Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.
Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame.
Effect of Condition: We found seven (7) instances where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2024-003: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found ten (10) instances where the incorrect dates of the academic calendar were used to calculate the percentage of the semester attended.
Criteria: In accordance with Volume 3 Chapter 1 of the Federal Student Aid Handbook, “the number of weeks of instructional time is based on the period that generally begins on the first day of classes in the academic year and ends on the last day of classes or the last day of examinations, whichever is later”.
Effect of Condition: We found ten (10) instances where the last of classes (instead of the last day of finals) was used on the student’s R2T4 calculations.
Cause of Condition: The College believed the last day of classes was considered the last day of the academic period.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding 2023-004 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of twenty-five (25) students, we found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Criteria: Federal loans, including PLUS Loans, should be disbursed in accordance with Volume 3 of the Federal Student Aid Handbook. Also, in accordance with 34 CFR 668.165, Notices and Authorizations, an institution must notify the student or parent of the date and amount of disbursement of Federal loans to a student’s ledger account within 30-days of the disbursement.
Effect of Condition: We found three (3) instances where the student’s parent was not notified of the disbursement of a PLUS Loan within 30-days of the disbursement to the student’s account.
Cause of Condition: The College did have a policy to notify parents of their student’s PLUS Loan disbursements until the spring semester of 2024, when the prior audit finding was brought to the attention of management.
Recommendation: We recommend the College develop policies and procedures to address this issue.
Management’s Response: Management agrees and has a policy in place to implement these recommendations immediately.