Compliance Issue 2.1--AI Prompt Guide

Develop a plan for the the following:

 NONCOMPLIANCE 2.1: Evidence indicates a student was transcribed inaccurate transfer credits.

Interview comments and documentation suggest this may have been done intentionally and not as the result of a data entry error. Throughout the review process, other transcript errors were discovered.

A lack of expertise in the correct use of the WVEIS platform to transcribe grades was evident. WVBE Policy 2510, Sections 6; WVBE Policy 4350, Section 4.3; WVBE Policy 5902, Section 4.2.1

 CORRECTIVE ACTION 2.1: School administrators must verify and correct any transcript errors with support from the appropriate WVDE personnel. Central office personnel with support from WVDE must review staff member permissions on WVEIS and revoke permissions for personnel who have not been properly trained. Central office personnel and school administrators must attend training sessions provided by WVDE personnel. School administrators and teacher leaders will develop school procedures for the transcription of student credits.

AI Prompt: 

Verify and correct any transcript errors

 Create a plan to verify and correct any transcript errors in a high school transcript.

Review staff member permissions on WVEIS

Develop a procedure  to review staff member permissions on WVEIS

Develop school procedures for the transcription of student credits.

Develop school procedures for the transcription of student credits.

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 Create a plan to verify and correct any transcript errors in a high school transcript.

1. Obtain a copy of your high school transcript. You can usually request this from your school's registrar or guidance office.

2. Review the transcript carefully, looking for any errors or discrepancies. Common errors include:

• Incorrect grades
• Missing courses
• Inaccurate GPA calculation
• Typos or misspellings
• Incorrect personal information

3. If you find any errors, gather documentation to support your claim. This might include:

• Report cards
• Course syllabi
• Attendance records
• Test scores

4. Contact your high school's registrar or guidance office to report the errors and provide your supporting documentation. They will typically have a process for correcting transcript errors.

5. Follow up with the school to ensure that the corrections have been made and that an updated transcript is sent to any institutions that have received the incorrect version.

It's important to verify and correct any transcript errors as soon as possible, as they can affect your college applications, scholarship opportunities, and future employment prospects.

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 Develop a procedure  to review staff member permissions on WVEIS

 Procedure for Reviewing Staff Member Permissions on WVEIS

This procedure outlines the steps for reviewing staff member permissions on the West Virginia Education Information System (WVEIS). It aims to ensure data security, appropriate access levels, and compliance with state regulations.

I. Frequency of Review:

• Regular Review: Permissions should be reviewed at least annually, preferably at the beginning of each school year.
• Triggered Review: A review should also be conducted whenever there is a change in staff roles, responsibilities, or employment status (e.g., new hires, transfers, departures).

II. Personnel Involved:

• Designated WVEIS Administrator: This individual is responsible for overseeing the permission review process, making necessary changes, and maintaining accurate records. This is typically a technology coordinator, data manager, or principal.
• School Principal/Department Head: Provides oversight and ensures that permissions align with staff responsibilities within their school or department.
• Staff Members: May be asked to review their own permissions for accuracy.

III. Review Process:

1. Generate Reports: The WVEIS administrator will generate reports listing all staff members and their assigned permissions within the system. These reports should be organized by school/department and role.

2. Verification of Staff Roles: The principal/department head will review the staff list and confirm the accuracy of assigned roles. Any discrepancies should be documented and communicated to the WVEIS administrator.

3. Permission Mapping: For each role, a documented "permission map" should exist, detailing the specific WVEIS functions accessible to that role. This map serves as a reference point for the review. (If a map doesn't exist, one should be created and approved by relevant stakeholders).

4. Comparison and Validation: The WVEIS administrator, in consultation with the principal/department head, will compare the generated reports against the established permission map. This step identifies any discrepancies, such as:

   • Over-Permission: Staff members with access to functions beyond their job requirements.
   • Under-Permission: Staff members lacking access to necessary functions.
   • Incorrect Role Assignment: Staff members assigned to the wrong role, leading to inappropriate permissions.

5. Documentation of Findings: All discrepancies identified during the review should be documented, including the staff member's name, the incorrect permission, and the recommended correction.

6. Permission Adjustment: The WVEIS administrator will make the necessary adjustments to staff permissions based on the documented findings and in accordance with the permission map.

7. Verification of Changes: After adjustments are made, the WVEIS administrator will generate new reports to verify that the changes were implemented correctly. These reports should be reviewed by the principal/department head.

8. Communication and Training: Staff members should be informed of any changes to their permissions. If significant changes are made, refresher training on WVEIS functionalities may be necessary.

9. Record Keeping: All documentation related to the permission review process, including reports, discrepancy logs, and permission maps, should be securely stored and maintained for audit purposes.

IV. Addressing Specific Scenarios:

• Departing Staff: Permissions for departing staff members should be immediately revoked.
• Transferred Staff: Permissions should be reviewed and adjusted based on the staff member's new role and responsibilities.
• New Hires: Permissions should be assigned based on the new hire's role and in accordance with the established permission map.

V. Continuous Improvement:

The permission review process should be periodically evaluated and updated to ensure its effectiveness and efficiency. Feedback from stakeholders should be solicited and incorporated into future reviews. This process should also be aligned with any updates to WVEIS or changes in state regulations.

This procedure provides a framework for reviewing staff member permissions on WVEIS. Specific implementation details may vary depending on the school or district. It is crucial to maintain open communication between all stakeholders to ensure the security and integrity of the WVEIS data.

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Develop school procedures for the transcription of student credits.

School Procedures for the Transcription of Student Credits

These procedures outline the process for accurately and consistently transcribing student credits at [School Name]. They aim to ensure the integrity of student academic records and facilitate smooth transitions for students.

I. Responsibility:

• Transcript Clerk/Registrar: Primary responsibility for transcribing student credits, maintaining accuracy, and adhering to established procedures.
• Counselors: Review transcripts for accuracy, advise students on credit requirements, and approve transcript requests.
• Teachers: Accurately record and submit grades promptly, which form the basis for credit transcription.

II. Data Sources:

• Gradebook: Official record of student performance in each course, maintained by the teacher. Must be kept updated and accurate.
• Attendance Records: Used to verify student enrollment and completion of course requirements.
• Standardized Test Scores (if applicable): May be used for placement or credit by examination.
• Transfer Transcripts: Official records from other institutions for students transferring in.

III. Transcription Process:

1. Grade Submission: Teachers submit final grades for each course by the designated deadline. These grades should be entered into the school's student information system (SIS) accurately and promptly.

2. Verification of Grades: The transcript clerk/registrar verifies the submitted grades against the gradebook and attendance records for consistency. Any discrepancies should be resolved with the teacher before proceeding.

3. Credit Assignment: Credits are assigned based on the course's credit value and the student's earned grade. The school's credit system (e.g., Carnegie units, semester hours) should be clearly defined and consistently applied. Passing grades earn credit. Failing grades earn no credit.

4. Transcript Entry: The transcript clerk/registrar enters the following information into the SIS for each course completed:

   • Course Name and Number
   • Grade Earned
   • Credit Earned
   • Term/Semester/Year of Completion
   • GPA Weighting (if applicable, for honors or AP courses)

5. Transfer Credits: For transfer students, the transcript clerk/registrar evaluates the transfer transcript and assigns equivalent credits based on the school's curriculum and policies. A course-by-course equivalency should be documented.

6. GPA Calculation: The SIS automatically calculates the student's Grade Point Average (GPA) based on the earned grades and credit values. The GPA calculation method should be clearly defined and consistently applied.

7. Transcript Review: Before finalizing the transcript, the counselor reviews it for accuracy, ensuring that all credits are correctly transcribed, and the GPA is accurately calculated.

8. Transcript Generation: Official transcripts are generated through the SIS and include the following information:

   • Student's Name, Date of Birth, and Student ID
   • List of Courses Completed, Grades Earned, and Credits Earned
   • Cumulative GPA
   • Graduation Date (if applicable)
   • School Seal and Authorized Signature

IV. Special Circumstances:

• Credit by Examination: Procedures for awarding credit based on standardized tests or other assessments should be clearly defined and documented.
• Independent Study/Online Courses: Policies for transcribing credits earned through independent study or online courses should be established and consistently applied.
• Repeating Courses: Policies regarding how repeated courses and grades are reflected on the transcript should be clearly defined. (e.g., replacement grades, averaging grades)
• Incomplete Grades: Procedures for handling incomplete grades and their impact on credit transcription should be documented.
• Dual Enrollment: Procedures for transcribing college credits earned through dual enrollment programs should be established.

V. Transcript Requests:

• Student/Parent Requests: Students and parents can request official or unofficial transcripts by following the established procedures, which may include a request form, payment of fees, and identification verification.
• College/University Requests: Transcripts sent directly to colleges or universities must be official and sealed.
• Other Authorized Requests: Transcripts may be released to other authorized entities (e.g., employers, scholarship organizations) with proper authorization from the student or parent.

VI. Data Security and Confidentiality:

• Access Control: Access to student transcripts and the SIS should be restricted to authorized personnel only.
• Data Backup: Regular backups of student data should be performed to prevent data loss.
• Confidentiality: Student transcript information is confidential and should not be released without proper authorization. FERPA regulations must be adhered to.

VII. Continuous Improvement:

• Regular Review: These procedures should be reviewed and updated annually to ensure their effectiveness and compliance with current regulations.
• Training: Staff members involved in the transcription process should receive regular training on these procedures.
• Feedback: Feedback from staff, students, and parents should be solicited and used to improve the transcription process.

By adhering to these procedures, the school can ensure the accuracy and integrity of student academic records, facilitating student success and smooth transitions.

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