Overview of the Enrollment Verification and Withdrawal Code Audits - - PowerPoint PPT Presentation

Overview of the Enrollment Verification and Withdrawal Code Audits

Governor’s Office of Student Achievement GaDOE FY19 Data Conference Athens, GA August 23, 2018

Presentation Overview

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Enrollment and Withdrawal Code Verification August 2018

1. Academic Auditing Overview 2. Enrollment Verification Audit 3. Withdrawal Code Verification Audit 4. Potential Future Audits 5. Additional Resources 6. Questions and Contact Information

Academic Auditing Overview

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Enrollment and Withdrawal Code Verification August 2018

• The Governor’s Office of Student Achievement (GOSA) is charged

under O.C.G.A § 20-14-35 with inspecting academic records of schools to ensure that education institutions are faithful to performance accountability requirements.

• O.C.G.A § 20-14-36 calls for GOSA to recommend and for the State

Board of Education (SBOE) to adopt written procedures for audits.

• Since 2009, GOSA has conducted an annual audit to ensure that

assessments are administered with fidelity. The results of this analysis are presented to the SBOE.

Academic Auditing Overview

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Enrollment and Withdrawal Code Verification August 2018

• In 2015, GOSA, in partnership with the Georgia Department of

Education (GaDOE), expanded its auditing program to include data audits.

• GOSA conducts audits of data that have funding or accountability

implications for schools throughout the State of Georgia.

• GOSA continues to explore the possibility of new audits that will help

to ensure accurate data reporting and funding throughout the State.

Academic Auditing Overview

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Enrollment and Withdrawal Code Verification August 2018

Expansion of Data Audits

Began auditing student enrollment records Began auditing student withdrawal records Expanded Enrollment Audit to include additional codes Conduct both data audits and explore additional accountability and funding audits

2015 2016 2017 2018

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Intent

• Compare school enrollment data reported through Full-Time Equivalent

(FTE), Student Record (SR), and Student Class (SC) collections to confirm consistency of those data since FTE enrollment data are used to determine Local Education Agency (LEA) funding. Goals

• Verify accuracy of data reported by school systems to the GaDOE;
• Ensure school systems follow GaDOE requirements for data training,

reporting, and storage;

• Guard against improper data reporting practices and/or potential fraud;

and

• Provide additional support to school systems and schools in refining

and improving data reporting and storage practices.

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 1: Data Review and School Determination

• GaDOE provides FTE/SR/SC Error Code Reports for GOSA to review

and identify schools that will be subject to an Enrollment Verification Inquiry.

• GOSA selects schools if they meet one of the following criteria for an

error code: 1. More than 25 students were affected in the prior year, OR 2. More than 10 students were affected in the prior two years.

*Criteria may be adjusted in future years as deemed appropriate to accomplish goals

• f the audit.*

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 2: Notification, Inquiry Report, Review, and Response

GOSA notifies Superintendent

• f inquiry via

email. LEAs submit answers via GOSA’s secure

• nline platform.

LEAs submit all policies and procedures pertaining to FTE, SR, and SC data collection and reporting. GOSA reviews the information and responds by email to the Superintendent with next steps.

Phase 3

GOSA has further questions/concerns GOSA has no further questions/concerns GOSA reviews documentation

• Request additional

information, and/or

• Conduct on-site audit

GOSA conducts further investigation

• Closes audit,
• r
• Refers to

another state agency for further investigation GOSA Closeout

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 3: Investigation and Closeout

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Enrollment Verification Audit

• In 2017, GOSA recommended the State Board of Education pursue a

mechanism to recoup funding provided to LEAs for students incorrectly identified as gifted or remedial.

• GaDOE is currently exploring options for this mechanism at the direction of

the SBOE.

Enrollment and Withdrawal Code Verification August 2018

Enrollment Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

2018 Timeline LEAs notified of schools identified for further inquiry Inquiry forms due to GOSA Further inquiry and audit closeout

Late August September November

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Intent

• Review student withdrawal code documentation in Georgia high schools

to ensure that school withdrawal records, and thereby graduation rates, are in accordance with SBOE rules and are as accurate as possible.

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Goals

• Verify the accuracy of reported withdrawal codes for high schools;
• Ensure LEAs follow GaDOE requirements for data training, reporting, and

storage;

• Aid LEAs in detecting and correcting errors in data reported to GaDOE;
• Ensure accuracy of graduation rate; and
• Provide additional support to LEAs and high schools in refining and

improving data reporting and storage practices.

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 1: Data Review and School Determination

• GaDOE provides withdrawal code reports for GOSA to review.
• Grade level cohorts with at least 10 students are identified for further

inquiry using the following criteria: 1. If cohort enrollment is between 10 and 39 students, 10% or more of students were withdrawn under certain withdrawal codes during the school year; 2. If cohort enrollment is greater than or equal to 40 students, 7.5% or more of students were withdrawn under certain withdrawal codes during the school year; OR 3. School is randomly selected for inquiry.

*Criteria may be adjusted in future years as deemed appropriate to accomplish goals of the audit.*

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 2: Inquiry Report, Review, and Response

Notify Superintendent

• f inquiry via

email. LEAs submit answers and documentation via GOSA’s secure online platform. GOSA reviews the information and responds by email to Superintendent with next steps.

Phase 3

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 2: Inquiry Report, Review, and Response Withdrawal documentation aligns with the required documentation

• utlined in Guidance for SBOE Rule 160-5-1-.28.

Examples:

Withdrawal Code Withdrawal Type Acceptable Documentation H Attend Home Study A document signed by a parent, guardian, or “other person” declaring an intent to utilize a home study program should be on file. K, X Transferred to Private School

• r Transferred

Out of State A request for transcripts or student records from the private school

• r out-of-state school should be on file.

GOSA has further questions/concerns GOSA has no further questions/concerns GOSA reviews documentation

• Request additional

information, and/or

• Conduct on-site audit

GOSA conducts further investigation

• Closes audit,
• r
• Refers to

another state agency for further investigation GOSA Closeout

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

Phase 3: Investigation and Closeout

Withdrawal Code Verification Audit

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Enrollment and Withdrawal Code Verification August 2018

2018 Timeline LEAs notified of schools identified for further inquiry Inquiry forms due to GOSA Further inquiry and audit closeout

Late August September November

Potential Future Audits

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Enrollment and Withdrawal Code Verification August 2018

Considerations

• Data elements’ importance in accountability and funding
• Prevalence of requests for inquiry from the general public
• Priorities of GOSA and GaDOE

Potential Areas of Focus

• Assessment Non-Participation
• End-of-Pathway Assessment
• Dual Enrollment
• Other areas deemed necessary by GOSA and GaDOE

Additional Resources

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Additional information can be found under Academic Auditing Resources by clicking the following link: http://gosa.georgia.gov/academic-auditing

Enrollment and Withdrawal Code Verification August 2018

Questions and Contact Information

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Rosaline Tio Director of Policy, Research, and Evaluation Rosaline.tio@gosa.ga.gov 404-640-3902

Enrollment and Withdrawal Code Verification August 2018

Enrollment Audit Error Codes

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Enrollment and Withdrawal Code Verification August 2018

Error Code Description of Error

E5071 (SR) Student records should exist for all students counted in FTE-1 or FTE-3. E874 (SR) Any student listed as active in special education must have a primary area of concern in their student record. E262 (SR) Remedial Subject Code: To determine FTE weight, a subject code must be provided to determine the level of services provided to a student. E327 (SR) EIP Subject Code: To determine FTE weight, a subject code must be provided to determine the level of services provided to a student. E3025 (SR) Any student reported as receiving gifted services in FTE-1 or FTE-3 is required to have that participation recorded in student record. E6022 (SC) If a GTID was reported in FTE, the student must have records reported in student class. E6044 (SC) Any student reported with program codes ‘6’ or ‘7’ must have a MOWR course number reported for this student in student class. E6071 (SC) Any student reported with program code ‘J’ in FTE must have at lease one remedial course number reported in student class. E6072 (SC) Any student reported with program code ‘I’ in FTE must have at least one gifted course number reported with gifted delivery model in student class.

SR: Student Record; SC: Student Class

Withdrawal Audit Codes

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Enrollment and Withdrawal Code Verification August 2018

Withdrawal Code Description of Reason for Withdrawal C* Court or legal D Death H Attend home study J Transferred out of country K Transferred to private school N Transferred to Department of Defense School X Transferred out of state 2 School choice transfer (Title I Choice) 3 USCO transfer 5* Not subject to compulsory school attendance

*Does not remove student from graduation cohort

Withdrawal Code Documentation

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Enrollment and Withdrawal Code Verification August 2018

Code Description Acceptable Documentation C Court or legal Official legal document notifying school of withdrawal D Death Written notification from parent/guardian, obituary,

• r newspaper article confirming death

H Attend home study Declaration of intent signed by parent/guardian J Transfer: out of country Written emigration confirmation K, X Transfer: private/out of state school Request for transcripts from new school N Transfer: DOD school Request for transcript from DOD School 2, 3 School choice or USCO transfer Request for transcript/student records through GTID system 5 Not subject to compulsory school attendance Written permission from parent/guardian; record of school-based conference with same parent/guardian