2025 Emergency B

 

Briefing on the Pocahontas County Schools State of Emergency (2025–2026)

Executive Summary

In February 2025, the West Virginia Board of Education (WVBE) declared a State of Emergency for Pocahontas County Schools following a Special Circumstance Review that revealed systemic failures in leadership, academic integrity, and special education compliance. While significant progress was noted under the leadership of a new Superintendent, the WVBE unanimously voted in August 2025 to extend the emergency for an additional six months to address persistent gaps, including a 53% chronic absenteeism rate at the high school level.

The situation has been further complicated by a January 2026 financial audit revealing serious fiscal irregularities, including missing deposits and widespread backdating of purchase orders. The county is currently executing a five-pillar remediation plan focusing on academic integrity, fiscal responsibility, special education compliance, leadership capacity, and student support. A final review by the WVBE in February 2026 will determine if the state of emergency will be lifted or if a full state takeover is required.

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Initial Findings and Declaration of Emergency

The emergency declaration originated from a late 2024 review of Pocahontas County High School (PCHS). The West Virginia Department of Education (WVDE) Office of Accountability identified several critical deficiencies that necessitated state intervention:

• Academic and Grading Integrity: Evidence pointed to "intentional acts" involving the unauthorized transcription of inaccurate credits and grades. Staff lacked the necessary expertise and controlled access to the West Virginia Education Information System (WVEIS).
• Special Education Non-Compliance: IEP (Individualized Education Program) compliance was measured at less than 80%. Specifically, the district failed to review IEPs within the mandatory 365-day window and practiced "mass placement," where all special education students were placed in the same math course regardless of individual needs.
• Lack of Student Support Services: The high school operated without a certified counselor or a Comprehensive School Counseling Program (CSCP). Master schedules were not prepared in advance, and Personal Education Plans (PEPs) were nonexistent.
• Leadership and Safety Gaps: Reviewers cited a lack of leadership expertise and insufficient central office support for school-level administration. Furthermore, the principal lacked required access to security camera footage in special education classrooms.
• Workplace Culture: Employees reported a hostile environment characterized by potential retaliation from the central office.

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August 2025 Progress and Extension

Despite "tremendous work" accomplished under new Superintendent Dr. Leatha Williams, the WVBE extended the State of Emergency in August 2025. This extension was driven by the depth of systemic issues that required more than the initial six-month window to resolve.

Key Developments as of August 2025

• Administrative Restructuring: The county established a Director of Personnel and Technology and a supervisor of counseling services. "Deans" were appointed to support schools lacking certified counselors.
• Counseling and Attendance: A Comprehensive School Counseling Plan was finalized. However, data revealed a staggering 53% chronic absentee rate at PCHS (138 out of 260 students).
• Professional Development: A "Principals Academy" was launched to train leadership on legal protocols, the chain of command, and data security.

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Financial Irregularities (January 2026 Update)

As the county approached its February 2026 review, a special audit of PCHS covering July 2024 through December 2025 revealed new fiscal mismanagement:

Irregularity Type	Audit Findings
Missing Deposits	Funds from events (Turkey Trot, concessions) were held in a safe rather than deposited. One deposit had not been made since the start of the 2025–26 school year.
Backdated Orders	294 out of 627 purchase orders reviewed were backdated, violating state purchasing protocols.
Policy Violations	Frequent failure to follow WVDE Policy 1224.1, which requires deposits within 24 hours if collections exceed $500.

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Five-Pillar Remediation Strategy

The current path toward local control is built upon five core pillars of reform:

Pillar 1: Academic Integrity & Data Management

• Transcript Audits: A 100% audit of student transcripts from the last two academic years to correct clerical and "intentional" errors.
• WVEIS Controls: Implementation of tiered and logged access to WVEIS to prevent unauthorized grade modifications, supported by mandatory administrative training.

Pillar 2: Fiscal Responsibility & Transparency

• Deposit Protocols: Enforcement of mandatory 24-hour banking for collections over $500, with principal sign-off on all daily deposit slips.
• Purchasing Reform: A "No Backdating" policy for all purchase orders. Expenditures exceeding $5,000 now require central office approval via a formal RFP process.

Pillar 3: Special Education Compliance

• IEP Remediation: Completion of a 100% audit of all county IEPs. Non-compliant files must be updated within 30 days.
• Quarterly Monitoring: Transitioning to an internal quarterly review process to ensure long-term compliance with state and federal regulations.

Pillar 4: Leadership & Governance

• Mentorship: Continued use of WVDE-approved consultants (such as Deirdre Cline) to provide on-site coaching for the Superintendent and Principal.
• Whistleblower Protections: Formal training on the "chain of command" and legal protections for staff to eliminate the "culture of retaliation."

Pillar 4: Student Support & Attendance

• Absenteeism Task Force: A dedicated team focused on home visits and identifying transportation barriers to reduce the 53% chronic absenteeism rate.
• PEP Compliance: Ensuring 100% of students in grades 9–12 have an annual Personal Education Plan reviewed by parents and staff.

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Timeline for February 2026 Review

The following table outlines the benchmarks required for the State of Emergency to be lifted:

Goal/Action Item	Responsible Party	Status/Deadline
100% IEP Audit	Office of Special Education	Completed (Oct 2025)
PCHS Financial Cleanup	Chief School Business Officer	Feb 1, 2026
WVEIS Access Review	Director of Technology	Feb 15, 2026
WVBE Final Review	WV Board of Education	Feb 2026