Source: https://www.scribd.com/document/109000080/Final-Interim-ADM-Report-10052012
Timestamp: 2017-01-21 09:25:16
Document Index: 82753145

Matched Legal Cases: ['§3301', '§3301', '§3313', '§3301', '§3321', '§3321', '§2151', '§3313', '§2151', '§3321', '§3321', '§3321', 'art200', 'arts76', 'art299', '§3301', '§3321', '§3321', '§3317', '§3321', '§3321', '§2151', '§2152', '§3321', '§3321', '§3321', '§3317', '§3317', '§3317', '§3313', '§3317']

Final Interim ADM Report 10052012 | Adequate Yearly Progress | Audit
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The State of 0hioǡ Auuitoi of State
INTERIN Repoit on Stuuent Attenuance Bata anu Accountability System ͺͺ East Bioau Stieetǡ Fifth Flooiǡ Columbusǡ 0hio Ͷ͵ʹͳͷǦ͵ͷͲ͸ Phoneǣ ͸ͳͶǦͶ͸͸ǦͶͷͳͶ oi ͺͲͲǦʹͺʹǦͲ͵͹Ͳ Faxǣ ͸ͳͶǦͶ͸͸ǦͶͶͻͲ www.ohioauditor.gov To the People of the State of Ohio: In response to reports of irregular student attendance, enrollment and withdrawal practices within multiple school districts and a statewide concern over the integrity of the Ohio Department of Education (ODE) accountability and reporting system, the Auditor of State’s Office is conducting an audit in accordance with Ohio Revised Code Section 117.11. This audit will include an objective review and assessment of ODE accountability policies, procedures and data, and local school district attendance, enrollment, withdrawal and reporting practices. This interim report includes the project history; scope, objectives, methodology, and summary of the audit, including results of the assessments and corrective action recommendations to date. This engagement is not a financial or performance audit, the objectives of which would be vastly different. Therefore, it is not within the scope of this work to conduct a comprehensive and detailed examination of local school report cards or Ohio’s Accountability system. Additionally, certain information included in this report was derived from ODE, Information Technology Center (ITC), and school district Student Information System (SIS), which may not be completely accurate. This report has been provided to the ODE and discussed with the schools selected for testing whose results are included within. ODE is encouraged to use the results of this review as a resource in improving its Accountability guidance and compliance monitoring. Additional copies of this report can be requested by calling the Clerk of the Bureau’s office at (614) 466-2310 or toll free at (800) 282-0370. In addition, this report can be accessed online through the Auditor of State of Ohio website at http://www.ohioauditor.gov by choosing the “Audit Search” option. Sincerely, Dave Yost Auditor of State October 4, 2012 Thispageintentionallyleftblank.
1. PROJECTHISTORY.................................................................................................................................5
2. OBJECTIVESANDSCOPE........................................................................................................................6
3. OVERVIEWOFACCOUNTABILITY..........................................................................................................6
4. OVERVIEWOFSTATEWIDESTUDENTIDENTIFIER................................................................................8
5. BREAKINGENROLLMENT...................................................................................................................9
6. SUPPORTROLESINACCOUNTABILITY................................................................................................11
7. USEOFREPORTSANDOTHERDATASOURCES..................................................................................13
8. METHODOLOGY..................................................................................................................................13
9. SUMMARYOFRESULTS.......................................................................................................................15
9.1. SYSTEMICSTATEWIDEISSUES........................................................................................................15
9.2. SCHOOLSWITHEVIDENCEOFSCRUBBING....................................................................................19
9.2.1. COLUMBUSCITYSCHOOLDISTRICT...........................................................................................19
9.2.2. TOLEDOCITYSCHOOLDISTRICT.................................................................................................19
9.2.3. CLEVELANDMUNICIPALSCHOOLDISTRICT...............................................................................20
9.2.4. MARIONCITYSCHOOLDISTRICT................................................................................................21
9.2.5. CAMPBELLCITYSCHOOLDISTRICT.............................................................................................21
9.3. POLICYRECOMMENDATIONSTOOHIODEPARTMENTOFEDUCATION.......................................22
9.4. CONCLUSION...................................................................................................................................25
10. SCHOOLSSELECTEDFORTESTING..................................................................................................25
11. STATUSOFSTUDENTFILETESTINGFORSUPPORTINGDOCUMENTATION..................................31
11.1. TOP100SCHOOLSWITHEVIDENCEOFSCRUBBING......................................................................31
11.2. TOP100SCHOOLSWITHERRORS...................................................................................................35
11.3. TOP100CLEANSCHOOLS...............................................................................................................44
11.4. TOP100SCHOOLSINDETERMINATEASOFTHEDATEOFTHISREPORT.......................................45
11.5. ADDITIONAL28SCHOOLDISTRICTS...............................................................................................46
12. VIEWSOFRESPONSIBLESCHOOLOFFICIALS..................................................................................49
13. APPENDIX........................................................................................................................................49
1. PROJECTHISTORY
TheNoChildLeftBehind(NCLB)Actof2001wassignedintolawonJanuary8,2002.UndertheNCLB
model,aschoolsreportcardspecifiesitsperformanceascomparedtootherschoolsinOhio.Specifically,
theNCLBschoolreportcarddisplaysstudentachievementdatainreading,mathematics,scienceand
othercoresubjectsrequiredbythestatesothatparentsandthepubliccanseehowtheirschoolsare
progressingovertime.Inaddition,thereportcardincludesinformationonstudentattendanceratesand
graduationrates.
Aschoolsperformanceonthereportcardcanbeaffectedbythestudentscountedinthescoring.Ifthe
scoresoflowͲperformingstudentscanbeexcludedfromaparticularschoolsreportcard,theoverall
performanceofthatschoolshowsacorrespondingimprovement.ThiseffectisdescribedinaJuly25,
2012letterfromtheOhioDepartmentofEducationtotheLocklandSchoolDistrictwhichfoundthat
attendancedatahadbeenfalselyreportedandreviseddownwardtheschooldistrictsreportcard
rating.AcopyofthisletterisprovidedintheAppendixofthisreport.
TherearefourcomponentstoOhiosaccountabilitysystem.TheyareStateIndicators,Performanceindex
Score,ValueͲAdded,andAdequateYearlyProgress(AYP).TheStateIndicatorsaregenerallybasedonthe
numberofstateassessmentsgivenoveralltestedgrades.Toearneachindicator,adistrictorschool
needstohaveacertainpercentageofstudentsreachproficientoraboveagivenassessment.Student
testscoresontheOhioAchievementAssessment(OAA)andtheOhioGraduationTest(OGT)areState
Indicatorsforthe2010Ͳ11schoolyear.Thepercentageofstudentspergradeandtestthatwereenrolled
inthedistrictforaFullAcademicYear(FAY)arecountedinthelocalreportcard.Tohaveadaycounted
asanattendancedayformeetingtheFAYcriterion,astudentmustbeenrolledandinattendanceduring
theyearorbeonexpulsionstatusandreceivingservicesfromtheschooldistrict(iftheschooldistricthas
adoptedapolicyasstatedinparagraph(C)ofRule3301Ͳ18Ͳ01oftheOhioAdministrativeCode).
Sometimes,however,allowableeventsoccurthatcausestudentscorestoberemovedfromthelocal
compositeandincludedonlyinthestatewidecompositescore.
UnderNoChildLeftBehind(NCLB),thereareseveralallowablewaysstudenttestscorescanbeexcluded
fromanindividualschoolsreportcardandpushedtotheschooldistrictwideorstatereportcardas
describedinODEsWhereKidsCount(WKC)Methodology.Studentsdonotalwayscountattheschool
inwhichtheyareenrolled.Forexample,whenadistrictmakesthedecisiontoeducateastudentina
locationotherthantheresidentschool,thestudentwillbecountedintheresidentschoolsresults.An
exampleisaschoolthateducatesalloftheLimitedEnglishProficientstudentsinthedistrictbecauseof
expertiseorresourcesinonebuildingthosestudentswillcountintheirresidentschoolsreportcard
results.Conversely,whenaparent,guardian,orthecourtsplaceastudentinanothereducationalsetting,
thosestudentswillcountintheeducatingschoolsreportcardsresultsor,ifinattendanceforlessthanthe
FAY,thosestudentswillbecountedifenrolled.
Ourreportfocusesmainlyonbreaksinenrollmentwhichcausestudenttestscorestobepushedtothe
statewidecompositereportcard.Inthisscenario,thelocalreportcardincludesonlystudentsenrolledfor
theFAY.AstudentmustbeenrolledcontinuouslyatasingleschoolfromtheendofOctobercountweek
toMay10thforgrades3Ͳ8orMarch19thforallothergradestoqualifyforthefullacademicyearof
attendance.Whenalawfulbreakinenrollmentoccurs,schooldistrictspushthestudentstestscoresto
theStatesreportcard.Furthermore,ifastudenttransfersbetweenbuildingswithinthesameschool
district,thestudentstestscoreispushedtotheschooldistrictsoverallreportcard.Schoolsbreak
enrollmentbywithdrawingorenrollingstudentsbetweenOctobercountweekandtheendofthe
academicschoolyear,whichcanoccurroutinelyamongsomeOhiopublicschooldistricts.
Amidthetougheconomicpressuresandrigorousfederalperformancerankingrequirements,some
schoolsareincentivizedtoremovestudentswithhighabsenteeismandlowertestscoresfromtheirlocal
reportcardstoboostperformancemeasuresusedtodeterminegovernmentaidandimproveschool
performancerankings.Infact,someschoolsalsoreceivefinancialbonusesbasedontheschoolsranking.
2. OBJECTIVESANDSCOPE
OnAugust11,2011,Dr.Harris,SuperintendentoftheColumbusCitySchoolDistrictrequestedthatthe
AuditorofState(AOS)reviewthedistrictinternalauditorsfindingthattherewereabsencesdeletedfrom
theColumbusCSDschoolattendancerecords.Dr.HarrisindicatedtheColumbusCSDsinternalauditor
wasmadeawareofthesechangesfromatruancyofficerwhowashandlingacourttruancyfiling.The
truancyofficerdiscoveredtheabsencesoriginallyrecordedinthestudentattendancerecordsforthe
studentsinquestionwerealteredafterchargeshadbeenfiled.AOSmetwithdistrictofficialsnoting
isolatedattendanceirregularitiesandrequestedColumbusCSDcontinuetoinvestigatetheattendance
datainternallyandcontactAOSiffurtherdiscrepancieswerenoted.
Later,onJune15,2012theAOSwasrequestedbyColumbusCitySchoolDistrict(CSD)tomeetwiththeir
internalauditortodiscusstheresultsofaninternalauditonstudentwithdrawalactivityafteranarticle
waspublishedinthelocalnewspaper,TheDispatch.ArepresentativeoftheAOSmetwiththeInternal
AuditoratColumbusCSDsoonthereafter.Additionalallegationsofirregularattendanceandenrollment
practicessurfacedinToledoandODEuncoveredsimilarpracticesinLocklandSchoolDistrict,leadingto
questionsabouttheintegrityofOhiosaccountabilitysystemstatewide.Asaresult,AOSinitiateda
statewidesystematicandobjectiveassessmentofschoolyear2010Ͳ11studentattendanceand
enrollmentsystemsformorethan100schoolbuildingsamong74Ohioschooldistricts.
Thepurposeofthisinitialreviewwasthreefold:(1)toidentifysystemic,andpotentiallyduplicitous,
studentattendanceandenrollmentpracticesamongOhioschools;(2)toproviderecommendationstothe
OhioDepartmentofEducation(ODE)andOhioGeneralAssemblyformakingfuturepolicyandlegislative
improvementstoOhiosAccountabilitysystem;and(3)todeterminewhetherschoolsarescrubbing
enrollmentdatatoimprovetheirlocalreportcardscores.
Thisengagementisnotafinancialorperformanceaudit,theobjectivesofwhichwouldbevastlydifferent.
Therefore,itisnotwithinthescopeofthisworktoconductacomprehensiveanddetailedexaminationof
localschoolreportcardsorOhiosAccountabilitysystem.Additionally,certaininformationincludedin
thisreportwasderivedfromODE,ITC,andschooldistrictSIS,whichmaynotbecompletelyaccurate.
3. OVERVIEWOFACCOUNTABILITY
AdequateYearlyProgress
AdequateYearlyProgress(AYP)originatedfromthefederalNoChildLeftBehind(NCLB)Actof2001.The
federalNCLBrequiresOhiotosetAYPgoalseachyearandraisethebaringradualincrementssothatall
ofOhiosstudentsareproficientonstatereadingandmathematicsassessmentsbythe2013Ͳ2014school
SchoolsmustannuallyreviewtheprogressofeachschoolservedunderTitleI,PartAtodetermine
whethertheschoolhasmadeAYP.Schoolsmustidentifyforschoolimprovementanyschoolthatfailsto
makeAYP,asdefinedbyODE,fortwoormoreconsecutiveschoolyears.Inidentifyingaschoolfor
improvement,ODEmaybaseidentificationonwhethertheschooldidnotmakeAYPbecauseitdidnot
meet(1)ODEsannualmeasurableobjectivesforthesubjector(2)thesameotheracademicindicatorfor
twoconsecutiveyears.
EveryschoolanddistrictmustmeetAYPgoalsthatareestablishedforreadingandmathematics
proficiencyandtestparticipation,attendanceandgraduationrates.AYPdeterminationsfordistrictsand
schoolsarebasedontestparticipationandproficiencyrategoals.Failuretomeetanyoftheproficiency
orparticipationgoals,attendancelevelsorgraduationtargetsresultsinthedistrictorschoolnotmeeting
TheAYPcalculationsareappliedseparatelytoeachbuildingwithinadistrictandthedistrictitself.The
AYPdeterminationforthedistrictisnotdependentontheAYPstatusofeachofthebuildings(e.g.
BuildingAmetAYPandBuildingBmetAYPsothedistrictmetAYP).Insteadthecalculationsareapplied
againtodistrictleveldata(e.g.BuildingAhad20outof50studentswhowereproficientoraboveand
BuildingBhad35outof60studentswhowereproficientorabove,sotheDistricthad55outof110
studentswhowereproficientorabove).Therefore,itispossibleforbuildingswithinadistricttomeet
AYPwhilethedistrictitselffailstomeetAYP.
AschoolordistrictcanmissAYPandearnExcellentorEffectivedesignationsforonlytwoconsecutive
years.WiththethirdyearofmissingAYP,theschoolordistrictdesignationdropstocontinuous
improvementatwhichpointtheschooldistrictmusttakecorrectivemeasuresincluding,butnotlimited
to,restructuring.
Everyschoolyear,thousandsofstudentschangeschoolsforavarietyofreasons.Whilefamilieslivingin
povertyhavethehighestmobilityrates,fosterchildrenandchildreninmilitaryfamiliesalsomove
frequently.Mobilitycannegativelyaffectastudentslearning,achievement,socialsupports,physicaland
mentalhealth.Sinceschoolsaregradedbasedonstudentachievement,attendanceandgraduation,akey
questionfortheAccountabilitysystemis:whichschooldomobilestudentsbelongtoforscoring
Thisquestionisactuallyaseriesofquestionsandismorecomplexthanitmightatfirstappear.The
answersaregovernedbytheWhereKidsCount(WKC)rules.TheFullAcademicYearruleisaspecific
WKCrulethatstateshowlongastudentmustbeenrolledinaschoolordistrictfortheirtestscoreto
counttowardthatentity.
StudentswhocounttowardaresidentdistrictorschooldesignationunderOhiosaccountabilitysystem
arethosewho:
x Metthefullacademicyearcriterion(i.e.,thestudentwasenrolledandfundedduringthe
Octoberfundingcountweekandcontinuouslyenrolledthroughthespringtestadministration).
x AttendedaJVSD,ESC,orPostsecondaryInstitutionandmettheFullAcademicYearcriteriaat
thedistrictlevel.
x Enrolledinaspecialeducationcooperativeprogrameducatedatanotherdistrictandmetthe
FullAcademicYearcriteriaattheeducatingdistrict.
However,asdescribedearlierinthisreport,studentsdonotalwayscountattheschoolinwhichtheyare
enrolled.StudentsthatarecourtͲorparentͲplacedintoaninstitutionwithinthedistrictorstateschool
willnotcountatthebuildingordistrictlevel.Studentsthatonlyreceiveservicesfromadistrictdonot
countintheaccountabilitycalculationsforthereportingdistrictorbuilding.Examplesofastudentwho
onlyreceivesserviceswouldbeonewhoparticipatesinlatchkeyprogramsorastudentthatisnot
enrolledbutreceivescareerͲtechnicalevaluationservices.
FlexibilityWaiver
OhiooperatesunderaflexibilityagreementwithUSDOEpursuanttosection9401ofthefederalESEA.
ThisagreementpermitsOhiotoincludeitsdifferentiatedaccountabilitymodelaspartofitssystemof
interventionsthroughthe2011Ͳ12schoolyear,unlessreauthorizationoftheESEAchangesthe
requirementsonwhichOhiosmodelisbased.Aspartofthisflexibilityagreement,Ohiomustagreeto
certainconditionsdetailedintheU.S.DepartmentofEducations(USDOE)August2008ConditionLetter.
ShouldOhiofailtosatisfytheseconditions,orshoulditfailtoremaineligibletoparticipateinthepilot,
USDOEmayterminatethisflexibility.
Despitetheaforementionedwaiver,however,studentattendanceandenrollmentremainanintegralpart
ofOhiosAccountabilitysystemandthelocalreportcards.
4. OVERVIEWOFSTATEWIDESTUDENTIDENTIFIER
TheStatewideStudentIdentifier(SSID)SystemisthecornerstoneofODEsstudentͲlevelEducation
ManagementInformationSystem(EMIS),astatewidedatacollectionsystemforOhio'sprimaryand
secondaryeducation,includingdemographic,attendance,courseinformation,financialdataandtest
results.TheSSIDSystemassignsauniqueidentifiertoeverystudentreceivingservicesfromOhiospublic
schools.ThiscodewillfollowstudentsastheymovewithinandbetweenOhiodistricts,enabling
studiesofstudentprogressandperformancetrendsovertime.Thesystemhasthefollowingfunctions:
 Preventstheidentificationofactualstudentnames,socialsecuritynumbers,orother
personaldatathatcouldbreachindividualconfidentiality.
 Storesmatchingdataandassociatedstudentidentifiercodethroughoutthecourseofeach
childseducation.
 FacilitatesassignmentofindividualSSIDsormassassignmentofSSIDsthroughbatch
processingoranonline,webservice.
FederalFamilyEducationalRightsandPrivacyAct(FERPA),20U.S.C.1232(g),andOhioRev.Code
§3301.0714giveguidanceregardingproperandimproperpracticeforrecordsmaintenanceandtransfer.
OhiolawrestrictsODEaccesstocertainpersonallyidentifiablestudentinformation.ORC§3301.0714
states,theguidelinesshallprohibitthereportingunderthissectionofastudentsname,address,and
socialsecuritynumbertothestateboardofeducationorthedepartmentofeducation.TheSSIDSystem
doesnotreplaceadistrictsstudentinformationsystemsoftware,norisittheentiretyofthestudentlevel
EMIS.ItisaduplicativesystemdesignedtoconnectthedistrictsstudentsoftwaresystemtoODEs
studentlevelEMISdatabase.PursuanttotheaforementionedOhiolaw,ODEusesonlytheSSID,inlieu
ofpersonallyidentifiablestudentinformation,forEMISreportingpurposestoprotecttheprivacyof
studentrecords.Onlyschooldistrictscanaccessthecrosswalkthatlinkspersonallyidentifiablestudent
informationtotheSSIDreportedtoODEinEMIS.Inadditiontothecomplicationsnotedherein,Ohios
systemcreatesduplicativecoststhatwillbereportedinthisofficesseparate,ongoingperformanceaudit
ofODE.
PerthefederalMissingChildAct(28USC534)andOhioRevisedCode§3313.672,schooldistrictsare
requiredtoobtainreliableidentificationfromparentsuponenrollmentinpublicschools.Thiscanbe
obtainedfrombirthcertificates,passports,orimmigrationforms,forexample.OhioRevisedCode
§3301.0714(D)(2)furtherprovidesthefollowingguidance:
Eachschooldistrictshallensurethatthedataverificationcodeisincludedinthestudents
recordsreportedtoanysubsequentschooldistrictorcommunityschoolinwhichthestudent
enrollsandshallremoveallreferencestothecodeinanyrecordsretainedinthedistrictor
schoolthatpertaintoanystudentnolongerenrolled.Anysuchsubsequentdistrictorschool
shallutilizethesameidentifierinitsreportingofdataunderthissection.
ODEprovidesverificationreportstodistrictsthatwillassistindeterminingwhethertwostudentshave
beenassignedthesameSSID.ThesereportswillspecifywhetherSSIDsaremissing,invalid,orhave
potentiallybeenusedformultiplestudents.
TheonlyreasontodeleteaSSIDisifitisfoundtobeaprovenduplicateSSID.Ifastudentmovesoutof
state,transferstoaprivateschool,dies,withdrawsorgraduates,theSSIDshouldnotbedeleted.
Generally,arecorddeletionactuallydeactivatestheSSIDfromtheproductionSSIDdatabasesothatitcan
nolongerbeused.ODEcautionsschooldistrictsthatunlessthedeletionisconductedaspartofasystemͲ
wideduplicatecleanͲupprocess,schooldistrictsshouldconferwithotherreportingentitiesusing
differentSSIDsforthesamestudentpriortomakingthedeletion.Ifadeletionisconductedinerror,
schooldistrictsmaycontactIBMforassistanceinreͲactivatingtherecord.
5. BREAKINGENROLLMENT
Theschoolreportcardperformancemeasures,andrewardsandsanctions,associatedwithOhios
accountabilitysystemhavechangedovertime.Theincentivestocreateattendancebreakshavegenerally
increasedovertimeastheconsequencesforpoorperformancebecamemoresevere.
Theprocessofcreatingbreaksinenrollmententailsadmittingorwithdrawingstudentsaftertheofficial
OctoberAverageDailyMembership(ADM)countweek.Thefollowingarevalidreasonstocreatea
breakinenrollmentpursuanttoChapter2ofthe2011ODEEMISManual:
36 WithdrewfromPreschool;Preschoolstudenthaswithdrawnfromthe
preschoolprogram(foranyreason)
37 WithdrewfromKindergarten;Kindergartenstudenthaswithdrawn
becauseithasbeendeemedtobeinthebestinterestofthestudentif
he/shewaitsonemoreyearuntilstartinghis/herkindergarten
experience;mayonlybeusedbystudentsinkindergarten.
40 TransferredtoAnotherSchoolDistrictOutsideofOhio;Transcript
requestonfile.
41 TransferredtoAnotherOhioSchoolDistrict;Local,ExemptedVillage,or
City,transcriptrequestonfile.
42 TransferredtoaPrivateSchool;Transcriptrequestonfile,i.e.,Ed
Choicestudents.
43 TransferredtoHomeSchooling;Superintendentsapprovalonfile.
45 TransferredbyCourtOrder/Adjudication;IfCourthasdesignateda
publicdistrictotherthanyoursasdistrictresponsibleforpayingforthe
education.TheresidentdistrictshouldnotwithdrawANYstudents
placedintotheDepartmentofYouthServices.
46 TransferredoutoftheUnitedStates
47 WithdrewPursuanttoYodervs.Wisoncsin
48 Expelled
51 VerifiedMedicalReasons;Doctorsauthorizationonfile.
71 WithdrawDuetoTruancy/Nonattendance
72 PursuedEmployment/WorkPermit;SuperintendentApprovalonfile.
73 Over18YearsofAge
74 Moved; Notknowntobecontinuing.
75 StudentCompletedCourseRequirements butdidNOTpassthe
appropriatestatewideassessmentsrequiredforgraduation.Inthecase
ofastudentonanIEPwhohasbeenexcusedfromtheindividual
consequencesofthestatewideassessments,usingthiscodeindicates
thatthestudentcompletedcourserequirementsbutdidnottakethe
appropriatestatewideassessmentsrequiredforgraduation.
99 CompletedHighSchoolGraduationRequirements;Studentcompleted
courserequirementsandpassedtheappropriatestatewideassessments
requiredforhighschoolgraduation.InthecaseofastudentonanIEP
whohasbeenexcusedfromtheindividualconsequencesofthe
statewideassessments,usingthiscodeindicatesthatthestudent
completedcourserequirementsandtooktheappropriatestatewide
assessmentsrequiredforhighschoolgraduation.
Withregardtotruancy,schoolsarepermittedtowithdrawstudentsonlyafterappropriatedueprocess.
Thestatutesprovideseveralproceduralstepswhichschoolsmustfollowindealingwithviolationsofthe
compulsoryattendancelaws.OhioRev.Code§3321.19and3321.20requireschoolstogivepriorwarning
ofthelegalconsequencesoftruancytotheparentorguardianofthetruantchild.Whenanychildof
compulsoryschoolageisnotattendingschoolandisnotproperlyexcusedfromattendance,theschool
mustnotifytheparentorguardianwhomustthereaftercausethechildtoattendtheproperschool(Ohio
Rev.Code§3321.19).
Specialprovisionsofthelawapplytoanystudentwhoisconsideredtobeeitherahabituallytruantora
chronictruant.OhioRev.Code§2151.011defineshabitualtruantasaschoolͲagechildwhoisabsent
fromschoolwithoutlegitimateexcuseforfiveormoreconsecutivedays,sevenormoredaysinaschool
month,or12ormoreschooldaysinaschoolyear.OhioRev.Code§3313.62definesaschoolmonthas
fourschoolweeks.OhioRev.Code§2151.011and2152.02defineachronictruantasaschoolͲagechild
whoisabsentfromschoolwithoutlegitimateexcuseforsevenormoreconsecutivedays,tenormore
daysinaschoolmonth,or15ormoredaysinaschoolyear.
Ifaparent,guardian,orothercustodianofahabitualtruantfailstocausethechildsattendanceat
school,theboardofeducationmayproceedwithaninterventionstrategyinaccordancewithitsadopted
policy,mayinitiatedelinquencyproceedings,orboth(OhioRev.Code§3321.19).Eachboardisrequired
underOhioRev.Code§3321.191toadoptapolicytoguideemployeesinaddressingandamelioratingthe
habitualtruancyofstudents.Iftheboardhasestablishedanalternativeschool,assignmenttothe
alternativeschoolmustbeincludedinthepolicyasaninterventionsstrategy.
OhioRev.Code§3321.19requiresthatuponthefailureoftheparent,guardian,orotherpersonhaving
careofthechildtocausethechildsattendanceatschool,ifthechildisconsideredanhabitualtruant,the
boardofeducationoftheschooldistrictorthegoverningboardoftheeducationalservicecentershalldo
eitherorbothofthefollowing:
(1)Takeanyappropriateactionasaninterventionstrategycontainedinthepolicydevelopedby
theboardpursuanttosection3321.191oftheRevisedCode;
(2)Fileacomplaintinthejuvenilecourtofthecountyinwhichthechildhasaresidenceorlegal
settlementorinwhichthechildissupposedtoattendschooljointlyagainstthechildandthe
parent,guardian,orotherpersonhavingcareofthechild.Acomplaintfiledinthejuvenilecourt
underthisdivisionshallallegethatthechildisanunrulychildforbeinganhabitualtruantorisa
delinquentchildforbeinganhabitualtruantwhopreviouslyhasbeenadjudicatedanunrulychild
forbeinganhabitualtruantandthattheparent,guardian,orotherpersonhavingcareofthe
childhasviolatedsection3321.38oftheRevisedCode.
Uponthefailureoftheparent,guardian,orotherpersonhavingcareofthechildtocausethechilds
attendanceatschool,ifthechildisconsideredachronictruant,theboardofeducationoftheschool
districtorthegoverningboardoftheeducationalservicecentershallfileacomplaintinthejuvenilecourt
ofthecountyinwhichthechildhasaresidenceorlegalsettlementorinwhichthechildissupposedto
attendschooljointlyagainstthechildandtheparent,guardian,orotherpersonhavingcareofthechild.A
complaintfiledinthejuvenilecourtunderthisdivisionshallallegethatthechildisadelinquentchildfor
beingachronictruantandthattheparent,guardian,orotherpersonhavingcareofthechildhasviolated
section3321.38oftheRevisedCode.
Attendanceandstudentperformancearehighlycorrelated.
Withdrawingstudentswithsignificant
absencescouldimproveaggregateproficiencyratesonaverage.Thus,evenhighschools(whoseother
AYPindicatoristhegraduationrate,asopposedtotheattendancerate)havelonghadincentivesto
withdrawchronicallyabsentstudents.Thispointalsoimpliesthatschoolsanddistrictsneednotbe
particularlysavvytotakeadvantageofattendancebreaks.Inparticular,theyneednotwaituntilthey
receivepreliminaryresultsfromtheODEtobenefitfromchangestoattendancedata.Thus,withdrawing
justafewstudentsfromasubgroupcouldallowaschooltoavoidtheadverseconsequencesofAYP
failureduetoarelativelylargenumberoflowͲachievingstudents.BecauseNCLBsAYPfocusesonreading
andmathematicstestresults,schoolsanddistrictshaveespeciallystrongincentivestowithdrawstudents
whoscoredpoorly(orwereexpectedtoscorepoorly)onthosetests.
Italsoisimportanttounderstandthatschoolsanddistrictspotentiallystoodtogainbyimprovingtheir
testandattendanceoutcomes,regardlessoftheirdemographiccharacteristicsandachievementlevels.
Ohiosmechanismforlabelingschoolsprovidedanumberofcomplicatedwaystoreachthepublicized
designations.Asaresult,improvementonanyreportcardindicatorcouldbepivotal(e.g.,in
demonstratingthetypeofimprovementassociatedwithNCLBssafeharborprovision,schoolsand
districtscouldavoidhavingtomeetaproficiencylevelifsufficientimprovementwasshown).
Additionally,therehavebeenrewardsandsanctionsassociatedwitheachofthesepotentialdesignations,
rangingfrompublicshamingandlevyproblems,tostateandfederalrewardsandsanctions.
6. SUPPORTROLESINACCOUNTABILITY
RoleofODE
PursuanttoOhiosorganizationalstructure,ODEmustensurecompliancewithstatewidepolicyby
outliningAccountabilityandotherrequirementsoffederalandstatelawssothatthestate,districts,
schoolbuildings,andschoolboardscanincorporatetheserequirementsintotheirfamilyinvolvement
Roby,DouglasE.ResearchonSchoolAttendanceandStudentAchievement:AStudyofOhio
Schools.EducationalResearchQuarterlyavailableathttp://www.eric.ed.gov/PDFS/EJ714746.pdf
Gottfried,MichaelA.EvaluatingtheRelationshipBetweenStudentAttendanceandAchievement
inUrbanElementaryandMiddleSchools:AnInstrumentalVariablesApproach.American
EducationalResearchJournalavailableat:
http://69.8.231.237/uploadedFiles/Divisions/School_Evaluation_and_Program_Development_(H
)/Awards/Cat_2_GOTTFRIED_ONLINE_FIRST.pdf
Lamdin,DouglasJ.EvidenceofStudentAttendanceasanindependentVariableinEducation
ProductionFunctions.TheJournalofEducationalResearchavailableat:
http://www.gb.nrao.edu/~sheather/new%20lit/ContentServer.pdf
policies.Inthisrole,ODEmustcommunicatepolicytodistricts,buildings,schoolboardsandstakeholder
groups;monitordistrictsforcompliance;andprovidesupportandinfrastructureforcontinued
implementationoffederalandstatefamilyandcommunityengagementpolicies.Inaddition,ODE
policiesshouldincludeevidenceͲbasedguidanceforimplementation.
ODEalsoprovidesexperttechnicalassistanceandsupporttofacilitatethedevelopmentandcontinuous
improvementofprogramsforschool,familyandcommunitypartnerships.
Inthiscapacity,asdescribedinODEsRecommendedRolesandResponsibilitiesforSupportingSchool,
Family,andCommunityPartnerships,ODEmust:
x Provideadequatestafftomonitorcomplianceoffederalandstatelawsandpolicies;
x SecureadequatefundingforsupportingstateͲlevelgoalsandprovideguidancefordistrict
allocationoffunding;
x Allocatefundsforstafftodeveloptoolsandresources,andtoconductcompliancereviews;and
x Provideguidancetodistrictsintheuseoffederalentitlementfunds,statefundsandother
fundingsourcesavailableforsupportingschool,familyandcommunitypartnerships.
Asdescribedearlierinthisreport,EMISisODEsprimarysystemforcollectingstudent,staff,course,
program,andfinancialdatafromOhiospublicschools.ThedatacollectedviaEMISareusedtodetermine
bothstateandfederalperformanceaccountabilitydesignations,producethelocalreportcards,calculate
andadministerstatefundingtoschooldistricts,determinecertainfederalfundingallocations,andmeet
federalreportingrequirements.ThedatacollectedthroughEMISprovidethefoundationforOhiosͲsoonͲ
toͲbedevelopedPͲ20StatewideLongitudinalDataSystem,intendedtomeetalloftheAmerica
COMPETESActelements.Also,ODElaunchedanewlyredesignedEMISsystem(EMISͲR)inJanuary2012.
EMISͲRisintendedtoprovideenhancedsystemfunctionalitythatwillimprovethetimelinessandquality
ofthedatawhilesimplifyingtheprocess.
RoleofInformationTechnologyCentersandStudentInformationSystemVendors
Thereare23governmentalcomputerserviceorganizationsservingmorethan1,000educationalentities
and1.8millionstudentsinthestateofOhio.Theseorganizations,knownasInformationTechnology
Centers(ITCs),andtheirusersmakeuptheOhioEducationComputerNetwork(OECN)authorized
pursuanttoSection3301.075oftheRevisedCode.
ITCsprovideinformationtechnologyservicestoschooldistricts,communityschools,jointvocational
schools(JVS)/career&technical,educationalservicecenters(ESCs)andparochialschools;however,not
allschoolssubscribetothesameservices.Thereforesoftwareapplicationscanvarybetweenschools,
eveniftheyaremembersofthesameITC.
Asnotedearlier,notallschoolsuseanITC.Typicallylargerschooldistricts,suchasColumbusCSDand
ClevelandMSD,maintaintheirowninͲhousedatacenters.
SchoolsuseSISsoftwareapplicationstoelectronicallymanagestudentdata.Thereareapproximately26
differentSISapplicationsdevelopedbyvariousvendorsusedbyschoolsinthestateofOhio.SIS
applicationsaresometimesdistributedbyanITC,butnotalways.Someschoolscontractwithavendor
directlytoobtainaSISapplicationordeveloptheirownSISinhouse.SISapplicationsareusedto
electronicallystoreinformationrelatedto:
 Studentdemographics
 Studentscheduling
 Studentattendance
 Studentregistration/enrollment
 Studentwithdrawal
 Studentgrades
 Studenttestscores
7. USEOFREPORTSANDOTHERDATASOURCES
Tocompletethisreport,auditorsgatheredandassesseddatafromtheselectedschooldistricts;
conductedinterviewswithUSDOE,ODE,ITCs,SISvendors,anddistrictpersonnel.Datafromexternal
sources,suchastheSISvendors,werenottestedforreliability.
Wealsousedthefollowinggoverningsourcestoassistinourreview:
x FederalFamilyEducationalRightsandPrivacyAct(FERPA),20U.S.C.1232(g)
x IndividualswithDisabilitiesEducationAct(IDEA),(Pub.L.No.108Ͳ446;20USC1400etseq.)
x NoChildLeftBehindActof2001
x TitleI,PartAoftheElementaryandSecondaryEducationAct(ESEA),asamended(Pub.L.No.
107Ͳ110(20USC6301through6339and6571through6578)
x AmericanRecoveryandReinvestmentAct(ARRA)
x TitleIprogramregulationsat34CFRpart200
x 2011OMBComplianceSupplement
x TheEducationDepartmentGeneralAdministrativeRegulations(EDGAR)at34CFRparts76,77,
81,82,98,and99
x Certainrequirementsof34CFRpart299(GeneralProvisions)
x OhioRevisedCode(ORC)§3301.0714
x ODE2011EMISManual
ReportcarddataaresubmittedtoODEbyeachschooldistrict.Thereportcarddataarefilteredthrougha
specialsetofODEbusinessrulesusedtogetthemostaccuratedatafortheaccountabilitycalculations.
Forexample,theFAYrulelimitsthesetofstudentswhosedataareusedintheproficiencycalculationsto
thosewhohavebeenintheschoolordistrictthemajorityoftheyear.Inmostschoolsanddistricts,thisis
asubsetofthestudentsthatareactuallyenrolledontestingday.Whentryingtoshowtheinstructive
effectivenessofaschoolordistrict,itmakessensetolimitthepopulationtothosestudentswhowere
actuallyintheschoolordistrictthemajorityoftheyear.ManyotherODEbusinessrulesarealsoapplied
togetthedatathatbestrepresentwhatishappeningineachschoolanddistrict.
ThedataonaschoolordistrictsreportcardisreportedtoODEthroughEMIS(EducationManagement
InformationSystem)bythedistrictsEMIScoordinatoroveraseriesofreportingperiodsthroughoutthe
year.Themajorityofdataforthelocalreportcardsaresubmittedoverthecourseofeightweeksduring
thesummer.Thedataisextractedfromtheschoolanddistrictstudentinformationsystems(SIS)andsent
toODEthroughtheschooldistrictsInformationTechnologyCenter(ITC)ordatacenteriftheydonot
haveacontractedserviceagreementwithanITC.Theschoolsdonotuseauniformdistrictstudent
informationsystem.Newdatacanbesenteachweekifdistrictschoose.Eachweekfollowingdata
submission,aseriesofdataverificationreportsaresentfromODEtodistrictEMIScoordinatorsandITCs.
ThesereportsareintendedtohelpEMIScoordinatorsandITCsensurethatthedatawasuploaded
accuratelyandsuccessfully.However,inpractice,duetothefacttheprojectionsintheSecureData
CentershowschoolanddistrictdesignationswithoutthevalueͲaddedcomponent,whichcanonly
improveaschoolordistrictsdesignation,thesereportsprovideschoolsanddistrictswithincentiveand
opportunitytoscrubtheirattendanceandenrollmentdatasubmissionstoimprovereportcardresults.
Amidtheseconcernsandafterirregularenrollmentandattendancepracticeswerediscoveredinthe
Columbus,Toledo,andLocklandschooldistricts,theAOSinitiatedastatewideanalysisofschool
attendancerecordstodeterminewhetherOhioschoolsmanipulatedtheirenrollmentandattendance
numbersinordertoboosttheirperformance(i.e.,scrubbing)andtodetermineifotherproblemsexisted
intheEMISreportingprocess.
Forthisfirstphaseoftesting,AOSinitiallyselected100schoolswiththehighestnumberofstudentsthat
tooktheassessmenttestsandwhosetestscoresweresubsequentlypushedtothestatebasedonabreak
inenrollmentorchangeintheWKC.However,AOSnotedtwodistricts,ColumbusCitySchoolDistrictand
ClevelandMunicipalCitySchoolDistrict,hadalargenumberofschoolsincludedintheinitialselection.In
anefforttoachievemorediversecoverageinOhioschoolsselectedforinitialtesting,AOSnarrowedthe
schoolsintheColumbusCSDandClevelandMSDtoonlytenand15schools,respectively,basedonthe
schoolswiththegreatestnumberofstudentspushedtothestatesreportcard.Furthermore,AOS
selectedanadditional28schooldistrictstoincludeinitstestingsample.Thegoalofthefirstphaseof
testingwastoobtainageneralunderstandingofhowtheEMISsystemoperatesandhowschoolsmight
usebreaksinenrollmenttoimprovereportcardresults.Thedatacollectedfromthistestingwillbeused
todeterminethemosteffectiveandefficienttestingapproachtoaddressthesecondphaseoftheAOS
reviewtestingapproximately3,400schools.
AOSperformedthefollowingproceduresforeachoftheselectedschoolsordistricts:
x Reviewedschoolsenrollment,attendance,andwithdrawalpoliciesandpractices.Eachboardis
requiredunderOhioRev.Code§3321.191toadoptapolicytoguideemployeesinaddressing
andamelioratingthehabitualtruancyofstudents.Forexample,iftheboardhasestablishedan
alternativeschool,assignmenttothealternativeschoolmustbeincludedinthepolicyasan
interventionsstrategy.
x Tracedbreaksinstudentenrollmenttosupportingattendancerecordstodetermine
reasonablenessandtimelinessofbreaksinenrollment.PursuanttoODEs2011EMISManual
Chapter2,StudentData,supportingattendancerecordsshouldinclude,butnotbelimitedto:
o Notesandotherverificationinformationrelativetoexcusedabsencesandtardiness;
o Authorizedmedicalexcuses;
o Expulsionnotificationstostudentsandparentsorguardians;
o Telephoneandmeetinglogsdescribingnatureandtimingofcontactwithstudent
parentsorguardiansandreasonsforabsence;
o Noticestoparents,guardians,andtruancyofficersdemonstratingdueprocessunder
OhioRev.Code§3321.191andtheboardͲapprovaltruancypolicies;
o Courtandparent/guardianordersforstudentplacementinhomesorinstitutions;
o Transcriptrequestsfromotherschooldistrictssupportingstudentmobility;
o Evidencethatthestudentcompletedcourserequirementsbutdidnottakethe
appropriatestatewideassessmentsrequiredforgraduation;
o Evidencethatthestudentis18yearsoldandnolongerunderthepurviewofthe
CompulsoryEducationAct;and
o OthersourcedocumentssuchaslistsofLimitedEnglishProficient(LEP)students,
studentsinopenenrollment,studentsattendingclassesatanEducationalService
Center(ESC),CareerTechnicalPlanningDistrict(CTPD),orJointVocationalSchool(JVS),
andstudentsenrolledinPostͲSecondaryEnrollmentOptions(PSEO).
Allexcusesfromparents,andotherdocuments,regardlessofformatorcondition,become
officialattendancerecords.OhioRev.Code§3317.031requiresthe,membershiprecordshall
bekeptintactforatleastfiveyearsandshallbemadeavailabletotheStateBoardofEducation
oritsrepresentativeinmakinganauditoftheaveragedailymembershiporthetransportation
ofthedistrict.Membershiprecordencompassesmuchmorethanjustattendancerecords.
Asdefinedinstatute,itincludes:name,dateofbirth,nameofparent,dateenteredschool,
datewithdrawnfromschool,dayspresent,daysabsent,andthenumberofdaysschoolwas
openforinstructionwhilethepupilwasenrolled.
9. SUMMARYOFRESULTS
ThefollowingisasummaryofAOStestingresultsoverenrollmentforthe2010Ͳ11schoolyearonselected
schoolsandschooldistrictstodate.
9.1. SYSTEMICSTATEWIDEISSUES
LackofWrittenAttendancePolicies
TheNCLBActandESEAincludeFederalflexibilitiesandpoliciestoStatesfordesigningtheirownstudent
attendancerequirements,whicharenotstatic.TheU.S.Congressfeltstatesshouldhaveflexibilityto
determinetherequirednumberofschooldaysinaschoolyearanddeveloptheirowntruancyprocesses.
However,withdrawingtruantstudentswithoutadjudicationtoimprovethereportcardwasclearlynot
theintentoftheU.S.Congress.TheNCLBandESEAalreadyincludefactorstotakeintoconsideration
thelawofaveragesbyremovingtheworstandbeststudentsinschoolbuildingsanddistrictsfrom
significantreportcardcomputationssothatnoschoolbuildingordistrictispenalizedorrewardedfor
itsoutliers.
OhioRev.Code§3321.19definestruancyandempowersOhioschoolgoverningboardstoadopttheir
ownpoliciesforinterventionandwithdrawalofstudents.Ifaparent,guardian,orothercustodianofa
habitualtruantfailstocausethechildsattendanceatschool,theboardofeducationmayproceedwith
aninterventionstrategyinaccordancewithitsadoptedpolicy,mayinitiatedelinquencyproceedings,or
both.EachboardisrequiredunderOhioRev.Code§3321.191toadoptapolicytoguideemployeesin
addressingandamelioratingthehabitualtruancyofstudents.Iftheboardhasestablishedanalternative
school,assignmenttothealternativeschoolmustbeincludedinthepolicyasaninterventionstrategy.
Currently,whilecertainschoolassociationorganizationsprovidesamplepolicies,ODEdoesnothave
writtenbusinessrulesthatprovidespecificpoliciesordirectiontoschoolboards.Basedontheintentof
thestateandfederalstatutesthatfollow,itisclearthatschoolboardsshouldimmediatelynotifystudents
andtheirparentsorguardiansthatthestudentisdeemedtruant,provideanopportunityforintervention,
counseling,truancypreventionmediation,andparentalinvolvementprograms;notifytheRegistrarof
MotorVehicles,ifapplicable;takeappropriatelegalaction;andassignthestudenttoanalternative
schoolpriortoaschoolwithdrawingthestudentduetotruancy.Additionally,OhioRev.Code3321.13
(B)(2)requirestheSuperintendentdevelopadministrativeguidelinesthatestablishproperproceduresso
thestudentandhis/herparentsareprovidedtheopportunitytochallengetheattendancerecordpriorto
notificationandwithdrawalofstudents.
TheconceptofdueprocesspriortowithdrawaloftruantstudentsisfurtheremphasizedbytheNLCBAct
andIDEA.TheNCLBActrequireseveryTitleIeligiblechildbeservedundertheprogram.Withdrawing
studentspriortoreceivingdueprocessinaccuratelyinflatestheschoolsAYPreportcardrating,which
resultsinanunderstatementofTitleIallocationstotheeligiblebuildingswithinaschooldistrict.
OverstatementandunderstatementofTitleIallocationscanimpactfederalfundinginotherfederal
programssinceODEmustuseTitleIfundingallocationstodistributeahostofotherFederalprogramsto
schools,suchasthefederalPerkinsCareerTechnicalfundingforexample.
Similarly,IDEArequiresschooldistrictsprovideanalternativesettingfortheeducationofstudentsthat
arelegitimatelytruant.Failuretoprovideanopportunityfortruantstudentstoreceiveanalternative
meansofeducationisafundamentalviolationoftheintentofIDEA.
AOSidentifiedsystemicconcernsregardingthewithdrawalofstudentsduetotruancywithoutcourt
adjudication.Whilemostschoolshadwrittenpoliciesfortruancy,thesepolicieswereincomplete,lacked
clearlydefinedproceduresforwithdrawal,orcontravenedthedueprocessproceedingsfortruant
students.RefertoSections11.1and11.2forlistsofthetop100schoolswithsystemicandepisodic
issues,respectively,andSection11.5fortheresultsoftestingfortheadditional28schooldistricts
pertainingtoincompleteorpoorlydefinedstudentwithdrawalpolicies.
Thelackofclearlydefinedwrittenproceduresfortruancyandwithdrawalofstudents,includingspecified
dueprocessforstudentsandparentsandstrategiesforintervention,priortoastudentswithdrawalfrom
aschoolsreportcardcreatesinconsistenciesinthelocalreportcardratings.Additionally,sinceschools
receivefederalawardallocationsbasedbothonU.S.Censusdataandtheircorrespondingschoolreport
cardrankings,withlowerrankingschoolsreceivingahigherpercentageofavailablefederalfunding,a
schoolsfailuretocountallstudentsbeingeducatedwithintheschoolneglectsstudentsthathavearight
tobeservedbyfederalprograms.
LackofDueProcessPriortoWithdrawal
fourschoolweeks.OhioRev.Code§2151.011and§2152.02defineachronictruantasaschoolͲage
childwhoisabsentfromschoolwithoutlegitimateexcuseforsevenormoreconsecutivedays,tenor
moredaysinaschoolmonth,or15ormoredaysinaschoolyear.
policy,mayinitiatedelinquencyproceedings,orboth,pursuanttoOhioRev.Code§3321.19.Eachboard
isrequiredunderOhioRev.Code§3321.191toadoptapolicytoguideemployeesinaddressingand
amelioratingthehabitualtruancyofstudents.Iftheboardhasestablishedanalternativeschool,
assignmenttothealternativeschoolmustbeincludedinthepolicyasaninterventionsstrategy.
Iftheparent,guardian,orothercustodianofachronictruantfailstocausethechildsattendanceat
school,theboardmustproceeddirectlywiththefilingofdelinquencyproceedingsinthejuvenilecourtby
filingacomplaintjointlyagainstthestudentandtheparent,guardian,orothercustodiantohavethechild
declaredadelinquentchildbyreasonofsuchtruancyOhioRev.Code§3321.19.
Achildisnottruantuntilacourtadjudicatesthechildtruantunderthestatutesnotedabove,and
therefore,cannotbewithdrawnfromaschoolforreasonoftruancypriortothecourtsadjudication.
However,fortheschoolstestedasofthedateofthisreport,AOSfoundthefollowingschoolshad
systemicweaknessesintheapplicationofdueprocessandwithdrewstudentswithoutcourt
determinationoftruancy:
x CampbellCSD,IRN043703
x ClevelandMSD,IRN#043786
x ColumbusCSD,IRN#043802
x ToledoCSD,IRN#044909
Asaresult,thedistrictandbuildingreportcardscouldpotentiallybemisstatedduetothesestudents
beingsenttotheStatesreportcardwithoutcourtdeterminationoftruancy.RefertoSections11.1and
11.2forlistsofthetop100schoolswithsystemicandepisodicissues,respectively,andSection11.5for
theresultsoftestingfortheadditional28schooldistrictspertainingtoincompleteorpoorlydefined
studentwithdrawalpolicies.
MaintainingOfficialStudentAttendanceRecords
TheFamilyEducationalRightsandPrivacyLaw(FERPA),20U.S.Code,protectstherightsofstudentsand
theirparentsregardingconfidentiality,accesstoinformationandentitlementtoadueprocesshearingifa
disagreementarises.ParentsandeligiblestudentsmustbenotifiedannuallyoftheirrightsunderFERPA.
Amongotherthings,thislawrequiresthataschoolmustmaintain:(1)alogofrequestsforaccessto
informationfromeducationrecordsaslongastherecordsthemselvesaremaintained;(2)parental
statementscommentingonstudentrecordsaslongastherecordsaremaintained;and(3)educational
recordsforwhichthereisanoutstandingrequestbyaparenttoinspectorreview.
IDEA,20U.S.C.1400,providesallstudentswithaFreeAppropriatePublicEducation(FAPE).Regarding
studentrecords,IDEAprovidesparentswiththerighttorequestthatschoolofficialsdestroyrecords
whicharenolongerneeded.
Section427ofGeneralEducationProvisionsAct(GEPA),20U.S.C.1232f.,requirespublicschoolentitiesto
includeintheirapplicationsforFederalfundsanexplanationofhowitsprogramwillensureequitable
accessforstudents,teachers,andotherprogrambeneficiarieswithspecialsneeds.Thislawstatesthat
recipientsoffederalfundsmustretainrecordsforthreeyearsafterthecompletionoftheactivityfor
whichfundsareused.SpecialeducationrecordssuchasIndividualizedEducationPlans(IEPs)and
evaluationsreportsareexamplesofrecordscoveredbyGEPAsrecordsretentionrequirements.
However,OhioRev.Code§3317.031includesamorerestrictiveburdenformaintainingschool
attendancerecords.Allexcusesfromparents,andotherdocuments,regardlessofformatorcondition,
becomeofficialattendancerecords.OhioRev.Code§3317.031requiresthismembershiprecordbekept
intactforatleastfiveyearsandshallbemadeavailabletotheStateBoardofEducationorits
representativeinmakinganauditoftheaveragedailymembershiporthetransportationofthedistrict.
NotethatOhiolawtreatsdifferentlywithdrawal(ORC3321.13)andtruancy(ORC3321.19etseq.).
Withdrawalisanaction,whichmusthaveastatutorilyauthorizedreason;truancyisoneofmany
authorizedreasons.
SincetheOhioRev.Codeismorerestrictive,thefiveͲyearrequirementforstudentrecordsretentionfrom
OhioRev.Code§3317.031supersedesthethreeͲyearperiodspecifiedinfederallegislation.
AlthoughOhioisunderaflexibilitywaiver,studentattendanceisstillarequiredpartoftherevised
accountabilitystructure.Therefore,schoolsmustmaintainadequatestudentattendancerecordsto
supportattendanceeventsreportedinEMIStoODE,whicharethenincludedinthecalculationofthe
localreportcards.Basedonthetestingresultstodate,thelackofappropriatestudentattendance
recordsisanimportantconcern.
Themajorityofschoolsmaintainsomesupportingdocumentationtosupportbreaksinenrollmentas
reportedtoODE.However,thelackofappropriatesupportingdocumentationwassystemicforcertain
schools,causingsignificantconcernsaboutbuildingͲordistrictͲwideAYPdeterminationsinthelocal
Also,OhioRev.Code§3313.672requiresschoolsobtainspecificrecordsfromnewstudentsduringthe
admissionprocessforenrollment.SeeSection11.1ofthisreportforalistofschoolswithasystemiclack
ofstudentattendancesupportingdocumentationandSections11.2and11.5forlistsofschoolsand
districts,respectively,withalesspervasive,episodiclackofstudentattendancedocumentation.
Asamatterofpractice,basedontheguidanceincludedinODEs2011EMISManual,Chapter2,schools
shouldnotwithdrawstudentsfortruancy,changeofresidency,orotherreasonsuntilreceivingproofthat
thestudenthasbeendeterminedtobetruantbythecourtorisattendinganotherschooldistrict.
Additionally,duringtestingofenrollmentforthe2010Ͳ11schoolyear,AOSidentifiedmanyschoolsthat
purgedstudentattendancerecordsuponstudentturning18yearsofageorwithinoneyearofgraduating
highschool,whichiscontrarytothefiveͲyearstudentrecordsretentionperiodrequiredbyOhioRev.
Code§3317.031.
AdequateYearlyProgressforTitleISchools
TitleI,Sections1116(a)and(b)(1),(7),and(8)oftheESEA(20USC6316(a)and(b)(1),(7),and(8))and34
CFRsections200.30through200.34requireschooldistrictsannuallyreviewtheprogressofeachschool
servedunderTitleI,PartAtodeterminewhethertheschoolhasmadeAYP.Everyschoolanddistrict
mustmeetAYPgoalsthattheODEAccountabilityModel(approvedbyUSDOE)hasestablishedforreading
andmathematicsproficiencyandtestparticipation,attendancerateandgraduationrate.AYP
determinationsfordistrictsandschoolsarebasedontestparticipationandproficiencyrategoals.These
goalsareevaluatedforthestudentgroupswhentheminimumsubgroupsizehasbeenmet.AYP
graduationandattendancegoalsareevaluatedfortheAllStudentsgrouponly.Failuretomeetanyof
theproficiencyorparticipationgoals,attendancelevelsorgraduationtargetsresultsinthedistrictor
schoolnotmeetingAYP.
TitleI,Sections1111(h)(2)and1116(a)(1)(C)ofESEA(20USC6311(h)(2)and6316(a)(1)(C))and34CFR
sections200.36through200.38alsorequireeachschooldistrictthatreceivesTitleI,PartAfundsprepare
anddisseminatetoallschoolsinthedistrictandtoallparentsofstudentsattendingthoseschoolsan
annualdistrictͲwidereportcardthat,amongotherthings,includesthenumber,names,andpercentageof
schoolsidentifiedforschoolimprovementandhowlongtheschoolshavebeensoidentified.
TheStateofOhioanditsschoolareobligatedundertheNCLBActtoensureinformationreportedintheir
respectivereportscardsisaccurateandcomplete.However,thelackofappropriatesupporting
documentationwassystemicforcertainschools,causingsignificantconcernsaboutbuildingͲordistrictͲ
wideAYPdeterminationsinthelocalreportcard.
SeeSection11.1ofthisreportforalistofschoolswithasystemiclackofstudentattendancesupporting
documentationandSections11.2and11.5forlistsofschoolsanddistricts,respectively,withaless
pervasive,episodiclackofstudentattendancedocumentation.
9.2. SCHOOLSWITHEVIDENCEOFSCRUBBING
ScrubbingIndicators
Forthepurposesofthisreport,scrubbingisthepracticeofremovingstudentsfromenrollmentwithout
lawfulreason,regardlessofthepurportedmotivation.Thetermscrubbingdoesnotnecessarilyimply
malintent.Basedontestingperformedasofthedateofthisreport,fiveschooldistrictsemployed
questionableattendancepoliciesandpracticeswhichAOSbelievesisanindicationthattheseschools
wereatahigherriskforscrubbingattendancedatatoimprovetheirlocalreportcards.Asfurther
describedbelow,theseschoolswithdrewstudentsbasedonapatternofabsences,whichcouldhave
beeninfluencedbylowertestscores,withouttruancyadjudication.Insomecases,AOSwasableto
obtainSIStransactionmodificationdatatodeterminetheexactdateonwhichschoolswithdrewstudents,
notingcertaininstancesofretroactivewithdrawals.
9.2.1. COLUMBUSCITYSCHOOLDISTRICT
Asdescribedearlierinthisreport,theAOSwascontactedbytheColumbusCSDsSuperintendentabout
thepossibilityofdistrictofficialsretroactivelywithdrawingstudents.TheAOSmetwiththeInternal
Auditor(IA),atwhichtimetheIApresentedareportindicatingapproximately10,000withdrawnstudents
withretroactiveSIStransactionmodificationdatesinMayorJune2011.However,thewithdrawdates
schoolsenteredforthesestudentsfellwithinthe120days(i.e.,betweentheofficialOctobercount
weekanddatesonwhichthestudentstooktheirassessmenttests).TheIAdepartmentselectedasample
fromthesestudentstoinvestigate.BasedupontheIAsreview,81outof82studentfilestestedhadno
documentationtosupporttheEMISwithdrawcodereasonusedbyschoolofficials.Furthermore,theIA
informedtheAOSoftheprocedurestheschooldistrictusedtodeterminewhichstudentsweretobe
withdrawnateachbuilding.
SeeSection11.1ofthisreportforalistofColumbusCSDschoolswithasystemiclackofstudent
attendancesupportingdocumentation.
9.2.2. TOLEDOCITYSCHOOLDISTRICT
AfternewsreportsthatColumbusCSDalteredstudentattendancedata,ToledoCSDpubliclyannounced
theytooscrubbedattendancedata.ToledoCSDofficialsindicatedtheyunderstoodthesepractices(i.e.,
removingstudentswithahighnumberofabsences)tobeallowable.AOSmetwithrepresentativesof
ToledoatwhichtimeToledoCSDexplaineditspracticeofremovingstudentswithfiveconsecutivedaysof
unexcusedabsencesandatotalof20unexcusedabsencesthroughouttheschoolyear.ToledoCSDhas
beenusingthe5/20ruleforwithdrawingstudentssince2001.However,until2005,ToledoCSDactively
removedthesestudentsthroughouttheschoolyear.In2005,ToledoCSDlostseveralhighͲlevel
administratorstoClevelandMSD.ToledoCSDsubsequentlyhirednewadministratorsandin2006the
localreportcardratingsfellsincethe5/20ruleforwithdrawingstudentswasnolongerinplace.After
realizinglowerreportcardrankings,ToledoCSDadministratorsdecidedtoreinstitutethe5/20rulefor
withdrawingstudentsinthefollowingschoolyear.However,insteadofwithdrawingstudentsthroughout
theschoolyear,ToledoCSDwaiteduntilaftertheyreceivedthefirstreportfromtheSecureDataCenter
fromODEduringthereportingperiodprojectingthedistrictsreportcardrankings.ToledoCSDinformed
AOSthattheyremovedallstudentsthatmetthe5/20criteria,regardlessofassessmenttestscoreresults
fortheaffectedstudents.However,AOSisstillinvestigatingtheseclaimsandwillreportitsresultslater.
9.2.3. CLEVELANDMUNICIPALSCHOOLDISTRICT
ODEprovidedtheAOSwithalistshowingthestaterollupofstudents,percentageofrollupstudents,
testedstaterollupstudents,andpercentageoftestedrollupstudentsforeachdistrictthroughoutthe
State.ClevelandMunicipalCitySchoolDistrict(MSD)wastoponthislistforthe2010Ͳ2011schoolyear.
ClevelandMSDshowed19,633studentsrolledup(34.4%)and12,235testedstudentsrolledup(21.4%).
OurreviewatClevelandMSDshowedthefollowing:
 OfthestudentsrolleduptotheStateasdescribedabove,AOSprovidedClevelandMSDalist
ofapproximately3,700studentsfrom15schoolsforreview.ClevelandMSDofficials
indicatedduetothenumberoffilesrequestedandthemobilityofstudents,thefilescould
notbecompletelygatheredforreviewfromthe15schoolsincludedontheinitialrequest.
ClevelandMSDofficialsdeterminedtherequestedfileswerelocatedat109differentschools
withinthedistrict.Assuch,thisprolongedthegatheringofthesefilesandthe3,700files
werenotgatheredintheirentiretyatthetimeofthisreport.
 AOSwasabletoconductalimitedreviewofcertainfilesatthreeClevelandMSDschools:
WaltonElementarySchool,CollinwoodHighSchool,andLincolnWestHighSchool.There
wasinsufficientdocumentationinall48filesreviewedatWaltonElementarySchool,inall12
filesreviewedatCollinwoodHighSchool,andallsixfilesreviewedatLincolnWestHigh
School.Additionally,AOScalledthreeadditionalClevelandMSDschools,JohnAdamsHigh
School,GlenvilleHighSchool,andBuckeyeͲWoodlandElementarySchool,notingsuch
supportingdocumentationwasalsonotincludedwithinstudentfilesattheseschools.
ClevelandMSDdoesnothaveapolicyregardingcompletingandmaintainingenrollmentor
withdrawalforms.OnceinformationisenteredintotheelectronicSISsystem,districtpolicy
doesnotrequireschoolstomaintainanyspecificformssignedbyparentsorguardiansorto
maintainanyotherdocumentationreceivedfromorsenttootherschooldistricts.AOS
determinedClevelandMSDcouldnotbeauditedpursuanttotheestablishedstatewide
proceduresduetothelackofsupportingdocumentationmaintained.
 Regardingtruanciesforthe2010Ͳ2011schoolyear,ClevelandMSDwithdrewstudentsunder
EMISwithdrawcode71ifthestudentshadfiveormoreconsecutiveunexcusedabsences.
ClevelandMSDofficialsindicatedthewithdrawalofthesestudentsoccurredbothduringthe
yearandattheendoftheyear.ClevelandMSDofficialsalsostatedthisprocedurewas
applieduniformlytoallstudentsmeetingthethresholdoffiveormoreunexcusedabsences
duringthe2010Ͳ2011schoolyear.
Basedontheinformationgatheredtodate,itappearsevidentthatnoneorvirtuallynoneofthestudent
filespreviouslyrequestedwillincludenecessarysupportingdocumentationrelatedtotheattendance
eventcausingthestudenttobepushedtotheStateduringthe2010Ͳ2011schoolyear.Additionally,it
appearsClevelandMSDpotentiallyremovedtruantstudentsundercode71withoutfullcompletionand
documentationoftruancydueprocess.
AOSiscurrentlyobtainingelectronicdatainanattempttodeterminetheimpactofClevelandMSD
processesandproceduresonaccountabilityreportingandwewillreportresultsinalaterreport.
9.2.4. MARIONCITYSCHOOLDISTRICT
Duringthecourseoftesting,AOSnotednumerousinstancesofstudentsbeingautomaticallytransferred
totheMarionDigitalAcademyduringthe2010Ͳ11schoolyear.Assuch,thesestudentswereincludedon
thelistofthosestudentsbeingpushedtotheStateandexcludedfromDistrictreportcardresults.
Inmanyofthesecases,thestudentfileincludedaletterindicatingthefollowing:
{Student}hasmissedfour(4)daysofschoolthisquarter,whichviolatesourattendancepolicy.
{Student}haslostallhighschoolcreditforthecurrentquarterofthe2010Ͳ2011schoolyear.
Duetononattendanceandthelossofcreditforthequarter,weareenrolling{Student}inacredit
recoveryprogramthroughMarionCityDigitalAcademy.Whilehomecomputerswillnotbe
provided,MarionCityDigitalAcademywillprovidecomputeraccessatHardingHighSchoolfrom
12:00Ͳ2:30,inrooms126and127.StudentsareresponsiblefortransportationtoHardingHigh
SchoolandwillnotbepermittedinotherareasoftheHardingHighSchoolCampus.
Wewish{Student}thebestofluckinallfutureendeavors.Ifyouhaveanyquestionsconcerning
thisnoticeor{Students}attendancepleasecontacttheMarionDigitalAcademy.
ThestudentwasthenwithdrawnfromMarionCSDandenrolledintheMarionCityDigitalAcademy.AOS
determinedthispracticewasonlyinplaceduringthe2010Ͳ2011andtheDistrictinformedAOSverbally
thatithassincedeemedthisinterventionunsuccessfulandeliminatedit.
AOSidentified46studentstransferringtoMarionCityDigitalAcademyduringthe2010Ͳ2011schoolyear
withnoparentorguardianinitiationorapprovalincludedinMarionCSDsstudentfiles.
SeeSection11.1ofthisreportforalistofMarionCSDschoolswithasystemiclackofstudentattendance
supportingdocumentation.
9.2.5. CAMPBELLCITYSCHOOLDISTRICT
AOStestedMemorialHighandCampbellMiddleSchoolsatCampbellCSD(MahoningCounty),identifying
11(HighSchool)and29(MiddleSchool)students,respectively,thatdidnothavesupporting
documentationavailableinthestudentfilestosupportbreaksinenrollmentrelatedtothefollowing
withdrawalreasons:VerifiedMedical,Truancy,Expulsion,andHomeschool.
AOSobtainedpermissionfromtheSuperintendenttoobtainstudentdatafromtheDistrictsInformation
TechnologyCenter(ITC)tofurtherinvestigatethenatureandtimingoftheseexceptions.Uponreceiving
theITCreport,AOSfoundthat32outof40studentwithdrawalsweremaderetroactively,duringthe
monthsofMayandJune2011.
AOSiscontinuingtoinvestigatetheseretroactivewithdrawalsandwillreportfurtherresultslater.
SeeSection11.1ofthisreportforalistofCampbellCSDschoolswithasystemiclackofstudent
9.3. POLICYRECOMMENDATIONSTOOHIODEPARTMENTOFEDUCATION
Theresultsofourstatewideassessmentindicatethatthereareanumberofareasrequiringcentralized,
improvedODEguidanceandimmediateclarification.ODEshouldusethisreportasamanagementtoolto
identifycriticalAccountabilitysystemsandweaknessesrequiringenhancementtoaidOhioschoolsin
Accountabilitydeterminationsandreporting.Thefollowingisasummaryofthemajorrecommendations
todateforODEstemmingfromthestatewideissuesincludedinsection9.1ofthisreport:
IndependentAccountability
Currently,ODEreliesheavilyonthehonorsystem,assumingthatschoolshonestlyreporttheirattendance
andotherdatainEMISasrequiredbylaw.ODEishandicappedbythelimitedtimeframeithasto
producethelocalreportcards.ExpandingcrossͲchecksandEMISdatamonitoringthroughouttheschool
yearwouldgreatlyenhanceODEsabilitytoidentifyandcorrectmistakesordetectfraudinEMIS
reporting,butmayrequireadditionalresourcesandreͲtaskingexistingresourcestoaccomplish.
Thecurrentsystemreliesuponlocalschoolsandschooldistrictsbutthesearetheveryentitiesthatare
interestedintheoutcomeoftheaccountabilitymeasures.Thatis,thelocalbuildingordistricthasaduty
toensurecompleteandaccuratereporting,andaselfͲinterestinmakingthereporteddatatoappearin
thebestpossiblelightaclassicconflictofinterest.
Thesystemshouldbereformedbyintroducingindependentoversight.EMISmonitoringfunctionsshould
beperformedbyanindependentagencyorcommissionappointedbytheGeneralAssembly.Whilesuch
measureswouldrequirelegislativechange,empoweringanoutsidecommissionoranotherstate
departmenttoconductAccountabilitymonitoringincreasessegregationofduties.Alternatively,the
policy,licensingandaccountabilityfunctionscouldbedividedwithanotherexistingentitysuchasthe
BoardofRegents.
Ideally,suchmonitoringeffortsshouldbeongoingthroughouttheschoolyear,orifnotfeasible,
conductedincloseproximitytothecloseoftheacademicschoolyear.ODEandtheGeneralAssembly
shouldconsiderenactingpenaltiesandtakingcorrectivemeasures,suchastemporarysuspensionofState
Foundationfundingorfederalfundingfornoncompliantschools,untilsignificantinaccuraciesarefully
correctedbynoncompliantschools.
ODEAccountabilityMonitoring
Currently,ODEsDepartmentofAccountabilityperformshighͲlevelreviewsofschoolenrollment
informationatyearend,lookingforobviousanomaliesbaseduponODEsexperienceandknowledgeof
theindividualschools.ODEanalyzesschoolenrollmentdataforsignificantchangesinstudentassessment
scores,ranking,mobility,andcategorizationofstudentsinsubcategoriesasrequiredbyNCLB.Based
upontheODEEMISreportsubmissiontimeframesoutlinedintheFY2011EMISManual,thetimeframe
forODEtoconductthesereviewsislimitedbaseduponavailabilityofschooldata,allowingonlyaneightͲ
weekwindowwithinwhichODEcanperformanalyses.Thistimeframehasbeenshortenedoverthepast
fewyearsduetoODEsendingEMISreportcarddatatoanoutͲofͲstatevendortoperformthecomplex
calculationforthevalueͲaddedcomponentofthereportcard.
However,ODEcollectsavastamountofinformationthroughtheirEMISsystemthatcouldbeutilizedto
increaseandstreamlineAccountabilitymonitoringeffortsandplacemorerelianceupontheinformation
thatschoolssubmittoODEinEMIS.Currently,schoolsreportenrollmentinformationtoODEinEMISina
silofashion.SchooldistrictAcannotseetheenrollmentinformationschooldistrictBsubmitstoODEor
viceversa.OnlyODEcancombineEMISdatasubmittedbymultipleschoolstotracethehistoryofstudent
mobility.ToimprovetheeffectivenessandfrequencyofODEmonitoringefforts,ODEshouldgenerate
statewideschoolreportsbySSIDnumberforkeyenrollmentandwithdrawcodes.ODEshouldutilize
thesereportstoperformanalysesandcrossͲcheckthetimingofstudentwithdrawsandsubsequent
enrollmentsagainstEMISdatareportedbyindividualschoolsforcompletenessandaccuracy.While
unexplainedgapsinattendancewilllikelystilloccuronoccasionforparticularSSIDs,thistypeofrandom
andfrequentmonitoringwouldlimittheabilityforschoolstomistakenlymisreportorintentionally
scrubstudentswithoutODEinquiryandinvestigation.Thefollowingarejustafewofthewithdrawal
codesforwhichODEcouldgeneratereportsgeneratedfromEMISforanalysis:
1. Code41Withdraws,TransferstoAnotherOhioSchoolDistrict:
Asdescribedintheintroductionofthisreport,allschoolsmustgenerateanSSIDnumberfor
eachattendingstudentuponentranceintoOhiosschoolsystem(e.g.,preͲschoolstudents,
studentsmovingintoOhioforthefirsttime,etc.).ODEshouldgenerateaSSIDhistoryreportfor
studentsthatschoolswithdrewundercode41,ashavingtransferredtoanotherOhioschool
district.ThisreportshouldincludeallsignificantattendancetransactionsforeachSSIDthatwere
pushedtothestatebaseduponabreakintheFAYorachangeinthemajorityofattendanceIRN
assignmentasenteredinEMISbyschools.Ifastudentwaswithdrawn,thenexttransactionin
theSSIDHistoryreportforthesameSSIDnumbershouldlistthenewbuildingIRNwherethe
studentsubsequentlytransferred.IfanewbuildingIRNisnotlistedintheSSIDHistoryreport,
thiscouldbeanindicationofpossiblescrubbingthatODEshouldfurtherinvestigate.
Whileadmittedlynotfoolproof,thistypeofreportanalysiswillallowODEtoperformmore
effectivemonitoringovercode41withdrawsandlimitschoolsabilitytomisreportorscrub
attendancedata.Furthermore,ODEcanusethisreporttomonitorschoolassignmentsofnew
SSIDcodestopreventmultipleSSIDsfrombeingassignedtothesamestudentamongseveral
2. Code43Withdraws,TransferstoHomeSchooling:
Ohiolawrequiresstudentsbeingeducatedbylocalschooldistrictsthatwishtobehomeschooled
mustobtainpriorapprovalfromtheirlocaleducationservicecenter(ESC).Conversely,students
beingeducatedbycityandvillageexemptschooldistrictsonlyrequiretheschooldistricts
Superintendentapprovalforhomeschooling.Tostrengthenandfosterconsistencyinthe
reportingofapprovedhomeschooling,ODEshouldconsiderrequestingtheGeneralAssemblyto
amendtheauthoritiesandpowersofESCstoapprovehomeschoolingforallOhioschool
districts,includingcityandexemptvillagedistricts.ThiswouldcreateareliablethirdͲparty
resourceforODEtoconfirmapprovalofhomeschooledstudentsasreportedinEMISusingcode
3. Code45Withdraws,CourtͲPlacedStudents:
Somestudentsaresenttothestatereportcardbasedoncourtplacement;code45,toremovea
studentfromtheirresidentialdistricttoanotherdistrictforaspecificprogram;specialeducation
needs,fosterplacement,orassignmenttoajuveniledetentioncenter.TheGeneralAssembly
shouldprovideauthorityforODEtocollectpersonallyidentifiableinformation,suchasstudent
names,toenableODEtoworkcooperativelywiththeOhioJuvenileCourtsystemandDYS
trackingandreportingtruantstudents.Thistypeofinteragencyintegrationwouldfostera
strongthirdͲpartyverificationofcourtͲpacedwithdrawsintheEMISsystem,significantly
restrictingschoolsabilitytoinaccuratelyreportorscrubstudentattendancedatausingcode45.
4. Code48Withdraws,ExpelledStudents:
ODErequiresschoolssubmitdisciplinaryinformationtoODEwhenastudentisexpelledor
suspended,whichismaintainedinODEsgeneraldisciplinedatabase.ODEcangenerateareport
ofallstudentsreportedasbeingwithdrawnunderEMIScode48duetoexpulsion.Then,ODE
cancomparetheEMIScode48expelledstudentstothosestudentsincludedinthegeneral
disciplinedatabase.Theoretically,studentswithdrawnduetoexpulsionbutwithnodisciplinary
recordonfileatODEcouldindicatepossiblescrubbingthatODEshouldfurtherinvestigate.
5. Code71Withdraws,Truancy:
Studentsthatarehabituallytruant,reportedascode71,shouldbedeclaredsobythecourtprior
toschoolswithdrawingstudentsfromenrollment.Basedonthis,theJuvenileCourtsystemand
OhioDepartmentofYouthServices(DYS)possessrecordssufficienttoconfirmastudentscourt
placement.However,sincethecourtsdonothavetheSSIDnumbersforstudents(onlystudent
names)andODEdoesnothavestudentnames(onlySSIDnumbers),thereiscurrentlynowayfor
ODEtocrossͲcheckcourtͲplacedstudentswiththeseotherstateagencies.TheGeneral
AssemblyshouldprovideauthorityforODEtocollectpersonallyidentifiableinformation,suchas
studentnames,toenableODEtoworkcooperativelywiththeOhioJuvenileCourtsystemand
DYStrackingandreportingtruantstudents.Thistypeofinteragencyintegrationwouldfostera
restrictingschoolsabilitytoinaccuratelyreportorscrubstudentattendancedatausingcode71.
6. Code73Withdraws,Over18YearsofAge:
Schooldistrictscanwithdrawstudentsattheirdiscretionassoonasthestudentturns18years
old,atwhichpointtheCompulsoryEducationActnolongerapplies.Sincethiswithdrawisbased
solelyonstudentstandingdata,ODEcouldgenerateanEMISreportofstudentstandingdate,
includingbirthdates,andcomparethisreporttostudentswithdrawnundercode73inEMISto
ensurethestudentwasindeed18yearsofageatthetimeofwithdrawbaseduponthestanding
7. OtherWithdraws
ODEshouldconsiderwhetheradditionalEMISreportcomparisonscouldbemadeusing
significantwithdraworenrollmentcodes.Also,ODEshouldconsiderrequiringschoolstosubmit
otherinformationtoODEtosupportwithdraws,changestoWKC,changestothemajorityof
attendanceIRNnumbers,andotherdatarelevanttothereportcard.ODEcollectionof
additionalsupportingdocumentationcouldbeusedtocomparetotherespectiveEMISwithdraw
codesforcompletenessandaccuracy.
SecureDataCenter
ODEusestheSecureDataCenter(SDC)toverifyinformationsubmittedbyschooldistrictsinEMIS.ODE
returnseditchecksonthereportcarddatasubmissionstoschooldistrictsweeklyduringthecloseout
period.ThisincludesallfieldsrequiredinChapter5oftheEMISManual;however,theseeditreportsalso
indicatetheprojectedperformanceratingstatusatthebuildinganddistrictwidelevelsforthelocal
WhiletheconceptoftheSDCwastocorrectorverifyEMISinformation,allowingschooldistrictstorealize
theprojectedreportcardratingspriortothefinalizationofEMISdataandcloseofthesubmissionperiod
givestheschooldistrictstheopportunitytointentionallyscruborchangeEMISreportcarddatato
improvetheoutcomeoftheDistrictsfinalreportcardratings.
ODEshouldremovethereportcardperformanceratinginformationfromtheSDC,allowingschool
districtstoverifyonlytheEMISdatasubmissionswithoutprojectedrankings.Thiswillgreatlyreduce
schoolsabilitytochangetheoutcomeoftheirlocalreportcard.
CentralizationofAccountabilityResources
ODEmaintainsseveralAccountabilityresourcesinvariouslocationsonitswebsiteforschooldistrictsto
useinreportingstudentattendance,enrollment,andotherimportantreportcardfactors.However,
thereisnocentralizedManualorcrosswalkthathelpsconnecttheseresourcesandprovideclarity.ODE
shoulddevelopacentralizedlocationonitswebsitetoprovideclearinstructiononAccountability
requirementsandhowtheyrelatetoEMISreporting.
StatewideStudentInformationSystem
Currently,mostStudentInformationsystems(SIS)thatareutilizedbyschooldistrictshaveanAuditLog
CapabilitytocaptureallchangesmadetothestandingdataintheSISsystem;however,theseauditlogs
arenotalwaysturnedonbytheschools.Also,giventhecomplexitiesofAccountabilityrulesandtheEMIS
system,thelargenumberofstudentinformationsystemvendorscreatesdifficultyreviewingreporting
andcollectingstudentenrollmentinformationinaconsistentandtimelyfashion.TheGeneralAssembly
shouldestablishasinglestatewidestudentinformationsystemsothatalldataisuniform,uniformly
reported,andaccessiblefordatamining.AlternativelyifsuchisnotfeasibletheGeneralAssemblyshould
requireODEtoapprovetheStudentInformationSystemusedbyeachdistrictinthestatetoensureit
meetsrequirements.
ThisreportincludespreliminaryfindingsabouttheAOSstatewideassessmentofschoolyear2010Ͳ11
studentattendanceandenrollmentsystemsforselectOhioschools.Asdescribedearlier,thepurposeof
thisassessmentwasthreefold:(1)toidentifysystemic,andpotentiallyduplicitous,studentattendance
andenrollmentpracticesamongOhioschools;(2)toproviderecommendationstotheOhioDepartment
ofEducation(ODE)formakingfuturepolicyandlegislativeimprovementstoOhiosAccountabilitysystem;
and(3)todeterminewhetherschoolsarescrubbingenrollmentdatatoimprovetheirlocalreportcard
TheAOSisreleasingthisreportasinterimcommunication,priortothecompletionofitsstatewidetesting
ofattendanceandenrollment.Accordingly,thiscommunicationisbasedontheauditprocedures
performedonselectschoolsthroughSeptember28,2012,aninterimperiod.BecauseAOShasnot
completeditstesting,additionalfindingsmaybeidentifiedandcommunicatedinalaterreport.
TheOhioStateUniversityJohnGlennSchoolofPublicAffairsisworkingwithAOStodevelopastatewide
protocolforidentifyingschoolsthathaveahigherprobabilitytoscrubattendancedatatoimprovetheir
localreportcardsforthenextphaseoftheAOSstatewideassessment.Asdescribedthroughoutthis
report,thesheercomplexityoftheaccountabilitysystemcreatesincentivesforallschoolsanddistrictsto
improveindicatorssuchasattendance,whichcouldprovepivotalinthefinaloutcomeoftheirrespective
localreportcardrankings.
TheAOSwillprovideitsnextreporttothepublicbeforetheNovemberelection.Oncethenexttesting
phaseiscompleted,AOSwillprovideafinalreport,includingresults,recommendationsforimproved
policiesandprocedures,andpossiblesuggestionsforlegislativeaction.
10. SCHOOLSSELECTEDFORTESTING
Forpurposesofthisreport,StateRollUpStudentsarethosestudentscountedonlyinthestatesreport
cardforattendanceandTestedStateRollUpStudentsaretheStateRollUpStudentsthattookthestate
assessmenttests.UsingattendancedatareportedbyschoolstoODEforthe2010Ͳ11schoolyear,AOS
selectedthefollowingtop100schools(asopposedtodistricts)withthehighestnumberofstudent
withdrawalsfortesting:
IRN SchoolName
1. 043489 AkronCity 009268 Akron
43 29.7% 24 16.6% 145
2. 043489 AkronCity 027565 NorthHigh
310 33.0% 75 8.0% 939
3. 046623 AnsoniaLocal 000778 AnsoniaHigh
33 13.8% 27 11.3% 239
4. 045229 Bradford
003376 BradfordHigh
93 22.6% 56 13.6% 412
5. 043703 CampbellCity 024190 MemorialHigh
82 17.7% 52 11.3% 462
6. 043703 CampbellCity 031237 Campbell
85 18.3% 52 11.2% 465
7. 043711 CantonCity 140152 Choices
182 57.2% 162 50.9% 318
8. 043711 CantonCity 042648 Community
24 46.2% 11 21.2% 52
9. 043711 CantonCity 015495 Hartford
41 15.3% 24 9.0% 268
10. 048793 CardingtonͲ
004861 CardingtonͲ
79 18.0% 59 13.5% 438
11. 043752 CincinnatiCity 015818 GeorgeHaysͲ
JenniePorter
139 32.8% 65 15.3% 424
12. 043752 CincinnatiCity 006015 Chase
144 33.6% 54 12.6% 428
13. 043752 CincinnatiCity 029009 OylerSchool 278 34.7% 88 11.0% 802
14. 043752 CincinnatiCity 030957 Quebec
171 33.9% 47 9.3% 504
15. 043752 CincinnatiCity 033134 South
177 28.1% 55 8.7% 629
16. 043760 CirclevilleCity 027201 Nicholas
37 19.3% 20 10.4% 192
17. 043794 Cleveland
HeightsͲ
HeightsCity
002212 Bellefaire 100 72.5% 48 34.8% 138
18. 043786 Cleveland
MunicipalCity
037101 Thomas
258 91.2% 149 52.7% 283
19. 043786 Cleveland
018416 JohnMarshall
772 47.6% 607 37.4% 1,622
20. 043786 Cleveland
018382 JohnF
670 51.7% 478 36.9% 1,296
21. 043786 Cleveland
009555 EastTechnical
553 49.0% 384 34.0% 1,128
22. 043786 Cleveland
025650 Mound
122 40.5% 93 30.9% 301
23. 043786 Cleveland
013680 GlenvilleHigh
569 44.5% 385 30.1% 1,280
24. 043786 Cleveland
062315 LincolnͲWest
788 46.8% 477 28.4% 1,682
25. 043786 Cleveland
025874 TheSchoolof
98 50.3% 54 27.7% 195
26. 043786 Cleveland
006940 Collinwood
455 47.2% 260 26.9% 965
27. 043786 Cleveland
018325 JohnAdams
603 43.6% 347 25.1% 1,382
28. 043786 Cleveland
024687 MilesSchool 149 32.7% 113 24.8% 456
29. 043786 Cleveland
012682 Fullerton
151 30.7% 110 22.4% 492
30. 043786 Cleveland
067918 BuckeyeͲ
124 33.3% 83 22.3% 372
31. 043786 Cleveland
039149 WaltonSchool 225 34.1% 140 21.2% 660
32. 043786 Cleveland
000489 Almira 132 29.4% 95 21.2% 449
33. 043802 ColumbusCity 040782 Westmoor
166 27.6% 166 27.6% 601
34. 043802 ColumbusCity 035253 Southmoor
129 26.7% 129 26.7% 484
35. 043802 ColumbusCity 035824 StarlingMiddle
86 25.6% 86 25.6% 336
36. 043802 ColumbusCity 005827 Champion
82 25.5% 82 25.5% 322
37. 043802 ColumbusCity 042499 Yorktown
140 25.3% 140 25.3% 554
38. 043802 ColumbusCity 024067 MedinaMiddle
139 24.9% 139 24.9% 558
39. 043802 ColumbusCity 018465 JohnsonPark
124 23.8% 124 23.8% 522
40. 043802 ColumbusCity 024067 Hilltonia
129 20.6% 129 20.6% 626
41. 043802 ColumbusCity 018465 Buckeye 132 20.5% 132 20.5% 644
42. 043802 ColumbusCity 034439 Sherwood
111 21.1% 111 21.1% 526
43. 045344 Crestline
035154 Crestline
73 32.3% 23 10.2% 226
44. 043844 DaytonCity 023986 Meadowdale
179 24.9% 76 10.6% 718
45. 043844 DaytonCity 023978 Meadowdale
PreKͲ8School
130 23.7% 50 9.1% 549
46. 043950 EuclidCity 010819 EuclidHigh
491 18.8% 285 10.9% 2,618
47. 048843 FranklinLocal 062224 Roseville
49 33.1% 18 12.2% 148
48. 044040 Garfield
013144 Garfield
HeightsMiddle
200 19.2% 107 10.2% 1,044
49. 044107 HamiltonCity 013102 Garfield
169 20.0% 105 12.4% 845
50. 044107 HamiltonCity 000467 Hamilton
659 87.7% 88 11.7% 751
51. 044107 HamiltonCity 036822 HamiltonHigh
293 15.0% 228 11.7% 1,955
52. 046953 HamiltonLocal 000118 Hamilton
170 19.7% 107 12.4% 862
53. 046953 HamiltonLocal 028407 Hamilton
99 17.9% 68 12.3% 552
54. 048686 Jefferson
018150 JeffersonHigh
90 29.3% 34 11.1% 307
55. 044222 LimaCity 020677 Lima
28 47.5% 25 42.4% 59
56. 044263 LorainCity 012335 New
125 57.6% 61 28.1% 217
57. 044263 LorainCity 000840 General
JohnnieWilson
104 19.6% 55 10.4% 530
58. 044263 LorainCity 000841 Longfellow
86 16.5% 44 8.4% 521
59. 044297 MansfieldCity 135566 Mansfield
28 26.7% 13 12.4% 105
60. 044339 MarionCity 015214 HardingHigh
348 21.0% 208 12.5% 1,660
61. 048520 MeigsLocal 024117 MeigsHigh
125 17.4% 81 11.3% 717
62. 046672 Mississinawa
025122 Mississinawa
ValleyJR/SR
68 18.9% 38 10.6% 359
63. 044412 MtHealthy
035105 MtHealthy
147 23.3% 84 13.3% 631
64. 044446 NelsonvilleͲ
026567 NelsonvilleͲ
YorkHigh
73 16.3% 50 11.2% 447
65. 044461 NewBoston
028159 Oak
70 34.7% 28 13.9% 202
66. 044479 NewLexington
064865 NewLexington
125 17.8% 73 10.4% 702
67. 044453 NewarkCity 009213 Heritage
111 22.2% 76 15.2% 501
68. 044453 NewarkCity 027011 NewarkHigh
502 26.5% 249 13.1% 1,895
69. 044511 NorthCollege
026120 NorthCollege
HillHigh
100 17.5% 66 11.6% 570
70. 048736 Northridge
027763 Northridge
177 28.7% 94 15.3% 616
71. 048736 Northridge
027797 EstherDennis
101 24.9% 46 11.4% 405
72. 044628 PainesvilleCity
015560 HarveyHigh
287 34.4% 91 10.9% 834
73. 044677 PrincetonCity 030759 PrincetonHigh
354 18.8% 170 9.0% 1,883
74. 047001 Reynoldsburg
066738 BaldwinRoad
101 22.4% 46 10.2% 450
75. 046599 Richmond
HeightsLocal
031583 Richmond
62 17.9% 43 12.4% 347
76. 044784 SidneyCity 034561 SidneyHigh
314 25.8% 176 14.4% 1,218
77. 044818 Springfield
035527 Springfield
676 28.9% 146 6.2% 2,338
78. 044909 ToledoCity 033886 ScottHigh
283 91.0% 100 32.2% 311
79. 044909 ToledoCity 018523 SamuelM.
GunckelPark
137 34.8% 91 23.1% 394
80. 044909 ToledoCity 014936 Leverette
119 27.0% 73 16.6% 441
81. 044909 ToledoCity 032276 RogersHigh
311 32.1% 156 16.1% 970
82. 044909 ToledoCity 035865 StartHigh
554 35.4% 235 15.0% 1,567
83. 044909 ToledoCity 068478 EastBroadway
157 29.0% 74 13.7% 542
84. 044909 ToledoCity 068460 Byrnedale
121 19.7% 77 12.6% 613
85. 044909 ToledoCity 023929 McTigue
158 25.6% 65 10.5% 618
86. 048694 TrotwoodͲ
009224 TrotwoodͲ
116 21.2% 68 12.5% 546
87. 048694 TrotwoodͲ
022194 TrotwoodͲ
171 23.2% 87 11.8% 737
88. 048694 TrotwoodͲ
009223 MadisonPark
116 29.1% 47 11.8% 399
89. 045005 Warrensville
012392 Eastwood
76 21.8% 50 14.4% 348
90. 049155 WesternLocal 040667 WesternHigh
100 24.6% 48 11.8% 406
91. 045096 WillardCity 026732 NewHaven
51 30.7% 37 22.3% 166
92. 045096 WillardCity 041301 WillardMiddle
141 22.6% 112 17.9% 624
93. 045096 WillardCity 041319 WillardHigh
124 18.4% 70 10.4% 673
94. 045666 Windham
071381 Windham
59 30.9% 21 11.0% 191
95. 044081 Winton
WoodsCity
066787 WintonWoods
118 20.5% 66 11.5% 575
96. 045120 WoosterCity 003327 BoysVillage 113 88.3% 69 53.9% 128
97. 045161 Youngstown
142224 University
46 31.7% 21 14.5% 145
98. 045161 Youngstown
009506 P.RossBerry
101 20.6% 57 11.6% 490
99. 045161 Youngstown
038497 VolneyRogers
91 16.4% 52 9.4% 556
100. 045161 Youngstown
031138 Youngstown
176 16.0% 77 7.0% 1,097
Additionally,sinceschoolslikelyadoptedtheirattendancepracticesovertime,manywithoutpropensity
tointroducebreaksforthepurposeofimprovingattendance,AOSselectedanadditional28school
districtswithlessstudentswithdrawsfortestingandcomparisonpurposes.UnliketheTop100,AOS
testedallschoolswithinthefollowingselecteddistricts:
DistrictName DistrictIRN
1. AvonLakeCSD 048124
2. BarnesvilleEVSD 045203
3. BeachwoodCSD 043554
4. BerkshireLSD 047167
5. CentralLSD 046714
6. CrestviewLSD 046433
7. DanvilleLSD 047837
8. ElginLSD 048413
9. FairlandLSD 047936
10. FranklinLSD 048843
11. FredericktownLSD 047852
12. GoshenLSD 046342
13. IndianHillEVSD 045435
14. LakeviewLSD 050187
15. LexingtonLSD 049437
16. LincolnviewLSD 050369
17. LisbonEVSD 045450
18. MadeiraCSD 044289
19. ManchesterLSD 000442
20. MohawkLSD 050740
21. NilesCSD 044495
22. NorthCantonCSD 044503
23. OntarioLSD 049478
24. OtsegoLSD 050724
25. PerryLSD 045781
26. RevereLSD 050054
27. SymmesValleyLSD 047969
28 WarrenLSD 050500
11. STATUSOFSTUDENTFILETESTINGFORSUPPORTINGDOCUMENTATION
11.1. TOP100SCHOOLSWITHEVIDENCEOFSCRUBBING
Thefollowingtabledescribestheschoolswithevidenceofscrubbingidentifiedduringthe2010Ͳ11school
yearfortheTop100schools.Thesetestingresultsareasofthisreportdate.Testingofstudentfilesfor
someschoolsisstillindeterminate.
SCHOOLSWITHEVIDENCEOFSCRUBBING
DistrictName SchoolName
IssuesIdentified
(Seenotesfor
information) Notes
1. 043703 CampbellCity Memorial
52 11 Lackofsupportfor11students.Nothingtoindicatethese
werevalidwithdrawsand/oradmissions.
2. 043703 CampbellCity Campbell
52 29 Lackofsupportfor29students.Nothingtoindicatethese
3. 043786 Cleveland
607 Undetermined RefertoSection9.2.3ofreport.
4. 043786 Cleveland
478 Undetermined RefertoSection9.2.3ofreport.
5. 043786 Cleveland
EastTechnical
384 Undetermined RefertoSection9.2.3ofreport.
6. 043786 Cleveland
93 Undetermined RefertoSection9.2.3ofreport.
7. 043786 Cleveland
GlenvilleHigh
385 Undetermined RefertoSection9.2.3ofreport.
8. 043786 Cleveland
LincolnͲWest
477 Undetermined RefertoSection9.2.3ofreport.
9. 043786 Cleveland
54 Undetermined RefertoSection9.2.3ofreport.
10. 043786 Cleveland
260 Undetermined RefertoSection9.2.3ofreport.
11. 043786 Cleveland
347 Undetermined RefertoSection9.2.3ofreport.
12. 043786 Cleveland
MilesSchool 113 Undetermined RefertoSection9.2.3ofreport.
13. 043786 Cleveland
110 Undetermined RefertoSection9.2.3ofreport.
14. 043786 Cleveland
BuckeyeͲ
83 Undetermined RefertoSection9.2.3ofreport.
15. 043786 Cleveland
WaltonSchool 140 Undetermined RefertoSection9.2.3ofreport.
16. 043786 Cleveland
Almira 95 Undetermined RefertoSection9.2.3ofreport.
17. 043786 Cleveland
149 Undetermined RefertoSection9.2.3ofreport.
18. 043802 Columbus
166 58 Issuesrelatedto:
x Filesthatcouldnotbelocated.
x Unsupportedadmission/reͲadmissiondates.
x Unsupportedwithdrawalcodesof40,41,43,71,
19. 043802 Columbus
129 16 Issuesrelatedto:
x Unsupportedwithdrawalcodesof41.
20. 043802 Columbus
StarlingMiddle
86 10 Issuesrelatedto:
x Unsupportedwithdrawalcodesof40and41.
21. 043802 Columbus
82 7 Issuesrelatedto:
22. 043802 Columbus
140 52 Issuesrelatedto:
x Unsupportedwithdrawalcodesof40,41,43,
23. 043802 Columbus
MedinaMiddle
139 34 Issuesrelatedto:
x Unsupportedwithdrawalcodesof40,41,46,
and48.
24. 043802 Columbus
HilltoniaMiddle
129 13 Issuesrelatedto:
25. 043802 Columbus
BuckeyeMiddle
132 40 Issuesrelatedto:
x Unsupportedwithdrawalcodesof40,41,and
26. 043802 Columbus
124 38 Issuesrelatedto:
27. 043802 Columbus
111 34 Issuesrelatedto:
x Unsupportedwithdrawalcodesof41,48,and
28. 044339 MarionCity HardingHigh
208 58 RefertoSection9.2.4ofreport.
12exceptionsduetostudentsthathavegraduatedanddo
nothavesupportingenrollment/withdrawdocumentation
instudentfile(recordspurged).
46failedduetostudenttransferringtoMarionCityDigital
Academyandnoparentapprovalnotedinthestudentfile
maintainedbytheDistrict.Wealsonotedletterswithin
filesindicatingstudentswereautomaticallywithdrawnfrom
MarionCSDandenrolledintheMarionCityDigital
AcademyduringFY'11iftheyhad5ormoreunexcused
absencesinaquarter.Thistransferwasinitiatedbythe
Districtandnoparent/guardianapprovalwasnotedwithin
files.TheDistrictindicated,pertheDistrict'sattendance
policy,thatthestudenthadfailedforthecurrentquarter
basedonlackofattendanceandwasenrolledintothe
'creditrecoveryprogram'throughtheMarionCityDigital
Academy.ThispracticewasdiscontinuedaftertheFY'11
29. 044909 ToledoCity ScottHigh
100 Undetermined RefertoSection 9.2.2ofreport.
30. 044909 ToledoCity SamuelM.
91 Undetermined RefertoSection9.2.2ofreport.
31. 044909 ToledoCity Leverette
73 Undetermined RefertoSection9.2.2ofreport.
32. 044909 ToledoCity RogersHigh
156 Undetermined RefertoSection9.2.2ofreport.
33. 044909 ToledoCity StartHigh
235 Undetermined RefertoSection9.2.2ofreport.
34. 044909 ToledoCity EastBroadway
74 Undetermined RefertoSection9.2.2ofreport.
35. 044909 ToledoCity Byrnedale
77 Undetermined RefertoSection9.2.39.2.2ofreport.
36. 044909 ToledoCity McTigue
65 Undetermined RefertoSection9.2.2ofreport.
11.2. TOP100SCHOOLSWITHERRORS
Thefollowingtabledescribestheschoolswithlesspervasiveerrorsinenrollmentidentifiedduringthe
2010Ͳ11schoolyearfortheTop100schools.Forpurposesofthisreport,errorsaredefinedassporadic
exceptionsincluding,butnotlimitedto,alackofdocumentation,missingstudentfiles,andincorrector
unsubstantiatedEMISwithdrawcodes.Thesetestingresultsareasofthisreportdate.Testingofstudent
filesforsomeschoolsisstillindeterminate.
SCHOOLSWITHERRORS
37. 043489 AkronCity Akron
24 6 2Ͳ Withdrawntohomeschooling;however,thestudents
shouldnothavebeenwithdrawnbecausetheywereon
homeinstruction.
1ͲThereshouldnothavebeenabreakinattendance.The
studentwasenrolledatAOC,senttothePhoenixProgram
attheYMCA,thencamebacktoAOC.
1ͲThestudentnevershowedupforschoolandwas
withdrawnfortruancy.However,theDistrictcouldnot
providedocumentationthatthestudentwasreferredto
theOfficeofStudentServices,theDistricttruancylettersto
thestudent(requiredbypolicy),orfiledacomplaintin
juvenilecourt.Additionally,thestudentwasreͲenrolled
intotheDistrictatalaterdate,butnoenrollmentform
couldbeprovided.
1ͲThestudentwaswithdrawnon10/25/10using
withdrawalcode"45"(transferredbycourtorderto
correctionalfacility)andreenrolledintheDistricton
11/15/10.PerinquiryoftheDirectorofStudentServices,
thewithdrawalon10/25/10wasamistake,asthestudent
wasstillaresidentandresponsibilityoftheDistrict.
1ͲThestudentwaslistedasbeingexpelledon5/5/11;
however,perthedisciplinerecord,thestudentwas
enrolledinanalternativeprogram,andshouldnothave
beenwithdrawnfromtheDistrict.
38. 043489 AkronCity NorthHigh
75 2 1ͲThestudentattendedNorthuntil10/5/10.TheEntry
WithdrawalListindicatedthestudentwithdrewtoanother
district(anotationof""w/dtoBerea""wasmade);
however,nosupportingdocumentationcouldbeprovided
thatthestudentactuallywithdrewtoanotherdistrict.The
detailattendancerecordsintheEͲSchoolPlussystemdid
supportthestudentwasnotinattendanceattheDistrict
afterthewithdrawaldate.
1ͲThestudentattendedNorthuntil3/7/11.TheEntry
WithdrawalListindicatedthestudentwithdrewtoadistrict
outofstate(anotationofw/dtoArmarilloTxwasmade);
however,nosupportingdocumentationexistedtoindicate
thestudentwithdrewoutofState.Additionally,the
notationdidnotindicatewhothepersonwithdrawingthe
studenttalkedto,ifitwasaphonecallorfacetoface,the
date/time,etc.ThedetailedEͲSchoolPlusSystem
attendancerecordssupportedthestudentdidnotattend
theDistrictafter3/7/11.
39. 046623 AnsoniaLocal AnsoniaHigh
27 11 6Ͳ TheEMIScoordinatormaintainedacorrespondencefile
withDistrictsaskingfortranscriptsandherinformationon
faxing/mailingtheinformationfor6ofthesestudents,
howeverthisfilewasthrownawayaftertheschoolyear.
4ͲStudentsdidnothavefiles,butperconversationwiththe
EMIScoordinatorandSuperintendentitwasnotedthatone
wasamigrantworker'schildfromTexas,anotheronewas
enrolledintheCountyAlternativeschoolduetokidney
issues,oneotherchildwasspecialeducationandjust
stoppedshowingupandanotheronewasfosterplacedto
1ͲStudentwasincludedonanopenenrollmentsheetbut
hadnofileorapplicationsupportingsuchopenenrollment.
40. 045229 Bradford
BradfordHigh
56 1 Onestudentwithseveredisabilitieshadverylittleinschool
filetosupportwithdrawal.Auditorobtainedsupportfrom
outsidesource.Withdrawalappearsaccurate,butsupport
wasnotonfileatschool.
41. 043844 DaytonCity Meadowdale
76 9 3ͲThestudentswerenotwithdrawnfromtheDistrictduring
the2010Ͳ2011schoolyear.Twoofthestudentswere
detainedbytheMontgomeryCountyJuvenileCourt,
however,thestudentswerentdetaineduntil6/5/2011and
wereonlydetainedfor4days(1schoolday).Thethird
studentwasdetainedbytheMontgomeryCountyJuvenile
Court,however,thestudentwasn'tdetaineduntil
5/31/2011andwasonlydetainedfor9days(5schooldays).
2ͲThestudentswerewithdrawnfromtheDistrictduringthe
2010Ͳ2011schoolyearforexpulsion,however,thestudents
werenotactuallyexpelledfromtheDistrict.Thestudent
wereplacedattheDistrictsalternativeschoolandshould
nothavebeenwithdrawnfromtheDistrict.
1ͲThestudentwasplacedatPaintCreekAcademyviathe
Courtandcommittedtothelegalcustodyofthe
DepartmentofYouthServicesforInstitutionalization.The
CourtorderedtheDaytonPublicSchoolsresponsibleforthe
costofeducationforthechild.Theproperwithdrawalcode
fortransferredbyCourtOrder/Adjudicationis45,however
sincethestudentwasplacedintotheDepartmentofYouth
Servicethestudentshouldnothavebeenwithdrawnfrom
theDistrictandtheWKCcodeshouldnotbe04.
2ͲLackofsupporttosupporttheattendanceevent.
1ͲThestudentwasnotwithdrawnfromtheDistrictduring
the2010Ͳ2011schoolyear,however,thestudentdid
transfertotheDistrict'salternativeschool.Thus,the04
WKCcodedoesnotappearappropriateasthestudentwas
enrolledattheDistrictforthefullacademicyear.
42. 048686 Jefferson
34 9 Nodocumentationsupportingtheattendanceevents.
(Somestudentfileswerenotavailable;otherfileshadno
supportforthetransactionthatpushedthemtothestate
43. 044222 LimaCity Lima
25 3 Nosupportfor2truancywithdrawalsand1withdrawalfor
completinggraduationrequirements.
Therewerealso4studentsover18withnosupport.
However,thisisanalternativeschoolwithmostlystudents
thatareovertheageof18.Itisnotalwayspossibletogeta
withdrawalnotice.Mostofthetimethestudentsjuststop
coming.Forthoseeventscodedasover18,auditor
confirmedstudentwasover18basedonsystemrecorded
birthdate.These4werenotincludedasexceptions.
44. 044263 LorainCity NewBeginnings 61 7 2ͲStudentfilesdidnothavedocumentationindicatingthe
studentwasexpelledfromschoolasofthewithdrawaldate
2ͲStudentfilesdidnothavedocumentationindicatingthey
wereregistered/enrolled.
3ͲStudentfilesthattheEMISCoordinatorcouldnotlocate.
Forthese3students,theEMISCoordinatorprovidedAOS
withothersupportingdocumentationthatstudentwasnot
enrolledinthedistrictforthefullyearsuchas:1)eSMOC
OhioReportCardforthestudentwhichindicatedthatthe
studentwasnotenrolledinthedistrictforthefullyearas
notedbygradingperiod(s)missingforthe1st,2ndor3rd
quarter.AOSalsonotedinmostcasesstudentgradeswere
favorable.2)documentationthatstudentwasexpelled;
and3)studentregistrationdocumentation.These3
studentswereincludedwithinthefailuresduetothefact
thatstudentfilescouldnotbelocated.
45. 044263 LorainCity General
55 6 3ͲTheEMISCoordinatorwasunabletolocate3student
files.Todeterminethestudentwasproperlyincludedin
ourreport,theEMISCoordinatorobtainedtheeSMOCOhio
ReportCardforthestudentwhichindicatedthatthe
quarter.Inmostcasesstudentgradeswerefavorable.
3ͲWenoted3studentfilesthatlackeddocumentationthat
thestudentswereenrolledinautismscholarshipprogram.
46. 044263 LorainCity Longfellow
44 5 TheEMISCoordinatorwasunabletolocate5student
47. 044297 Mansfield
Center,Hedges
13 2 1ͲStudentatMansfieldHighSchooltransferredinͲ it
appearsthathechangedbuildingsduringtheyear,
however,hedidnotattendschooloutsideofthedistrict.
Nosupportforanattendanceeventthatwouldhave
pushedthestudentsscorestothestate.
1ͲWeexaminedattendancerecordsindicatingthatthe
studentattendedoutsidethedistrictfrom8/25/10
9/7/10.However,thiswaspriortocountweeksothis
wouldnotcauseastudentsscorestobepushedtostate.
Thestudentalsomovedbetweendistrictbuildings.
However,nosupportforaneventthatwouldhavepushed
thestudentsscorestothestate.
48. 044461 NewBoston
28 1 Studenthasbeeninandoutofsystemsince2008Ͳ no
supportforattendanceevent.
Alsoidentified19instanceswherebynoenrollment/
withdrawalformwaspresent;howeverother
documentationwasmaintainedinstudentfiletosupport
attendanceevent.
49. 044479 New
73 1 Nostudentfileordocumentationsupportingthestudent's
withdrawalcouldbeobtainedforaudit.
Additionally,ofthe73studentstested,25withdrawals
werenotedforwhichtherewasnocompletedWithdrawal
Reportwithinthestudentfileand28enrollmentswere
notedforwhichtherewasnocompletedStudent
RegistrationFormwithinthestudentfile.Other
documentationwasavailableandreviewedpertainingto
correspondencebetweendistrictstosupportthestudent
wasproperlycodedandpushedtotheState.
50. 044453 NewarkCity Heritage
76 2 Nothingtosupportattendanceevent.
Additionally,therewereinstanceswherenoformswerein
thefilesbutothersupportwasincludedtosupportthe
51. 044453 NewarkCity NewarkHigh
247 65 38ͲPurgedfiles:Meaning,studenteithergraduatedor
reachedagethattheycan'tattendH.S.(withinthepast2
years).Everythingexcepttranscripts,testscores,IEPs,and
medicalinformationareremoved.Nowithdrawal,
enrollmentformsorrecordsrequestsarekept.Thepurge
isbasedonaDistrictpractice/policyputinplacebyanexͲ
asst.superintendent.Weconfirmedthatfilewaspurged
basedonDistrictcriteria.
13ͲNothingtosupporttheattendanceeventinthestudent
5ͲNo"cumfile".NewarkishomeDistrict,studentis
elsewhereandhasneverattendedDistrict.
4ͲStudenthasfile,butnotenoughinformationtosupport
enrollmentduringtheyear.
5ͲStudentwas18andwithdrawn(code73)dueto
nonattendance.Nowithdrawalsupportinfile,confirmed
studentwas18,nofurtherattendancenotedafter
withdrawaldate.
Therewereadditionalfileswithlackofformsbutother
supportwasavailabletosupporttheattendanceevent.
52. 047001 Reynoldsburg
BaldwinRoad
46 1 Studentfilecouldnotbelocated.
53. 044784 SidneyCity SidneyHigh
176 42 19ͲNosupportforattendanceevent.
23Theattendanceeventcodereportedtothestatefor
theattendanceeventwasincorrect.
54. 048694 TrotwoodͲ
TrotwoodͲ
68 9 1ͲStudentclassifiedasWKCCode12ͲfirstyearLEPstudent
butenrolledforseveralyears.
1ͲStudentexcludedduetowithdrawal,howeverper
supportingdocumentationthestudentdidnothaveabreak
inattendanceduringthe2010Ͳ11schoolyearandshould
havebeenincludedontheschool'sreportcard.
7ͲStudentsexcludedduetoexpulsion.Studentwas
expelledfor10orlessdaysthereforethiswouldappearto
representasuspensionandhe/sheshouldhavebeen
includedintheDistrict'sreportcard.
Additionally,forTrotwoodͲMadisonElementary,6students
werenotedforwhichawithdrawalformorrequestfor
recordswerenotincludedwithinthestudentfile.Other
documentationwasavailabletosupporttheattendance
55. 048694 TrotwoodͲ
87 8 3Ͳ Studentswithaneventcodeofexpulsion,was expelled
for10orlessdaysthereforethiswouldappeartorepresent
asuspensionandhe/sheshouldhavebeenincludedinthe
District'sreportcard.
1ͲStudentwithaneventcodeofexpulsion,wasexpelled
District'sreportcard.ANDtheexpulsionnotice
documentedanexpulsiondateatorneartheendofthe
schoolyear;however,thewithdrawaldatewasbackͲdated
toadatepriortotheendoftheFullAcademicYear,which
isMay10thforgrades3Ͳ8.Nodocumentationastowhy
thedateoftheactualwithdrawalvariedfromtheexpulsion
datepertheexpulsionnotice.
2ͲStudentshadaneventcodeofexpulsion.Theexpulsion
noticedocumentedanexpulsiondateatorneartheendof
theschoolyear;however,thewithdrawaldatewasbackͲ
datedtoadatepriortotheendoftheFullAcademicYear,
whichisMay10thforgrades3Ͳ8.Nodocumentationasto
whythedateoftheactualwithdrawalvariedfromthe
expulsiondatepertheexpulsionnotice.
1ͲStudentwithdrawnundercode41butshouldhavebeen
withdrawnundercode74.Studentwaswithdrawnduring
theyearduetonotbeingaresidentafterconfirmationthat
thestudentnolongerresidedatthelastknownaddress.
1ͲStudentexcludedduetoentranceintotheDistrictinthe
middleoftheschoolyear.Perreviewofthestudent's
reportcard,thisstudentreceivedgradesforallfour
quartersandreceivedfinalgrades.Thisisinconsistentwith
thereportcardsofotherstudentswhoregisteredinthe
middleoftheyear.Allotherstudentsinthissituationdid
notreceivegradesuntiltheyregistered.Thestudent'stotal
dayspresentandabsentwereconsistentwiththereported
registrationhoweverAoSwillstillconsiderthisafailuredue
tothereportedgrades.
Additionally,forTrotwoodͲMadisonMiddleSchool,4
studentswerenotedforwhichaenrollmentform,
withdrawalformorrequestforrecordswerenotincluded
withinthestudentfile.Otherdocumentationwasavailable
tosupporttheattendanceevent.
56. 048694 TrotwoodͲ
47 2 1ͲStudentexcludedduetoexpulsion.Studentwasexpelled
1ͲStudentwithdrawnduetononͲattendancebutthe
Districtwithdrewundercode74(movedͲnotknowntobe
continuing)anddidnotfollowthewrittenpolicythatthe
JuvenileCourtbenotified.
Additionally,forMadisonParkElementary,3studentswere
notedforwhichawithdrawalformorrequestforrecords
werenotincludedwithinthestudentfile.Other
57. 045005 Warrensville
50 3 Lackofdistricttransferforms.However,additionalsupport
wasprovidedtodeterminethestudentsweretransferred
58. 045096 WillardCity NewHaven
37 3 Nothingonfiletosupporttheattendanceevents.
59. 045096 WillardCity WillardMiddle
112 3 2ͲNothingonfiletosupporttheattendanceevent.
1ͲNotedthatdocumentationsupportedwithdrawaldate
butnotcode.Studentwasimproperlycodedasmovingto
anotherdistrictinstate,40,whendocumentationshows
studentmovingoutofstate,41.
60. 045096 WillardCity WillardHigh
70 1 1ͲNotedthatdocumentationsupportedwithdrawaldate
anotherdistrictoutofstate,41,butcourtdocumentsstate
studentisnolongerrequiredtoattendschoolandisnot
knowntobecontinuing.Shouldbecode74.
61. 045161 Youngstown
21 5 1ͲWereviewedaStudentWithdrawal/RecordTransfer
Formdated9/29/10statingthestudentwithdrew;
however,nowithdrawaldatewasprovidedandtheform
wasnotsignedbyanyone.Wereviewedaletterfromthe
SupervisorofStudentServicestothePrincipaldated
10/27/10statingthestudentshouldbereͲenrolledatUPLC.
However,nodocumentationwasfoundofficiallyreͲ
enrollingthestudent.WereviewedaStudent
Withdrawal/RecordTransferFormdated5/9/11statingthe
studentwithdrew;however,nowithdrawaldatewas
providedandtheformwasnotsignedbyanyone.Theform
wasinitialedstatingthestudentwithdrewon5/5/11under
code41.Thereisnodocumentationstatingwherethe
studenttransferredto.WespoketotheSupervisorOf
StudentServicesregardingthestatusofthestudentand
sheexplainedthattheDistricthasnoproofthatthestudent
hasbeenreͲenrolledatanotherschool;therefore,the
studentisconsideredanongoingtruancycase,whichis
currentlybeinghandledbythecourts.Wealsoaskedthe
Districtiftheynormallyrecodethestudentuponfinding
outthatthestudentneverreͲenrolledinanotherschool
andtheystatedthattheykeptcode41,sinceeventuallythe
courtswillforcethechildtoreͲenrollatanotherschoolor
returntoUPLC.Duetothefactthestudentisanongoing
truancy,itwouldbemoreaccuratetocodethestudent
withcode71(Withdrewduetotruancy/nonattendance)
whilemaintainingappropriateevidenceofdueprocess.
1ͲWereviewedAttendanceSummary,notingthestudent
startedonhomeinstructionon12Ͳ15Ͳ10.Nosupporting
documentationnotingthiswascourtmandated.Therefore,
itisindeterminableifthewithdrawalcodeof45is
1ͲWereviewedStudentWithdrawal/RecordTransferForm
dated2/4/11statingthestudentwaswithdrawn.Theform
wassignedbythePrincipalon1/9/10andtheDirectorof
PupilPersonnel.Thestudenthadunexcusedabsencesfrom
12/9/10untilthedateoftheWithdrawal/RecordTransfer
Form.ThismayexplainwhytheWithdrawDatereflected
onthisspreadsheetshows12/9/10.Wereviewedthe
Admission/WithdrawMaintenanceprintscreenfromthe
system,whichnotedthestudentwasadmittedtoUPLCon
3/19/10andwithdrewon12/9/10(Code41ͲTranͲPSDin
Ohio).Thesheetalsonotedthathernextschoolwasthe
MCESCPACEProgram;howeverthereisnoadditional
documentationtosupporttheclaim.Wespoketothe
SupervisorOfStudentServicesregardingthestudent's
statusafterleavingUPLCandshesaidtheDistricthasno
recordofthestudentaftershewithdrewfromUPLC.We
alsoaskedheraboutseeingtheMCESCPACEProgramon
theAdmission/WithdrawMaintenanceprintscreenandshe
saidthatifshedidindeedenrollinthePACEProgram,she
wouldhavehadtoenrollatoneoftheotherpublicschool
districtsinMahoningCounty;however,YCSDhasnorecord
ofherreͲenrolling,noristhereproofofherparticipatingin
theMCESCPACEProgram.Assuch,acorrectcodingcannot
bedeterminedwithoutknowingwhathappenedtothe
studentaftershewithdrewfromUPLC.
2ͲTherewasnodocumentationsupportinginterͲdistrict
enrollment,onlyintraͲdistricttransfer;therefore,no
evidencesupportingstudents'midͲyearenrollmentand
pushtotheState.
62. 045161 Youngstown
P.RossBerry
57 4 Studentfilesdidnotincludedocumentationtosupportthe
notedenrollmentdateduringtheFY'11academicyear.
63. 045161 Youngstown
VolneyRogers
52 3 1ͲWeviewedtheAdmission/WithdrawMaintenanceForm
showingthestudentwasenrolledduringtheschoolyear,
however,thereisnoRegistrationFormonfileorRecord
RequestFormfromthepreviousschool.
1ͲBeginning11/16/09,thestudentwasonHealthImpaired
HomeInstruction.Nodocumentationshowingthe
admissiontoLeonardKirtzinAugustof2010,exceptforthe
Admission/WithdrawMaintenanceScreen.
1ͲThestudentstoppedattendingschooleffective3/21/11
duetononattendance.NotransferorWithdrawalforms
noted.AttendanceSummaryendedat3/21/11.Per
ReleaseofSchoolRecordsform,studentenrolledwithP.
RossBerrytostartthe2011Ͳ12schoolyr.Admissiondate
was8/31/11withdrawalreasonshouldhavebeen71,
nonattendanceafterappropriatedueprocess.Withdrawal
codeof41appearsinappropriate.
64. 045161 Youngstown
77 28 1Ͳ Thestudentfilecouldnotbelocatedandtherewasno
explanationastowhythefilewasmissing.
4ͲThestudentswereopenenrolledandneverattended
YCSDandnofileswereavailableforreview.
1ͲThestudentlefttheDistrictpursuanttoCourtOrderͲ
however,documentationoftheCourtOrderwasnot
availableforreview.
18ͲThestudentwasimproperlycodedwithwithdrawalcode
of41yettherewasnoevidenceofthestudenttransferring
toanotherOhioschooldistrictandinmanycasesthe
transferringdistrictwasmarkedas"unknown"andthe
studenthadstoppedattending.Inothercases,thestudent
wasnotedasovertheageof18andshouldhavebeen
codedas73ratherthan41.
4ͲTherewasnodocumentationwithinthestudentfileto
supportthenotedattendanceevent.
11.3. TOP100CLEANSCHOOLS
Thefollowingtabledescribestheschoolswithnoenrollmentissuesidentifiedduringthe2010Ͳ11school
CLEANSCHOOLS
DistrictIRN SchoolDistrictName SchoolName
TestedState
RollUpStudents
Identifiedto
65. 048793 CardingtonͲLincolnLocal HighSchool 59 0
66. 043760 CirclevilleCity NicholasElementarySchool 20 0
67. 045344 CrestlineExemptedVillage CrestlineSoutheastElementarySchool 23 0
68. 043844 DaytonCity MeadowdalePreKͲ8School 50 0
69. 043950 EuclidCity EuclidHighSchool 285 0
70. 048843 FranklinLocal RosevilleElementarySchool 18 0
71. 044040 GarfieldHeightsCity GarfieldHeightsMiddleSchool 107 0
72. 046953 HamiltonLocal HamiltonIntermediateSchool 107 0
73. 046953 HamiltonLocal HamiltonMiddleSchool 68 0
74. 048520 MeigsLocal HighSchool 81 0
75. 046672 MississinawaValleyLocal MississinawaValleyJR/SRHighSchool 38 0
76. 044412 MtHealthyCity JuniorHighSchool 84 0
77. 044446 NelsonvilleͲYorkCity NelsonvilleͲYorkHighSchool 50 0
78. 044511 NorthCollegeHillCity NorthCollegeHillHighSchool 66 0
79. 044628 PainesvilleCityLocal HarveyHighSchool 91 0
80. 046599 RichmondHeightsLocal RichmondHeightsSecondarySchool 43 0
81. 044818 SpringfieldCity SpringfieldHighSchool 146 0
82. 049155 WesternLocal WesternHighSchool 48 0
83. 045666 WindhamExemptedVillage WindhamJuniorHighSchool 21 0
84. 044081 WintonWoodsCity WintonWoodsElementarySchool 66 0
85. 045120 WoosterCity BoysVillage 69 0
11.4. TOP100SCHOOLSINDETERMINATEASOFTHEDATEOFTHISREPORT
Thefollowingtabledescribestheschoolswhereenrollmenttestingforthe2010Ͳ11schoolyearisstill
indeterminateduetofactorsoutsideAOScontrol(e.g.,schoolsarestillgatheringstudentinformationfiles
andotherinformationtosupportenrollment)asofthedateofthisreport.
043711 CantonCity ChoicesAlternativeSchool 162 Undetermined
87. 043711 CantonCity CommunityEducationalServices 11 Undetermined
88. 043711 CantonCity HartfordMiddleSchool 24 Undetermined
89. 043752 Cincinnati
GeorgeHaysͲJenniePorterElementary 65 Undetermined
90. 043752 Cincinnati
ChaseElementarySchool 54 Undetermined
91. 043752 Cincinnati
OylerSchool 88 Undetermined
92. 043752 Cincinnati
QuebecHeightsElementarySchool 47 Undetermined
93. 043752 Cincinnati
SouthAvondaleElementarySchool 55 Undetermined
94. 043794 Cleveland
Bellefaire 48 Undetermined
95. 044107 HamiltonCity GarfieldMiddleSchool 105 Undetermined
96. 044107 HamiltonCity HamiltonEducationCenter 88 Undetermined
97. 044107 HamiltonCity HamiltonHighSchool 228 Undetermined
98. 048736 Northridge
NorthridgeHighSchool 94 Undetermined
99. 048736 Northridge
EstherDennisMiddleSchool 46 Undetermined
100. 044677 PrincetonCity PrincetonHighSchool 170 Undetermined
11.5. ADDITIONAL28SCHOOLDISTRICTS
Thefollowingtabledescribestheresultsofenrollmenttestingforthe2010Ͳ11schoolyearforthe
additional28schooldistrictsasofthedateofthisreport.
Name SchoolName
1. 048124 AvonLake
CSD All
2. 045203 Barnesville
3. 047167 BerkshireLSD
4. 046433 CrestviewLSD
5. 047837 DanvilleLSD
6. 048413 ElginLSD
7. 047936 FairlandLSD
8. 048843 FranklinLSD
9. 046342 GoshenLSD
10. 045435 IndianHill
All 27 0 Clean
11. 050369 Lincolnview
12. 045450 LisbonEVSD
13. 044289 MadeiraCSD
All 28 0 Clean
14. 050740 MohawkLSD
15. 044495 NilesCSD
16. 044503 NorthCanton
All Undetermined Undetermined Clean
17. 049478 OntarioLSD
18. 050054 RevereLSD
19. 050500 WarrenLSD
20. 043554 Beachwood
All 52 2 During this period the District was on ESIS, now the
districtisonanewsystemandtheywereunabletopull
the names of these students as they also withdrew
beforetransitiontothenewsystem.
We obtained clarification from ODE indicating that
thesestudentswereproperlyexcluded.
21. 046714 CentralLSD
1Ͳ Studentwasreportedaswithdrawnon11/9/10on
F/Y2011WKClist.Thestudentwasenrolledatthe
districtduringthe2010Ͳ2011schoolyear;thestudent
fileincludedgraduationtestingscoresandanofficial
transcriptfromthedistrictwasdated6/5/11.Student
wasmiscodedwitha"41"withdrawaldateandnot
detectedbydistrictpersonnel.
1ͲStudentwasreportedwithanadmissiondateof
4/20/11onF/Y2011WKClist.Thestudentwas
enrolledatthedistrictduringthe2010Ͳ2011school
year;IEP'sareonfileforthestudentandgraduation
testingscoreswereinthestudentfileindicatingthe
studenthadpassedallgraduationtestingbackon
3/1/09.Studentwasmiscodedandnotdetectedby
districtpersonnel.
3/1/11onF/Y2011WKClist;howeverthestudent's
actualenrollmentdatewas8/1/11.Thestudentwas
enrolledatanotherlocalschooldistrictallofthe2010Ͳ
2011schoolyear.Correspondenceinthestudent'sfile
requestingreleaseofthestudent'srecordsdidnot
occurbetweendistrictsuntilAugust2011,which
correspondstotheactualenrollmentdateandnotthe
admissiondatereportedontheF/Y2011WKClist.
Studentwasmiscodedandnotdetectedbydistrict
22. 047852 Fredericktown
1 Ͳ Was unable to find name associated with SSID #.
TwodifferentemployeeslookeduptheSSID#andwere
unabletofindastudentname.
1Studentfilelackedsupportforwithdrawaldate.
23. 050187 LakeviewLSD
64 25 2ͲStudentshadnofiles.
1ͲSpecialEd.StudentattendingTrumbullCareerand
TechnicalCenterwithhomeschoolofGirard.File
containsminimalsupportotherthanofficialtranscript
20ͲViewedofficialtranscript.Nofilemaintained.
1ͲTranscriptdocumentsstudentgraduatedinJune
1ͲFileshowsstudenthasattendedLakeviewSchools
since2006.StudentFiledoesnotsupportWKC
LakeviewHighSchoolprocedureshavebeentopurge
filesafter1yearofwithdrawal.Transcriptswere
maintainednotingthewithdrawaldate. 24. 000442 Manchester
ManchesterLSDdidnothavedocumentationastothe
withdrawalofthisstudentandindicatedthe
withdrawalcode41usedwasimproperͲHowever,we
wereabletoreviewthedatafilereceivedfromODE
notingthisstudentalsoshowsuponthefileforWest
ClermontLSDwithanenrollmentdateconsistentwith
thenotedwithdrawaldatefromManchesterLSD.The
studentwascodedasa41transfertoanotherOhio
SchoolDistrict;however,thefiledidnotcontaina
withdrawalformoranyrequestforrecordsfrom
anotherschooldistrictaroundthedatenotedonthe
report.Therefore,weaskedtheEMISSecretarytolook
atthefileandseeifshecouldfindthedocumentation.
Sherespondedthatthestudentwaswithdrawnunder
code41byerrorasshewastheirstudentwhenshewas
placedelsewherebycourtorder.TheEMISSecretary
indicatedthecodeusedshouldhavebean"R"fora
studentplacedelsewherebycourtorder.Althoughthe
codingmayhavebeenwrongforthisstudent,the
studentwasproperlypushedtotheStateunderthe
notedcircumstances.
25. 050724 OtsegoLSD
1ͲAstudentwascodedasa"41"whichwastransferto
anotherdistrict,transcriptrequestonfile.Studentwas
over18whenleft,anddidnotprovideanewdistrict
goingtoattend,soshouldhavebeencoded"73".The
"73wasavaildcodeforpushingthestudenttothe
StateandnotincludinginDistrictcount.
2ͲAfamilywithdrewtheir2childrenon4/25andwent
toanotherDistrictinanotherCity.Thefamilydidnot
reͲenrollthechildrentillthestartofthefollowing
schoolyear.Thestudentfilescouldnotbelocateddue
tomisplacedduringanewbuildingproject.Theirschool
wastorndownandfilesmovedtothenewlocation.
Additionally,2withdrawalsofstudentsdidnotinclude
withdrawalformswithinthestudentfiles.However,
thefiledidincluderecordsrequestsfromtheother
districtstosupportthetransferofthestudenttothe
otherdistrict.
26. 045781 PerryLSD
All 42 3 3ͲLackofsupportfortheattendanceevent.
Alsonoted14instanceswherebyenrollment/withdraw
formnotincludedinfile;however,other
documentation/informationavailableinstudent
file/fromdistricttosupportattendanceevent.
27. 047969 Symmes
ValleyLSD
Onestudentwasimproperlycodedduetothefactthat
thestudentwaswithdrawnbymistakethenreͲenrolled
thesameday.However,thiscreatedaninaccurate
breakinattendancethatwasnotcorrectedbythe
District,causingthestudenttobepushedtotheState.
28. 049437 LexingtonLSD
TheDistrictwasunabletolocatethefileof1student.
WewereabletoreviewthedatafilereceivedfromODE
notingthisstudentalsoshowsuponthefilefor
HighlandLocalSchoolswithanenrollmentdate
consistentwiththenotedwithdrawaldatefrom
LexingtonLSD.Thecoding/withdrawalappearstobe
12. VIEWSOFRESPONSIBLESCHOOLOFFICIALS
TheschoolsforwhichtestingwascompleteasofSeptember28,2012wereprovidedanopportunityto
respondtothisreport.TheirresponseswereevaluatedandchangesweremadetothisreportasAOS
deemednecessary.
Districtresponsescanbeobtainedbycontactingtheschooldistrictslistedinsection11ofthisreport.
ODEsentthefollowingJuly25,2012,lettertoLocklandSchoolDistrictuponfindingthatLocklandhad
falselyreportedschoolattendancedata.Asdescribedinthisletter,ODEreviseddownwardtheschool
districtsreportcardrating.
John R. Kasich, Governor Stan W. Heffner, Superintendent of Public Instruction 25 South Front Street Columbus, Ohio 43215 education.ohio.gov (877) 644-6338 For people who are deaf or hard of hearing, please call Relay Ohio first at 711. VIA EMAIL AND CERTIFIED MAIL July 25, 2012 Donna F. Hubbard, Superintendent Lockland School District 210 N. Cooper Avenue Cincinnati, OH 45215-3011 Dear Superintendent Hubbard: This letter is to inform you that the Ohio Department of Education (ODE) has completed its investigation into the allegation that the Lockland School District (Lockland) had improperly reported its Education Management Information System (EMIS) data during the 2010-2011 school year. In summation, as a result of our investigation, and as further detailed in this letter, ODE has determined that: x Lockland failed to meet the burden of proof required to demonstrate that it made a good faith effort to properly report data to ODE as required by law. x Lockland personnel improperly and falsely reported that thirty-seven students were withdrawn during the 2010-2011 school year to attend another Ohio school district. x Lockland subsequently reenrolled thirty-seven withdrawn students into the district despite the fact that EMIS data illustrates that the students did not leave to attend another Ohio school district as falsely reported. x Lockland’s falsification of attendance data wrongfully benefitted the 2010-2011 district and school building report cards, thus requiring ODE to exercise its statutory authority to recalculate and reissue corrected 2010-2011 district and school building report cards to lower ratings in numerous areas of Ohio’s accountability system. x Findings of this investigation will be provided to the Office of Professional Conduct at ODE for formal review to determine if further investigation and action is warranted to ascertain if you or any ODE licensed professionals in Lockland participated in conduct unbecoming the teaching profession to falsely improve 2010-2011 district and/or school building local report card ratings. x Lockland and Lockland personnel shall immediately report any/all EMIS data honestly and correctly in accordance with all required policies, procedures, regulations, and laws. As you will recall, on March 27, 2012, after an initial review of your district data, ODE requested in writing any information in your possession to support the coding of thirty-eight Lockland students as withdrawn. On May 2, 2012, ODE received Lockland’s response drafted by legal counsel, David J. Lampe. Mr. Lampe stated in his letter that, “documentation of efforts made by the District to obtain executed withdrawal forms, receipt of requests for records from receiving School districts, and other documents supporting a designation as withdrawn are lacking.” Pursuant to Ohio Revised Code 3301.0714(L), ODE has the authority to investigate and take certain actions with regard to the submission of inaccurate EMIS data. RC 3301.0714(L)(9) indicates that, “the burden of proof shall be on the district to demonstrate that it made a good faith effort to report data as required by this section.” ODE has dutifully provided your district the opportunity to support, with any documentation in its possession, the decisions to report the students in question as withdrawn in EMIS. Lockland has not provided required documentation to support the withdrawal reason, “transferred to another Ohio school district,” reported for thirty-seven of the thirty-eight students in question. As a result, ODE concludes that Lockland has failed in its burden to show it made a good faith effort to report accurate attendance data for thirty-seven students during the 2010-2011 school year. Again, ODE's data review has determined that Lockland failed to provide any documentation to support the withdrawal of thirty-seven of the students in question. In fact, based upon a review of EMIS data, ODE has confirmed that thirty-seven of the thirty-eight students withdrawn from your district were not reported in EMIS as having enrolled in another school district during the period of being withdrawn from Lockland. Furthermore, these thirty-
seven students were later reenrolled in Lockland after their break in attendance. Thus, EMIS data clearly demonstrates that these thirty-seven students were educated exclusively by Lockland and improperly withdrawn during the 2010-2011 school year by Lockland personnel. This falsification is further evidenced by inconsistencies in daily attendance records and alleged periods of student withdrawals entered by Lockland personnel. Lockland’s failure to provide accurate data requires ODE to conclude that EMIS data for thirty-seven students in question was falsely reported. This falsification resulted in inflated accountability ratings for Lockland. By falsely withdrawing these students via EMIS data submitted, the limited and basic assessment scores for these students were not counted in their respective school or your district accountability calculations for the 2010-2011 school year report cards. Because Lockland benefitted wrongly from the inaccurate withdrawal data entered into EMIS, in accordance with RC 3301.0714(L)(2)(d)(viii), ODE is exercising its power to revise the 2010-2011 Lockland Report Cards. The 2010-2011 report cards bearing the water mark referencing this investigatory review will be removed and ODE will reissue corrected 2010-2011 Lockland District and Building Report Cards. The revised report cards now illustrate the inclusion of assessment data for thirty-six of the remaining thirty-seven students in question by ODE. Two of the original thirty-eight students in question were excluded from the data recalculation. As previously accounted, one student in question was properly justified and documented for withdrawal status. A second student, although not properly documented for withdrawal, was a first year Limited English Proficient student who would have been excluded from the accountability calculation despite the inappropriate break in enrollment. Overall, the proper inclusion of the accountability data for the thirty-six students will result in the following changes for Lockland as illustrated in the attached corrected report cards for the 2010-2011 school year: Based upon the actions outlined herein, ODE’s investigation of EMIS data related to thirty-
eight students during the 2010-2011 school year is now concluded. However, pursuant to RC 3301.0714(L)(2)(d)(vi) & (N), findings of this investigation will be provided to the Office of Professional Conduct at ODE for review to determine if further investigation is warranted to ascertain if you or any ODE licensed professionals in Lockland participated in conduct unbecoming the teaching profession to contribute to the falsified reporting of attendance data to improve 2010-2011 district and school ratings. As I have communicated to you previously, these actions are serious in nature, will not be tolerated, and may result in professional conduct sanctions against any/all culpable Lockland personnel, up to and including suspension or revocation of licensure, and/or other personnel actions as determined by the Lockland Board of Education. It is my expectation that Lockland will continue to cooperate fully if further action is determined necessary by the Office of Professional Conduct. Additionally, Lockland will immediately report any/all EMIS data honestly, accurately, and in accordance with all reporting policies, procedures, regulations, and laws. Old New Old New
rd 8 in 4
th 4 in 5
th 1 in 7
th 3 in 8
th 4 in 10
th 6 in 11
th 2 in 11
(due to insufficient number of students)
th 4 in 11
103.2 100.4 Met Met Ok Ok
92 Met Met Ok Ok
Lockland High Excellent Excellent 12 of 12 11 of 12
Lockland Middle
Effective Effective 7 of 8 6 of 8 94.2
85.6 77.7 Met
OK At Risk
79.3 Met Met Ok Ok
3 of 8 1 of 8
88.1 Met
Ok 20 of 26 14 of 26
1 of 2 1 of 7
Number of Students Added to Results
Old Improvement Status
New Improvement Status
Old AYP
New AYP
93.3 At Risk
Should you or your Board have any questions related to this investigation or our findings, please contact ODE accordingly. Sincerely, Stan W. Heffner State Superintendent of Public Instruction C: Terry Gibson, President, Lockland Board of Education (via e-mail and certified mail) Misty Cromer, Vice President, Lockland Board of Education Krista Blum, Member, Lockland Board of Education Colleen Carter, Member, Lockland Board of Education Ava Strole, Member, Lockland Board of Education David J. Lampe, Esq. State Board of Education Members P.R. Casey, Chief Legal Counsel, Ohio Department of Education William Zelei, Associate Superintendent, Ohio Department of Education Certified mail numbers: 7011 1150 0000 5865 1946 Donna Hubbard 7011 1150 0000 5865 2141 Terry Gibson Thispageintentionallyleftblank.
ͺͺ East Bioau Stieetǡ Fouith Flooiǡ Columbusǡ 0hio Ͷ͵ʹͳͷǦ͵ͷͲ͸ Phoneǣ ͸ͳͶǦͶ͸͸ǦͶͷͳͶ oi ͺͲͲǦʹͺʹǦͲ͵͹Ͳ Faxǣ ͸ͳͶǦͶ͸͸ǦͶͶͻͲ www.ohioauditor.gov INTERIM REPORT ON STUDENT ATTENDANCE DATA AND ACCOUNTABILITY SYSTEM FRANKLIN COUNTY CLERK’S CERTIFICATION This is a true and correct copy of the report which is required to be filed in the Office of the Auditor of State pursuant to Section 117.26, Revised Code, and which is filed in Columbus, Ohio. CLERK OF THE BUREAU CERTIFIED OCTOBER 4, 2012 More From This UserODE ESSA Online Survey SummaryODE Charter RFP2016 Ohio Local Report Card AnalysisThe Myth of Unions’ Overprotection of Bad TeachersOpt Out National Survey Final Full ReportA Call to Action to Improve the Quality of Full-time Virtual Charter Public SchoolsThe Impact of Charter Schools on District School BudgetsReport on Community School Student Attendance 2016 State of Our Schools ReportOpen Letter to Education officials in OhioA Reanalysis of the Effects of Teacher Replacement Using VAMState Board Dec2015 Community School Sponsor EvaluationThe Myth of Unions’ Overprotection of Bad TeachersAmerican Educational Research Association Student Testing in America’s Great City SchoolsEducation Department Assessment Fact SheetThe	Status and Direction of	Blended	learning	in OhioHOUSE BILL 74 SUMMARY (As Reported by H. Education)Problems of Teacher Measurement2015 Ohio House substitute Budget Bill HB64-SubIO Analysis the School Funding SqueezeAuditor Yost HB2 Testimony2016-17 Ohio Budget Summary for K-12 EducationReport on Community School Student Attendance CountsSupt Ross Report on Testing
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