FINDING 2023-001
Finding Subject: Student Financial Assistance Cluster - Special Tests and Provisions - Enrollment
Reporting
Summary of Finding:
Although the University had policies and procedures in place over Enrollment Reporting, a process to
ensure that system defects did not impact reporting re...
FINDING 2023-001
Finding Subject: Student Financial Assistance Cluster - Special Tests and Provisions - Enrollment
Reporting
Summary of Finding:
Although the University had policies and procedures in place over Enrollment Reporting, a process to
ensure that system defects did not impact reporting requirements was not implemented. As such, for
students who had a reduction or increase in enrollment status during the Spring 2023 term, errors in
reporting campus level and program level data went undetected. Students with a status of withdrawn or
with no changes during the period were accurately reported. It was recommended that the University's
management establish a system of internal controls that includes a review of Banner job processes to verify
source data is correctly populated so as to ensure that all data elements required to be submitted to NSLDS
are accurate.
Contact Person Responsible for Corrective Action: Angel Nelson, Associate Registrar
Contact Phone Number and Email Address: (812) 465-1626; angel.nelson@usi.edu
Views of Responsible Officials:
We concur with the finding.
Description of Corrective Action Plan:
While the University of Southern Indiana had internal controls in place to verify the accuracy of our
enrollment reporting data, these controls were not effective in discovering system errors. In order to
correct this deficiency, the following corrective actions have been implemented:
1. The system defect within our student information system has been corrected by our vendor.
2. All student records affected by the system defect have been corrected in the National Student
Loan Clearinghouse database.
3. Beginning in January 2024, the University increased the number of records selected for review
from the enrollment file, making sure to review some students who had a reduction or increase in
enrollment status, as well as some who had withdrawn.
4. Associate Registrar has subscribed to the e-community for our software vendor to monitor for
future system errors.
Anticipated Completion Date:
The system defect was corrected with the installation of a system patch that was installed on June 4,
2023.
All other steps in the corrective action plan have been completed as of January 26, 2024.