FAC Explorer

Audit 341282

FY End
2024-06-30
Total Expended
$65.03M
Findings
64
Programs
28
Organization: Maine Community College System (ME)
Year: 2024 Accepted: 2025-02-05
Auditor: Berry Dunn McNeil & Parker LLC

Organization Exclusion Status:

Findings

ID Ref Severity Repeat Requirement
522015 2024-002 Significant Deficiency - P
522016 2024-002 Significant Deficiency - P
522017 2024-002 Significant Deficiency - P
522018 2024-002 Significant Deficiency - P
522019 2024-002 Significant Deficiency - P
522020 2024-002 Significant Deficiency - P
522021 2024-002 Significant Deficiency - P
522022 2024-002 Significant Deficiency - P
522023 2024-002 Significant Deficiency - P
522024 2024-002 Significant Deficiency - P
522025 2024-002 Significant Deficiency - P
522026 2024-002 Significant Deficiency - P
522027 2024-002 Significant Deficiency - P
522028 2024-002 Significant Deficiency - P
522029 2024-002 Significant Deficiency - P
522030 2024-002 Significant Deficiency - P
522031 2024-002 Significant Deficiency - P
522032 2024-002 Significant Deficiency - P
522033 2024-002 Significant Deficiency - P
522034 2024-002 Significant Deficiency - P
522035 2024-002 Significant Deficiency - P
522036 2024-002 Significant Deficiency - P
522037 2024-002 Significant Deficiency - P
522038 2024-002 Significant Deficiency - P
522039 2024-002 Significant Deficiency - P
522040 2024-002 Significant Deficiency - P
522041 2024-002 Significant Deficiency - P
522042 2024-002 Significant Deficiency - P
522043 2024-002 Significant Deficiency - P
522044 2024-002 Significant Deficiency - P
522045 2024-002 Significant Deficiency - P
522046 2024-002 Significant Deficiency - P
1098457 2024-002 Significant Deficiency - P
1098458 2024-002 Significant Deficiency - P
1098459 2024-002 Significant Deficiency - P
1098460 2024-002 Significant Deficiency - P
1098461 2024-002 Significant Deficiency - P
1098462 2024-002 Significant Deficiency - P
1098463 2024-002 Significant Deficiency - P
1098464 2024-002 Significant Deficiency - P
1098465 2024-002 Significant Deficiency - P
1098466 2024-002 Significant Deficiency - P
1098467 2024-002 Significant Deficiency - P
1098468 2024-002 Significant Deficiency - P
1098469 2024-002 Significant Deficiency - P
1098470 2024-002 Significant Deficiency - P
1098471 2024-002 Significant Deficiency - P
1098472 2024-002 Significant Deficiency - P
1098473 2024-002 Significant Deficiency - P
1098474 2024-002 Significant Deficiency - P
1098475 2024-002 Significant Deficiency - P
1098476 2024-002 Significant Deficiency - P
1098477 2024-002 Significant Deficiency - P
1098478 2024-002 Significant Deficiency - P
1098479 2024-002 Significant Deficiency - P
1098480 2024-002 Significant Deficiency - P
1098481 2024-002 Significant Deficiency - P
1098482 2024-002 Significant Deficiency - P
1098483 2024-002 Significant Deficiency - P
1098484 2024-002 Significant Deficiency - P
1098485 2024-002 Significant Deficiency - P
1098486 2024-002 Significant Deficiency - P
1098487 2024-002 Significant Deficiency - P
1098488 2024-002 Significant Deficiency - P

Programs

ALN Program Spent Major Findings
84.063 Federal Pell Grant Program $9.60M Yes 1
14.251 Economic Development Initiative, Community Project Funding, and Miscellaneous Grants $2.42M Yes 0
84.425P Education Stabilization Fund $877,239 - 0
84.268 Federal Direct Student Loans $518,812 Yes 1
21.027 Coronavirus State and Local Fiscal Recovery Funds $334,229 Yes 0
84.042 Trio Student Support Services $297,557 - 0
84.048 Career and Technical Education -- Basic Grants to States $159,880 - 0
84.007 Federal Supplemental Educational Opportunity Grants $144,986 Yes 1
84.033 Federal Work-Study Program $140,011 Yes 1
84.425F Education Stabilization Fund $129,883 - 0
84.425T Education Stabilization Fund $124,813 - 0
17.289 Community Project Funding/congressionally Directed Spending $105,490 - 0
84.335A Child Care Access Means Parents in School $94,679 - 0
84.031A Higher Education Institutional Aid $76,188 - 0
14.288 Community Development Block Grants $66,098 - 0
84.425C Education Stabilization Fund $58,738 - 0
97.044 Assistance to Firefighters Grant $49,294 - 0
59.059 Congressional Grants $47,723 - 0
84.425M Education Stabilization Fund $31,984 - 0
17.285 Registered Apprenticeship $30,000 - 0
10.310 Agriculture and Food Research Initiative (afri) $24,459 - 0
93.859 Biomedical Research and Research Training $23,539 - 0
11.611 Manufacturing Extension Partnership $15,000 - 0
43.008 Office of Stem Engagement (ostem) $14,137 - 0
84.116Z Fund for the Improvement of Postsecondary Education $11,167 Yes 0
47.076 Stem Education (formerly Education and Human Resources) $10,652 - 0
47.083 Integrative Activities $5,276 - 0
81.086 Conservation Research and Development $1,369 - 0

Contacts

Name Title Type
F6XMPMVYG8J3 Richard Rosen Auditee
2076290446 Robert Smalley Auditor
No contacts on file

Notes to SEFA

Title: Basis of Presentation Accounting Policies: Expenditures reported on the Schedule are reported on the accrual basis of accounting. Such expenditures are recognized following the cost principles contained in the Uniform Guidance, wherein certain types of expenditures are not allowable or are limited as to reimbursement. Passthrough entity identifying numbers are presented where available. De Minimis Rate Used: N Rate Explanation: The System has elected not to use the 10-percent de minimis indirect cost rate allowed under the Uniform Guidance. The accompanying Schedule of Expenditures of Federal Awards (the Schedule) includes the federal award activity of the Maine Community College System (the System), a component unit of the State of Maine, under programs of the federal government for the year ended June 30, 2024. The information in the Schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Because the Schedule presents only a selected portion of the operations of the System, it is not intended to and does not present the financial position, changes in net position, or cash flows of the System.

Finding Details

Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.
Finding 2024-002
Finding 2024-002 Program Affected Assistance Listing - 84.007, 84.033, 84.063, 84.268 Department of Education - Direct Award Student Financial Aid Cluster Award Year July 1, 2023 through June 30, 2024 Criteria Per 34 CFR section 668.22(f)(2)(i), the total number of calendar days in a payment period or period of enrollment includes all days within the period that the student was scheduled to complete, except that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment and the number of calendar days completed in that period. Condition and Context During testing of returns of Title IV funds (R2T4), we noted the following: • At Southern Maine Community College (SMCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. As a result, 11 students selected for SMCC R2T4 testing needed to be recalculated resulting in an additional $193 needing to be returned. • At Kennebec Valley Community College (KVCC), we noted the original R2T4 calculation for the fall 2023 semester was calculated to include the Thanksgiving break as part of the total days count. As the Thanksgiving break was 5 calendar days, it should have been excluded. One student selected did not have the proper number of days excluded from their calculation resulting in $16 needing to be returned. • At KVCC, we noted the original R2T4 calculation for the spring 2024 semester was calculated to not include the preceding weekend days for spring break as part of the total days count. As a result, total days were originally calculated as two days higher than it should have been. Three students selected for KVCC R2T4 testing needed to be recalculated resulting in an additional $19 needing to be returned. Cause and Effect The conditions identified were caused by a misunderstanding of the required number of days in a break that are included or excluded from the total semester days when performed a R2T4 calculation. Recommendation We recommend the System implement a process in which all refund calculations are reviewed by the appropriate level of management to ensure the appropriate number of days are considered in the R2T4 calculations. This review should be documented. Identification as a Repeat Finding, if Applicable Not applicable. Views of Responsible Officials and Planned Corrective Action Management agrees with the finding. See attached Corrective Action Plan.