Audit 392250

Condition: The University did not report student enrollment data to the National Student Clearinghouse accurately or within the minimum required timeframe. Criteria: Based on requirements set forth by 34 CFR Section 685.309(b)(2), the University is responsible for notifying the National Student Loan Data System (NSLDS) to changes to student’s enrollment data within minimum required timeframes. Cause: Controls are not functioning properly. Context: From a population of 75 students we tested 7 students and noted 1 withdrawal that was not timely reported and 5 with incorrect withdrawal dates reported to NSLDS. Effect: Enrollment data was not reported timely or accurately to the Department of Education thus, the Department could not properly service the student’s loans. The accuracy of Title IV student loan records depends heavily on the accuracy of the enrollment information reported by institutions. Repeat Finding: No. Recommendation: We recommend that a review process be put in place to ensure timely and accurate enrollment reporting to NSLDS. View of Responsible Officials: The University experienced a mid-year leadership transition in the Registrar’s Office when the prior Registrar resigned, requiring a search for a new Registrar. At the time of the transition, the former Registrar was responsible for both routine office operations and oversight of enrollment reporting to the National Clearinghouse and NSLDS. During this period, incorrect data entries occurred. Corrective action has been initiated under the leadership of the newly appointed Registrar, who is conducting a comprehensive review of existing processes and internal controls within the office. This review includes evaluating data entry procedures and oversight practices to ensure greater accuracy and consistency. In addition, as part of the integration with Sentara College of Allied Health, the University is adding staff positions in both the Registrar’s Office and Financial Aid. The new staff members will allow for improved systems and process oversight and reduce operational strain on the Registrar’s Office. These corrective actions and staffing enhancements are expected to strengthen internal controls and prevent similar issues in the future.