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 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 Enrollment and Withdrawal Code Verification 2 August 2018
Academic Auditing Overview • 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. Enrollment and Withdrawal Code Verification 3 August 2018
Academic Auditing Overview • 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. Enrollment and Withdrawal Code Verification 4 August 2018
Academic Auditing Overview Expansion of Data Audits Expanded Began auditing Enrollment Audit student enrollment to include records additional codes 2015 2016 2017 2018 Began auditing Conduct both data student withdrawal audits and explore additional records accountability and funding audits Enrollment and Withdrawal Code Verification 5 August 2018
Enrollment Verification Audit Enrollment and Withdrawal Code Verification 6 August 2018
Enrollment Verification Audit 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 and Withdrawal Code Verification 7 August 2018
Enrollment Verification Audit 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. *C riteria may be adjusted in future years as deemed appropriate to accomplish goals of the audit.* Enrollment and Withdrawal Code Verification 8 August 2018
Enrollment Verification Audit Phase 2: Notification, Inquiry Report, Review, and Response LEAs submit all policies and procedures pertaining to GOSA notifies FTE, SR, and Superintendent SC data of inquiry via collection and email. reporting. Phase 3 LEAs submit GOSA reviews answers via the information GOSA’s secure and responds by online platform. email to the Superintendent with next steps. Enrollment and Withdrawal Code Verification 9 August 2018
Enrollment Verification Audit Phase 3: Investigation and Closeout GOSA has no further questions/concerns GOSA reviews • Closes audit, documentation or GOSA • Refers to GOSA has further Closeout another state questions/concerns agency for further investigation GOSA • Request additional conducts information, and/or further • Conduct on-site audit investigation Enrollment and Withdrawal Code Verification 10 August 2018
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 11 August 2018
Enrollment Verification Audit 2018 Timeline LEAs notified of Further inquiry and schools identified audit closeout for further inquiry Late August November September Inquiry forms due to GOSA Enrollment and Withdrawal Code Verification 12 August 2018
Withdrawal Code Verification Audit Enrollment and Withdrawal Code Verification 13 August 2018
Withdrawal Code Verification Audit 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. Enrollment and Withdrawal Code Verification 14 August 2018
Withdrawal Code Verification Audit 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. Enrollment and Withdrawal Code Verification 15 August 2018
Withdrawal Code Verification Audit 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.* Enrollment and Withdrawal Code Verification 16 August 2018
Withdrawal Code Verification Audit Phase 2: Inquiry Report, Review, and Response GOSA reviews the information Notify and responds by Superintendent email to of inquiry via Superintendent email. with next steps. Phase 3 LEAs submit answers and documentation via GOSA’s secure online platform. Enrollment and Withdrawal Code Verification 17 August 2018
Withdrawal Code Verification Audit Phase 2: Inquiry Report, Review, and Response Withdrawal documentation aligns with the required documentation outlined in Guidance for SBOE Rule 160-5-1-.28. Examples: Withdrawal Withdrawal Acceptable Documentation Code Type A document signed by a parent, guardian, or “other person” H Attend Home Study declaring an intent to utilize a home study program should be on file. K, X Transferred to A request for transcripts or student records from the private school Private School or out-of-state school should be on file. or Transferred Out of State Enrollment and Withdrawal Code Verification 18 August 2018
Withdrawal Code Verification Audit Phase 3: Investigation and Closeout GOSA has no further questions/concerns GOSA reviews • Closes audit, documentation or GOSA • Refers to GOSA has further Closeout another state questions/concerns agency for further investigation GOSA • Request additional conducts information, and/or further • Conduct on-site audit investigation Enrollment and Withdrawal Code Verification 19 August 2018
Withdrawal Code Verification Audit 2018 Timeline LEAs notified of Further inquiry and schools identified audit closeout for further inquiry November Late August September Inquiry forms due to GOSA Enrollment and Withdrawal Code Verification 20 August 2018
Potential Future Audits 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 Enrollment and Withdrawal Code Verification 21 August 2018
Additional Resources 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 22 August 2018
Questions and Contact Information Rosaline Tio Director of Policy, Research, and Evaluation Rosaline.tio@gosa.ga.gov 404-640-3902 Enrollment and Withdrawal Code Verification 23 August 2018
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