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Grading Audit Trail

Zion maintains a complete audit trail of all grading activities to support ACE curriculum compliance requirements. Every score entry, modification, and moderation action is logged with full context.

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Why Audit Trails Matter

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ACE Compliance

ACE (Accelerated Christian Education) schools must maintain accurate records of student progress. The audit trail provides:

• Proof of grading accuracy
• Evidence of oversight processes
• Documentation of corrections
• Historical record for inspections

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Accountability

The audit trail ensures:

• All actions are traceable to individuals
• Changes are documented with reasons
• Historical data is preserved
• Questions can be investigated

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What Gets Logged

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Score Entry Events

When a supervisor enters a test score:

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Moderation Events

When an administrator moderates a score: Approval:

• Action: moderation_approved
• Moderator ID and name
• Timestamp
• Notes (if provided)

Adjustment:

• Action: score_adjusted
• Previous value (original score)
• New value (adjusted score)
• Adjustment reason (mandatory)
• Moderator ID and name
• Timestamp

Rejection:

• Action: moderation_rejected
• Rejection reason (mandatory)
• Moderator ID and name
• Timestamp

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Retest Events

Retest Scheduled:

• Action: retest_scheduled
• Original test reference
• Scheduled date
• Scheduled by user

Retest Completed:

• Action: retest_completed
• Attempt number
• New score
• Link to original attempt

Retest Cancelled:

• Action: retest_cancelled
• Cancellation reason
• Cancelled by user

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Administrative Events

Pass Threshold Changed:

• Action: threshold_changed
• Previous thresholds
• New thresholds
• Changed by user
• Reason for change

Stage Transition:

• Action: stage_transition
• From stage
• To stage
• Triggered by action

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Viewing Audit History

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For a Specific Test

1. Navigate to the test score record
2. Click View Audit History
3. See chronological list of all actions

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For a Student

1. Navigate to student profile
2. Click Grade History tab
3. Click Audit Trail button
4. See all grading actions for this student

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Organization-Wide

Administrators can view all audit logs:

1. Navigate to Grading → Audit
2. See searchable list of all actions
3. Filter by date range, action type, user

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Audit Entry Details

Each audit entry includes:

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Header Information

• Action Type: What happened
• Timestamp: When it happened
• Performed By: Who did it

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Context Information

• Student: Which student affected
• PACE: Which PACE involved
• Test Score ID: Link to score record

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Change Information

• Previous Value: State before change (JSON)
• New Value: State after change (JSON)
• Reason: Why change was made (when applicable)

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Metadata

• User Role: Role at time of action
• IP Address: Origin of request (if tracked)
• User Agent: Browser/device info (if tracked)

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Using Audit Data

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Investigating Issues

When questions arise about a grade:

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Compliance Audits

When preparing for ACE inspections:

1. Generate audit reports for review period
2. Export to PDF/CSV for documentation
3. Highlight moderation compliance
4. Show correction processes

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Pattern Analysis

Use audit data to identify:

• Supervisors with high error rates
• Subjects requiring frequent adjustments
• Moderation bottlenecks
• Retest patterns

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Audit Trail Integrity

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Immutable Records

Audit logs cannot be:

• Deleted
• Modified
• Backdated

This ensures complete data integrity for compliance.

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Retention

Audit records are retained:

• For the current academic year (immediate access)
• For 7 years (archive access)
• Permanently for compliance (cold storage)

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Access Controls

Audit viewing requires:

• Administrator role
• Authentication
• All access is itself logged

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Export Options

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CSV Export

Export audit data to spreadsheet:

1. Navigate to audit view
2. Set filters (date range, type, user)
3. Click Export CSV
4. Download file

Columns Included:

• Timestamp
• Action type
• User name
• Student name
• PACE
• Previous value
• New value
• Reason

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PDF Report

Generate formatted report:

1. Set filters as needed
2. Click Export PDF
3. Download formatted report

Report Includes:

• Summary statistics
• Action timeline
• User activity summary
• Change details

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Best Practices

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Regular Review

• Review audit logs weekly for anomalies
• Check for unusual patterns
• Verify moderation compliance

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Documentation

• When adjusting scores, provide clear reasons
• Document conversation outcomes in notes
• Reference original test when possible

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Training

• Train supervisors on accurate entry
• Explain audit implications
• Emphasize first-time accuracy

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Common Audit Scenarios

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Score Discrepancy Reported

Scenario: Parent claims grade was entered incorrectly Investigation:

1. Pull audit trail for specific test
2. Trace from entry through any modifications
3. Compare original entry to current value
4. Identify who made changes and why
5. Present findings to parent

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High Adjustment Rate

Scenario: Many scores being adjusted during moderation Investigation:

1. Query adjustments by supervisor
2. Identify patterns (specific supervisors, subjects)
3. Review original vs adjusted values
4. Retrain supervisors if needed
5. Consider process improvements

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Compliance Audit

Scenario: ACE inspector requests grading records Response:

1. Generate audit report for requested period
2. Export in requested format
3. Prepare summary of moderation statistics
4. Document SLA compliance rates
5. Provide contact for questions

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Troubleshooting

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Cannot Find Audit Entry

Possible Causes:

• Looking at wrong test
• Date filters too narrow
• Action not yet synced

Solution:

• Verify correct test selected
• Expand date range
• Wait for sync and refresh

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Audit Shows Unexpected Change

Process:

1. Note the timestamp and user
2. Check if legitimate moderation action
3. Contact user if unclear
4. Document findings
5. Escalate if suspicious activity

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