2023-002 Student Financial Assistance Cluster – Assistance Listing No. Various
Recommendation: We recommend the University review its reporting procedures to ensure that students’ statuses are accurately and timely reported to NSLDS as required by regulations.
Explanation of disagreement with audit ...
2023-002 Student Financial Assistance Cluster – Assistance Listing No. Various
Recommendation: We recommend the University review its reporting procedures to ensure that students’ statuses are accurately and timely reported to NSLDS as required by regulations.
Explanation of disagreement with audit finding: There is no disagreement with the audit finding.
Action taken in response to finding: The Bethel University Registrar is responsible for ensuring timely and accurate reporting to NSLD via the National Student Clearinghouse. Cheryl Fisk was appointed to serve as University Registrar on August 1, 2022. While new to Bethel, she is not new to Clearinghouse reporting. She assumed the oversight of the Clearinghouse reporting and is working to ensure timely, accurate submissions.
• Bethel reports student enrollment to NSLDS via the National Student Clearinghouse
• Currently, the people involved in the process include:
o Data Management Team: Ana Ortiz, Data Coordinator
o Registrar Staff: Cheryl Fisk, University Registrar
o Information Technology Service Staff: Kurt Jarvi, Systems Analyst
Based on the previous audit, adjustments were made to the timing of the Clearinghouse enrollment submissions. This has been accomplished with enrollment being reported every month on the same date to enable automated submissions. As we tried to systematize graduation reporting, we encountered multiple technical issues. These issues involved both Information Technology and the Clearinghouse, which resulted in a delay in the reporting of graduates from May through August 2023.
Additional training has been provided by the Clearinghouse and other sources which have been viewed by those involved in Clearinghouse reporting. We have also sought the advice from other institutions who report to the Clearinghouse.
Our corrective action will involve several parts.
• First, we will add more graduation only submissions to our Clearinghouse schedule to ensure they are getting reported in a timely manner.
• Second, we will investigate where our Clearinghouse reports are pulling the graduation date form our Student Information System (Banner) to ensure those fields are accurate.
• Third, we will review our process for determining degree conferral dates to ensure it aligns with our reporting schedule.
• Fourth, over this past summer (2023) we worked with staff to clarify student withdrawal procedures. We will continue to do that.
• Fifth, we will continue to take advantage of Clearinghouse training and other related training opportunities.
• Sixth, we will be proactive in confirming that the Clearinghouse has received our submissions and has processed them in a timely manner.
Name of the contact person responsible for corrective action: Cheryl Fisk, Registrar
Planned completion date for corrective action plan: June 1, 2024