Finding Text
2023-003 Title I Special Tests and Provisions
Program: Title I Grants to Local Educational Agencies - Assistance Listing Number 84.010.
Grant Number(s): 28-23-T1-26
Compliance Requirement: Special Tests and Provisions – Annual Report Card, High School Graduation Rate
Criteria: Policies and procedures should exist to verify accurate student graduation records are maintained and proper classification of student withdrawals is reported. To remove a student from the cohort, a school or LEA must confirm, in writing, that the student transferred out, emigrated to another country, transferred to a prison or juvenile facility, or is deceased. To confirm that a student transferred out, the school or LEA must have official written documentation that the student enrolled in another school or in an educational program that culminates in the award of a regular high school diploma.
Condition: During year ended June 30, 2023, in our sample of 40 student withdrawals, we identified 6 incidences of inaccurate student records where students were reported to have withdrawn from the School System and removed from the graduation rate cohort at the State level, however the School System did not meet the Cohort Requirement of keeping the appropriate documentation of students that drop before graduation. For the 6 students identified, there was no record of the students on file, thus no evidence of a student file maintained by the School System. No documentation was available to support the withdrawal code and purpose of withdrawal.
Cause: The School Board personnel did not maintain accurate and current records and thus could not provide any documentation or support evidencing students which were not on file.
Effect: The School Board has no record of withdrawal or the purpose of withdrawal for six students previously documented as attending school within the School System and thus cannot confirm proper removal from the graduation rate cohort at the State level and under the correct withdrawal code.
Questioned Costs: None.
Repeat Finding: No.
Recommendation: We recommend the School Board establish procedures to ensure appropriate documentation is obtained related to removal of students from a cohort in accordance with Louisiana Administrative Code Title 28, Part LXXXIII, Chapter 6, §611.