RESPONSE TO INDEPENDENT PERFORMANCE AUDIT Prince George’s County Public Schools Graduation Rates December 2017
INTRODUCTION 2
ABOUT THIS PRESENTATION On June 27, 2017, Prince George’s County Public Schools (PGCPS) Chief Executive Of f icer Dr. Kevin M. Maxwell and a majority of the Prince George’s County Board of Education submitted a formal request to State Superintendent of Schools Dr. Karen B. Salmon for an independent performance audit of PGCPS high school graduation rates. On September 1, 2017, the Maryland State Department of Education (MSDE) noti f ied PGCPS about the award of a contract to Alvarez & Marsal Public Sector Services (A&M) to conduct the audit. On November 3, 2017, MSDE released the audit f indings. The following is a summary of the audit process, f indings, recommendations and next steps: 3
KEY AREAS z The independent auditor focused on four key areas: Governance , Policies , Data e c P Collection and Analysis , n o a l n i c r i and On-Site Reviews / e e v s o Investigations . G 4 z Auditors interviewed internal and external stakeholders, key areas s / n reviewed complaints s D o & w i a t e a A t and conducted on-site a i g n v i a t C e s l y R e o s v i l investigations at all high e n s l I e t c i S t i - o n n O schools, including meetings with principals, school administrators, teachers and Professional School Counselors. 4
RELEVANT COMPLAINTS } Auditor received 222 contacted Maryland 13 relevant complaints from State Department of Education 107 individuals } 60 individuals contacted 34 the auditor’s hotline and 222 contacted relevant complaints from email address Board of 107 Education } 34 individuals contacted individuals members of the Board of Education } 13 individuals contacted 60 contacted the Maryland State auditor’s hotline and email Department of Education 5
z Auditors met with central of f ice staff to request and obtain data from the school system’s student information system (SchoolMAX). Auditors obtained the names of the people who entered grades, and the dates and times that grades were entered and/or changed. SUMMARY OF FINDINGS z The auditors reviewed a sample of 1,212 student transcripts from the graduating classes of 2016 and 2017, and found that 4.9 percent did not meet all graduation requirements. 6
CLASS OF 2016 FINDINGS } In the Class of 2016 , 405 students’ grades were valid and documented; there were no grade changes to affect the f inal grades of 378 students; and fully documented grade changes were made for 27 students. There was insuf f icient and/or no documentation for grade changes affecting 140 students; and 21 students (3.6 percent of the sample) did not meet graduation requirements. 2016 27 378 students students had fully docu- had no grade mented grade changes changes 21 140 405 students students with (3.6% of sample) students’ did not meet insuf f icient docu- grades valid & graduation mentation for documented requirements changes 7
CLASS OF 2017 FINDINGS } For the Class of 2017 , 449 students’ grades were valid and documented; there were no grade changes to affect the f inal grades of 418 students; and fully documented grade changes were made for 31 students. There was insuf f icient and/or no documentation for grade changes affecting 141 students; and 40 students (6.3 percent of the sample) did not meet graduation requirements. 2017 31 418 students students had fully docu- had no grade mented grade changes changes 40 141 449 students students with (6.3% of sample) students’ did not meet insuf f icient docu- grades valid & graduation mentation for documented requirements changes 8
OVERALL KEY FINDINGS z Auditors did not f ind any direction was given from the school system’s leadership to change grades. The auditors found no f inancial incentives to change grades, and no evidence of systemwide intimidation or fraud related to the allegations of grade manipulation. z Auditor key f indings include: } PGCPS governance structure has performance gaps . } PGCPS staff does not consistently adhere to policies and procedures related to grading and graduation certi f ication. } School-level recordkeeping related to grading and graduation certi f ication needs improvement. } Irregularities in grade changes and graduation certi f ication were identi f ied. 9
AUDITOR RECOMMENDATIONS } Clarify policies and procedures and provide regular training to include awareness and understanding and improve adherence to policies and procedures. } Minimize the potential risk management and discourage fraud through automation of recordkeeping and increased controls. } Increase monitoring and accountability to ensure accountability to ensure adherence to grading policies, grade changes and graduation certi f ication policies and procedures 10
WORK COMPLETED TO DATE Since the release of the audit f indings, Dr. Maxwell and the school system’s leadership team have reviewed the recommendations and PGCPS school and department data. Among the work completed to date: z Grades and Transcripts z Credit Recovery Programs z Staff Training and Support z Technology Upgrades z Communications 11
WORK COMPLETED TO DATE GRADES AND TRANSCRIPTS Prior to the start of the current school year, PGCPS implemented stricter controls regarding access to student records. The number of grade and transcript managers for each school has been reduced to two. 12
WORK COMPLETED TO DATE CREDIT RECOVERY PROGRAMS Quarterly Learning Modules (QLMs) were eliminated as an option for credit recovery and future Multiple Pathways to Success (MPTS) program offerings are under review. 13
WORK COMPLETED TO DATE STAFF TRAINING & Grade and transcript managers attended SUPPORT mandatory training. Professional School Counselors received additional time to update all student records for graduation certi f ication. 14
WORK COMPLETED TO DATE TECHNOLOGY UPGRADES PGCPS is in the process of upgrading technology (i.e., SchoolMAX) to improve graduation certi f ication. 15
WORK COMPLETED TO DATE The audit identi f ied the need to increase COMMUNICATIONS communication. Details on the audit f indings are available on various platforms, including e-messages, information sheets, parent newsletter articles, social media and the PGCPS website (www.pgcps.org/graduation-audit). 16
PGCPS GRADUATION RATE 81% 79% 77% 74% 73% CLASS OF CLASS OF CLASS OF CLASS OF CLASS OF 2012 2013 2014 2015 2016 17
TIMELINE FOR IMPLEMENTATION PGCPS will work with an external third party to review and implement recommendations. The school system will request a second independent review to ensure progress. Ongoing z Increase awareness of grading policies, graduation certi f ication processes and credit recovery options among stakeholder groups. z Leverage opportunities to emphasize the importance of regular school attendance and educate stakeholder groups about attendance policies and procedures. z Work with the Prince George’s County Board of Education to determine how to best report results of random sampling of grade changes to evaluate adherence to policies, procedures and timelines, as well as appropriate inclusion of documentation requirements. 18
TIMELINE FOR IMPLEMENTATION z Provide training to Professional School Counselors and Senior Grade-Level Administrators on the process for certifying graduates. z Require mandatory training for any new users of the grading or transcript module. z Monitor excessive grade changes and weekly grade input reports, including the number of grades per week in the gradebook, missing report card grades and excessive absences. z Inform staff about key changes to Administrative Procedures and provide training. August 2017 z Implemented controls to limit the number of school-level grade and transcript managers. z Discontinued Quarterly Learning Modules (QLMs) for credit recovery. 19
TIMELINE FOR IMPLEMENTATION September 2017 z Implemented mandatory training for access to grading or transcript modules. October 2017 z Implemented new customer service initiative. November/December 2017 z Provided all high school principals, Professional School Counselors and registrars with correct grade change form and allocated one week (November 27 to December 1, 2017) to complete PDS card tallying process. z Began alerting parents about timeline to appeal grades. z Began highlighting compliance hotline in systemwide communications and enhanced website visibility. z Launched new constituent concern tracking module (“Let’s Talk”). 20
TIMELINE FOR IMPLEMENTATION January 2018 z Submit Request for Proposals from external third-party groups to review and monitor f idelity of implementation of recommended actions. z Implement Edgenuity Inc. and APEX Learning online programs for credit recovery and original credit. (pending Board of Education approval) z Produce individual school quarterly grade change reports. Evaluate representative random sampling of grade changes for compliance with policies, procedures and timelines. z Implement processes to ensure usage of PDS Tally Card in all schools. Establish deadlines to complete all PDS cards for graduation certi f ication before issuing diplomas. z Establish accountability processes allowing for random audits of senior students’ f iles annually prior to graduation. 21
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