Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-003: Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency)
Statement of Condition: From our testing sample of thirty-five (35) students, we found eight (8) instances where student award letters were not retained and thus federal award data per the federal award register could not be vouched.
Criteria: Student records should be retained in accordance with the Federal Student Aid Handbook, Volume 2, Chapter 7, to “show a clear audit trail for FSA program expenditures.” In addition, the College’s Financial Aid Office Policies for Awarding Financial Aid states “a copy of the student’s award letter is kept in the student’s folder.”
Effect of Condition: We found eight (8) instances where student award letters were not retained.
Cause of Condition: The College does not consistenly follow their internal policies.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30 days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found nine (9) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College does not have a policy to notify parents of their students’ PLUS Loan disbursements.
Recommendation: We recommend the College develop a policy and procedure to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.