Report 2016-112 Recommendation 10 Responses

Report 2016-112: School Library Services: Vague State Laws and a Lack of Monitoring Allow School Districts to Provide a Minimal Level of Library Services (Release Date: November 2016)

Recommendation #10 To: San Juan Unified School District

To strengthen its library programs and help the State assess the condition of school libraries statewide, San Juan Unified should require its schools to participate in Education's annual school library survey.

Annual Follow-Up Agency Response From October 2018

During spring 2018, district staff worked closely with district schools to communicate the expectation of completion of the California Library Survey prior to the end of the fiscal year, June 30, 2018. This was accomplished through electronic communication with site principals and library staff and follow up emails periodically until a completed survey was recorded. This process will be repeated annually to ensure survey completion by sites.

Of the 77 schools listed as district schools, 62 completed the survey. The sites not completing the survey included 10 charter schools (not required per charter law), 2 preschool locations, 2 special education centers and the school at Sacramento Children's Receiving Home which closed in June 2017.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

The California Department of Education's school library survey results support the district's statements. In addition, San Juan Unified provided copies of the survey notices that it sent to its elementary schools, middle schools, and high schools. These notices emphasized that participation in the survey is required and they offered resources to assist schools in completing the survey.

1-Year Agency Response

Schools were contacted directly when the CDE website opened in April and reminded to complete the survey prior to the June deadline. There was some confusion about completing a survey for 2015-16 when the 2016-17 school year was well under way. This resulted in some schools not completing the survey for 2015-16. Schools were reminded several times via email, and their supervisors followed up with them in June, emphasizing the need for this survey to be completed. A review of the district school participation revealed that 21 schools did not submit information for 2015-16 (by the end of 2016-17). Of the non-completers, five are independently funded charter schools, two are preschool-only program sites, one is an alternative site which closed at the end of 2016-17, and the remaining fourteen are comprehensive or alternative district schools.

In order to increase the response rate in the district for 2017-18, several steps have been taken. The survey has now been added to the principal's monthly reminder calendar for April through June. As soon as the survey opens for this year, principals will receive a PDF copy of the survey that can be used to review and collect information. Finally, high school teacher-librarians will be available to assist elementary and middle schools as needed. [Note: As of November 16, 2017 the survey is still not available and the website states "The annual online survey is closed. It will be open to collect information from individual schools about their libraries in 2016-2017 starting in fall 2017."]

California State Auditor's Assessment of 1-Year Status: Pending

Per San Juan Unified's response, its implementation of this recommendation is currently pending.

6-Month Agency Response

The online survey tool was opened to schools in February to report on 2015-16 data. All data will need to be entered by the end of June 2017. As of May 22, 2017 22 schools submitted completed surveys. District schools received an email reminder during the week of May 22, 2017 and high school librarians have offered to work with elementary and middle schools who are not confident in completing the survey.

California State Auditor's Assessment of 6-Month Status: Pending

Per San Juan Unified's response, its implementation of this recommendation is currently pending.

60-Day Agency Response

A review of the CDE website regarding this survey (http://www.cde.ca.gov/ci/cr/lb/schlsurvwelcompage.asp accessed 1/6/17) resulted in the following findings. First, a review of the district school participation revealed the schools that did not submit information for 2014-15. Of the non-completers, four are independently funded charter schools, one is a preschool-only program site, one is an alternative site temporarily serving students in the Children's Receiving Home, and the remaining five are comprehensive or alternative district schools. Second, there is a lack of clarity regarding the availability of the survey for 2015-16 information. The web page includes the note that the survey is currently unavailable. "It will open in early Fall 2016 to collect information about 2015-2016." At the time of this report the online tool is still unavailable. Once the survey is open, schools will be notified and directed to complete the survey. Follow up will occur with site administrators at schools that did not complete the survey for 2014-15 to underscore the importance.

California State Auditor's Assessment of 60-Day Status: Pending

Per San Juan Unified's response, its implementation of this recommendation is currently pending.

All Recommendations in 2016-112

Agency responses received are posted verbatim.