The Superintendent of Schools and the Superintendent’s Cabinet are responsible for the effective and efficient administration of the District. This responsibility encompasses the requirements for:
- sound financial management,
- adequate reporting,
- maintaining an effective system of internal controls,
- compliance with applicable rules and regulations, and
- maintaining the highest standards of ethical conduct.
The School Board directs and assists the Superintendent in fulfilling these responsibilities through such activities as:
- adoption of the budget,
- establishing Board policy, and
- establishing itself as the Audit Committee.
PURPOSE AND AUTHORITY
The purpose of the Board functioning as the Audit Committee is to promote, maintain, and enhance the independence and objectivity of the internal auditing function of the District by ensuring broad audit coverage, adequate consideration of audit/review reports, and appropriate action on recommendations. The Board also serves to reduce the risk of both internal and external influences that might otherwise impair the independence and objectivity of the Auditing Services Department. The Auditing Services Department shall report to the Superintendent, who shall be responsible to the Board.
DUTIES AND RESPONSIBILITIES
Approve Internal Audit Charter - To promote independence and objectivity, the functioning and reporting frameworks within which the Auditing Services Department operates shall be incorporated in the Charter for the Auditing Services Department. In fulfilling its oversight responsibility, the Board as Auditing Committee shall review and approve the Charter for the Auditing Services Department.
Review and Approve Audit Work Plan - The Board as Auditing Committee shall require the Auditing Services Department to conduct a periodic district-wide risk assessment as a basis for recommending a one-year and long range audit work plan. The assessment process shall include a survey of the Board, Superintendent, and the Superintendent's Cabinet. The Auditing Committee ahall then review and approve the annual and long-range audit work plan of the District Auditing Office The work plan areas may include routine annual audits, audits chosen on a rotational basis or based upon the risk assessment, and audits that report on the status of recommendations presented in prior audits. All modifications to the audit work plan selections and annual chronology will be brought to the Board by the Office of Strategy Management.
Notwithstanding the above, to provide for responsiveness within the annually approved plan, a time allowance will be budgeted for special, unplanned, or whistleblower-type audits required under the Board’s Investigation of Reported Violations policy. To provide any confidentiality necessary during the investigation of such "reported violations”, these audits may be performed at the discretion of the Superintendent and/or Accounting Services Manager, as applicable.
Review Audit Reports - The Board as Auditing Committee shall review all findings and audit reports issued by the Auditing Services Department. However, investigations conducted jointly with Human Resources, Security or other law enforcement agencies may be presented to the Board as Auditing Committee in a timeframe and format compliant with the Board’s employee disciplinary policies or other legal requirements. In addition, the Board as Auditing Committee shall review the status of action taken on prior recommendations.
Meetings - Each quarter, or as needed, the Auditing Services Manager along with the the Chief Business Officer will prepare an agenda item to report findings to the Board as Auditing Committee. Workshops or additional meetings may be convened as needed. Agendas will be prepared and provided in advance to members, along with appropriate briefing materials. Meeting minutes will be prepared.
QUALITY ASSURANCE REVIEWS
The Board as Auditing Committee shall direct, as budgetary funding permits, that quality assurance reviews be conducted as required (currently every 5 years) to assure the Board and the Superintendent that the internal auditing activities conform to the Institute of Internal Auditors' Code of Ethics and Standards for the Professional Practice of Internal Auditing.