Finding 402802 (2023-002)

Criteria: The Wyoming Department of Education (WDE) requires that school districts report student-level information to WDE using WDE684. Student-level information includes data on the graduation rates for all public high schools in the District using the four-year adjusted cohort rate. The District is required to maintain appropriate written documentation to support the removal of a student from the regulatory adjusted cohort. The WDE684 requires information relating to exit codes, to provide information for WDE to calculate graduation rates. The District uses a multi-purpose educational software, PowerSchool, for the purposes of tracking student data, individually or in aggregate. The District uses PowerSchool when creating reports that contain district-wide data, such as enrollment, which is reported to WDE. WSRP noted that if an instance arises that requires a student to be removed from District enrollment, an exit code must be submitted in PowerSchool to provide the reason for the student removal. Exit codes are then submitted as part of the WDE684 submission to WDE which is then used to calculate the District's graduation rate. Finding: WSRP noted one instance out of thirteen selections where student sampled who was removed from enrollment in the Albany County School District did not have sufficient appropriate documentation to the support the exit code reported on form WDE684. Improper exit codes were included within PowerSchool to report data to WDE on the WDE684 submission. Action Plan: District Administration will implement an approval control in the process of submitting an exit code for a student in PowerSchool to ensure the exit code properly reflects the circumstances surrounding the student's situation. Further, District Administration will hold individual schools and related site administrators accountable for obtaining appropriate written documentation confirming that students who transfer out of the District are enrolled in another school or in an education program that culminates in the award of a regular high school diploma and that all documentation related to the transfer is kept in the student’s file. Individual(s) Responsible for Corrective Action Plans Dr. John Goldhardt Superintendent of Schools 307-721-4400; Extension 56001 Trystin Green Chief Financial Officer 307-721-4400; Extension 56004 Timeline/Status Albany County School District #1 will implement these Action Plan(s) on a forward-moving basis after the date of WSRP’s Audit Report.