one where a school district provides an online school program to students who reside outside the geographic boundaries of the school district. Multidistrict online school programs serve 10% or more non-resident students (students from other districts enrolled under the interdistrict student transfer provisions of RCW 28A.225.225).

Calculating the 10% non-resident students: If, at the end of a school year, the annual average headcount (for that school year) of students who reside outside the geographic boundaries of the school district and who are enrolled in the district's online program increases to ten percent or more of the total program enrollment headcount, the program must apply as a multidistrict online provider in the next approval cycle. The program can continue operating the year of the required approval review, but not the following school year unless approved as a multidistrict online provider.

Multidistrict online school programs are subject to the OSPI approval process. Learn more about the approval process.

Programs that are not multidistrict may submit information to OSPI to appear on the Exempt Providers list.

Citation: RCW 28A.250 and WAC 392-502

Action: If the program meets the definition of “multidistrict”, then it is subject to the OSPI approval process.

Incorporation of OSPI Approval Criteria

All programs, regardless of multidistrict status, are required to “incorporate into the program design the approval criteria developed” by OSPI.

Citation: RCW 28A.250.050 (3)

Action: Develop and maintain online school programs in accordance with the OSPI approval criteria.

Funding Restrictions

Beginning with the 2011-12 school year, school districts may claim state basic education funding, to the extent otherwise allowed by state law, for students enrolled in online courses or programs only if the online courses or programs are:

  • Offered by an approved multidistrict online provider; or
  • Offered by a school district online learning program if the program serves students who reside within the geographic boundaries of the school district, including school district programs in which fewer than ten percent of the program's students reside outside the school district's geographic boundaries; or
  • Offered by a regional online learning program where courses are jointly developed and offered by two or more school districts or an educational service district through an interdistrict cooperative program agreement.

Districts may claim state basic education funding for non-approved courses if the course meets the criteria for district use of non-approved courses.

Note also that students cannot be charged for courses claimed for state funding or for courses that are a part of the student’s free basic education, defined by the 1,000 annual average instructional hours delivered to the student.

Citation: WAC 392-502-080

Action: Ensure that students claimed for state basic education funding are enrolled in online courses that meet the funding requirements. Also, ensure that your district isn’t charging students for courses taken as a part of the student’s free basic education.

Administration of State Assessments

Districts are responsible for administering the state assessments for students enrolled in an online school program, even if the student does not reside within the district’s geographic boundaries. All of the usual testing requirements apply.

OSPI provides some guidance for administering assessments to non-resident students.

Citation: WAC 392-121-182

Action: Ensure all students enrolled in the program take the state assessments.

District-wide Annual Average Instructional Hours

Districts are required to maintain a district-wide annual average of 1,000 instructional hours per year. The program should be structured in a way that does not adversely affect the district’s average.

Citation: WAC 180-16-200

Action: Ensure that the district’s annual average instructional hours do not fall below 1,000 hours.

Staffing Ratios

Districts are required to maintain a certificated instructional staff (CIS) ratio of 46 CIS per 1000 FTE students.

Citation: WAC 392-127

Action: Districts should ensure that the program’s staffing ratio does not affect the district’s staff ratio to the point where it falls below 46:1000.

Transitional Bilingual Students

Transitional bilingual students should be served by the program based on the guidelines in RCW 28A.180 and WAC 392-160.

Citation: RCW 28A.180 and WAC 392-160

Action: Districts must serve transitional bilingual students in the manner outlined in RCW 28A.180 and WAC 392-160.

District Policy and Procedures

By August 31, 2010, all school district boards of directors are required to develop a set of online learning policies and procedures. These documents cover student eligibility criteria, the types of online courses available to students through the school district, the methods districts will use to support student success, when the school district will and will not pay course fees and other costs, and more.

Citation: RCW 28A.250.050 (1)

Action: Ensure that the program offered by the district align to the district’s online learning policy and procedures.

Special Education

Districts offering online school programs should use the Special Education Guidelines for Online Schools to ensure compliance around recruitment, admission, and Free Appropriate Public Education (FAPE).

Citation: Section 504 of the Rehabilitation Act, Title II of the Americans with Disabilities Act, and WAC 392-137.

Action: Ensure that the program follows the special education guidelines.