|
|
 |
Attendance & Enrollment Audit Process
|
| |
Pupil Accounting Department staff will visit each school site about every two years to review attendance and enrollment procedures in place at the site. Sites will be notified of the visit in advance.
Pupil Accounting is currently conducting two types of audits, a complete audit, which can take up to three days to complete, and a Mini Audit, which usually takes a day to a day and a half to complete.
The purpose in auditing the site's records it to help site staff if modification of procedures and record keeping is necessary to comply with the State requirements. This is important for several reasons. The state tends to look more carefully at a district of this size because of the millions of dollars received from the State Controller attributed to ADA claims. The constant changing of site staff and their level of training requires that the district monitor for compliance.
Site Staff are encouraged to use the Pupil Accounting staff as a resource for training during the audit. This is also a good time to get answers to any questions or clarification on procedures for accomplishing tasks.
Attendance Audit
A sample of the following list of attendance related records will be reviewed at each site:
- Telephone logs and slips (including parent notes)
- Tardy slips and/or logs
- Blue Slips (permits to leave school grounds early)
- Teacher Attendance Rosters (Signed)
- Master Absence Lists
- Absence Verification Methods
- Unverified Absence List
- Bereavement Verification Methods
- CIS Log and Contracts
- Monthly Attendance Summary by Grade from AERIES
- For Secondary only - Missing scan sheets list
Records from AERIES and SIS will be reviewed to confirm accuracy in posting of attendance, tardies and students who leave campus early.
Enrollment Audit
A sample of the following list of enrollment related records will be reviewed at each site:
- K-12 Enrollment Forms
- Active Enrollment by Grade reports from AERIES and SIS
- ADA codes
- Gain/Loss Report
- Enter/Leave logs
- Certification of Gain/Loss report
- Verification of Student Addresses
- For Elementary only - Kindergarten Holdov
|
| |
|
|
|
|
|
open with the free Acrobat® Reader®:
