Preuss School Audit Calls for Greater Management, Internal Controls

Pat Jacoby | December 17, 2007

An extensive audit focusing on The Preuss School’s grade recording practices has called for a series of corrective actions to fortify management and administrative systems at the school.

“This is not about Preuss students or about the mission of Preuss School—these have not been compromised. It’s about internal controls at the school, which clearly need to be strengthened,” noted Chancellor Marye Anne Fox in announcing audit findings of Preuss School student grades at a Dec. 12 news conference.

The audit, initiated in early summer at the request of the Preuss School Advisory Board chair, identified discrepancies in the recording of grades and problems with the administrative functions required by state law and university and school policies. Several aspects of Preuss School internal controls were found to be inadequate, including the management of student information systems, preparation of student transcripts, staffing of the Registrar position and retention of documentation supporting student grades and authorized grade changes.

The audit detailed 427 instances of incorrect grade recording. Of 190 transcripts that were examined in the audit, 144 (75%)  included one or more incorrect grades. The transcripts of all current students whose grades were recorded incorrectly have now been corrected.

“We are putting systems in place that will make sure this never happens again,” Fox said, “Our rapid response to the problem and our outrage over what happened makes it obvious that we take this very seriously. So does the fact that we’ve taken immediate corrective actions.”

Senior Vice Chancellor Paul Drake said “The integrity of Preuss academic records is of critical importance to us. We remain committed to The Preuss School and will work to ensure that the highest standards of accuracy, accountability and reporting procedures are adhered to as we move forward.”

The audit included a thorough review of nearly 200 transcripts issued since 2004, as well as numerous interviews with current and former staff, teachers and administrators and an in-depth examination of administrative procedures and processes, he added.

“The audit shows that there were a very limited number of problems. While any problems in grade reporting are unacceptable, there was no evidence of widespread grade manipulation.”

Advisory Board Chair Cecil Lytle noted that “Preuss is a model for urban education that has led two to three dozen other schools around the country to adopt our model for reform of K-12 education. For that reason, we have to be squeaky clean.

“The public has faith in The Preuss School and the parents, teachers and students do, too,” he said. “The changes we are making will ensure that Preuss is run with the highest standards possible.”

Interim Vice Chancellor Gary Matthews noted that “At no time during this review were students found to be involved in any way. All inappropriate grade changes appear to have been made by authorized persons.”

“As a result of the audit and its findings, UCSD will retain an external consulting firm with expertise in charter schools to conduct a comprehensive review of Preuss School practices and operations. In addition, the Preuss School, in conjunction with UCSD Student Affairs, is now in the process of reviewing the transcripts of all other Preuss School students to ensure that they are accurate,” Matthews said.

He added that Acting Principal Scott Barton will remain in place throughout the rest of the academic year.