Audit 324604

Criteria or Specific Requirement – Eligibility, 34 CFR Section 685.200(a)(2)(i) Condition – One student received need-based aid exceeding that student’s financial need Questioned Costs – $2,069 Context – Out of the population of 1,301 students who received federal student financial assistance during the year, a sample of 25 students was selected for testing. One student was awarded need-based aid who did not have financial need. Our sample was not, and was not intended to be, statistically valid. Effect – One student received aid for which they were not eligible Cause – The student’s estimated family contribution (EFC) was not updated to reflect a change in the student’s attendance plan, and the student was awarded aid for the year using the student’s four-month EFC rather than the 12-month EFC. Indication as a Repeat Finding – N/A Recommendation – The University should review its procedures for ensuring appropriate EFC figures are used when awarding financial aid to ensure any changes in student information is accurately reflected in the information used to award student aid. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and Assistant Director of Financial Aid will oversee the corrective action plan. University IT personnel are creating a Change Report to identify students whose SAI (Student Aid Index, formerly EFC) months do not match the attendance pattern. This will alert Financial Services to adjust the budget to the appropriate timeframe that will prevent over awarding. The Student Financial Services team will review and retain on the proper procedure to assign SAI months.

Criteria or Specific Requirement – Special Tests and Provisions – Enrollment Reporting – 34 CFR Sections 690.83(b)(2) and 685.309 Condition – Eight student status changes were not communicated to the National Student Loan Data System (NSLDS) timely Questioned Costs – N/A Context – Out of the population of 312 students with enrollment status changes requiring reporting to NSLDS, a sample of 25 students was selected for testing. Of those 25 students, eight student status changes were not reported to NSLDS within the required 60 days. Our sample was not, and was not intended to be, statistically valid. Effect – NSLDS was not notified of student status changes in accordance with compliance requirements. Cause – The University did not have effective internal control processes in place to ensure the accurate collection, review, and reporting of student status changes occurred timely. Recent turnover in personnel resulted in a lack of oversight as well. Indication as a Repeat Finding – N/A Recommendation – The University should review its internal controls surrounding the enrollment reporting process and ensure internal controls provide for the timely and accurate reporting of student status changes. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and the Registrar will oversee the corrective action plan. New personnel in the Registrar’s office have received training for student enrollment reporting and will submit reporting to NSLDS every 30 days in order to stay within the required 60 days. This reporting will take place around the 25th of every month and be completed by the Registrar only. The Associate Registrar and Director of Administrative Computing will retain alternate access in case of emergency. Error reports will be reviewed and resolved within one week ensuring that accurate information is provided to NSLDS well within the required time frame.

Criteria or Specific Requirement – Special Tests and Provisions – Enrollment Reporting – 34 CFR Sections 690.83(b)(2) and 685.309 Condition – Eight student status changes were not communicated to the National Student Loan Data System (NSLDS) timely Questioned Costs – N/A Context – Out of the population of 312 students with enrollment status changes requiring reporting to NSLDS, a sample of 25 students was selected for testing. Of those 25 students, eight student status changes were not reported to NSLDS within the required 60 days. Our sample was not, and was not intended to be, statistically valid. Effect – NSLDS was not notified of student status changes in accordance with compliance requirements. Cause – The University did not have effective internal control processes in place to ensure the accurate collection, review, and reporting of student status changes occurred timely. Recent turnover in personnel resulted in a lack of oversight as well. Indication as a Repeat Finding – N/A Recommendation – The University should review its internal controls surrounding the enrollment reporting process and ensure internal controls provide for the timely and accurate reporting of student status changes. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and the Registrar will oversee the corrective action plan. New personnel in the Registrar’s office have received training for student enrollment reporting and will submit reporting to NSLDS every 30 days in order to stay within the required 60 days. This reporting will take place around the 25th of every month and be completed by the Registrar only. The Associate Registrar and Director of Administrative Computing will retain alternate access in case of emergency. Error reports will be reviewed and resolved within one week ensuring that accurate information is provided to NSLDS well within the required time frame.

Criteria or Specific Requirement – Eligibility, 34 CFR Section 685.200(a)(2)(i) Condition – One student received need-based aid exceeding that student’s financial need Questioned Costs – $2,069 Context – Out of the population of 1,301 students who received federal student financial assistance during the year, a sample of 25 students was selected for testing. One student was awarded need-based aid who did not have financial need. Our sample was not, and was not intended to be, statistically valid. Effect – One student received aid for which they were not eligible Cause – The student’s estimated family contribution (EFC) was not updated to reflect a change in the student’s attendance plan, and the student was awarded aid for the year using the student’s four-month EFC rather than the 12-month EFC. Indication as a Repeat Finding – N/A Recommendation – The University should review its procedures for ensuring appropriate EFC figures are used when awarding financial aid to ensure any changes in student information is accurately reflected in the information used to award student aid. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and Assistant Director of Financial Aid will oversee the corrective action plan. University IT personnel are creating a Change Report to identify students whose SAI (Student Aid Index, formerly EFC) months do not match the attendance pattern. This will alert Financial Services to adjust the budget to the appropriate timeframe that will prevent over awarding. The Student Financial Services team will review and retain on the proper procedure to assign SAI months.

Criteria or Specific Requirement – Special Tests and Provisions – Enrollment Reporting – 34 CFR Sections 690.83(b)(2) and 685.309 Condition – Eight student status changes were not communicated to the National Student Loan Data System (NSLDS) timely Questioned Costs – N/A Context – Out of the population of 312 students with enrollment status changes requiring reporting to NSLDS, a sample of 25 students was selected for testing. Of those 25 students, eight student status changes were not reported to NSLDS within the required 60 days. Our sample was not, and was not intended to be, statistically valid. Effect – NSLDS was not notified of student status changes in accordance with compliance requirements. Cause – The University did not have effective internal control processes in place to ensure the accurate collection, review, and reporting of student status changes occurred timely. Recent turnover in personnel resulted in a lack of oversight as well. Indication as a Repeat Finding – N/A Recommendation – The University should review its internal controls surrounding the enrollment reporting process and ensure internal controls provide for the timely and accurate reporting of student status changes. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and the Registrar will oversee the corrective action plan. New personnel in the Registrar’s office have received training for student enrollment reporting and will submit reporting to NSLDS every 30 days in order to stay within the required 60 days. This reporting will take place around the 25th of every month and be completed by the Registrar only. The Associate Registrar and Director of Administrative Computing will retain alternate access in case of emergency. Error reports will be reviewed and resolved within one week ensuring that accurate information is provided to NSLDS well within the required time frame.

Criteria or Specific Requirement – Special Tests and Provisions – Enrollment Reporting – 34 CFR Sections 690.83(b)(2) and 685.309 Condition – Eight student status changes were not communicated to the National Student Loan Data System (NSLDS) timely Questioned Costs – N/A Context – Out of the population of 312 students with enrollment status changes requiring reporting to NSLDS, a sample of 25 students was selected for testing. Of those 25 students, eight student status changes were not reported to NSLDS within the required 60 days. Our sample was not, and was not intended to be, statistically valid. Effect – NSLDS was not notified of student status changes in accordance with compliance requirements. Cause – The University did not have effective internal control processes in place to ensure the accurate collection, review, and reporting of student status changes occurred timely. Recent turnover in personnel resulted in a lack of oversight as well. Indication as a Repeat Finding – N/A Recommendation – The University should review its internal controls surrounding the enrollment reporting process and ensure internal controls provide for the timely and accurate reporting of student status changes. Views of Responsible Officials and Planned Corrective Actions – Management agrees with the finding and the Director of Student Financial Services and the Registrar will oversee the corrective action plan. New personnel in the Registrar’s office have received training for student enrollment reporting and will submit reporting to NSLDS every 30 days in order to stay within the required 60 days. This reporting will take place around the 25th of every month and be completed by the Registrar only. The Associate Registrar and Director of Administrative Computing will retain alternate access in case of emergency. Error reports will be reviewed and resolved within one week ensuring that accurate information is provided to NSLDS well within the required time frame.