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Ministry of Education Enrolment/ESL Compliance Audits Information Session

This session provides an overview of the Ministry's Fall 2008 compliance audit process, significant areas of non-compliance noted, and recommendations to address compliance issues. Topics covered include day school enrolment, ESL or PDF programs, and audit procedures.

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Ministry of Education Enrolment/ESL Compliance Audits Information Session

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  1. PUT TITLE HERE Ministry of Education Enrolment/ESL Compliance Audits Information Session for School Board Finance Staff and External Auditors Transfer Payments & Financial Reporting Branch Fall 2008

  2. Presentation Objectives • Overview of • Ministry Fall 2008 compliance audit process • Significant Areas of Non-Compliance noted during Ministry Audits • Recommendations to address Compliance Issues

  3. Audit ProcessFall 2008 • At least 10 boards selected • Day School Enrolment • English as a Second language (ESL) or Perfectionnement du français (PDF) • Audit Period 2007-08 school year • Audits conducted using standard provincial audit instruments

  4. Audit ProcessFall 2008 • Field visits to secondary schools • 2 to 4 schools depending on board size • Desk audits for elementary schools • 2 to 4 schools depending on board size • lower risk • expanded to field visit if required • Board wide self audits if material systemic errors uncovered in schools

  5. Audit ProcessFall 2008 • Ministry findings & recommendations confirmed in school and board reports • Adjustments made to financial related data in board Financial Statements • Provincial Report posted to Transfer Payments and Financial Reporting Branch web site http://tpfr.edu.gov.on.ca/

  6. Compliance IssuesDay School Enrolment • Failure to retain required enrolment records for audit purposes • School Summary OnSIS values do not equal those recorded in the enrolment register monthly summaries for count dates • Attendance counsellor reports & medical documentation unavailable for pupil prolonged absences • Failure to remove pupils from the register on their effective date of transfer or retirement

  7. Compliance IssuesDay School Enrolment • E-learning course enrolment incorrectly recorded • Pupil Educational Exchange programs not in accordance with ministry requirements • Fee paying pupils incorrectly reported as pupils of the board

  8. Compliance IssuesEnglish as a Second Language • Pupils claimed that were not enrolled on October 31st • Immigration documentation unavailable that confirm pupil date of entry into Canada • Schools unable to provide listing of pupils claimed for funding • Pupils recorded in wrong qualifying year • Pupils born in Canada claimed for funding • Misconception that pupils need to receive ESL programs to qualify for funding

  9. Appropriate Corrective Action • Ensure school staff are aware of “rules” • Register Instructions http://www.edu.gov.on.ca/eng/document/forms/enrol/212372e.pdf). • Review documentation requirements for pupils with prolonged absences with school staff • Review OnSIS ESL instructions with school staff. • OnSIS Verification Reports – Guidelines and Instructions – July 2008). • Appropriate ongoing training for school staff • annual workshops • Ministry Enrolment/ESL Presentation available upon request. • Federal immigration forms required to support ESL claim. • School audits conducted by board staff • Ministry audit instruments are available for this purpose).

  10. Ministry of EducationEnrolment/ESL Compliance Audits • Board Finance Officer • Firstname.lastname@ontario.ca SANJAY CHITAPAIN JANE COLLINS DAVID CORKETT CHERYL DALRYMPLE GREG FIORIDO VINOD GUREWAN TIM KIELMAN BRENDA SHAW LISA TARINI2 DAVID WRIGHT2 • Dave Christie • Project Manager, Enrolment • (416) 325-2048 • dave.christie@ontario.ca • QUESTIONS?

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