Introduction. Objectives, Scope, and Methodology
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- Myrtle Candice Lamb
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1 Intrductin The Luisiana Department f Educatin (LDOE) received detailed cmplaints f discrepancies amng student graduatin recrds within East Batn Ruge Parish Schl System (EBRPSS). In January 2014, LDOE began a targeted audit related t the allegatins. LDOE s Office f Student Prgrams began the audit with an entrance meeting n January 16, Field wrk began n January 22, 2014 and cncluded n February 21, Objectives, Scpe, and Methdlgy The bjectives f the targeted audit were t: Determine whether EBRPSS apprpriately handled the reprted student specific situatin, where a student was allwed t graduate with insufficient credits Determine whether EBRPSS data management plicies cmplied with requirements f the DOE and the State Bard f Elementary and Secndary Educatin (SBESE), and whether such plicies were fllwed by EBRPSS Assess the accuracy f related academic recrds Assess the accuracy f related graduatin rate recrds The audit was cmprised f fur parts: 1. Interviews with EBRPSS staff n the student specific situatin LDOE cnducted interviews with site-level and central ffice staff members f EBRPSS wh were invlved with the student specific situatin. The purpse f these interviews was t understand hw EBRPSS identified the discrepancy in graduatin recrds, hw it handled the discrepancy nce identified, and hw, if at all, the discrepancy was reslved. 2. Interviews with EBRPSS staff n data gvernance LDOE cnducted interviews with site-level and central ffice staff members f EBRPSS invlved in the district s data reprting and data gvernance. The purpse f these interviews was t understand the district s data plicies and prcedures, including a) internal cntrls t ensure accuracy and b) prcesses fr reslving issues nce identified. 3. Academic recrds review f EBRPSS graduates fr the perid f schl year 2010 thrugh schl year 2013
2 LDOE sampled recrds frm 5% f EBRPSS graduates wh were awarded diplmas during the , , and schl years. The academic recrds review assessed cnsistency f EBRPSS internal recrds with infrmatin the district reprted t LDOE. 4. Graduatin chrt rate review fr the 2010, 2011, and 2012 chrts LDOE sampled recrds frm 25% f EBRPSS high schl students wh transferred t schls utf-state, schls ut-f-cuntry, private schls, and hme study. The review analyzed the district s supprting dcumentatin fr student transfers t ensure cmpliance with Bulletin C.3.a. Summary f Findings Interviews with EBRPSS staff n the student specific situatin Finding One: At Glen Oaks High Schl, the principal signed ff n the student s transcript and apprved the student t graduate in May Hwever, by May 2013, the student had nt earned sufficient credits t graduate, as reprted t the state s student transcript system. Finding Tw: EBRPSS central ffice des nt have a prcess t sufficiently versee the accuracy f student recrds. As such, the student in questin graduated with insufficient credits. Finding Three: There were reprted incidences f EBRPSS senir leadership taking inapprpriate actin as it relates t the student specific situatin. EBRPSS failed t take dcumentable actin n the student specific situatin until after it was annunced that LDOE wuld cnduct an audit f EBRPSS. The data manager mdified academic recrds fr the student in questin in January 2014 withut reviewing surce dcumentatin t substantiate the changes that were being made. Accrding t staff interviews, at least ne staff member was directed t delete s regarding the student specific situatin. Finding Fur: After LDOE ntified EBRPSS f the impending state audit, EBRPSS cnducted an internal review f Glen Oaks High Schl. During this review, EBRPSS central ffice self-identified ptential discrepancies in the academic recrds f 29 students frm Glen Oaks High Schl s class f These discrepancies include as many as 6 students being awarded diplmas wh shuld nt have graduated and 11 students wh were awarded the incrrect diplma type. The remaining students had inaccuracies related t credits earned and the grades awarded. Interviews with EBRPSS staff n data gvernance Finding One: As described in staff interviews, EBRPSS central ffice des nt maintain a sufficient rle in ensuring the quality f academic recrds f students, including but nt limited t credits earned, grades awarded, and diplma type granted. Instead, data quality is left t principals with insufficient quality checks frm central ffice. This lack f versight allwed fr bth the student specific situatin, as well as the ther 29 findings, within nly ne schl in ne year. Staff reprted cncerns abut similar discrepancies at ther EBRPSS high schls in recent years.
3 Academic recrds review f EBRPSS graduates fr the perid f schl year 2010 thrugh schl year 2013 Finding One: 25% f the 362 student cumulative flders and student transcript recrds reviewed by LDOE as a part f the academic recrds review included majr errrs: a) Students were awarded credits incnsistent with student cumulative flders; b) Students were awarded grades incnsistent with student cumulative flders; c) Students in virtual prgrams received grades and credits incnsistent with the virtual prgram recrds; and d) Significant dcumentatin was missing frm many cumulative flders. This errneus recrd keeping appears t result frm a negligent lack f internal cntrls and versight at the central ffice and, in sme cases, falsificatin at the schl level. Graduatin chrt rate review fr the 2010, 2011, and 2012 chrts 1 Finding One: EBRPSS was unable t verify 82% f the 221 sampled recrds reviewed as a part f the graduatin rate review. The breakdwn by exit cde is: Students wh transferred ut-f-state/ut-f-cuntry (Cde 10) 147 Recrds Selected; 16 Recrds Substantiated; 89% Errr Rate Students wh transferred t private schl (Cde 14) 54 Recrds Selected; 8 Recrds Substantiated; 85% Errr Rate Students wh transferred t hme study (Cde 16) 20 Recrds Selected; 16 Recrds Substantiated; 20% Errr Rate Again, EBRPSS negligence with regard t recrd keeping and its lack f internal cntrls led t misreprting n critical measures f schl success. Summary timeline f key dates frm student specific situatin 2 10/26/2012 The student in questin takes a Graduatin Exit Examinatin (GEE) fr the secnd time receiving a scre f Unsatisfactry, the lwest achievement level pssible. 1 When students leave high schl fr legitimate reasns (e.g., hme schl, transferring ut-f-state r ut-fcuntry, r transferring t a private schl), districts may exclude such students frm their chrt graduatin rate s lng as they have prper dcumentatin t supprt exclusin. 2 Nte: All infrmatin in this sectin is based n dcumentatin and/r staff interviews.
4 03/08/2013 The student in questin takes a GEE fr the third time receiving a scre f Advanced, the highest achievement level pssible. Undated The principal at Glen Oaks High Schl awards the student a diplma thrugh signff n a transcript with insufficient credits. 05/14/2013 The student in questin is awarded a diplma frm EBRPSS. August 2013 The student in questin enrlls at a university. 09/27/2013 Glen Oaks High Schl staff identifies a discrepancy in the academic recrds f the student in questin. The discrepancy is reprted t the Glen Oaks High Schl principal n assignment and assistant principal. The senir cunselr fr Glen Oaks cmpletes an analysis f the transcript and prvides the schl s leadership a mem detailing the discrepancy. Glen Oaks leadership reprts the discrepancy t the directr f cunseling and the executive directr f schl leadership-high schls. The directr f cunseling writes ntes n the transcript, drafts and signs a mem cnfirming that the student graduated with insufficient credits, and prvides a cpy f the mem t Glen Oaks leadership. A secnd cpy is prvided t the deputy superintendent f innvatin and refrm. 09/30/2013 The deputy superintendent f innvatin and refrm hlds a meeting at EBRPSS central ffice. The meeting includes the executive directr f schl leadership-high schls, the directr f cunseling, the Glen Oaks principal, and the Glen Oaks senir cunselr. The directr f cunseling infrms the deputy superintendent f innvatin and refrm f the prcedure fllwed by EBRPSS when such instances ccurred previusly (e.g. rescinding the diplma). Fall 2013 The deputy superintendent f innvatin and refrm infrms the superintendent f schls abut the discrepancy in recrds fr the student in questin. The deputy superintendent f innvatin and refrm prpses a plan t award the student dual enrllment high schl credit fr cllege curses the student is taking during the Fall 2013 semester. The student is nt ntified by EBRPSS f the plan. NOTE: This plan is ultimately deemed unallwable by district staff in January /27/2013 LDOE reaches ut via phne t the assciate superintendent fr student supprt services t ask him abut the student in questin s transcript. The assciate superintendent fr student supprt services cnfirms that the student was nt eligible t graduate and that they are aware f the situatin. 01/08/2014 The assciate superintendent fr high schls calls the directr f cunseling t find ut mre abut the transcript f the student in questin. The directr f cunseling and the
5 data manager cnfirm that the student received a diplma withut pssessing the required credits. 01/09/2014 The state superintendent f educatin prvides a letter t EBRPSS superintendent f schls infrming him f detailed cmplaints f discrepancies amng student graduatin recrds and that LDOE will be cnducting an audit f EBRPSS related t the cmplaints. 01/09/2014 The principal n assignment at Glen Oaks, the assciate superintendent f instructinal and pupil supprt services, the assciate superintendent f high schls, and the directr f cunseling hld a meeting t discuss the student specific situatin. The directr f cunseling is instructed t review all f Glen Oaks High Schl s transcripts fr 2013 graduates. 01/09/2014 During a meeting at Glen Oaks High Schl with the principal, assistant principal, senir cunselr, drput cach, directr f cunseling and assciate superintendent f high schls, the assciate superintendent f high schls instructs each f them nt t say anything t anyne abut the student. The assciate superintendent further states that the student is dually enrlled at a university and that the situatin has been handled. 01/15/2014 The directr f cunseling cmpletes the review fr all f Glen Oaks High Schl s 2013 graduates. The reprt is submitted in paper cpy t the superintendent f schls and the assciate superintendent f instructinal and pupil supprt services. As nted in this reprt, EBRPSS self-identified discrepancies in the academic recrds f 29 students frm Glen Oaks High Schl s Class f These discrepancies include as many as 6 students being awarded diplmas wh shuld nt have graduated and 11 students wh were awarded the incrrect diplma type. The remaining students have inaccuracies related t credits earned and grades awarded. Mid-January The principal n assignment at Glen Oaks and the assciate superintendent f high schls infrm the student in questin that the diplma will be rescinded. N written cmmunicatin is prvided. 01/16/2014 LDOE hlds an entrance meeting t utline the audit prcess. 01/23/2014 The assciate superintendent f instructinal and pupil supprt services speaks t the directr f curriculum and instructin t see if university credit earned by the student may used t address gaps in high schl credits earned. This plan is nt permitted. 01/31/2014 The assciate superintendent f instructinal and pupil supprt services and the data manager meet with the parent f the student in questin. They infrm the parent that their child has nt graduated and that the student needs t take additinal curse wrk t remain a graduate f EBRPSS.
6 02/03/2014 EBRPSS prvides a letter t the parent f the student in questin detailing the tw curses that the student needs t take t remain a graduate f EBRPSS. 02/06/2014 EBRPSS prvides a secnd letter t the parent f the student in questin clarifying the cursewrk necessary t fulfill graduatin requirements. Summary f interviews with EBRPSS staff n data gvernance LDOE reviewed EBRPSS data management plicies and prcedures, and cnducted interviews with schl-level and central ffice staff t determine the quality and effectiveness f internal cntrls ver data management. As written, the data management plicies and prcedures established by EBRPSS are in cmpliance with SBESE requirements. Hwever, EBRPSS des nt prvide an adequate system f versight t ensure the established plicies and prcedures are fllwed by principals and ther schl staff. Accrding t interviews, EBRPSS central ffice staff des nt regularly audit r review schl level recrds t ensure accuracy r cmpliance with applicable plicies and prcedures. Althugh EBRPSS central ffice delegates the respnsibility f ensuring the accuracy f student data systems t the principal, the district s data manager regularly makes changes and edits t the district s internal data management system, as well as t LDOE s student transcript system (STS) and the fficial transcript system (OTS). The data manager makes changes t student recrds as instructed by her peers and superirs within EBRPSS. The data manager des nt regularly receive, review r maintain any dcumentatin ther than s t supprt the changes made within the district s data management system r within LDOE s STS r OTS. During the interview the data manager was asked hw she knew the changes they were making in the system were accurate and legitimate. She indicated that she trusted her gut and that she put her faith in Gd. Summary f academic recrds review f EBRPSS graduates fr the perid f 2009 thru 2013 LDOE selected a sample f 5% f EBRPSS graduates frm the , , and schl year t ensure that infrmatin submitted t LDOE by EBRPSS match the district s student data system and teacher recrds. LDOE identified the fllwing incnsistencies during the academic recrds review: Arlingtn Preparatry Academy 4 Recrds Selected N incnsistencies fund Batn Ruge Magnet High Schl 48 Recrds Selected N incnsistencies fund Belaire High Schl 26 Recrds Selected
7 4 instances f n grade dcumentatin in cumulative flders 4 instances f credits/grades nt matching credits/grades submitted t LDOE Bradmr Senir High Schl 37 Recrds Selected 3 instances f n grade dcumentatin in cumulative flders 3 instances f credits/grades nt matching credits/grades submitted t LDOE Career Academy 1 Recrd Selected 1 instance f credits/grades nt matching credits/grades submitted t LDOE 1 instance f n grade dcumentatin in cumulative flder Final, signed transcript was nt filed in cumulative flder East Batn Ruge Labratry Academy 3 Recrds Selected Final, signed transcript was nt filed in 1 cumulative flder and n cpy was prvided. 1 instance f credits/grades nt matching credits/grades submitted t LDOE East Batn Ruge Accelerated Academy 2 Recrds Selected Final, signed transcript was nt filed in cumulative flder and n cpy was prvided. 1 instance f n cumulative flder prvided Glen Oaks Senir High Schl 14 Recrds Selected 2 instances f credits/grades nt matching credits/grades submitted t LDOE. 1 instance f student receiving credit per LDOE systems which was nt earned accrding t cumulative flders Istruma Senir High Schl 7 Recrds Selected 2 instances f n grade dcumentatin in cumulative flders McKinley Senir High Schl 46 Recrds Selected
8 11 instances f credits/grades nt matching credits/grades submitted t LDOE 30 instances f n grade dcumentatin in cumulative flders 11 instances f n cumulative flders prvided Final, signed transcripts were nt filed in cumulative flders Nrthdale Superintendent s Academy 14 Recrds Selected 3 instances f credits/grades nt matching credits/grades submitted t LDOE 3 instances f n grade dcumentatin in cumulative flders 1 instance f n cumulative flder prvided Nrtheast High Schl 10 Recrds Selected 1 instance f credits/grades nt matching credits/grades submitted t LDOE Sctlandville Magnet High Schl 47 Recrds Selected 2 instances f credits/grades nt matching credits/grades submitted t LDOE 10 instances f n grade dcumentatin in cumulative flders 1 instance f n cumulative flder prvided Final, signed transcripts were nt filed in cumulative flders and n cpies were prvided. Tara High Schl 46 Recrds Selected 1 instance f grade nt matching frm transfer schl 6 instances f n grade dcumentatin in cumulative flders 2 instances f n cumulative flders prvided Final, signed transcripts were nt filed in cumulative flders and n cpies were prvided.
9 Wdlawn High Schl 57 Recrds Selected N incnsistencies fund Unless unreprted t LDOE, the findings nted abve were nt previusly identified by EBRPSS and, as a result, student transcripts submitted t LDOE, institutins f higher educatin, Luisiana Office f Financial Aid, emplyers and thers reflect these incnsistencies.
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