K-12 Regular Enrolment Audit

Ministry Of Education

Informations

• Publié par: Chowyug
• Nombre de lectures: 15
• Langue: English

Extrait

2010/11 K-12 Regular Enrolment Audit Program

Date of Visit:__________________________ School Visited:________________________ School District:________________________

Lead Auditor: ________________________ Audit Team Members: ________________________________________________________

Auditors’ Criteria We are looking What the Audit Program
Initials
for: analysis will
allow us to say:
Student Reporting
School age students reported for funding Assurance of Whether or not Key Documents:
are: (Ref: Form 1701 Instructions, P.2 and 3) accuracy and districts are in  September 2010 Form 1601 and 1701 Instructions
appropriateness compliance with  Born between July 1, 1991 and December  Compliance Audit Policy
31, 2005 of the student the Ministry’s  Alternate Education School Program Policy
and school data school and and  School Act, Section 81, 106.3, 106.4, 114, 117(1)
reported to the student data  School aged students in Kindergarten (b), 168(2) (t)
Ministry of collection through Grade 9 can only be reported in one  Permanent Student Record Order M190/91
Education by instructions. school.  Student Progress Report Order M191/94
school districts.  School aged students in Grades 10 to 12 or  School and Student Data Collection Order
Secondary Ungraded (SU) in Alternate M152/89
programs may only be reported in one school  Appendix 1 Education Guarantee
within a Board and only by one
Board/Authority. Audit Steps:
 School aged students in Grades 10 to 12 or 1. Determine the school process for ensuring that
SU in K-12 schools may be reported in more students meet the age requirements.
than one school operated by a Board but may 2. Document the school process.
only be reported by one Board/Authority. 3. Select students and check to see that there is
documentation that verifies their birth date.
Adult students reported for funding are: (Ref: 4. Document any discrepancies on an Observation
Form 1701 Instructions, P.2 and 3) Sheet and attach supporting documentation
 Born prior to July 1, 1991 including staff contact (if applicable).
o taking Ministry-Authorized or BAA courses
that lead to a graduation program (non- Note: The following students should not be
graduated adults) reported on Form 1701:
o have met the general requirements for Students enrolled in a Provincial Resource Program
graduation in B.C. or another jurisdiction (PRP) for 3 months or less; students who are only
(Graduated adults only eligible for courses registered to write the General Education
listed on Appendix 1 of Education Development (GED) examinations; pre-primary or
Guarantee) early childhood education students.
and (Ref: Form 1701 Instructions, P.3)
 Adult students may be reported in more
Page 1 of 20 September 2010 – Revised November 2010 Auditors’ Criteria We are looking What the Audit Program
Initials
for: analysis will
allow us to say:
than one school and more than one
Board/Authority.
B.C. College of Teachers (BCCoT)
Key Documents: To be eligible for provincial funding, Boards of Verification that Whether teaching
Education must ensure that students are: all staff teaching staff are current  School Act Section 17 to 20
K-12 students members of the  under the supervision of, assessed and  BC Regulation 265/89, Sec.4-Duties of a teacher
evaluated by a member of the BC College of hold a certificate BCCoT.  K-12 Funding General Policy
of qualification as Teachers  BCCoT Website:
a teacher, or a (Ref: K-12 Funding General Policy) www.bcct.ca/MemberServices/FindATeacher.aspx
letter of
permission to Audit Steps
teach issued 1. Prior to the audit, verify teachers’ membership in
under Section BCCoT by reviewing each of the teachers’ current
25(2) of the membership.
Teaching
Profession Act.
B.C. Residency
To be eligible for provincial funding, Boards of Confirmation that That students Key Documents: As above, and
Education must ensure that students are: there is a District reported for  School Act Section 82
wide process to funding are  ordinarily resident in BC (and where
applicable) with their parent/legal guardian ensure funded ordinarily resident Audit Steps:
students are in BC and 1. Determine the school process for ensuring that  enrolled in the district
ordinarily therefore eligible students (incl. adults), and parents/legal guardians (Ref: K-12 Funding General Policy)
resident in BC. for provincial (of school-age students) are ordinarily resident in
funding. BC. Non-resident Out-of-Province/ International
students are not eligible for funding. Per 2. Obtain a copy of the District’s policy and/or
school’s practice or if none available, document the 2010/11 Operating Grants Manual, and Form
full school process as determined in Step 1, 1701 Instructions.
including names of personnel contacted. Note:
Verification of residency and district enrolment is
included in the audit steps below.
Exchange Students
An exchange student is one involved in a Verification that Whether each Key Documents: As above.
reciprocal and equal exchange. This students, exchange student Audit Steps:
exchange must be one in/one out of the same involved in a is one involved in 1. Request a one-to-one list of local and district
board for the same length of time, with the reciprocal an eligible sponsored reciprocal exchange students from the
exchange completed within two years. exchange, are exchange. school or district.
Boards receive funding for the resident eligible for 2. View supporting documentation such as a Rotary
Page 2 of 20 September 2010 – Revised November 2010 Auditors’ Criteria We are looking What the Audit Program
Initials
for: analysis will
allow us to say:
student. (Ref: Form 1701 Instructions, P.2) funding. exchange agreement relating to the student
exchange.
Interpretation: The purpose is to provide 3. Ensure the documentation verifies that each
funding to districts while local students are visiting student has a reciprocal local student who
participating in an eligible exchange and are has, or will, participate in the exchange.
not in attendance at September 30 because of 4. Identify the local and non-resident student
the exchange. The International student is names and PEN numbers, and note the destination
considered to be the placeholder for the of local student, origin of non-resident student and
resident student otherwise the international the respective timelines for each exchange.
student would not be eligible for funding. 5. Identify on an Observation Sheet those students
not meeting the eligibility requirements and attach
supporting documents.
Kindergarten
2010/2011 is the transition year to full day Kindergarten. Districts are required to indicate if the student is enrolled in Kindergarten and attends class on
a half time (0.5 FTE) or full time (1.0 FTE basis) (Ref. Form 1701 Instructions P.6-7)

Kindergarten student enrolment, attendance and supplementary claims for ESL or Aboriginal Education should be reviewed using the same audit
processes as other school-age students (see below). NOTE: there may be instances where half day students are be reported with supplemental claims.
Alternate Education
Each Alternate Education Program will have: Evidence that Whether the Key Documents: As above.
1. An intake process to facilitate district the facility facility is operating Audit Steps:
referrals or self referral. reporting in accordance 1. Interview appropriate staff to determine, in
2. A regularly reviewed learning plan for each student claims in with Ministry accordance with the Alternate Education School
student...an official Individual Education Plan an alternate policy and the Program Policy, that the school:
(IEP) or a Student Learning Plan created by program met the non-graduated  has an intake process for all students (document
the school that clearly defines the objectives Ministry policy school age what this process is).
for the student, additional services provided as requirements. students are  have the required additional services necessary to
required, progress made, and any transition eligible for funding meet the needs of the student population (document
plans. allocations what these services are).
3. An exit strategy to facilitate the students specific to a Type 2.Document contact person and attach notes from
transition either back into regular school 3 Facility. the interview(s) on an Observation Sheet.
system, continuing education centre, 3.Select a sample of the students listed on the
graduation or to work and to post secondary ECHO9100 Report for the Type 3 Facility and verify
training and education that the students (specifically school-age non-
4. Evidence of additional services as required graduates funded at 1.0FTE):
by the student population (i.e., youth workers,  have undergone an intake process based on the
drug and alcohol counsellors and/or sessions, practice identified by school staff.
etc.)  have an IEP or SLP created by the school which

Page 3 of 20 September 2010 – Revised November 2010 Auditors’ Criteria We are looking What the Audit Program
Initials
for: analysis will
allow us to say:
Non-graduate school-aged students that also clearly defines 1) the objectives for the student, 2)
meet the cr