AUDIT OF THE LAPTOP INITIATIVE DIVISION OF INSTRUCTION

AUDIT OF THE LAPTOP INITIATIVE

DIVISION OF INSTRUCTION

OFFICE OF INTERNAL AUDIT

P.O. BOX 23120

HENRICO, VIRGINIA 23223

TABLE OF CONTENTS

Background ……………………………………………………………………… 3

Executive Summary ……………………………………………………………… 3

Introduction ………………………………………………………………………. 5

Findings…………………………………………………………………………… 6

I. Student Charges…………………………………………………… 6

II. Safeguard Assets ………………………………………………..… 12

III. Laptop Utilization ………………………………………………… 15

IV. Laptop Distributions ……………………………………………… 16

V. Prerequisites ……………………………………………………… 20

VI. Monitoring ….…………………………………………………….. 23

VII. Help Desk …..…………………………………………………….. 25

VIII. Laptop Assistance Program ….…………………………………… 29

Appendix (Management Responses) …………………………………………… i

Brookland Middle School ………………………………………… ii

Byrd Middle School ………….…………………………………… v

Elko Middle School ………….…………………………………… viii

Fairfield Middle School…………………………………………… xi

Hungary Creek Middle School …………………………………… xiii

Moody Middle School …………….……………………………… xiv

Pocahontas Middle School ………………..……………………… xvii

Rolfe Middle School ……………………………………………… xx

Short Pump Middle School ………………….…………………… xxii

Tuckahoe Middle School …………………….…………………… xxiii

Wilder Middle School ……………………….…………………… xxiv

Deep Run High School …………………………………………… xxviii

Freeman High School ………………………..…………………… xxix

Godwin High School ……………………………………………… xxx

Henrico High School ……………………………………………… xxxii

Hermitage High School …………………………………………… xxxv

Highland Springs High School ……………………………..…….. xxxvi

Tucker High School …………………………………………..…... xxxviii

Varina High School ……………………………………………..… xl

Technology Department ………………………………………….. xlii

Henrico Education Foundation …………………………………… l

Finance Department ……………………………………………… liv

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BACKGROUND

Henrico County Public Schools (HCPS) nine years ago implemented a program that provided

every secondary school student and all teachers with a laptop computer. While other school

districts have since implemented similar one-to-one computing initiatives providing laptops for

students for both home and school use, HCPS was the first school system in the United States to

embark upon such a bold and innovative initiative. As a result of this pioneering effort, HCPS

has learned from this experience and recognizes the requirements to refine the initiative to

become more effective and successful.

EXECUTIVE SUMMARY

The Office of Internal Audit conducted an audit of the Laptop Initiative, including the Laptop

Assistance Program for fiscal year 2008-2009. The objectives of the audit were to determine:

Is the initiative running cost efficiently and effectively?

Are the laptops being deployed, collected and stored according to procedures and

regulations?

Are the laptops being maintained and repaired in accordance to the written policy and

procedures and in a manner that is least disruptive to the students?

Are the personnel supervising and supporting the laptop initiative qualified and available

to the program needs?

Findings

1. The Laptop Assistance Program spent $123,560 in unbudgeted funds.

2. HCPS paid $14,358 for middle school laptop damages beyond repair.

3. Students were fined/charged $7,390 for damaged laptops.

4. One school overspent their budget by $1,128 on Help Desk student workers.

5. Errors were noted in the Receipt Book Solutions computerized receipting which gave the

appearance of student laptop overpayments/underpayments/duplicate payments.

6. Not all schools updated student records once laptop assistance was received.

7. During collection period, one room of laptops was noted as being unsecured and

unsupervised.

8. At one school, an unknown number of teachers had key access to the Help Desk area.

9. Service tags were illegible on some laptops.

10. One school did not enforce penalties for defacing laptops.

11. Possible underutilization of laptops by teachers.

12. Students were issued laptops without fulfilling all required prerequisites, including not

paying the full laptop fee.

13. All students did not receive laptops while their laptops were being repaired.

14. Students were without laptops due to insufficient loaners in stock.

15. Lack of translated material consumes administrators’ time in training ESL parents.

16. Lack of standardized training causes schools to have different content in their laptop

prerequisite training classes.

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17. The use of MAC School to track laptop prerequisites caused some errors in

documentation.

18. Lack of centralized student prerequisite database caused schools to maintain duplicate

databases.

19. Student laptop usage was not monitored according to procedures.

20. Possible access to obscene images.

21. Help Desk students were allowed to work during instructional time.

22. Middle school Help Desk student workers were paid in an undetermined amount of

school “Bucks.”

23. Help Desk student workers pick up/deliver other students’ laptops as well as

collect/distribute the loaners, unsupervised.

24. One school did not have a complete set of troubleshooting equipment to help manage the

Help Desk.

25. Families throughout the school system were inconsistently notified of the Laptop

Assistance Program.

26. Families were reimbursed laptop fees after receiving approval from the Laptop

Assistance Program.

27. Proper laptop assistance approval/denial notification was not given to parents.

28. Rubber stamps were inappropriately used.

Conclusion

In our opinion, the efficiency of the laptop initiative was adversely affected with the spending of

$123,500 of unbudgeted funds on unverified laptop assistance requests. The laptop initiative

would run more efficiently and effectively with improvements in the following areas:

1. Training of students on laptop care/maintenance.

2. Student accountability with respect to laptop damages.

3. Integration of technology in teachers’ lesson plans.

4. Developing a budget for the Laptop Assistance Program.

5. Written procedures to standardize operations regarding:

a. Prerequisites

b. Notification of the Laptop Assistance Program

c. Applying and awarding of laptop assistance

d. Receipting and documenting fees paid and awarded

e. Monitoring of student usage

f. Safeguarding the laptops

Due to the timing of field work, we did not observe the deployment of laptops. However, there

were issues noted on the storing and safeguarding of laptops.

There are written procedures on repairing laptops; however, there is a lack of written procedures

with respect to the housing and issuance of laptops, including loaners.

There were no issues noted with respect to the qualifications and availability of personnel

supervising and supporting the laptop initiative.

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INTRODUCTION

The Office of Internal Audit conducted an audit of the Laptop Initiative, including the Laptop

Assistance Program for fiscal year 2008-2009. The audit was conducted as part of the annual

audit plan.

OBJECTIVES

1. Is the initiative running cost efficiently and effectively?

2. Are the laptops being deployed, collected and stored according to procedures and

regulations?

3. Are the laptops being maintained and repaired in accordance to the written policy and

procedures and in a manner that is least disruptive to the students?

4. Are the personnel supervising and supporting the laptop initiative qualified and available

to the program needs?

SCOPE/METHODOLOGY

1. Reviewed secondary laptop RFP process and ultimate contracts.

2. Reviewed budgets concerning the laptop initiative.

3. Obtained policy statements and written procedures maintained by the Technology

Department.

4. Reviewed School Board fee schedule.

5. Obtained student fee history from all secondary schools.

6. Issued questionnaires to all secondary school Principals.

7. Interviewed Principals, Teachers and Department of Technology personnel.

8. Reviewed laptop records of distribution.

9. Reviewed loaner procedures and distribution.

10. Reviewed unissued laptops for security of assets.

11. Reviewed physical laptops for security devices and acceptable software installations.

12. Reviewed operations of the Help Desks.

13. Reviewed laptop repair procedures.

14. Reviewed internet monitoring policy and tested filtering.

15. Reviewed the Laptop Assistance Program including budget, applications and

recordkeeping.

CONCLUSION

See conclusion under the executive summary.

The specific findings, recommendations and management responses are set forth in the

remaining portion of this report in summary form and by individual schools.

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I. STUDENT CHARGES

A. DAMAGE BEYOND REPAIR

Finding

HCPS paid $14,358 for damages beyond repair to the laptops issued to middle school

students. The warranty included in the Apple contract does not cover laptop damage

beyond repair.

Effect

By not including damage beyond repairs in the warranty, HCPS could be responsible for

excessive damages caused by students.

Recommendation

We recommend that HCPS include damage beyond repair in the middle school contracts

or implement procedures that allow students to be charged for damage not covered by

warranty. We also recommend that students be required to complete laptop training that

includes personal care and appropriate use.

Technology’s Response

“The contracts with the vendor providing hardware for high schools and middle schools

include Complete Care. The Complete Care program under Dell covers all accidental

damage that extends beyond the base warranty terms. This will eliminate additional

secondary one-to-one repair costs under the terms of the contracts.”

B. CHARGING/FINING STUDENTS

Finding

Eleven schools fined/charged students a total of $7,390 for damaged laptops. There is no

documentation of court ordered restitution or of family volunteered restitution.

According to the Department of Technology, schools are not allowed to charge students

for damages to the laptops unless the court charged the student with vandalism and

ordered restitution. The families could also volunteer to pay restitution before charges

are filed.

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Effect

There is no written policy or procedures on the appropriate way to charge students

restitution; therefore, schools are handling the situation inconsistently. The results have

led to charging students, which may be inappropriate.

Recommendation

We recommend that the Technology Department create written policy on the appropriate

times to collect payment for damaged laptops. The school should only collect money

from court ordered restitution or family volunteered restitution, with a written statement

confirming that they are making payment voluntarily. Also, any funds collected for

laptops should be forwarded to the Finance Department.


“Schools TSTs and Technology Assistant Principals have Standard Operating Procedures

that provide guidance on assessing theft and vandalism. The artifact is titled “HCPS

Instructions for Handling Damaged Vandalized Stolen Computers”. HCPS will provide

communication highlighting that these procedures are in place for schools to follow.”

Brookland Middle School’s Response

"Creating a policy to clarify when it is appropriate for schools to collect payment for

vandalism/damaged laptops would be helpful. It would also keep consistency from school

to school. This process was put in place due to the limited number of loaner iBooks

available. "

Byrd Middle School’s Response

“A written policy would be helpful to our administrator that deals with all

laptop damage issues…”

Elko Middle School’s Response

“We agree with the recommendation as written…”

Fairfield Middle School’s Response

“According to an email sent on September 17,2009 by the TST Supervisor, we

implemented and enforced the following policies:

1st out of warranty repair – Parent contacted and informed that another out of warranty

repair would warrant a fine of either $20 (charger) or $25(computer).

2nd

out of warranty repair- Parent contacted and fine assessed.

This has been consistently enforced with all students at Fairfield and has been

successful…”

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Moody Middle School’s Response

“… We concur with the above recommendation… At times, however, court-ordered

restitution has been difficult to seek because the law enforcement’s definition of

vandalism has differed with the school’s definition.”

Tuckahoe Middle School’s Response

“…we concur with the recommendation and will follow the policies developed by the

technology department.”

Wilder Middle School’s Response

“The case in question was an incident of vandalism and the student was charged $589.95

per the Technology Department’s assessment of damage and the police were informed of

the incident. The student’s family only paid $150 of the requested amount.

Documentation of contact with the parent is in hand at the school as well as

documentation from the Technology Department.”

Deep Run High School’s Response

“The School will only collect money as described in the above recommendation…”

Godwin High School’s Response

“…In all three cases, the parents agreed that their child was careless beyond a reasonable

amount for high school students and paid for the damages. I am not sure this would be

considered a voluntary payment, but the parent readily agreed to pay in all three cases

and there was not any type of reduced punishment or promises to the student for doing

so…”

Henrico High School’s Response

“... we are in agreement that we have no template for acknowledging that the families

have volunteered to pay for the damage.”

Varina High School’s Response

“Varina High School will follow the new policy (effective fall 2009) from the

Technology Department regarding fees for damaged laptops.”

C. LAPTOP FEES

Finding

School Board approved laptop fees are $50 per student.

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In reviewing the Computerized Receipt Book Solution (RBS) system, we noted the

following:

Eight students appear to have overpaid the laptop fee by approximately

$75.

14 students were in RBS as paying twice, two of which were awarded

laptop assistance.

168 students did not pay the laptop fee in full.

One improperly receipted payment did not appear on any student’s

account.

Effect

The school financial records may be unreliable if not accurately maintained. Students

could have used the excess funds to pay for other fees. Students could be issued refunds

in error. In addition, students may have difficulty receiving a laptop if information is not

properly reflected on the system.

Recommendation

We recommend that extra precautions are taken to ensure that students’ records are

accurate. Laptop history could be printed periodically and reviewed by the school’s

laptop administrator. We also recommend that schools implement follow up procedures

when students’ laptop fee is not covered in full.


“…We agree that laptop history could be printed and reviewed periodically.”


“We agree with the recommendation as written…”

Hungary Creek Middle School’s Response

“…In future years, depending on the directive of central office, we will either:

1) hold the laptop until payment has been received in full

2) establish a date by which full payment must be received or laptop will be retrieved

from student

It would be a great support if one, central “Payment Plan Contract” was developed and

distributed so that this would be consistent as well.”

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“We have discovered that individuals have receipted money erroneously by placing the

funds under the wrong category in the receipt book system. Students and their guardians

will be urged to retain the receipts in the event that proof of payment is questioned.”

Pocahontas Middle School’s Response

“… In this instance, we concur with the Audit Committee’s findings and initial

recommendation…The school will add a step to the laptop distribution process that has

the financial secretary print a report of all students having paid the laptop fee. The laptop

administrator will double-check this list. Any discrepancies will be rectified immediately

and in accordance with appropriate financial policy…It appears as though the second

recommendation is not applicable to this related finding and we do not concur with it in

the context in which it is presented.”

Rolfe Middle School’s Response

“Concur: a written policy publicized to parents before the issue of laptops would benefit

all

Short Pump Middle School’s Response

“…We will work with our homeroom teachers to ensure that when siblings are in the

same class, fees will be assigned to each as appropriate, which can be done even when

only one check is written.”


“..we concur with the recommendation and will follow the policies developed by the



“Wilder concurs with the stated recommendations and will put into place a better check

to ensure that discrepancies are quickly detected and brought into compliance.”

Freeman High School’s Response

“… The grade level and technology administrators will ensure that students will pay full

amount owed.”

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Godwin High School’s Response

“…We will continue to train teachers in an extensive session at the beginning of the year

to only collect $50 for the laptop computer…We will collect the computers if payment is

not made within a reasonable amount of time (one month from the payment plan due

date) if instructed to do so by the Department of Technology.”


“Some of the students who did not pay in full were due to waivers and others because

they left the school system or enrolled in GED; therefore, the students did not continue to

make payments…”

Hermitage High School’s Response

“We concur that we will adhere to and follow the guidelines that are established and

given to us by the Technology Department in the HCPS system. Additionally, we will

follow up with students that have not paid their fees.”

Highland Springs High School’s Response

“Concur – Laptops were issued to students that received partial waivers…The school will

keep record of payments and follow up with parents/guardians to collect funds.”

Tucker High School’s Response

“We concur. We will continue to follow the county laptop procedures by getting money

up front and having students and their parent/guardians sign a contract. They are

expected to pay in full by May. We will have our bookkeeper generate a list of those

students who have not completed payment by May 1 so administrators will have time to

follow-up with the families. The goal is to have these paid in full by the end of May each

year.”


“Varina High School will charge students $50 for laptops. Students who receive HEF

assistance will pay $20. An assistant principal has been assigned to manage the payment

plan for students not paying in full.”

D. STUDENT FEE HISTORY

Finding

Not all schools are updating student records when they receive laptop assistance. We

noted 70 students that were awarded laptop assistance but their accounts were not

properly credited in the RBS system.

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Effect

By not properly recording the awarded laptop assistance, students’ fee history is

inaccurate and could cause problems with respect to distribution of laptops.

Recommendation

To maintain appropriate student fee history and evidence that the student should be

issued a laptop, all students receiving laptop assistance should be receipted in RBS.

We recommend fees that family contributes be receipted in a “Laptop Fee” account and

fees that HEF/School Board contributes be receipted in a “Laptop Assistance” account.


“We concur with the recommendation and our bookkeeper does already receipt with a

notation of “cash not received” in RBS for those approved for laptop assistance. Our

bookkeeper will discuss with [Internal Audit] how to set up a laptop assistance account so

that contributions toward the laptop assistance can be receipted in the future.”


“1. At this time, we are following directives from the auditor dated 9/29/06.

2. At this time, there is not an account for “Laptop Assistance” in the accounting system.

It is our understanding that this would have to be added/assigned the auditor.”


“At the beginning of the year there was not a process in place to note the waivers to book

keeper. This year all approvals have been sent to the bookkeeper for notation in the

Receipt book. A separate account for waivers would be helpful to track payments.”

Hermitage High School’s Response

“We concur that we will adhere to and follow the guidelines that are established and

given to us by the Technology Department in the HCPS system. Additionally, we will

follow up with students that have not paid their fees.”

II. SAFEGUARDING ASSETS

A. SAFEGUARDING LAPTOPS

Finding

At one school, during the collection period, there was a room filled with laptops that was

unsecured and unsupervised.

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Effect

This environment creates a window of opportunity for theft and abuse.

Recommendation

We recommend that unused laptops be kept in a secured location at all times.


“In the current procedures there is a requirement that the room containing the laptops for

distribution and collections be secure. The document is “Distribution/collection standard

operating procedure”. The procedures will be updated to include more specificity

regarding limited, keyed access for essential personnel only. Procedures will be presented

to each school Principal and Tech AP to ensure that they are aware and responsible for

the security of the laptops.”


Due to renovations, the school was not able to utilize the library because of the lack of

space due to renovations. This created the unique circumstances in which the computers

were left in the room. This would not be a situation that would reoccur.

B. UNAUTHORIZED ACCESS

Finding

Per discussion with the TST at one school, there are several teachers with access to a key

that unlocks the doors to the Help Desk where the laptops are stored. The number of

teachers with the unauthorized access is unknown.

Effect

There is no one to be held accountable for any missing or damaged laptops.

Recommendation

We recommend that the school take precautions to make sure the Help Desk is in a

secured location with limited access. A procedure should be developed in writing,

outlining who should have access to the Help Desk at each school.


“In the current procedures there is a requirement that the room containing the laptops for


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operating procedure”. The procedures will be updated to include more specificity

regarding limited, keyed access for essential personnel only. Schools are responsible for

missing or damaged laptops. All operating procedures have historically been distributed

electronically to appropriate personnel during the school year. For the 2010-2011 school

year, the document will be housed on the technology intranet site.”


“We concur. We have looked into this and have decided that we will need the lock

(tumbler) replaced on the door of the Help Desk…”

C. ILLEGIBLE SERVICE TAGS

Finding

Students’ laptops are identified by two tags, an anti-theft tag located on the top of the

laptop and the service tag, which is located on the bottom of the laptop. During laptop

observations, some student laptops could only be verified by the anti-theft tag because the

service tags were worn and illegible.

Effect

By not having a legible service tag, if the anti-theft tag were to be removed it would be

difficult for HCPS to identify the laptop.

Recommendation

We recommend that the Technology Department work with the vendor to determine the

best way to ensure the continued legibility of service tags.


“The service tag information is recorded in several locations for referencing hardware

issued to students. Additionally, the removal of the anti-theft tag leaves a permanent scar

on the laptop casing that is intended to act as a flag to HCPS staff for investigation. Wear

of physical tags does not prevent HCPS Technology staff from accurately identifying a

unit.”

D. DEFACED LAPTOPS

Finding

Per conversation with the TST, one school does not enforce penalties for defacing

laptops.

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As stated in the students’ acceptable use policy, "Students shall not deface the laptops in

any way. This includes, but is not limited to, marking, painting, drawing, marring, or

placing stickers on any surface of the laptop."

Effect

By not enforcing penalties for defacing laptops, students may continue to disfigure

property and cause funds to be expended for cleaning efforts that could be used in a more

resourceful manner.

Recommendation

We recommend that the schools enforce penalties outlined in the Code of Conduct, when

students’ laptops are defaced.


“These topics are addressed in the Student Code of Conduct and the Computer Incentive

Program. HCPS Technology will work with schools to continue to build awareness of

proper use and care of laptops.”


“When the school is made aware of the issue of defacing the laptops with stickers, etc.,

the school will issue consequences as needed. Consequences are always issued for

vandalism.”

III. LAPTOP UTILIZATION

Finding

Based on interviews with TSTs, all teachers are not successfully integrating technology

into their daily lesson plans. There were concerns expressed that some teachers are

hesitant and resistant to the use of technology during class instruction.

According to the “2003-09 Educational Technology Plan for Virginia”, adopted by

Henrico County Public Schools, improving teaching and learning through the

appropriate use of technology is a goal for the Integration of Technology. Three of

the targets are as follows:

Teachers effectively integrate instructional technology.

Teachers collaborate to improve and enrich instruction using technology.

Students routinely use technology in a variety of learning activities across the

curriculum.

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Another goal is to “establish partnerships for identifying and delivering effective

technology training to assist educators as they help students achieve high academic

standards.”

Effect

Not requiring teachers to integrate technology into lesson plans could result in an

underutilization of laptops and waste of resources.

Recommendation

We recommend that staff development provide teachers with classes, training and

resources to assist in incorporating technology into lesson plans. We also recommend

that a requirement is placed on the amount of time that technology is used during lesson

plans to ensure that students are participating in learning activities that are enhanced by

the use of modern technologies.


“Technology will take this finding to the June 2010 LTIC [Leadership in Technology

Integration Committee] meeting. LTIC will determine an action plan to be incorporated

in the coming school year.”

IV. DISTRIBUTIONS

A. LAPTOP DISTRIBUTION

Finding

Forty-two student computers at eight schools were chosen for evidence of fulfilling the

established prerequisites for laptop issuance. The following situations were noted:

The acceptable use policy (AUP) had not been signed in 11 instances.

The code of conduct had not been signed in eight instances.

The usage fee had not been paid in three instances.

Two schools were chosen to review the AUP and Code of Conduct forms on hand for

prerequisite compliance. The following situations were noted:

The acceptable use policy (AUP) had not been signed in 15 instances.

The code of conduct had not been signed in seven instances.

The usage fee had not been paid in two instances.

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One school did not require a signed student code of conduct before students receive a

laptop. The school stated that, “Code of Conduct is not a requirement to receive a laptop.

The Code is supposed to be signed by all students regardless of the laptops.”

One school stated that one of the prerequisites for receiving a laptop is that parents must

attend laptop training or be able to provide evidence of having attended a training

previously. According to the school’s website, “Parents of students new to the County, as

well as those of rising 6th graders and individuals who have not previously obtained a

HCPS iBook, are required to complete an instructional session regarding usage and

maintenance prior to their children receiving school-issued iBook computers.” However,

students were issued laptops without documentation that a parent/guardian received the

required parent laptop training.

According to the Technology Department, before students can be issued a laptop, they

are required to be enrolled, have a signed acceptable use policy, signed code of student

conduct and have paid the laptop usage fee.

Effect

By not enforcing the rules, there could be ineligible students receiving laptops which

would create inconsistencies throughout HCPS.

Recommendation

We recommend that the Technology Department develop and implement a written policy

that establishes the prerequisites for receiving a laptop, so that they can be consistent

throughout HCPS. We also recommend that schools adhere to and enforce the written

policies.


“In the current procedures there is a requirement that the respective artifacts be signed

before receiving a laptop during the distribution of laptops. The document is

“Distribution/collection standard operating procedure”. HCPS Technology Department

will communicate this during the Leadership Conference sessions regarding technology.”


"A written policy pertaining to the prerequisites for receiving a laptop would be helpful

for keeping consistency across the county. County forms for documenting completion of

these prerequisites would also be beneficial. The prerequisites should also be managed in

one database county wide, such as FileMaker Pro. This would be helpful when students

transfer from school to school. Without this, schools have to start over again collecting

the prerequisites."

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We agree, “regarding this recommendation to implement a written county policy. Since

switching over to the new policy of having the Student Code of Conduct include the

AUP, it has decreased in this occurring. All Student Code of Conducts are collected,

signed, and kept in the student’s cumulative folder. Students without payment or signed

code of conduct do not receive a laptop, as is consistent with the Technology

Department’s criteria.”


“We concur with the Audit Committee’s findings that one out of five checked student

files were without a signed “Acceptable Use” form...The school will retrain all involved

in the form collection and verification process… The prerequisites for issuing student

laptops, per Henrico County policy, include $50 fee, Code of Conduct and signed AUP

form. In addition, all students and parents must attend a mandatory training. Since

becoming principal in July 2009, we have followed this policy.”


“Concur: John Rolfe Middle School will verify receipt of all signed code of student

conduct forms and follow up accordingly in order to secure the necessary forms. This

will take place prior to the laptop being issued.”


“Our system was not effective last year and we have corrected the problem; thus, all

Code of Conduct signature pages are being filed properly.”

Highland Springs High School’s Response

“Concur- Policies were established and followed for distribution of laptops for the 2009 -

10 school year. Code of Conduct included the acceptable use policy. Students were not

issued a laptop without having their signed Code of Conduct form on file. Students were

not issued a computer without having paid the laptop fee or receiving a waiver.”


“Varina High School will use the receipt book to cross-reference student payment. After

the first month of school, we will review the Codes of Student Conduct for each student.”

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B. LOANER DISTRIBUTIONS

Finding

At two schools, all students do not receive loaners while their laptops are being repaired.

One Technology Support Technician (TST) gives preferential treatment to scholars and

non damage issues. One TST does not issue students a loaner if the laptop is being

repaired because of negligence.

According to the Technology Department, the School Board verbally expressed that the

loaners be given on a first come, first serve basis, no matter their reasoning for being

repaired and all school administrators should be aware of this policy.

Effect

This practice is inequitable and could create disadvantages among the students. During

classroom lessons, students could be missing valuable time and interactions without their

laptops.

Recommendation

We recommend that a procedure observing the first come, first serve practice of issuing

loaners be put in writing by the Technology Department (or approved by the School

Board if necessary) and clearly communicated to all TSTs.


“HCPS Technology loaner procedures are provided to Technology Assistant Principals

and TSTs. HCPS Technology will reiterate the procedures with the Technology

Assistant Principal and TST as part of an orientation meeting in August, 2010.”


"According to Brookland’s TST, he was informed by technology that the loaners are not

to be issued for vandalism or damage issues. The loaners are to be used for warranty

issues only. It would be helpful to have a written procedure in place to keep consistency

amongst the schools. Additional loaners would also be helpful."


“We feel that issuing a loaner to students who have negligently damaged the iBook could

be more likely to damage the loaner and thereby increase the number of damaged iBooks.

Other students could determine this practice to be a non-consequence improper care.”

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C. INSUFFICIENT LOANERS

Finding

When a student’s laptop is being repaired, a loaner should be issued, if one is available.

Every high school had between 24 -50 loaners and every middle school had between

20-40 loaners. At several schools, students were without laptops because theirs were

being repaired and the school had issued out all of the loaners in stock.

Effect

By not having a sufficient number of loaners in stock, students without laptops could be

receiving limited or missing valuable instruction time.

Recommendation

We recommend that HCPS track the shortage of loaners and evaluate the cost/benefit of

providing additional loaners where needed.


Currently there is a 5% loaner availability based on the school population. HCPS

Technology will evaluate the loaner allocation and make changes to allocation if needed

in 2010/2011.

V. PREREQUISITES

A. LACK OF TRANSLATED MATERIAL

Finding

Per discussion with one school administrator, there is a lack of laptop training for ESL

parents. The parent laptop training is available in English only. Parents are responsible

for bringing a translator with them to review the parent laptop training and there are times

where an administrator had to stand over parents for several hours while they complete

training.

According to the Parent Outreach Programs website, “The Welcome Center staff reaches

out to parents of all ESL students and their families at the moment of registration. The

staff goes over every HCPS form that needs to be filled and signed, in addition to

explaining the policies and expectations of the school system.” The Welcome Center

provides parental resources and provides interpretation and translation services.

21

Effect

Requiring schools to be responsible for providing parent laptop training to ESL parents

may take away valuable time that administrators could use in a more efficient manner.

Recommendation

We recommend evaluating the cost/benefit of the Welcome Center including the parent

laptop training for the ESL parents in the registration process.


“This recommendation will be forward to the Department of Instruction to assess the cost

benefit for the Welcome Center to provide laptop training for ESL parents. “

B. LACK OF STANDARDIZED LAPTOP TRAINING

Finding

Based on observations and discussions with TSTs, each school has different contents in

their laptop training classes. Some schools teach the basic operating functions, others

instruct minor troubleshooting and others teach how to maintain the laptop.

According to the schools, student laptop training is a prerequisite for receiving a laptop.

Effect

Lack of consistent laptop training could cause inefficiencies in the use and maintenance

of the laptops.

Recommendation

We recommend that the Technology Department develops a standardized laptop

training that will review all necessary maintenance, care and troubleshooting issues

that will benefit the students and their laptops.


“Information Technology Resource Teachers (ITRT’s) provide these materials and

training for schools. This recommendation will be forwarded to the Office of Staff

Development for consideration per [Internal Audit].”

22

C. PREREQUISITE DOCUMENTATION

Finding

One school keeps track of the students’ laptop prerequisites in MAC School. MAC

School is set up to default to “yes” for each student and every prerequisite item and

Administrators have noticed that some items that were marked “yes” were overlooked

and were not changed to “no” to reflect the proper result.

Effect

By having the fields default to “yes”, there may be ineligible students receiving laptops

and inconsistencies will be created throughout the school and HCPS.

Recommendation

We recommend that when MAC School is being used, a default is not set; therefore,

administrators will manually enter “yes” or “no” in response to the students’

prerequisites.


“The system of record to maintain this information is the Inventory Database. HCPS

Technology will meet individually with schools keeping duplicate to assess their reason

to see if the Inventory Database needs to be modified to meet the needs of the school.”


"Brookland no longer uses MacSchool to document the prerequisites. We are now using

FileMaker Pro and have asked [Technology] to have all of the field default to “no.”

All schools should be required to use this program to manage the laptops. No

exceptions."

D. LACK OF CENTRALIZED DATABASE

Finding

Based on observations and discussions with TSTs, schools only have access to their

student data for things such as parent and student training on the laptops. For example,

if a student transfers after fulfilling prerequisites at one school, upon transferring, that

student would be required to resubmit new forms as well as repeat laptop training.

Effect

Lack of centralization of students’ laptop prerequisites causes schools to maintain

duplicate databases which decrease efficiency.

23

Recommendation

We recommend that the Technology Department evaluate the feasibility of developing a

database that could be updated by individual schools and can be accessed by all schools

relating to student prerequisites requirements.


“Distribution and Collection Procedures will be amended to reflect the handling of

transfer students. Transfer students are not obligated to attend training at their new

school. The existing central database does track the assignment and issuance of laptops to

students across the district. Technology will investigate incorporating this information

into the new SIS [Student Information System] to be online in 2011-2012.”

VI. MONITORING

A. MONITORING POLICY

Finding

Schools inconsistently monitor student laptop usage. Various procedures are as follows:

There is no set time limit on monitoring student laptop usage. It is conducted

randomly to ensure students remain on task during instruction.

Laptop usage is monitored by the in-school monitor and the library secretary

for a few hours a week.

There is no set time limit on monitoring; however, administrators monitor

approximately 10 minutes every two weeks.

School does not enforce a minimum amount of time for monitoring; however,

administrators intermittently monitor students throughout the school day.

The Technology Department stated that the School Board requires school administrators

to monitor students’ usage of laptops 15 minutes per school day.

According to the Children’s Internet Protection Act (CIPA), “schools…are required to

adopt and enforce a policy to monitor online activities of minors.”

Effect

Lack of enforcing a policy of monitoring student’s activities online could lead to

undetected inappropriate behavior by students. In addition, lack of monitoring puts

HCPS at risk of violating CIPA and possible loss of federal funding.

24

Recommendation

We recommend that the Technology Department implement and enforce a written policy

to monitor the online activities of the students.


“Assistant Principals are required to maintain a log and monitor students for 15 minutes

per day. Technology will forward this recommendation to the Department of Instruction

for consideration.”


“1. Monitoring laptop usage for 15 minutes every day by each administrator cannot be

accomplished 100% of the time.

2. Monitoring laptop usage as stipulated only covers 11% of the school day, and

monitoring less than 100% on any day will lead to “undetected inappropriate behavior.”

3. A better method would involve only allowing student access to approved sites, rather

than trying to block sites after determining they are inappropriate. This option has been

available for several years.”


“We have found that our iBook G4s have difficulty running the program. Therefore, we

would like to have the technology administrator and others charged with this task to have

the proper equipment for the task, along with to the password for Apple Remote

Desktop.”


“We concur with the Committee’s recommendation for a policy revision and enforcement

through the Technology Department. It needs to be noted that the Administration at the

school diligently attempted to monitor online activities of the students as spelled out in

the policy but were prevented from doing so by hardware and software limitations. The

program provided by the county and the amount of memory on the Administrator’s

laptops, were incapable of handling the monitoring requirements...Our TST was in

frequent contact with his supervisors about the situation and it remained unresolved.”

Freeman High School’s Response

“The Freeman administrative team will observe daily student laptop use…”

25

B. ACCESS TO OBSCENE IMAGES

Finding

The Children’s Internet Protection Act (CIPA) requires that “an Internet safety policy

must include technology protection measures to block or filter Internet access to pictures

that are: (a) obscene, (b) child pornography, or (c) harmful to minors (for computers that

are accessed by minors).”

We randomly chose the following words, “XXX” and “naked pictures” to see if we could

view inappropriate material.

One out of 11 sites tested had images that were obscene and inappropriate in nature.

Effect

Graphic and obscene material accessed on the internet is offensive, inappropriate and

distracts students from instructional time.

Recommendation

We recommend that the Technology Department continuously evaluate measures used to

ensure that inappropriate material is blocked from students’ viewing.


“Given the ever-changing nature of the Internet, the HCPS Internet Filtering solution

dynamically changes to restrict inappropriate content from reaching HCPS students. In

addition to the automated updates, HCPS system engineers proactively and continuously

monitor sites and act on feedback from schools regarding inappropriate Internet content

that needs to be manually blocked.”

VII. HELP DESK

A. BUDGETED FUNDS

Finding

At one school, the Help Desk employed 11 students during the school year. Students do

not have time limits at the Help Desk. They can work at their own leisure and there are

no limits as to how many students can work at any given time. The TST stated the only

rule is that the students can work until the funds are exhausted.

26

Effect

According to information provided by the Budget Office, this Help Desk overspent

budgeted funds by $1,128.

Recommendation

We recommend that the Help Desk add structure to the hiring process and use the student

workers more effectively and efficiently. We also recommend that the TST review the

budget periodically to ensure that the Help Desk keep wages within the allotment.


“High Schools are allocated funds to support the HelpDesk from the Department of

Career and Technical Educaiton. The hiring, scheduling and budgeting for students to

work at the HelpDesk is monitored by the school administration. The work assignment

and utilization of students during school is overseen by the school administration as

well…”


“We do not concur because the TST believes that his process is working well right

now… He explained that he does not have a set schedule for his students because all of

them work so hard. In fact, many choose to work through their lunch times. They come

in, work hard, and understand that they will get paid until the funds run out…”

B. STUDENT WORK POLICY

Finding

Per discussion with one TST, students are permitted to leave class early to assist at the

help desk, if they maintain good grades and have permission from their teachers.

Effect

Allowing students to be dismissed from class early to assist at the Help Desk intrudes on

valuable instructional time.

Recommendation

We recommend avoiding the use of instructional times for Help Desk duties. Students

could work during their study blocks, if available.

27


“Students are allowed to work at the help desk as part of the positive behavior support

program. It is an incentive for students to be able to work with an adult in the building.

This reward actually increases the effective instructional time spent with these students.”

C. COMPENSATION PRACTICES

Finding

One Help Desk issues school “Bucks” for student services rendered to the Help Desk.

The Help Desk had 24 assistants for the 2008-2009 school year that received these

“Bucks”. The total amount of bucks issued per student is undetermined because it is not

tracked or documented. Students receive $5 per shift and may receive more if they go

above and beyond their call of duty.

Under Virginia’s child labor laws, all employers must keep time records on teenagers

they employ. The records:

Must be kept for all teenagers under 16;

Must be kept at the place of work;

Must show the beginning and ending time of work each day and the time

given for a meal or rest period; and

Must be kept for at least three years from the last date of teenager’s

employment.

Effect

By not tracking the time and amount of payment that is given for services provided, the

school is violating VA Department of Labor (DOL) regulations and potentially IRS

requirements. In addition, violating the laws can result in fines and penalties from both

the DOL and the IRS.

Recommendation

We recommend that the Division of Instruction evaluate the appropriateness of

compensating middle school students. If deemed acceptable, we recommend that the

Virginia Child Labor and Internal Revenue Service Laws are followed when employing

students.


“This practice is a school-based practice and therefore beyond the purview of

Technology.”

28


“Wilder does not agree with the recommendation provided. The Wilder Bucks are not

compensatory. The Bucks are a part of the positive behavior support program and are

given to students to acknowledge and praise good work. They do not hold monetary

value and are only used for students to get into incentive events.”

D. HANDLING OF LAPTOPS

Finding

At one school, Help Desk student workers pick up and deliver other students’ laptops,

as well as collect and distribute the loaners.

According to the Help Desk Operation written procedures, the TST should “Deliver

repaired laptops to students or send passes to them for pickup.”

Effect

Giving students the authority to have access to the other students’ laptops or loaners

without TST supervision could open a window of opportunity for improper or

unauthorized use of the computer.

Recommendation

We recommend that the TSTs be reminded to follow the established guidelines for

collecting and delivering repaired and/or loaner laptops to students.


“HCPS Technology Department will take action on this recommendation.”


"Brookland no longer uses students to deliver laptops. A list of repaired laptops is email

to the faculty and students are sent to the Helpdesk with a pass to pick up their laptop."

E. RECOMMENDED EQUIPMENT

Finding

One school’s Help Desk has neither an external drive nor a troubleshooting utility CD.

According to the Technology Department, “Each TST should receive a standard set of

supplies to help them manage the Help Desk. The minimum recommended supplies

29

include one external hard drive, a USB barcode scanner, troubleshooting utility CD’s,

Operating System CD’s and a tool kit.”

Effect

Not having the appropriate tools on hand could adversely affect the Help Desk’s

effectiveness and efficiency.

Recommendation

We recommend that the Technology Department maintain an itemized listing of all

equipment at each Help Desk. Help Desk personnel should be instructed to inform

Technology of any missing items. This list and equipment should be reviewed annually

for replacements, etc.


“HCPS Technology Department will take action on this recommendation. HCPS

Technology will amend HelpDesk procedures to include end of year inventory. Every

school year checkout will include inventory and reporting for each TST.”


“Concur. Our TST should, if not in possession of the appropriate equipment, contact the

appropriate personnel immediately in order to secure the equipment.”

VIII. LAPTOP ASSISTANCE PROGRAM

A. UNBUDGETED EXPENSES

Finding

The Laptop Assistance Program spent $123,560 ($126,560 – 3,000) in unbudgeted

Henrico County Public Schools funds during 2008-09 school year. The program is

advertised as Henrico Education Foundation (HEF) funded; however, HEF only

provides $3,000 of the funding; the remaining amount comes from HCPS.

In addition, there is no current budget for the program. HEF collects, reviews, and

approves all applications that are completed and turned in for the Laptop Assistance

Program. There is no verification process or time limit to apply.

30

Effect

By not having an approved budget for the Laptop Assistance Program, the School Board

cannot make well informed decisions regarding the program and other issues affected by

the program funding. Also there is a lack of transparency.

Recommendation

We recommend that there be a predetermined School Board approved budgeted amount

used for the laptop assistance program as well as a budget put in place for the

administration of the program. We also, recommend that someone other than HEF

reviews applications since they provide a minority amount of funds for the program. In

addition, we recommend that procedures are written for the application process,

verification, awarding amount and time deadlines.

Henrico Education Foundation’s Response

“HEF’s response to the predetermined School Board approved budgeted amount

recommendation is pending additional information…HEF recognizes that there is no

formal income verification in this process. We do not have the authority to mandate such

verification, in turn we have always had specific procedures for processing requests,

despite the fact we could not verify income…”

Finance’s Response

“Although in prior years the Laptop fees were being recorded as a reduction to revenues,

our office concurs that these transactions should be more transparent in the upcoming

fiscal years. In FY11 a transfer will be processed to appropriate a line item to record

those cost associated to Laptop Assistance since Henrico County Public Schools pays a

large portion of those expenses. In future years the line item will be incorporated in the

original budget.”

B. REIMBURSEMENT OF FEES

Finding

Six out of 13 middle schools and four out of nine high schools issued reimbursement of

laptop fees when they have been notified of students’ approval for laptop assistance.

Effect

Reimbursing families that have made payment for the laptop fees takes away funding that

could be used for other students.

31

Recommendation

We recommend that a written policy be put in place that explains that students’

applications be withdrawn when fees are paid by the students’ family.


“We do not advise schools to reimburse laptop fees. It is our recommendation that

Laptop Fee Support Applications be distributed to parents a week to 10 days after

deployment to the student body…”

C. LACK OF POLICY

Finding

Schools are notifying families of the laptop assistance program in various manners.

There are situations where some schools mail the information to every student at the

beginning of the year, some schools have the parent request the information and some

schools wait until the middle of the year before notifying parents that the program

exists. Also, the awarded assistance and family contribution are inconsistent within the

school system.

There is no policy in effect that explains how the notification process should take place

nor is there a scale for the expected family’s contribution.

Effect

Because of the lack of policy governing the laptop assistance program, the program is

being run inconsistently throughout the school system.

Recommendation

We recommend that there be a policy put in place that will govern the laptop assistance

program to ensure consistency throughout the school system. This should include

procedures to notify parents of the program.


“…In the summer of 2009, procedures for Laptop Assistance were developed by the HEF

office at the request of [Superintendent]. These procedures were developed and approved

by the directors of middle and high school education…”

32

D. LACK OF NOTIFICATION

Finding

After being notified of students’ approval for laptop assistance, three schools tested did

not notify the parents/guardian. One of the schools would only contact the family if there

is a difference in the amount requested and the amount awarded.

According to HEF, the school is supposed to notify parents/guardian of the approval or

required family contribution for laptop assistance.

Effect

Not notifying parents/guardians of the approval/rejection may cause double payment of

laptop fees, when family contributions could have been applied to other fees. Lack of

notification may also cause student fees to not be paid because of the assumption by the

families that the fees are being taken care of by the laptop assistance program.

Recommendation

We recommend that HCPS adopt a written policy for notifying families of the final

decision of the laptop assistance program.


“…A written policy for all schools for this situation would be helpful and assure

consistency.”


“…we concur with the recommendation and will follow the policies developed by the



“Wilder agrees with the recommendation presented regarding lack of notification.”

Internal Audit Response

We recommend that HEF create written policy on the procedures for notifying families of

the decisions of the laptop assistance program and distribute to schools.

33

E. USE OF RUBBER SIGNATURE STAMPS

Finding

Schools are using a rubber stamp of the principal’s signature to certify that they have

reviewed and recommend approval for students’ application for laptop fee support.

Principals are supposed to review every laptop assistance application and make a

preliminary decision of the needs of the students’ family based on an interview with the

family and the information provided on the application for assistance.

Effect

Without an original signature, there is no way of knowing if the principal interviewed the

family and viewed the application. Use of a signature stamp to certify the application

can lead to an unauthorized approval or denial of a student’s request.

Recommendation

We recommend that a written policy be implemented, prohibiting the usage of rubber

signature stamps when certifying and approving laptop assistance documents.


“While it is not explicitly stated in the procedures, it was never recommended that rubber

stamps be used in place of actual signatures...Applications will be returned to the school

if a rubber stamp signature is affixed.”

APPENDIX

Brookland Middle School Response

ii

BROOKLAND MIDDLE SCHOOL

A. CHARGING/FINING STUDENTS

Finding

School fined/charged students $2,034 for damaged laptops. There is no documentation of

court ordered restitution or of family volunteered restitution.




are filed.

Effect




Recommendation






Management’s Response

Creating a policy to clarify when it is appropriate for schools to collect payment for

vandalism/damaged laptops would be helpful. It would also keep consistency from school

to school. This process was put in place due to the limited number of loaner iBooks

available.

B. LAPTOP DISTRIBUTION

Finding

Five students were chosen for evidence of fulfilling the established prerequisites for

laptop issuance. One of the five students’ Code of Student Conduct had not been signed.


are required to be enrolled, have a signed acceptable use policy, signed Code of Student

Conduct and have paid the laptop usage fee.


iii

Effect



Recommendation




policies.


A written policy pertaining to the prerequisites for receiving a laptop would be helpful for

keeping consistency across the county. County forms for documenting completion of

these prerequisites would also be beneficial. The prerequisites should also be managed in

one database county wide, such as FileMaker Pro. This would be helpful when students

transfer from school to school. Without this, schools have to start over again collecting

the prerequisites.

C. LOANER DISTRIBUTIONS

Finding

Technology Support Technician (TST) gives preferential treatment to scholars and non

damage issues.




Effect



laptops.

Recommendation





According to Brookland’s TST, he was informed by technology that the loaners are not to


iv

be issued for vandalism or damage issues. The loaners are to be used for warranty issues

only. It would be helpful to have a written procedure in place to keep consistency

amongst the schools. Additional loaners would also be helpful.

D. PREREQUISITE DOCUMENTATION

Finding

The school keeps track of the students’ laptop prerequisites in MAC School. MAC

School is set up to default to “yes” for each student and every prerequisite item and

Administrators have noticed that some items that were marked “yes” were overlooked

and were not changed to “no” to reflect the proper result.

Effect

By having the fields default to “yes”, there may be ineligible students receiving laptops

and inconsistencies will be created throughout the school and HCPS.

Recommendation



prerequisites.


Brookland no longer uses MacSchool to document the prerequisites. We are now using

FileMaker Pro and have asked [Technology] to have all of the field default to “no.”

All schools should be required to use this program to manage the laptops. No exceptions.

E. HANDLING OF LAPTOPS

Finding

The Help Desk student workers pick up and deliver other students’ laptops, as well as

collect and distribute the loaners.

According to the Help Desk Operation written procedures, the TST should “Deliver

repaired laptops to students or send passes to them for pickup.”

Effect

Giving students the authority to have access to the other students’ laptops or loaners

without TST supervision could open a window of opportunity for improper or

unauthorized use of the computer.


v

Recommendation




Brookland no longer uses students to deliver laptops. A list of repaired laptops is email to

the faculty and students are sent to the Helpdesk with a pass to pick up their laptop.

BYRD MIDDLE SCHOOL


Finding

School fined/charged students $470 for damaged laptops. There is no documentation of





are filed.

Effect




Recommendation







A written policy would be helpful to our administrator that deals with all laptop damage

issues. One of the things we try to do when students damage laptops and after an

investigation, and if it is found to be non-accidental damage, is to work with the parent to

see if they are willing to pay for the damage. Often, we must help set up a payment plan.

If the parent is not cooperative, we talk to our SRO about filing charges. Incidents are

handled on a case by case basis.

Byrd Middle School Response

vi

B. LAPTOP FEES

Finding



following:

Two students appear to have overpaid the laptop fee by approximately

$15.

Three students were in RBS as paying twice.

One student did not pay the laptop fee in full.

One improperly receipted payment did not appear on any student’s

account.

Effect





Recommendation



laptop administrator.


One student paid money to contribute towards the $50 financial aid. One student was

receipted twice by different teachers in separate months. The problem here is that one

teacher cannot see what another teacher has already receipted when a given student name

is typed in. One student was inadvertently receipted twice – only one payment was

received. Two students originally receipted for laptop fees had checks returned for non-

sufficient funds. Student did not bring cash to office to cover NSF check and instead

they were receipted again in error. A correction was recorded on a Request for Transfer

form, but not voided in RBS. We agree that laptop history could be printed and reviewed

periodically.


vii

C. STUDENT FEE HISTORY

Finding

We noted two students that were awarded laptop assistance but their accounts were not


Effect



Recommendation


issued a laptop, all students receiving laptop assistance should be receipted in RBS. We

recommend fees that family contributes be receipted in a “Laptop Fee” account and fees

that HEF/School Board contributes be receipted in a “Laptop Assistance” account.


We concur with the recommendation and our bookkeeper does already receipt with a

notation of “cash not received” in RBS for those approved for laptop assistance. Our

bookkeeper will discuss with [Internal Audit] how to set up a laptop assistance account so

that contributions toward the laptop assistance can be receipted in the future.

D. LACK OF NOTIFICATION

Finding

After being notified of students’ approval for laptop assistance, the school did not notify

the parents/guardian.



Effect






viii

Recommendation




We have one administrator who works with families that need laptop financial assistance.

In discussing this issue with him, in the past, he has only called to inform parents if they

have been approved for partial help with payment and to let them know what they will

still need to pay. A written policy for all schools for this situation would be helpful and

assure consistency.

ELKO MIDDLE SCHOOL


Finding






are filed.

Effect




Recommendation







We agree with the recommendation as written.

Elko Middle School Response

ix

Additionally, appropriate paperwork that is consistent across the county should

compliment the written policy (i.e. form letters regarding the nature of the damage,

county policy, restitution amount, court ordered/ voluntary, notification of SRO, ect.).

B. LAPTOP FEES

Finding



following:

Three students were in RBS as paying twice, two of which were awarded

laptop assistance.

Four students did not pay the laptop fee in full.

Effect





Recommendation





We agree with the recommendation as written. Additionally, there should be a county

policy for reviewing RBS records which includes a process for reviewing.


Finding

We noted seven students that were awarded laptop assistance but their accounts were not


Effect



Elko Middle School Response

x

Recommendation






1. At this time, we are following directives from the auditor dated 9/29/06.

2. At this time, there is not an account for “Laptop Assistance” in the accounting system.

It is our understanding that this would have to be added/assigned the auditor.

D. MONITORING POLICY

Finding

There is no set time limit on monitoring student laptop usage. It is conducted randomly

to ensure students remain on task during instruction.





Effect




Recommendation




1. Monitoring laptop usage for 15 minutes every day by each administrator cannot be

accomplished 100% of the time.

2. Monitoring laptop usage as stipulated only covers 11% of the school day, and

monitoring less than 100% on any day will lead to “undetected inappropriate behavior.”

3. A better method would involve only allowing student access to approved sites, rather

than trying to block sites after determining they are inappropriate. This option has been

available for several years.

Fairfield Middle School Response

xi

FAIRFIELD MIDDLE SCHOOL


Finding






are filed.

Effect




Recommendation







According to an email sent on September 17, 2009 by the TST Supervisor, we

implemented and enforced the following policies:

1st out of warranty repair – Parent contacted and informed that another out of warranty

repair would warrant a fine of either $20 (charger) or $25(computer).

2nd

out of warranty repair- Parent contacted and fine assessed.

This has been consistently enforced with all students at Fairfield and has been successful.

Also, at Fairfield, we have implemented an Incentive Program that involves rewarding

students for proper I-Book care.

B. SAFEGUARDING LAPTOPS

Finding

During the collection period, there was a room filled with laptops that was unsecured and

unsupervised.


xii

Effect

This environment creates a window of opportunity for theft and abuse.

Recommendation



We agree with this policy and follow this at all times. The computers are kept secured in

the TST office and are always locked up when he is not present. No computers are left

unsupervised or unsecured.

[TST] was in agreement that last year [2008-09], at Fairfield, two rooms were used for

computer collection (R8 and R9). The staff would clean the computers in one room and

box in the other.

He stated that due to renovations, they were not able to utilize the library. This created

the unique circumstances in which the computers were left in the room in which [Internal

Audit] visited. Thank you for your thoroughness in your reporting and seeking consensus

regarding the findings. As stated in our response to the audit, this would not be a

situation that would reoccur and occurred because of the lack of space due to

renovations.

C. LAPTOP DISTRIBUTION

Finding


laptop issuance. The following situations were noted:

The acceptable use policy (AUP) had not been signed in one instance.

The Code of Student Conduct had not been signed in two instances.

The school stated that one of the prerequisites for receiving a laptop is that parents must

attend laptop training or be able to provide evidence of having attended a training

previously. According to the school’s website, “Parents of students new to the County, as

well as those of rising 6th graders and individuals who have not previously obtained a

HCPS iBook, are required to complete an instructional session regarding usage and

maintenance prior to their children receiving school-issued iBook computers.” However,

students were issued laptops without documentation that a parent/guardian received the

required parent laptop training.





xiii

Effect



Recommendation




policies.


We also agree with the Technology Department regarding this recommendation to

implement a written county policy. Since switching over to the new policy of having the

Student Code of Conduct include the AUP, it has decreased in this occurring. All

Student Code of Conducts are collected, signed, and kept in the student’s cumulative

folder. Students without payment or signed code of conduct do not receive a laptop, as is

consistent with the Technology Department’s criteria.

HUNGARY CREEK MIDDLE SCHOOL

A. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted that two

students did not pay the laptop fee in full.

Effect

By not enforcing the rules stated by the Technology Department, there will be ineligible

students receiving laptops and inconsistencies will be created throughout HCPS.

Recommendation


that establishes the prerequisites for receiving a laptop. We also recommend that schools

implement follow up procedures when students’ laptop fee is not covered in full.

Hungary Creek Middle School Response

xiv


During the 2008-2009 school year, we were given the directive to ensure that, whenever

possible, we would ensure that every child have a laptop. In good faith, we established a

payment plan “contract” with parents if requested. Once the parent signed this “contract”

and gave at least a $10 installment, we issued the child the laptop as long as all other

prerequisites had also been met. In two such cases- those cited above- the parent was

never able or failed to fulfill the full financial obligation. While we did not take back the

laptop, we sent written letters as well as made phone calls on a monthly basis to remind

them of their obligation. Further, students were restricted from paying for “extras” such

as field trip, yearbooks, etc. until this primary obligation was paid in full.

In future years, depending on the directive of central office, we will either:

1) hold the laptop until payment has been received in full

2) establish a date by which full payment must be received or laptop will be retrieved

from student

It would be a great support if one, central “Payment Plan Contract” was developed and

distributed so that this would be consistent as well.

MOODY MIDDLE SCHOOL


Finding






are filed.

Effect




Recommendation




Moody Middle School Response

xv




We received the restitution money voluntarily from the parents. We have receipts

showing that it was paid to us, but we do not have written documentation that the

payments were made voluntarily. We concur with the above recommendation. A written

policy will ensure consistency. At times, however, court-ordered restitution has been

difficult to seek because the law enforcement’s definition of vandalism has differed with

the school’s definition.

B. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted that three

students were in RBS as paying twice.

Effect





Recommendation





We have discovered that individuals have receipted money erroneously by placing the

funds under the wrong category in the receipt book system. Students and their guardians

will be urged to retain the receipts in the event that proof of payment is questioned.

C. LOANER DISTRIBUTIONS

Finding

TST does not issue students a loaner if the laptop is being repaired because of negligence.


xvi




Effect



laptops.

Recommendation





We feel that issuing a loaner to students who have negligently damaged the iBook could

be more likely to damage the loaner and thereby increase the number of damaged iBooks.

Other students could determine this practice to be a non-consequence improper care.

D. MONITORING POLICY

Finding

Laptop usage is monitored by the in-school monitor and the library secretary for a few

hours a week.





Effect




Recommendation




xvii


We have found that our iBook G4s have difficulty running the program. Therefore, we

would like to have the technology administrator and others charged with this task to have

the proper equipment for the task, along with to the password for Apple Remote Desktop.

POCAHONTAS MIDDLE SCHOOL

A. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted that one

student was in RBS as paying twice.

Effect





Recommendation





The school takes great pains to ensure that all fees are collected, attributed to the correct

student, and distributed to the appropriate parties for supporting education in the county

and building. In this instance, we concur with the [Auditors’] findings and initial

recommendation. Our investigation of the misattribution of fees was a result of two

siblings with similar names, being confused by the receipt writer. One sibling was

attributed with two laptop fees, while the other was not given credit for any laptop fee.

Rather than issue a refund to a family and require them to write another check to the

school, the misappropriated fee was allowed to remain. Although a legitimate and

unfortunate mistake, it is important to note that the fees paid by the family were accurate

and the family was not overcharged, no refunds were requested nor issued and both

students received a laptop.

The school will add a step to the laptop distribution process that has the financial

secretary print a report of all students having paid the laptop fee. The laptop

Pocahontas Middle School Response

xviii

administrator will double-check this list. Any discrepancies will be rectified immediately

and in accordance with appropriate financial policy.

It appears as though the second recommendation is not applicable to this related finding

and we do not concur with it in the context in which it is presented.


Finding


laptop issuance. The acceptable use policy (AUP) had not been signed in one instance.

The school stated that, “Code of Conduct is not a requirement to receive a laptop.”




Effect



Recommendation




policies.


We concur with the [Auditors’] findings that one out of five checked student files were

without a signed “Acceptable Use” form. The student without a form was enrolled after

the beginning of the school year and we believe the form was misfiled as the student

received a laptop and would not have received one without form receipt verification.

The prerequisites for issuing student laptops, per Henrico County policy, include $50 fee,

Code of Conduct and signed AUP form. In addition, all students and parents must attend

a mandatory training. Since becoming principal in July 2009, we have followed this

policy.

A signed Code of Conduct form is required for any student enrolled in the school and

although it covers laptops, it is very clear that that is far from all is covers. All requested

Code of Conduct forms were produced from student files. The school will retrain all

involved in the form collection and verification process.

Pocahontas Middle School Response

xix

There has been a change from the County level to consolidate the two separate forms into

one, which should help with the management of paperwork. In light of the possible

misfiling and the need for verification of receipt of the form before issuing a laptop, the

school will implement a new procedure for students that enroll after the initial laptop

distribution. As each new student is enrolled and a consolidated Code of Conduct/AUP

form is signed, the form will be scanned by the registrar and emailed to the TST and

technology administrator before being placed in the student file.

C. MONITORING POLICY

Finding

There is no set time limit on monitoring; however, administrators monitor approximately

10 minutes every two weeks.





Effect




Recommendation




We concur with the [Auditors’] recommendation for a policy revision and enforcement

through the Technology Department. It needs to be noted that the Administration at the

school diligently attempted to monitor online activities of the students as spelled out in

the policy but were prevented from doing so by hardware and software limitations. The

program provided by the county and the amount of memory on the Administrator’s

laptops, were incapable of handling the monitoring requirements. Our TST even went so

far as to dedicate two separate desktop computers with more memory and power to

address the lack of resources on the Administrator’s laptops and they were unable to keep

up with demand, run properly, and allow for necessary monitoring. Our TST was in

frequent contact with his supervisors about the situation and it remained unresolved.

Rolfe Middle School Response

xx

ROLFE MIDDLE SCHOOL

A. LAPTOP FEES

Finding



following:

Two students appear to have overpaid the laptop fee by approximately

$30.

Five students did not pay the laptop fee in full.

Effect


students receiving laptops and inconsistencies will be created throughout HCPS. In

addition, students could have used the excess funds to pay for other fees.

Recommendation





Concur: a written policy publicized to parents before the issue of laptops would benefit

all. During the 2009-2010 school year, we have followed up with students through parent

contact in the event that fees are not paid in full. This takes place in cooperation with the

assistant principal, bookkeeper, and TST.


Finding

The school was chosen to review the AUP and Code of Conduct forms on hand for


The acceptable use policy (AUP) had not been signed in eight instances.

The Code of Student Conduct had not been signed in four instances.



xxi




Effect



Recommendation




policies.


Concur: John Rolfe Middle School will verify receipt of all signed code of student

conduct forms and follow up accordingly in order to secure the necessary forms. This

will take place prior to the laptop being issued.

C. RECOMMENDED EQUIPMENT

Finding

The school’s Help Desk has neither an external drive nor a troubleshooting utility CD.

According to the Technology Department, “Each TST should receive a standard set of

supplies to help them manage the Help Desk. The minimum recommended supplies

include one external hard drive, a USB barcode scanner, troubleshooting utility CD’s,

Operating System CD’s and a tool kit.”

Effect

Not having the appropriate tools on hand could adversely affect the Help Desk’s

effectiveness and efficiency.

Recommendation






xxii


Concur. Our TST should, if not in possession of the appropriate equipment, contact the

appropriate personnel immediately in order to secure the equipment.

SHORT PUMP MIDDLE SCHOOL

A. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted two

students were in RBS as paying twice.

Effect





Recommendation





The two students in question were [Identified]. The discrepancy was that both [students]

are twins whose parents paid fees for both of their twins on the same day.

Therefore, the payment for two laptop fees for each set of twins was covered in one

check.

We will work with our homeroom teachers to ensure that when siblings are in the same

class, fees will be assigned to each as appropriate, which can be done even when only one

check is written.

(This response was edited by Internal Audit to remove student names)

Tuckahoe Middle School Response

xxiii

TUCKAHOE MIDDLE SCHOOL


Finding






are filed.

Effect




Recommendation







Although I was not here doing this time period, we concur with the recommendation and

will follow the policies developed by the technology department.

B. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted two


Effect



Tuckahoe Middle School Response

xxiv

Recommendation







C. LACK OF NOTIFICATION

Finding


the parents/guardian.



Effect





Recommendation






WILDER MIDDLE SCHOOL


Finding



Wilder Middle School Response

xxv




are filed.

Effect




Recommendation







The case in question was an incident of vandalism and the student was charged $589.95

per the Technology Department’s assessment of damage and the police were informed of

the incident. The student’s family only paid $150 of the requested amount.

Documentation of contact with the parent is in hand at the school as well as

documentation from the Technology Department.

B. LAPTOP FEES

Finding



following:

One student appears to have overpaid the laptop fee by approximately $20.

Two students were in RBS as paying twice.


Effect






xxvi

Recommendation





Wilder concurs with the stated recommendations and will put into place a better check to

ensure that discrepancies are quickly detected and brought into compliance.

C. DEFACED LAPTOPS

Finding

Per conversation with the TST, the school does not enforce penalties for defacing laptops.

As stated in the students’ acceptable use policy, "Students shall not deface the laptops in

any way. This includes, but is not limited to, marking, painting, drawing, marring, or

placing stickers on any surface of the laptop."

Effect

By not enforcing penalties for defacing laptops, students may continue to disfigure

property and cause funds to be expended for cleaning efforts that could be used in a more

resourceful manner.

Recommendation




When the school is made aware of the issue of defacing the laptops with stickers, etc., the

school will issue consequences as needed. Consequences are always issued for

vandalism.

D. STUDENT WORK POLICY

Finding

Per discussion with the TST, students are permitted to leave class early to assist at the

help desk, if they maintain good grades and have permission from their teachers.


xxvii

Effect

Allowing students to be dismissed from class early to assist at the Help Desk intrudes on

valuable instructional time.

Recommendation




Students are allowed to work at the help desk as part of the positive behavior support

program. It is an incentive for students to be able to work with an adult in the building.

This reward actually increases the effective instructional time spent with these students.

E. COMPENSATION PRACTICES

Finding

The Help Desk issues school “Wilder Bucks” for student services rendered to the Help

Desk. The Help Desk had 24 assistants for the 2008-2009 school year that received these

“Bucks”. The total amount of bucks issued per student is undetermined because it is not

tracked or documented. Students receive $5 per shift and may receive more if they go

above and beyond their call of duty.

In addition, under Virginia’s child labor laws, all employers must keep time records on

teenagers they employ. The records:

Must be kept for all teenagers under 16;

Must be kept at the place of work;

Must show the beginning and ending time of work each day and the time

given for a meal or rest period; and

Must be kept for at least three years from the last date of teenager’s

employment.

Effect

By not tracking the time and amount of payment that is given for services provided, the

school is violating VA Department of Labor (DOL) regulations and potentially IRS

requirements. In addition, violating the laws can result in fines and penalties from both

the DOL and IRS.

Recommendation




xxviii


students.


Wilder does not agree with the recommendation provided. The Wilder Bucks are not

compensatory. The Bucks are a part of the positive behavior support program and are

given to students to acknowledge and praise good work. They do not hold monetary

value and are only used for students to get into incentive events.

F. LACK OF NOTIFICATION

Finding


the parents/guardian. The school would only contact the family if there is a difference in

the amount requested and the amount awarded.



Effect





Recommendation




Wilder agrees with the recommendation presented regarding lack of notification.

DEEP RUN HIGH SCHOOL


Finding



Deep Run High School Response

xxix




are filed.

Effect




Recommendation







The School will only collect money as described in the above recommendation and this

will be relayed to the appropriate employees to ensure compliance.

FREEMAN HIGH SCHOOL

A. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted three


Effect



Recommendation




Freeman High School Response

xxx


The Freeman administrative team has worked closely with the financial secretary to

manage information regarding partial payments and to determine if there are students

who still have outstanding fees. The grade level and technology administrators will

ensure that students will pay full amount owed.

B. MONITORING POLICY

Finding

School does not enforce a minimum amount of time for monitoring; however,

administrators intermittently monitor students throughout the school day.





Effect




Recommendation




The Freeman administrative team will observe daily student laptop use. Grade level

administrator will enforce Acceptable Use Policy for his/her students.

GODWIN HIGH SCHOOL


Finding



Godwin High School Response

xxxi




are filed.

Effect




Recommendation







I agree that funds in the amount of $934 were collected from three students at Godwin

High School during the 2008-09 school year for damages to their Henrico County issued

laptop computers. I am concerned if a school does not have the ability to collect money

for damages. All three of these students were asked to pay for the damages but were not

charged by the Henrico police for vandalism. The reason they were not charged is

because of the uniqueness of the situation. In two of the three incidences it was believed

that the student had dropped the laptop from a significant height while in a backpack

without the intention of damaging the laptop. In the third situation, the student had left

their backpack behind the car in the driveway. Consequently, it was run over as she

backed out of the driveway. While the damage to all three computers was a result of

overt carelessness by the student, it did not seem to be criminal. In all three cases, the

parents agreed that their child was careless beyond a reasonable amount for high school

students and paid for the damages. I am not sure this would be considered a voluntary

payment, but the parent readily agreed to pay in all three cases and there was not any type

of reduced punishment or promises to the student for doing so. I believe schools should

be able to collect funds for damages without having the police involved if it is deemed a

case of extreme carelessness by the student without criminal intent.

B. LAPTOP FEES

Finding



following:

Godwin High School Response

xxxii

One student appears to have overpaid the laptop fee by approximately $5.


Effect




Recommendation





We collected laptop fees from over 1800 students through nearly 100 homeroom teachers

in homeroom. The overage collected was with one student for $5 which is less than

.00005% of the total amount collected.

Corrective Action: We will continue to train teachers in an extensive session at the

beginning of the year to only collect $50 for the laptop computer.

We were not able to collect the $50 fee from 10 of the more than 1800 laptops

distributed. We have payment plans for these families and have a spreadsheet with the

actions taken to try to collect the money (which includes phone calls and letters). In

some of the cases, the parent’s check came back with insufficient funds. The school is

then in a position of determining whether we take the computer from the student who

uses it every day for classes or let him/her keep it and continue efforts to collect the

funds. Because the number has been so small with regards to this issue, we have not

resorted to taking the computer as it is very difficult/embarrassing for the child.

Corrective Action: We will collect the computers if payment is not made within a

reasonable amount of time (one month from the payment plan due date) if instructed to

do so by the Department of Technology.

HENRICO HIGH SCHOOL


Finding



Henrico High School Response

xxxiii




are filed.

Effect




Recommendation







We have records of letters that were sent to families notifying them of the vandalism to

the computer; thus, requesting restitution. However, we are in agreement that we have no

template for acknowledging that the families have volunteered to pay for the damage.

B. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted 34


Effect



Recommendation





xxxiv


Some of the students who did not pay in full were due to waivers and others because they

left the school system or enrolled in GED; therefore, the students did not continue to

make payments. This year, letters have been sent to remind of payments. Second round

of letters will go out in April.


Finding

We noted 45 students that were awarded laptop assistance but their accounts were not


Effect



Recommendation






At the beginning of the year there was not a process in place to note the waivers to book

keeper. This year all approvals have been sent to the bookkeeper for notation in the

Receipt book. A separate account for waivers would be helpful to track payments.

D. LAPTOP DISTRIBUTION

Finding



The acceptable use policy (AUP) had not been signed in four instances.

The Code of Student Conduct had not been signed in one instance.

The school was also chosen to review the AUP and Code of Conduct forms on hand for


The acceptable use policy (AUP) had not been signed in seven instances.

The Code of Student Conduct had not been signed in three instances.


xxxv




Effect



Recommendation




policies.


Our system was not effective last year and we have corrected the problem; thus, all Code

of Conduct signature pages are being filed properly.

HERMITAGE HIGH SCHOOL

A. LAPTOP FEES

Finding




Effect



Recommendation




Hermitage High School Response

xxxvi


We concur that we will adhere to and follow the guidelines that are established and given

to us by the Technology Department in the HCPS system. Additionally, we will follow

up with students that have not paid their fees.

B. STUDENT FEE HISTORY

Finding

We noted 16 students that were awarded laptop assistance but their accounts were not


Effect



Recommendation






We concur that we will adhere to and follow the guidelines that are established and given

to us by the Technology Department in the HCPS system. Additionally, we will follow

up with students that have not paid their fees.

HIGHLAND SPRINGS HIGH SCHOOL

A. LAPTOP FEES

Finding




Highland Springs High School Response

xxxvii

Effect



Recommendation





Concur – Laptops were issued to students that received partial waivers. However,

students that could not make payment were allowed to make payments when funds where

available. The school will keep record of payments and follow up with parents/guardians

to collect funds.


Finding



The Code of Student Conduct had not been signed in three instances.

The usage fee had not been paid in one instance.




Effect



Recommendation




policies.

Highland Springs High School Response

xxxviii


Concur- Policies were established and followed for distribution of laptops for the 2009 -

10 school year. Code of Conduct included the acceptable use policy. Students were not

issued a laptop without having their signed Code of Conduct form on file. Students were

not issued a computer without having paid the laptop fee or receiving a waiver.

TUCKER HIGH SCHOOL

A. LAPTOP FEES

Finding


In reviewing the Computerized Receipt Book Solution (RBS) system, we noted five


Effect



Recommendation





We concur. We will continue to follow the county laptop procedures by getting money

up front and having students and their parent/guardians sign a contract. They are

expected to pay in full by May. We will have our bookkeeper generate a list of those

students who have not completed payment by May 1 so administrators will have time to

follow-up with the families. The goal is to have these paid in full by the end of May each

year.


Finding

Per discussion with the TST, there are several teachers with access to a key that unlocks

the doors to the Help Desk where the laptops are stored. The number of teachers with the

unauthorized access is unknown.

Tucker High School Response

xxxix

Effect

There is no one to be held accountable for any missing or damaged laptops.

Recommendation





We concur. We have looked into this and have decided that we will need the lock

(tumbler) replaced on the door of the Help Desk. We want to make sure that a limited

number of staff has access to the room. This will mean that the administrators and a few

others will have a key to this room. Right now, anyone with a GM13 key has access, and

it’s just too many people.

C. BUDGETED FUNDS

Finding

The Help Desk employed 11 students during the school year. Students do not have time

limits at the Help Desk. They can work at their own leisure and there are no limits as to

how many students can work at any given time. The TST stated the only rule is that the

students can work until the funds are exhausted.

Effect

According to information provided by the Budget Office, this Help Desk overspent

budgeted funds by $1,128.

Recommendation





We do not concur because the TST believes that his process is working well right now.

He interviews students who come to him expressing an interest in working at the Help

Desk. He is currently training students who have been selected to work next year. Any

students who get suspended or sent to in-school suspension lose their jobs; he does not

keep these students on his staff. He wants his student staff to represent Tucker well.

Tucker High School Response

xl

He explained that he does not have a set schedule for his students because all of them

work so hard. In fact, many choose to work through their lunch times. They come in,

work hard, and understand that they will get paid until the funds run out. They are

willing to work beyond the time when funding is available because they are so committed

to technology at Tucker.

VARINA HIGH SCHOOL


Finding






are filed.

Effect




Recommendation







Varina High School will follow the new policy (effective fall 2009) from the Technology

Department regarding fees for damaged laptops.

B. LAPTOP FEES

Finding


Varina High School Response

xli


following:

Two students appear to have overpaid the laptop fee by approximately $4.


Effect




Recommendation





Varina High School will charge students $50 for laptops. Students who receive HEF

assistance will pay $20. An assistant principal has been assigned to manage the payment

plan for students not paying in full.

C. LAPTOP DISTRIBUTION

Finding



The acceptable use policy (AUP) had not been signed in five instances.

The Code of Student Conduct had not been signed in one instance.





Effect



Varina High School Response

xlii

Recommendation




policies.


Varina High School will use the receipt book to cross-reference student payment. After

the first month of school, we will review the Codes of Student Conduct for each student.

TECHNOLOGY DEPARTMENT

I. STUDENT CHARGES

A. DAMAGE BEYOND REPAIR

Recommendation

We recommend that HCPS include damage beyond repair in the middle school contracts

or implement procedures that allow students to be charged for damage not covered by

warranty. We also recommend that students be required to complete laptop training that

includes personal care and appropriate use.


The contracts with the vendor providing hardware for high schools and middle schools

include Complete Care. The Complete Care program under Dell covers all accidental

damage that extends beyond the base warranty terms.

This will eliminate additional secondary one-to-one repair costs under the terms of the

contracts.

B. CHARGING/FINING STUDENTS

Recommendation






Technology Department Response

xliii


Schools TSTs and Technology Assistant Principals have Standard Operating Procedures

that provide guidance on assessing theft and vandalism. The artifact is titled “HCPS

Instructions for Handling Damaged Vandalized Stolen Computers”.

HCPS will provide communication highlighting that these procedures are in place for

schools to follow.

C. LAPTOP FEES

Recommendation



laptop administrator. We also recommend that schools implement follow up procedures

when students’ laptop fee is not covered in full.


This finding relates to site-based practices and has been submitted to the appropriate

schools for corrective action per [Internal Audit] (Internal Audit).

II. SAFEGUARDING ASSETS

A. SAFEGUARDING LAPTOPS

Recommendation



In the current procedures there is a requirement that the room containing the laptops for


operating procedure”.

The procedures will be updated to include more specificity regarding limited, keyed

access for essential personnel only. Procedures will be presented to each school Principal

and Tech AP to ensure that they are aware and responsible for the security of the laptops.


xliv


Recommendation





In the current procedures there is a requirement that the room containing the laptops for


operating procedure”.

The procedures will be updated to include more specificity regarding limited, keyed

access for essential personnel only. Schools are responsible for missing or damaged

laptops.

All operating procedures have historically been distributed electronically to appropriate

personnel during the school year. For the 2010-2011 school year, the document will be

housed on the technology intranet site.

C. ILLEGIBLE SERVICE TAGS

Recommendation

We recommend that the Technology Department work with the vendor to determine the

best way to ensure the continued legibility of service tags.


The service tag information is recorded in several locations for referencing hardware

issued to students. Additionally, the removal of the anti-theft tag leaves a permanent scar

on the laptop casing that is intended to act as a flag to HCPS staff for investigation. Wear

of physical tags does not prevent HCPS Technology staff from accurately identifying a

unit.

D. DEFACED LAPTOPS

Recommendation




xlv


These topics are addressed in the Student Code of Conduct and the Computer Incentive

Program. HCPS Technology will work with schools to continue to build awareness of

proper use and care of laptops.

III. LAPTOP UTILIZATION

Recommendation

We are aware of the findings above; we will be working with staff development to

provide teachers with classes, training and resources to assist in incorporating technology

into lesson plans. We also recommend that a requirement is placed on the amount of

time that technology is used during lesson plans to ensure that students are participating

in learning activities that are enhanced by the use of modern technologies.


Technology will take this finding to the June 2010 [Leadership in Technology Integration

Committee] LTIC meeting. LTIC will determine an action plan to be incorporated in the

coming school year.

IV. DISTRIBUTIONS

A. LAPTOP DISTRIBUTION

Recommendation




policies.


In the current procedures there is a requirement that the respective artifacts be signed

before receiving a laptop during the distribution of laptops. The document is

“Distribution/collection standard operating procedure”.

HCPS Technology Department will communicate this during the Leadership Conference

sessions regarding technology.


xlvi

B. LOANER DISTRIBUTIONS

Recommendation





HCPS Technology loaner procedures are provided to Technology Assistant Principals

and TSTs. HCPS Technology will reiterate the procedures with the Technology

Assistant Principal and TST as part of an orientation meeting in August, 2010.

C. INSUFFICIENT LOANERS

Recommendation

We recommend that HCPS track the shortage of loaners and evaluate the cost/benefit of

providing additional loaners where needed.

Management’ Response

Currently there is a 5% loaner availability based on the school population. HCPS

Technology will evaluate the loaner allocation and make changes to allocation if needed

in 2010/2011.

V. PREREQUISITES

A. LACK OF TRANSLATED MATERIAL

Recommendation

We recommend evaluating the cost/benefit of the Welcome Center including the parent

laptop training for the ESL parents in the registration process.


This recommendation will be forward to the Department of Instruction to assess the cost

benefit for the Welcome Center to provide laptop training for ESL parents.


xlvii

B. LACK OF STANDARDIZED LAPTOP TRAINING

Recommendation

We recommend that the Technology Department develops a standardized laptop

training that will review all necessary maintenance, care and troubleshooting issues

that will benefit the students and their laptops.


Information Technology Resource Teachers (ITRT’s) provide these materials and

training for schools. This recommendation will be forwarded to the Office of Staff

Development for consideration per [Internal Audit].

C. PREREQUISITE DOCUMENTATION

Recommendation



prerequisites.


The system of record to maintain this information is the Inventory Database. HCPS

Technology will meet individually with schools keeping duplicate to assess their reason

to see if the Inventory Database needs to be modified to meet the needs of the school.

D. LACK OF CENTRALIZED DATABASE

Recommendation

We recommend that the Technology Department evaluate the feasibility of developing a

database that could be updated by individual schools and can be accessed by all schools

relating to student prerequisites requirements.


Distribution and Collection Procedures will be amended to reflect the handling of transfer

students. Transfer students are not obligated to attend training at their new school. The

existing central database does track the assignment and issuance of laptops to students

across the district. Technology will investigate incorporating this information into the

new SIS to be online in 2011-2012.


xlviii

VI. MONITORING

A. MONITORING POLICY

Recommendation




Assistant Principals are required to maintain a log and monitor students for 15 minutes

per day. Technology will forward this recommendation to the Department of Instruction

for consideration.

B. ACCESS TO OBSCENE IMAGES

Recommendation

We recommend that the Technology Department continuously evaluate measures used

to ensure that inappropriate material is blocked from students’ viewing.


Given the ever-changing nature of the Internet, the HCPS Internet Filtering solution

dynamically changes to restrict inappropriate content from reaching HCPS students. In

addition to the automated updates, HCPS system engineers proactively and continuously

monitor sites and act on feedback from schools regarding inappropriate Internet content

that needs to be manually blocked.

VII. HELP DESK

A. BUDGETED FUNDS

Recommendation





High Schools are allocated funds to support the HelpDesk from the Department of Career

and Technical Educaiton. The hiring, scheduling and budgeting for students to work at

the HelpDesk is monitored by the school administration. The work assignment and


xlix

utilization of students during school is overseen by the school administration as well.

This finding is beyond the purview of Technology per [Internal Audit] (Internal Audit).

B. STUDENT WORK POLICY

Recommendation




The work assignment and utilization of students during school is overseen by the school

administration. This issue is beyond the purview of Technology per [Internal Audit].

C. COMPENSATION PRACTICES

Recommendation




students.


This practice is a school-based practice and therefore beyond the purview of Technology.

D. HANDLING OF LAPTOPS

Recommendation




HCPS Technology Department will take action on this recommendation.

E. RECOMMENDED EQUIPMENT

Recommendation




l




HCPS Technology Department will take action on this recommendation. HCPS

Technology will amend HelpDesk procedures to include end of year inventory. Every

school year checkout will include inventory and reporting for each TST.

VIII. LAPTOP ASSISTANCE PROGRAM


Recommendation




The wavier fees are just a reduction of revenues and HCPS has elected to use a portion of

E-rate funds collected to make up for the shortfall in revenues fees.

HENRICO EDUCATION FOUNDATION RESPONSE


Finding



advertised as Henrico Education Foundation (HEF) funded; however, HEF only provides

$3,000 of the funding; the remaining amount comes from HCPS.




Effect


can not make well informed decisions regarding the program and other issues affected by


Henrico Education Foundation Response

li

Recommendation








HEF’s response to the predetermined School Board approved budgeted amount

recommendation is pending additional information.

HEF records show $136,984 in assistance for 2008-2009. It is recognized that there may

have been some duplication of entries as parents often submitted applications at several

schools and reapplied when they had not been notified by the school administrator. In

addition, HEF was not informed by schools when parents contributed all or a part of the

required fee after approval was granted.

In 2008-2009 HEF began recording awards electronically. Whereas this improved our

record keeping, we continue to fine tune our process to prevent duplication of entries in

the future. Close communication between HEF and some schools allowed us to be

informed when parents had paid despite submitting an application. Our records were then

revised to reflect this payment.

HEF recognizes that there is no formal income verification in this process. We do not

have the authority to mandate such verification, in turn we have always had specific

procedures for processing requests, despite the fact we could not verify income.

There is no time limit to apply as students are enrolling throughout the school year. A

laptop is necessary regardless of enrollment period.


Finding

Six out of 13 middle schools and four out of nine high schools issued reimbursement of

laptop fees when they have been notified of students’ approval for laptop assistance.

Effect

Reimbursing families that have made payment for the laptop fees takes away funding that

could be used for other students.


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Recommendation




We do not advise schools to reimburse laptop fees. It is our recommendation that Laptop

Fee Support Applications be distributed to parents a week to 10 days after deployment to

the student body. Experience reflects that parents are more likely to pay the full fee

before and shortly after deployment. We would reduce our expense and need to

reimburse parents if this recommendation was followed by all schools.

C. LACK OF POLICY

Finding

Schools are notifying families of the laptop assistance program in various manners.

There are situations where some schools mail the information to every student at the

beginning of the year, some schools have the parents request the information and some

schools wait until the middle of the year before notifying parents that the program exists.

Also, the awarded assistance and family contribution are inconsistent within the school

system.

There is no policy in effect that explains how the notification process should take place

nor is there a scale for the expected family’s contribution.

Effect

Because of the lack of policy governing the laptop assistance program, the program is

being run inconsistently throughout the school system.

Recommendation

We recommend that there be a policy put in place that will govern the laptop assistance

program to ensure consistency throughout the school system. This should include

procedures to notify parents of the program.


Equitable awards of assistance are difficult to determine due to the numerous factors that

must be considered (i.e. income, number in household, number of students who require

laptops, disabilities of students and parents, etc.) In 2009-2010, efforts are being made to

keep data that would substantiate awards granted and to be consistent. In the summer of

2009, procedures for Laptop Assistance were developed by the HEF office at the request

of Dr. Russo. These procedures were developed and approved by the directors of middle

and high school education. A series of meetings were held with a select group of


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principals and parents to solicit input and buy-in to the new procedures. The procedures

were presented to all middle and high school principals for the 2009-2010 school year.

To date, these procedures have resulted in a savings of $43,785 over the 2008-2009

school year.

These procedures leave the notification of assistance amounts granted to the principal.

Moving forward, this will be standardized and included in the procedures.

D. USE OF RUBBER SIGNATURE STAMPS

Finding

Schools are using a rubber stamp of the principal’s signature to certify that they have

reviewed and recommend approval for students’ application for laptop fee support.

Principals are supposed to review every laptop assistance application and make a

preliminary decision of the needs of the students’ family based on an interview with the

family and the information provided on the application for assistance.

Effect

Without an original signature, there is no way of knowing if the principal interviewed the

family and viewed the application. Use of a signature stamp to certify the application can

lead to an unauthorized approval or denial of a student’s request.

Recommendation

We recommend that a written policy be implemented, prohibiting the usage of rubber

signature stamps when certifying and approving laptop assistance documents.


While it is not explicitly stated in the procedures, it was never recommended that rubber

stamps be used in place of actual signatures. Principals/designees are charged with

reviewing the applications as they know families better than the Central Office Laptop

Administrator. This recommendation will be included in the guidelines moving forward.

Applications will be returned to the school if a rubber stamp signature is affixed.

Department of Finance Response

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DEPARTMENT OF FINANCE RESPONSE


Finding



advertised as Henrico Education Foundation (HEF) funded; however, HEF only provides

$3,000 of the funding; the remaining amount comes from HCPS.




Effect


can not make well informed decisions regarding the program and other issues affected by


Recommendation








Although in prior years the Laptop fees were being recorded as a reduction to revenues,

our office concurs that these transactions should be more transparent in the upcoming

fiscal years. In FY11 a transfer will be processed to appropriate a line item to record

those cost associated to Laptop Assistance since Henrico County Public Schools pays a

large portion of those expenses. In future years the line item will be incorporated in the

original budget.

Documents

AUDIT OF THE LAPTOP INITIATIVE DIVISION OF INSTRUCTION