n Special Edition – December 21, 2012
E-News Special Report
Attendance Investigation Update
Internal Auditor Releases Report
Dear Columbus City Schools supporters and friends:
In August 2011, after learning from the District's Pupil Services Office that there were inconsistencies in reported absences found in 16 student records being reviewed by the Franklin County Juvenile Court, I contacted our Internal Auditor and the Auditor of State's Office, asking them to investigate my concerns. In mid-June of this year, after learning of additional files found where undocumented changes were made, I again contacted the Auditor of State, as well as the Ohio Department of Education (ODE) and asked them to investigate the allegations.
On Thursday, December 20, Columbus City Schools (CCS) Internal Auditor, Carolyn Smith, presented her first official report regarding the attendance reporting investigation, when she released her report to the Board of Education's Audit and Accountability Committee. An in-depth report on this issue being conducted by the Auditor of State is due in February, 2013.
The administration has taken responsibility for improving our policies, procedures, guidance and electronic systems to address gaps in our attendance and truancy compliance. The district has already taken several steps over the past several months to improve our systems and to implement new practices to address concerns as identified in the Internal Auditor's report. A number of those steps are discussed in our management response to the Internal Auditor's report. Some of what's been done to date includes:
· Re-establishing a District Attendance Accountability Team;
· Establishing a protocol for student attendance data to be reviewed at the senior leadership level on quarterly basis;
· Establishing strict access protocols for data entry into student records;
· Implementing a new student information system (Infinite Campus);
· Implementing additional staff training for secretaries regarding data entry and documentation requirements;
· Developing a new fraud hotline and formal District Whistleblower policy that will be ready for Board consideration as soon as January, 2013;
· Establishing a Withdrawal Documentation Checklist; and
· Reviewing other attendance reporting measures that can be taken within the District.
As I read the Internal Auditor's report it is clear to me is that there were system deficiencies, a lack of clear guidance (both at the State and District level), control weaknesses, and recordkeeping problems. Irrespective of our belief that there should be specific, written guidance or protocols provided by the Ohio Department of Education, it's clear that our own lack of documented and consistent systems caused great confusion on the part of staff responsible for the inputting and management of student information. This is particularly true with respect to students whose whereabouts are unknown or in situations where students are habitually/chronically absent.
Some have portrayed the "breaking of enrollment" (withdrawing a student for non-attendance) as an action that was created by or is unique to CCS. Under ODE's own guidance, breaking of enrollment is a necessary and legitimate action when the circumstances warrant it. Failing to withdraw students who are not attending school, who have attended only occasionally, or whose whereabouts are unknown would not accurately reflect what was transpiring at the school. Nevertheless, there should always be legitimate or documented reason for a student to be withdrawn from school. This situation has already been addressed with staff having any responsibility for inputting or managing student data.
The student data recording and reporting issue is something that I have taken very seriously since day one. I have wanted nothing more than to get to the central truth of the issue, and I look forward to resolving these concerns so that we can begin to restore the community's faith in our operation.
Thank you for your continued support of Columbus City Schools.
Respectfully,
Gene T. Harris, Ph.D.
Superintendent/CEO
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