NSLDS Enrollment Reporting (repeat)
Finding: As noted in the audit report, there were 4 discrepancies found in 17 files in which student information reported to NSLDS was incorrect or untimely.
• 2 students' status was incorrectly reported to NSLDS.
• 1 student's enrollment effective date was not r...
NSLDS Enrollment Reporting (repeat)
Finding: As noted in the audit report, there were 4 discrepancies found in 17 files in which student information reported to NSLDS was incorrect or untimely.
• 2 students' status was incorrectly reported to NSLDS.
• 1 student's enrollment effective date was not reported correctly to NSLDS.
• 1 student's enrollment status change was not reported to NSLDS within 60 days.
Auditors' Recommendation: The University should review their enrollment reporting policies and procedures to ensure accurate reporting.
School Response: The school agrees with this finding and has initiated corrective action.
Corrective Action Plan: There were two files in which NSLDS reporting errors were found. Student #12 was withdrawn per their school transcript effective 5/14/2023, however, the enrollment status was reported at NSLDS as Less Than Half Time as of 5/8/2023. Student #14 was in a Graduate status on their transcript but was reported as Withdrawn on NSLDS. Also, the student's status was reported 134 days after the status change event. Status changes must be reported to NSLDS within 60 days. The instances for this finding occurred during a time when there was a staffing change in the registrar's office and a new registrar had not yet transitioned into the position. Since this time, a new registrar, Natalie Brown-Motes, was hired, and the process has been reviewed with Assistant Registrar, Lara Ellison, to ensure that there is a back up plan if the registrar is unavailable to complete this process. Additionally, the school switched to a new Student Information System (SIS), Colleague, which was implemented beginning with the Fall semester 2023. The new SIS works with the National Student Clearinghouse enrollment reporting service.
In order to ensure timely reporting, the registrar's office creates an enrollment report in Colleague each month. That report is transmitted to Clearinghouse which uses the information to update the enrollment data in NSLDS. If there are any possible errors that need to be reviewed, the registrar receives a report on Clearinghouse of any errors so they can be reviewed and approved or corrected. The error report must be completed within two weeks of receipt. Colleague only reports to Clearinghouse students who have actually registered for classes. Previously, enrolled students who had not registered were included in the report. This inclusion regularly generated additional errors. Since the new system improves the reporting process so only registered students are reported, there is less opportunity for error.
Name(s) of the contact person(s) responsible for corrective action: University Registrar, Natalie BrownMotes and Assistant Registrar, Lara Ellison
Planned completion date for corrective action plan:
• New Colleague SIS implemented live beginning in the Fall semester 2023.
• Training on National Student Clearinghouse process with Colleague completed September 23.
• Began using Colleague system to report enrollment data to NSLDS through National Student Clearinghouse in September 2023.