PCSB Transcript Audits
PCSB 9th grade audit
PCSB staff conducts 9th grade transcript audits on all schools that offer 9th grade, usually in June and
July. This process tracks the United States Department of Education mandates, and provides data for
the 9th grade on-track metric in the Performance Management Framework. In this process, a preformatted Excel sheet with the 9th graders listed in PCSB’s database, ProActive, is sent to schools.
Schools are asked to indicate whether each student is “on track” or “not on track” to graduate in their
perspective graduating class, based on credits earned by the end of 9th grade. That form is returned to
PCSB. Then PCSB staff conducts the audit onsite at the school, recording of a random selection of 20%
of the 9th grade class. They are checked to determine whether the students are “on track” or not. This
process is done with the assistance of school staff and includes review of the school’s promotion policy,
credits earned, course grades earned, and community service completed. If 20% of the audited students
prove to be correct (thus, the on-track status is the same as what the school listed on the original
spreadsheet), then the audit is considered complete. However if 20% of the audited students cannot be
verified (the on-track status does not match what is listed on the original spreadsheet), the entire 9th
grade class will be audited at a later date. An Executive Summary of the findings is then sent to the
school. At the end of the summer, the on-track numbers are revised to include students whose on-track
status changed after completing summer school.
PCSB 12th grade audit
PCSB staff and consultants conduct 12th grade transcript audits on all schools that serve 12th grade
students . These audits are conducted between March and May. In order for a charter school student
to receive a graduation diploma signed by the PCSB chair, that student’s academic records must be
confirmed through the audit process. The review takes one to two days depending on the size of the
school’s graduating class. In the audit process, all seniors’ transcripts are reviewed to ensure the
accuracy, completeness, and integrity of student academic records. Reviewers analyze report cards,
official transcripts, student/parent handbooks, course catalogues and guidance/registrar files to
complete the review. Discussion with school leaders occurs as needed. At the end of the process, the
audit review team conducts a clarifying session which provides an opportunity for the school to review
the data and clarify any miscalculations.
Schools are asked to provide the following documents to the PCSB staff and consultant review team:
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An official roster of seniors presently enrolled
A list of all seniors who have withdrawn which identifies date of withdrawal and the educational
placement of each w/d senior.
A copy of the school-specific graduation requirements
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A copy of each Senior’s Memorandum of Understanding
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Xeroxed copies of senior transcripts for purposes of mark-up
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Verifying documentation of all completed Community Service Hours
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Night School Documentation of Course Completion
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Grading policies and procedures
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Student handbooks
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Parent handbooks
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The school’s graduation requirements
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Complete set of Course Catalogues
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List of on-line service providers for on-line course work completed
The review team uses pre-formatted excel spreadsheets to document each student’s graduation status
by comparing their cumulative academic record to the official transcript, the school’s graduation
requirements, and the OSSE’s twenty-four Carnegie Unit minimum. An Executive Summary of the
findings is then sent to the school which included the number of students on-target to graduate. The
school is later scheduled at PCSB to clear students designated not-on-target before their official charter
school graduation (in case their status changed in the last month of school). PCSB uses this process to
create a certified list of graduates which is then sent to the Office of the State Superintendent of
Education. At the end of the summer, the graduation numbers are revised to include students who
graduated after completing summer school.