1. Preparing for an oepa audit
Allen D. Brock, Coordinator
West Virginia Board of Education
Office of Education Performance Audits

2. What is gone The Five Day Notice
The Lateral Files (or at least most of them)
The 34 Verification Standards
The Compliance Driven Mentality

3. What remains The Student Interviews The Teacher Interviews
The Administrative Interviews
The Classroom Observations
Monitoring of the School Environment
Verification of a Standards-Focused Curriculum
Professional Development Verification
Efficient and Effective Management of Personnel and Resources
Various Policy/Code Compliance
Regulatory Agency Reviews
School Facilities Checklist

4. What should you prepare
Condensed Master Schedule
Daily Use Schedule/Elementary Classroom Schedules
Bell Schedule
Building Map (with teacher names on map)
Directions to School From Central Office
Facilities Evaluation Checklist
Other Monitoring Reports (Financial Audit Report, Special Education Monitoring, Fire Marshal Report, Health Department Report, SBA report if applicable, Federal Programs Reports)
Wireless passcode

5. The day of the audit
The Team will arrive minutes before the instructional day begins
They will need to follow the school procedures of guests entering the building
Please brief the Team as to changes in daily schedule and absent teachers
Team breaks out to observe classrooms and interview students, staff, and administrators
Prior arrangements may be requested by the Team leader for interview process for students and teachers
The OEPA Team will have a consensus meeting at the end of the day
Team Leader will meet with OEPA Coordinator
School exit conference will take place at a later date

6. The School monitoring report
RATING SCALE
Distinguished – 4. Strong and Pervasive Characteristic.
KEY WORD – ALL
Accomplished – 3. Present but not Pervasive.
KEY WORD – MOST
Emerging – 2. Present in a few areas, but needs improvements.
KEY WORD – SOME
Unsatisfactory – 1. Rarely evidenced; needs significant improvement.
KEY WORDS – FEW/NONE

7. S.M.R. SECTION ONE Must include input from entire staff
Consensus must be reached on each function
During consensus meeting, focus on ENTIRE function
Fully utilize the school evidence column to verify rating
PLEASE review school evidence column for spelling/grammar

8. Section one: SEVEn standards
Standard 1: Positive Climate and Cohesive Culture.
Standard 2: School Leadership.
Standard 3: Standards-Focused Curriculum, Instruction, and Assessments.
Standard 4: Student Support Services and Family/Community Connections.
Standard 5: Educator Growth and Development.
Standard 6: Efficient and Effective Management.
Standard 7: Continuous Improvement.

9. Section two: support needed
Resource and/or Facility needs that would impact student performance and well being.
Professional Development needs and capacity building needs to improve student performance and well being.
**The OEPA Team may add needs under either section based on observations and interviews conducted.

10. Section three: best practices
School Developed, or
“Canned Program” that was dramatically modified to meet a specific need of the school
School has data to show great positive impact on school
Can be implemented in other schools to provide positive results

11. Section four: policy and code
Criteria:
Full Compliance: If the school can answer “Yes” to all questions under that specific code/policy
Partial Compliance: If the school can answer “Yes” to more than 50% but less than 100% of the questions under that specific code/policy
Noncompliance: If the school answers “Yes” to 50% or less of the questions under that specific code/policy

12. policy and code (continued)
POLICIES:
Policy 2320 – A Process for Improving Education: Performance Based Accreditation System
Policy 2340 – West Virginia Measures of Academic Progress
Policy 2510 – Assuring the Quality of Education: Regulations for Education Programs
Policy 4373 – Expected Behavior in Safe/Supportive Schools
CODES:
W.Va. Code §18-2-7a – Physical Education
W.Va. Code § b – Counseling Services

13. policy and code (continued)
OTHER MONITORING REPORTS:
Policy – Accounting Procedures Manual for Schools
Policy 2419 – Education of Students with Exceptionalities
Fire Marshal
Health Department
School Building Authority
Federal Programs

14. Common problems Failure to submit SMR on time
Failure to complete the Facilities Checklist
Misinterpreting the Function
Over rating or under rating the functions
School evidence insufficient or nonexistent
Staff unaware of contents of SMR
Listing of needs in Section 2 that do not impact student performance and well being
Failure to provide required courses listed in Policy 2510
The required teams in Policy 2510 are not in place
Physical Education not receiving required amount of time per programmatic level
Guidance counselor(s) cannot verify 75% direct counseling with students
Other Monitoring Reports: Findings not corrected and/or no plan in place to correct issues

15. The bottom line
All decisions must be made in the best interest of the students
All staff must be aware of the contents of the SMR
There is no substitute for high quality instruction
High expectations MUST be evident buildingwide
ALL students must be challenged to perform at their highest level
Instructional time is valuable and must be fully utilized
EVERY student deserves a high quality education