Instructions: Nonprofit Private School Consult
Consolidated Application and Reporting System data entry instructions for the 2024–25 Nonprofit Private School Consultation data collection form.Data Collection Purpose
The local educational agency (LEA) must consult with appropriate private school officials during the design and development of the LEA’s programs listed below, on how to provide equitable and effective programs that address the needs of nonprofit private school students, teachers, and other educational personnel. The results of the private school consultation must be transmitted to the ombudsman designated by the State educational agency (SEA).
This completed data collection form, along with the LEA’s records of contact and consultation, will serve to document that the nonprofit private schools were contacted regarding Title I, Part A (Basic Grant), Title II, Part A (Teacher Quality), Title III English Learner, Title III Immigrant, and/or Title IV, Part A (Student Support).
Note: If applicable, this data collection form must be certified annually.
Program Information
The U.S. Department of Education Elementary and Secondary Act (ESEA) as amended by the Every Student Succeeds Act of 2015
web page provides
guidance for Title I, Part A and Title VIII, Part F Equitable Services requirements and fiscal changes, including consultation requirements between LEAs and eligible nonprofit private schools. The LEA records should include dates of contact, persons contacted, and the results of such contacts with each nonprofit private school. These records should document all nonprofit private schools contacted, whether they choose to participate in any of the Equitable Services Federal programs or not.
It is expected that LEAs engaged in private school consultation verify nonprofit status and the accuracy of student enrollment data if it is being used for the purpose of providing equitable services.
California Department of Education (CDE) Program Staff Contacts
Ombudsman and Consultation for Title I, Part A
Sylvia Hanna
Equitable Services Ombudsman
Title I Policy, Program, and Support Office
shanna@cde.ca.gov
916-319-0948
Consultation for Title II, Part A
Lisa Fassett
Education Programs Consultant
Professional Learning Support and Monitoring Office
lfassett@cde.ca.gov
916-323-4963
Consultation for Title III Immigrant and English Learner
Geoffrey Ndirangu
Education Programs Consultant
Language Policy and Leadership Office
gndirang@cde.ca.gov
916-323-5831
Consultation for Title IV, Part A
Kevin Donnelly
Education Programs Assistant
Rural Education and Student Support Office
TitleIV@cde.ca.gov
Displayed Data – School Grid
School name and School code: Displayed using source data from the CDE County-District-School (CDS) database which populates the online CDE California School Directory web page.
Enrollment: The numbers are reported under penalty of perjury by each private school on its annual Private School Affidavit. The information filed in the Private School Affidavit is not verified and the CDE takes no position as to its accuracy.
The CDE maintains a Private School Affidavit Search Tool web page (password required) that allows LEAs to view private school affidavits filed by schools within the district, including the school’s self-reported tax status and enrollment.
- If an affidavit has not been filed, or a private school is not listed, then please contact the school to remind them to file and refer them to the CDE Private School Affidavit Information web page, or have them contact the CDE Private School Data Office by email at PrivateSchools@cde.ca.gov or by phone at 916-319-0317 filing information.
- If a school inadvertently reported its tax status incorrectly (as tax exempt or not tax exempt), then please have the school email the CDE Private School Data Office at PrivateSchools@cde.ca.gov to have this updated.
Title I, Part A: If students from the LEA’s Title I, Part A eligible attendance area are attending nonprofit private schools located outside of the LEA’s attendance area and the nonprofit private school is participating in the Title I, Part A program, then the LEA must add the nonprofit private school to this data collection form using the Add a School “button.”
Title II, Part A; Title III; Title IV, Part A: Non-unified school districts (i.e., elementary and high school districts) may opt to share responsibility for providing equitable services for an eligible private school whose grade span includes both elementary and high school students. To accommodate this, an elementary or high school district may add a shared attendance area school using the Add a School “button”. If this option is chosen, then the total private school enrollment will appear on the data collection forms of both districts. Districts may wish to refer to the Private School Affidavit on file with the CDE, using the Private School Affidavit Search Tool web page to determine the number of students enrolled by grade span.Refer to the Consolidated Application and Reporting System (CARS) Training and User Documents section of the CDE CARS web page and select the CARS User Guide document for Add a School instructions.
Procedures – Consultation
| Step | Action | Program Instructions |
|---|---|---|
1 |
Indicate whether Consultation Occurred. |
Required field. The LEA must consult with each eligible private school within its boundaries and offer to provide ESEA for all Title program services. Additionally, the LEA must consult with each eligible private school outside its boundaries and offer to provide ESEA for appropriate programs. The LEA must add a school, if it does not appear on the list, using the Add a School “button.” |
2 |
Indicate whether Was Consultation Agreement Met. |
If consultation occurred is “Yes,” then this field is required. |
| 3 | Indicate whether Signed Written Affirmation on File. | If consultation occurred is “Yes,” then this field is required. |
4 |
Enter a Consultation Code that represents the private school official’s beliefs regarding the equitable services consultation. |
If signed written affirmation on file is “Yes,” then this field is required. Allowable values are: |
| 5 | If applicable, Remove a previously added non-participating school. | The system will not allow the LEA to remove an attendance area school. |
Optional Function
Download schools template: Select this option to download school data from the data collection form into an Excel (.xls) spreadsheet.
Note: If the LEA does not have any nonprofit private schools in its attendance area and attempts to download the schools template before adding any schools, then the template will be blank. The solution is to add a school before selecting the Download Schools Template.
Upload schools file: Select this option to upload school data from an Excel (.xls) spreadsheet into the data collection form.
Error Messages
| Field Name | Error Message | Resolution |
|---|---|---|
Consultation Occurred |
School: [School Name] Federal statute requires the LEA to make reasonable attempts to consult with the private school. To validate compliance, documentation of those attempts should be kept on file. |
Warning message that displays if consultation occurred is “No.” This warning will not prevent the data collection form from certifying. Enter “Yes” to consultation occurred as long as the nonprofit private school responded yes or no to participation. Only enter “No” to consultation occurred if no response was received from the nonprofit private school regarding intent to participate. |
Consultation Agreement Met |
School: [School Name] Consultation agreement met field is required. |
If consultation occurred is “Yes,” then this field is required. |
Consultation Agreement Met |
School: [School Name] Federal statute requires, if an LEA disagrees with the views of the private school officials with respect to one or more issues, the LEA shall provide in writing to such private school officials the reasons why the LEA disagrees. |
Warning message that displays if consultation agreement met is “No.” This warning will not prevent the data collection form from certifying. |
Affirmation On File |
School: [School Name] Federal statute states that each LEA shall maintain in the agency’s records a written affirmation signed by officials of each participating private school. If such officials do not provide such affirmation within a reasonable period of time, the LEA shall retain documentation that such consultation has, or attempts at such consultation, have taken place. |
Warning message that displays if signed written affirmation on file is “No.” This warning will not prevent the data collection form from certifying. |
Affirmation On File |
School: [School Name] Signed written affirmation on file is a required field. |
If consultation occurred is “Yes,” then this field is required. |
| Consultation Code | School: [School Name] A signed written affirmation is on file, consultation code is a required field. | If signed written affirmation on file is “Yes,” then this field is required. |
| Consultation Code | School: [School Name] Consultation agreement was not met, Y1 is not an allowable value. | If consultation agreement met is “No,” then the only allowable values in this field are: Y2, Y3, or Y4. |
| Consultation Code | School: [School Name] A signed written affirmation is not on file, Consultation Code must be blank. | If signed written affirmation on file is “No,” then Consultation code must be blank. |