Internal Audit

The Internal Audit Division was established within the VI Department of Education to conduct auditing activities  that will provide reasonable assurance regarding the effectiveness and efficiency of operations, reliability of financial data and reports, and compliance with laws and regulations.  It is the goal of the Internal Audit Division to establish an ethical environment by articulating and communicating the objectives; identifying and recommending ways to reduce the appetite for risk levels by conducting desk reviews, and financial and compliance audit reviews; identifying inherent control weaknesses that threaten the achievement of the Department objectives, and communicating audit reviews on risks in a consistent manner at all levels in the organization. The Internal Audit Division goal seeks to identify and provide recommended ways to reduce risk   and increase output which ultimately removes the status of "High-Risk Grantee" from the Virgin Islands Department of Education.  

Each year an annual audit plan is developed that incorporates a risk-based assessment of all the Department of Education's operating divisions.  The audit plan is adjusted as needed to take into consideration input provided by the Commissioner and Leadership Team, Executive Administration, Staff, Students, legislative changes, software upgrades and implementation, special projects, and other events that may occur throughout the year.

The Internal Audit Division will be constantly reviewing and evaluating the Department's control structure to ensure that we not only do the right things the right way but in the best way.  We encourage you to help us by calling or writing to us to report any waste, abuse, fraud, and mismanagement that is occurring throughout our department.  ALL INFORMATION IS KEPT CONFIDENTIAL!  If you see any wrongdoing please don't hesitate to contact us!

Direct Telephone: 340-773-1095 Ex. 7012
Email:   internalaudit@vide.vi 
Mail:
                                      VIRGIN ISLANDS DEPARTMENT OF EDUCATION
                                       INTERNAL AUDIT DIVISION
                                       2133 Hospital St.
                                      Christiansted, V.I. 00820

Kindest regards,

Roseann Jeremiah, Director of Internal Audit

Mission Statement:

IA’s mission is to protect and enhance VIDE’s value by providing risk-based assurance, advice, and insight. IA supports VIDE’s objectives through a systematic approach to evaluating risk management, control, and governance, conducting audits based on thorough risk assessment.

Vision & Values:

To strengthen the Virgin Islands Department of Education by providing independent and objective assurance that promotes integrity, accountability, and continuous improvement in educational services.

Scope of Work: 

Internal Audit (IA) evaluates the adequacy and effectiveness of VIDE’s internal controls and management’s performance. As a resource to the Commissioner, IA provides timely, accurate, and objective insights on VIDE’s programs and functions. IA reviews processes to ensure:

1. Reliability and integrity of information
2. Compliance with policies and regulations
3. Asset safeguarding
4. Efficient resource use
5. Achievement of objectives and goals

Independence Statement:

Internal auditors maintain independence by working freely and objectively, ensuring impartial judgments essential to audits. Auditors are expected to be objective, fair, and impartial, reflecting this stance to clients and third parties. Staff must promptly inform the Audit Director in writing of any situation that may impair independence and disclose any uncertainties in favor of transparency.

Organizational Chart: VIDE_Organizational_Chart.pdf

Internal Audit Charter

Policies & Procedures

Mandatory Reporting Policy

VIDE Child Abuse & Neglect Referral Form

Audit Plan: Internal  Audit Plan

General descriptions of the types of engagements performed during the Internal Audit are:

1. Assurance (Audit) Engagements: Independent evaluations of governance, risk management, and controls, including financial, compliance, performance, and IT audits.
2. Corrective Action Plan (CAP) Follow-up: Reviews to assess management’s response to past recommendations or to confirm if risks were accepted without action.
3. Consulting and Client Services: Value-added engagements to improve VIDE’s governance, risk, and control processes, in alignment with VIDE’s values and objectives, without assuming management roles.

The plan also allocates hours for IIA-recommended practices and administrative tasks. Engagement specifics, including objectives and risk rank, will be refined after initiation and risk assessment.

FAQs:

1. What is the purpose of the audit?
The audit is conducted to assess compliance with applicable standards, identify areas for improvement, and ensure that processes align with organizational objectives and regulatory requirements.

2. What documentation is required for the audit?
Typically, auditors will need access to policy documents, financial records, operational procedures, and any other materials relevant to the scope of the audit. A checklist of required documents will be provided ahead of time.

3. How long does the audit process take?
The duration of the audit depends on its scope and complexity. We aim to minimize disruption by scheduling reviews in phases and adhering to a structured timeline.

4. What should we do if discrepancies are identified?
If any issues arise, the audit team will work with the respective department to address discrepancies, provide corrective action plans, and ensure alignment with the necessary standards.

5. How will the audit results be communicated?
A formal report will be shared with all stakeholders, outlining findings, recommendations, and next steps. Additionally, follow-up meetings may be scheduled to discuss outcomes in detail.

Feedback Mechanism: Please use the form below to rate your experience with our internal audit team.

https://forms.gle/jYgNdnH1AXyAq4VM8

Training & Resources: Steps to help your department to prepare for an audit.

A sample checklist includes:

• Policies and procedures reviewed and updated.
• Key personnel available, informed and trained.
• All required documents collected and organized.
• High-risk areas internally reviewed.
• Outstanding issues resolved.
• Communication plan established with the audit team.

The audit life cycle includes the key stages auditors follow to assess and verify an organization’s financial, operational, and compliance activities, ensuring a thorough and transparent audit. The cycle typically consists of:

1. Planning and Preparation: Setting objectives, scope, and methodology.
2. Execution (Fieldwork): Gathering data, testing controls, and evaluating processes.
3. Reporting: Summarizing findings and providing recommendations.
4. Follow-Up: Ensuring corrective actions are implemented.

A Risk-Based Approach, Internal Audit assesses each auditable unit’s risk by evaluating the likelihood and impact of factors like:

         1. Projected changes
         2. Financial significance & accounting judgment/complexity
         3. Fraud susceptibility
         4. Degree of regulatory oversight
         5. Degree of public/political scrutiny
         6. Effectiveness of internal controls

Audit Tools & Techniques:

The division uses all Microsoft suite, Munis system and Canva. All audit projects are documented and maintained in AuditBoard.

Follow-up Process:

Corrective actions are tracked by assigning responsibilities, setting deadlines, and regularly updating progress in AuditBoard using the audit tool.

Contact Information: General inquiry - internalaudit@vide.vi

Compliance Hotline: www.videcomplianceline.com or text “REPORT” to 1‐800‐403‐2461

Latest Updates: 

USDepartmentofEducationOIGfacsheet.pdf

ProtectYourSchoolfromFraudandProtection.pdf

Fiscal Year 2025 Projects :

1. Effectiveness of VIDE Quality Assurance Program (Compliance) - Consolidated Grant
2. Assessment of VIDE Procurement Procedures (Assurance)
3. Assessment of VIDE Payroll Procedures (Assurance)
4. Single Audit (Assurance)
5. IIA Standards 2025 Standards
6.  Audit Follow Up (Corrective Action Plan)
7.  Consulting & Other Services
8. Private and EDC Donations

Regulatory Changes:

The Institute of Internal Auditors (IIA) has introduced significant updates to its Global Internal Audit Standards, effective January 9, 2025. These changes are designed to enhance the quality and consistency of internal audit practices across organization.

https://www.theiia.org/globalassets/site/standards/editable-versions/globalinternalauditstandards_2024january9_editable.pdf

Fiscal Year 2024: 

VI Code Title 17 Chapters 1-45 - Report: Audit/VICODE_VIDE_Final_Report.pdf

Compliance Line - Presentation: Internal_Audit/ComplianceLine_Presentation_PRINCIPALS.pptx

Single Audit - Presentation: Internal_Audit/FY25_Fiscal_Kick_Off-Single_Audit.pptx

Program Monitoring Audit - Report:    ProgramMonitoringAuditReportFinal031325.pdf

For questions, assistance, or to report a concern, please contact the Internal Audit Division. All inquiries are handled professionally and confidentially.