Any time the department takes an action against a reporting entity under division (L)(2) of section 3301.0714 of the Revised Code, the department shall make a report of the circumstances that prompted the action and maintain a copy in its files. Notwithstanding the notification provided for in paragraph (C) of rule 3301-17-06 of the Administrative Code, the department shall send a copy of the report to the superintendent or chief administrator of the reporting entity within thirty days of issuance of the report and before the department withholds any funding.