It’s that time of year again, folks! The annual “Filing of the Affidavit”, or what I like to call “Homeschool Independence Day!”
Who needs to file the Private School Affidavit? All private school owners that have students currently enrolled in their school.
How does that apply to “homeschoolers”? In California, there is no special law for homeschooling. Our kids are all either enrolled in a public school, a private school, or being tutored by a credentialed teacher. One option is for a family to create it’s own private school and enroll their children in that school. It’s a relatively simple process and gives parents the most freedom in choice of education style and content. If you have chosen this option, you are required to file that Private School Affidavit with the State of California’s Department of Education.
If you have enrolled your children in something else, like a public charter school, a district independent study, or a private school satellite program, you should not file this form. Basically, if you filled out an “enrollment” form, you are enrolled in someone else’s school. You are a customer of that school and they will do the administration part of the job.
When and where do you file? All private schools file the Private School Affidavit with the Department of Education each year between October 1 and 15th. You can find the link here. The statewide advocacy groups, CHN and HSC have links on their sites that give you detailed instructions on how to fill out that document.
What is the Private School Affidavit? It’s a way for the State of California to know how many private schools are operating in the state and how many children go to them. It is not permission or a license to operate a private school. It’s done in October and not September so that generally people have settled down into the schools for the year and they can get a more accurate count. Filing the affidavit does not create your school. When you decide on a name, create the required documents, and enroll a student, you are creating a school. The PSA is usually after the fact that your school is created.
I might want to pull out of the school my kids are at later this year. Should I file now, just in case? No! There is no need. If you did, your kids would be counted twice, once in the school they are attending and once in the school you are creating. You don’t want that and you don’t need to. Just wait. The link to file is up year round. Yes, the filing period is October 1-15, but if you create your school in November through June you can still file that form then. It’s just that generally schools are formed over the summer and it helps them to try and get everyone to file at once.
So, that’s about it in a nutshell. I hope this helps clear up any confusion about who should be filing the PSA. Now it’s your turn. Go file your PSA and then do something special with your kids to celebrate your independence!
One more thing, if you are in the Yucca Mesa area and would like help filing, please email me at email@example.com We can take some time going over it at the Enrichment Club on October 5th!
Happy Homeschool Independence Day!
There are a lot of good websites out there with instructions about how to create your own school report cards and transcripts. I thought I’d add to that with what I did for my school!
Here’s a picture of our elementary school report card.
For elementary school, we were always listed as an “ungraded elementary school”. So I didn’t have a 1st grader and a 3rd grader. My oldest was in “Year 3” and the youngest was in “Year 1” at our school. We also didn’t do letter grades, which I believe a lot of public elementary schools are also doing. We used the following scale.
4 = The student has demonstrated excellent achievement of grade level expectations.
3 = The student has demonstrated good achievement of grade level expectations.
2 = The student has demonstrated basic achievement of grade level expectations.
1 = The student is not meeting grade level expectations.
I chose the grade according to how I actually felt they were doing. Our school’s “grade level expectations” were our own and most likely not the same as other schools. That is true for all schools. Grades are very subjective! And generally they were always “meeting expectations”. When I ask them a question from what we are reading and they can answer, they are meeting the grade level expectations of English. If my little guy can play with an orange as he takes it apart and counts the sections, I may jump in and tell him he’s eating 1/8th of that orange. He’s meeting expectations. Their whole elementary career worked that way. There were no tests to grade.
I also left a comment for each child each semester. This is the part that I really put a lot of thought into. I kept a calendar of all the things we were doing and reading each day and a journal where I’d make a note about things I found awesome about them, things that worried me, things I thought they should probably work on. No one saw it but me, but at the end of each quarter I’d sit with that journal and calendar and think of a positive to write for each child. I’d write things like “Jake is an amazing reader and really loves to tell stories with his pictures.” and “Tom’s handwriting ability is really improving.” That was the end of the report cards.
Transcripts for high school I thought would be a bit tougher and at first they were. We still don’t do tests but my kids are always learning and they are learning quite a bit. My secondary school is “unaccredited” and I know that means that my grades won’t be taken for face value by a big university, but they are still real grades and they do count for things like “Good Driver Discounts” for car insurance and entry into community college. They will most likely have to take placement tests for some college classes and that’s fine. If, when the time comes, they are interested in applying to a school that needs a stronger presence, the transcripts will only be the background of an awesome portfolio that doesn’t include tests and averages.
If you are using some sort of curriculum for your home school, you can use the grades and evaluations from that. I recently read a very encouraging article on “The Home Scholar” called “How to Assign Grades without Grading”. I suggest you check it out for your elementary and secondary students!
Here’s a picture of the template I’m using for my sons’ high school template.
You would include each “class” they took. We don’t use a curriculum, but we are taking “Language Arts 1” in Year 9. I see them reading great books, discussing movies and plays, learning new words, writing letters, blog posts, and comments to friends, so they received an A for that class. If one of my kids was very into writing stories and plays, I would call it “Language Arts – Creative Writing.”
I hope this helps ease your mind and give you some ideas about report cards. If you’d like the use this file at your own school, you are welcome to email me at firstname.lastname@example.org and I’ll send it out to you!
Welcome to the next post in my “Private School Paperwork” series!
This one is kind of boring but, like I said, I like forms and creating them. You can easily make your own, but if you don’t want to or like to, you are welcome to use mine! All you need to do is email me at email@example.com and I’ll send you the file.
Here’s a picture of the “Faculty List & Qualifications” form I made for my school. It’s one of the forms every private school needs to keep in its files.
In the state of California, private school teachers must be “capable of teaching”. What qualifies one to teach is determined by each school individually. A larger “for-profit” or church school may require a teaching credential or degree, but they are not required to do so by law. Your school can set its own qualifications for its teachers as well. So, did you finish high school? Go to college? Some college? Run a business, work a job, volunteer somewhere? Think about your own resume. What do you think makes you a person qualified to pass along information to your own children? You can put as little or as much information as you please on this form, but I consider it a good exercise to build up our confidence, especially when we are first getting started. Also, it isn’t required that your teachers be finger-printed or have a background check since the only students at the school are related to the teacher.
Once your new private school has a name and you’ve “hired” a teacher, you’re ready to enroll a student! Private schools in California are required to keep certain information about each student at their school. When you enroll in any school, that school creates a file and collects that data for their records. When you transfer from one school to another, that file is requested by the new school and kept with any new records from that school. Elementary school records don’t have much in them when you’re homeschooling privately. Mine have the enrollment form and related documents, attendance records, a list of subjects studied each year, and any report cards I may have generated. If you’re pulling your child out of another school and enrolling him in yours, you’ll be asking for that file and it will be interesting to see what the school kept on file for your child. When I pulled my son from 1st grade after Kinder, there was little there, of course.
The documents that must be on file (Cummulative File) with a student at his school are the following:
-Enrollment form including the legal name of student, date of birth, sex of pupil, and name and address of the parents.
-Copy of birth certificate.
-Entering and leaving date of each school year. This can be on the “report card”.
-Subjects taken during each year. This can be in the form of a “report card”.
-Marks, grades or credits if given. Marks or credits toward high school graduation.
-Date of high school graduation or CHSPE, GED equivalent.
-Health and Immunization Records.
-Attendance Records, indicating every absence of a half day or more.
Here is a picture of my Enrollment Form. Again, you’re welcome to use it if you like, just shoot me an email.
This may seem strange but one of the documents every Private School in California must keep is an attendance record. Even days where your kids are sick in bed can count as “present” if you are homeschooling. You may not get anything checked off your curriculum checklist, but they are learning. Most likely they laid on the couch and watched a movie, you read a book aloud, or they played a game with their siblings. So there will be few “absent” marks on your attendance record. I bet your kids may even get a “Perfect Attendance Award” every year!
But, since we are homeschooling under the same laws that big private schools use, we are required to have in our files an attendance record. I have always printed out a two sheet one from Donna Young’s site for the current year and kept it in my school folder with my calendar/planner. Every morning I check off the day for each of my students and take a look at the “Course of Study” over my cup of coffee and on my way to read my favorite blogs. Some people add to the bottom of the attendance record “Absences Marked With an X” and then leave it blank for the year. That will work as well. I’m kind of a paperwork nut, so I like checking the boxes Monday through Friday, even though we are learning 24/7.
I have used Donna Young’s attendance record in the past. You can download and print several for free. Take a look and find one that suits your personal style.
Here is a picture of mine. I’d be happy to send it to you if you’d like the file. Just email me at firstname.lastname@example.org!
For those using the private school option to homeschool this year, congratulations! Today is the first day of the filing period for Private School Affidavit. It takes all of five minutes of your day, a printed out file, and you’re done! I consider it a small token of rebellion each year as I take back from the State the responsibility of educating my own children, a sort of Independence Day!
To comply with California’s Compulsory Education law, (among other records you need to keep) you must complete the Private School Affidavit between October 1st and 15th each year. What is an “affidavit”? It’s a a “written statement confirmed by oath or affirmation, for use as evidence in court”. It’s not permission or license. You only need to fill it out and keep in in your files as evidence of a statement. It is important, legally, that you do so to comply with the law.
If you’d like line-by-line help filing out the online form, you can find it at the California Homeschool Network website. There are two links there, one for the form and one for the pdf of help. Be sure to have your printer ready when you fill out the form, as you will be asked to print the confirmation and keep in your school files for several years.
When you’re done, go out and celebrate! You’re taking on a momentous task that will change your children’s lives and those that interact with them too!
If you’ve decided to comply with California’s compulsory education law by filing with the state as a small private school this year, you’ve already started homeschooling by naming your school, gathering the documents you are required to keep, and enrolling your children at your new school. The last thing you need to do to be in compliance is to file the Private School Affidavit with the California Department of Education. The filing period starts on October 1st and ends on October 15th.
On October 1st, the link on the CDE‘s website will work and you can follow the directions there to complete the online form and print ( you NEED to print it and keep it in your schools files) the confirmation they give you.
Statewide groups like CHN and HSC will have special links with line by line directions to follow. They have to wait until the state puts up the form, go through it to see if there are any changes, and then put up a link to help anyone through the from. If you’re worried that it might be challenging or time consuming, put those thoughts aside. They only thing you should be prepared for is an internet connection, ink in your printer, and your school name.
The beginning of our school year is always August 1st. I switch out the old attendance sheet for the new year, print out a new course of study for each of my kids, and that’s about it. I look at what we might be doing that year. There are always loads of field trips being organized in the Fall. Homeschool days at museums and amusement parks are announced. My kids and I have a “meeting” we do about every three months where we discuss what they may be interested in learning. Are there any classes they might want to take? Skills they think might be interesting? Books they’d like to read?
But October 1st is when our school is official for me. I know the PSA a statistics gathering tool for the CDE and that it doesn’t grant me permission or license to school at home, but it feels official and it’s the last official school stuff I need to do for the year. It’s kind of a rite of passage I look forward to every year.