To ensure that the licensed staff it hires are qualified at the time of hire and throughout their employment, Mt. Diablo should follow its formal procedures to ensure that staff possess required licenses when hired and that their licenses remain current while employed.
The district has submitted through the secure portal documents that demonstrate the Personnel Clerk has engaged in a process by which she tracks the licenses and credentials of each staff member providing mental health services.
The Personnel Clerk maintains a spreadsheet manually by which she tracks the license expiration dates. In addition, the district has submitted screenshots from our data management system which indicates that the license expiration date, along with license number have been added to our system which also generates alerts when licenses and credentials are due to expire. The credential information was already existing at the time of the audit.
In addition, the district has submitted evidence that letters are sent to notify staff of upcoming license expiration dates in order to ensure that they get renewed and the staff is eligible to continue to provide mental health services to students.
The process for this check was submitted in an earlier response.
At this time, all licenses are reviewed per that process.
The District has directed the Fiscal Clerk to monthly select five files for audit to ensure the District has updated licenses and credentials for all staff. This process was implemented in January of 2016.
Mt. Diablo did not submit evidence demonstrating that its fiscal clerk is conducting the review of licenses and credentials that it discusses in its response.
MDUSD staff has been directed to procure copies of all license and credentials per existing practice but in addition, copies of such documents will be maintained in student files in definitely. This practice is fully implemented.
In addition, MDUSD is working to develop a field in our employee data base which tracks license expiration date, similar to our current practice of tracking credential expiration dates. This is anticipated to be fully implemented by the start of the 2016/2017 school year.
Agency responses received are posted verbatim.