Personnel Responsible for Corrective Action Plan: Eva Painter – Director of Institutional Research
Anticipated Completion Date: February 15, 2024
Corrective Action Plan
Context - As is noted in the original finding, the Institution submitted all enrollment and degree verify files to servicer (Nation...
Personnel Responsible for Corrective Action Plan: Eva Painter – Director of Institutional Research
Anticipated Completion Date: February 15, 2024
Corrective Action Plan
Context - As is noted in the original finding, the Institution submitted all enrollment and degree verify files to servicer (National Student Clearinghouse) according to the transmission schedule. After reviewing the timeline and files noted in the finding, it appears that the subsequent enrollment file was sent to National Student Clearinghouse on 5/16/23, which was consequently, prior to the Registrar completing process to roll students who graduated to a “G” status. Therefore, only some of our graduates were noted as “G” status in the May Enrollment Transmission. These students that were included were reported to NSLDS with a “G” status within the prescribed time period.
All graduates were included in the Degree Verify transmission later in May; however, our institution does not participate in the Clearinghouse service to automatically roll degree verify transmissions to G status. Furthermore, the following scheduled enrollment transmission in July also included all of the Graduated students as a G status, but it was not received by NSLDS within the 60-day window.
It is clear that the transmission schedule needs to be edited to avoid future issues. Additionally, this finding has also shed light on the need for a clear policy on the window in which we will allow students to reverse transfer back credit, should they want to be considered graduated in the same term they were last enrolled.
The director of institutional research therefore recommends two action plan items and a set of best practices to follow on a continual basis.
Corrective Action Items:
1. Review and edit the Clearinghouse Transmission Schedule
The submission calendar will be reviewed by both the director of institutional research and the registrar to ensure the scheduled enrollment transmissions following graduation are scheduled so that there is enough time to roll all students to G status, but also that it will be received by NSLDS within 60 days. It will be recommended that all enrollment transmissions following a scheduled graduation be transmitted by the 30th of the month graduation took place and within 14 to 16 days. For example, a transmission will be submitted by the 30th of
May following a May 11th graduation.
2. Develop and Codify Reverse Transfer Policy Best Practices
The Registrar and Director of Institutional Research will develop a Reverse Transfer Policy and submit to Chief Academic Officer for approval. The policy will recommend that students who wish to receive a graduation award for a graduation date that falls within their last semester
attended must submit any necessary reverse transfer credit within 14 business days (excluding holidays) “of the concurred graduation date of that semester. Should the student submit reverse transfer credit after that window, the student’s graduation date will reflect that of the following concurred graduation date.
Ongoing Best Practice Protocols to be immediately implemented:
1. The Director of Institutional Research will confer with Registrar to ensure all graduates have been rolled over to g status prior to sending the enrollment transmission to Clearinghouse.
2. Upon receiving any reverse transfer credit, the Registrar will notify the Director of Institutional Research, so that the student can be manually changed to “G” status in the Clearinghouse System.