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Corrective Action Plans

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Finding 388197 (2023-009)
Significant Deficiency 2023
McKendree University
IL
Matching / Level of Effort / Earmarking Special Tests & Provisions Student Financial Aid § 200.303
2023-009 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-009 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend the University review current processes for reporting to NSLDS and implement procedures to ensure submissions are reported timely and accurately. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Processes are being updated to ensure submissions are being reported timely and accurately. Name of the contact person responsible for corrective action: Patrick Michael Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388191 (2023-008)
Significant Deficiency 2023
McKendree University
IL
Student Financial Aid Eligibility Significant Deficiency § 200.303
2023-008 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-008 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend the University review processes to complete and review timesheets for FWS students. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The university will review processes associated with the employment of students who are paid with Federal Work Study funds. Names of the contact persons responsible for corrective action: Patrick Michael and Ricardo Ortega Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388185 (2023-007)
Significant Deficiency 2023
McKendree University
IL
Special Tests & Provisions Student Financial Aid Significant Deficiency § 200.303
2023-007 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-007 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend that the University review processes to track Title IV refund checks. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Processes have been updated to regularly monitor for outstanding checks that approach the 240-day threshold and properly process any that are discovered. Names of the contact persons responsible for corrective action: Patrick Michael and Michele Scott Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388179 (2023-006)
Significant Deficiency 2023
McKendree University
IL
Matching / Level of Effort / Earmarking Student Financial Aid Reporting § 200.303
2023-006 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-006 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend the University implement a formal review procedure to document that the direct loan reconciliations are performed on a timely basis each month. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: University procedures have been modified to accurately document the monthly reconciliations requiring review and sign off by the Vice President of Administration and Finance or their designee. Name of the contact person responsible for corrective action: Patrick Michael Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388173 (2023-005)
Significant Deficiency 2023
McKendree University
IL
Matching / Level of Effort / Earmarking Student Financial Aid Reporting § 200.303
2023-005 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-005 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend that the Student Financial Aid department work to ensure disbursements are reported to COD within 15 days of the disbursement date and that disbursements date reported in COD matches the disbursement date to the student. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Procedures have been updated to monitor and crosscheck COD reporting and disbursement timing to ensure compliance with the requirements. Name of the contact person responsible for corrective action: Patrick Michael Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388167 (2023-004)
Significant Deficiency 2023
McKendree University
IL
Matching / Level of Effort / Earmarking Student Financial Aid Eligibility § 200.303
2023-004 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268...
2023-004 Student Financial Assistance Cluster Federal Supplemental Educational Opportunity Grants – Assistance Listing No. 84.007 Federal Work-Study Program – Assistance Listing No. 84.033 Federal Pell Grant Program – Assistance Listing No. 84.063 Federal Direct Loans – Assistance Listing No. 84.268 Teacher Education Assistance for College and Higher Education Grants– Assistance Listing No. 84.379 Recommendation: We recommend the University review reporting processes to ensure all students that require exit counseling receive it in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Processes have been updated to ensure exit counseling is conducted and properly documented for all students that require it and new employees have been trained on this requirement. Name of the contact person responsible for corrective action: Patrick Michael Planned completion date for corrective action plan: June 30, 2024
View Audit 299965
Finding 388112 (2023-008)
Significant Deficiency 2023
University of Illinois
IL
Student Financial Aid Matching / Level of Effort / Earmarking § 200.303
Finding 2023-008 Error in Return of Title IV Funds Calculation Plan: Registrar Office has implemented regular report generation to identify any future scenarios where the effective date used on a student withdrawal is not correctly entered on the SFAWDRL form for Student Financial Aid Office’s use. ...
Finding 2023-008 Error in Return of Title IV Funds Calculation Plan: Registrar Office has implemented regular report generation to identify any future scenarios where the effective date used on a student withdrawal is not correctly entered on the SFAWDRL form for Student Financial Aid Office’s use. Expected Implementation Date: October 19, 2023Contact: Donna Butler Sr. Associate Registrar University of Illinois Urbana-Champaign dbutler@illinois.edu 217-244-9078
View Audit 299935
Finding 388111 (2023-007)
Significant Deficiency 2023
University of Illinois
IL
Matching / Level of Effort / Earmarking Student Financial Aid Reporting § 200.303
Finding 2023-007 Errors in Reporting for NSLDS Plan: An update to the university’s student information system fixed the error which stemmed from a production defect. Expected Implementation Date: June 4, 2023 Contact: Christopher Sayer Acting Registrar University of Illinois Chicago Csayre2@uic.edu ...
Finding 2023-007 Errors in Reporting for NSLDS Plan: An update to the university’s student information system fixed the error which stemmed from a production defect. Expected Implementation Date: June 4, 2023 Contact: Christopher Sayer Acting Registrar University of Illinois Chicago Csayre2@uic.edu 312-996-3077
View Audit 299935
Finding 388092 (2023-002)
Significant Deficiency 2023
Greenfield Community College
MA
Student Financial Aid Reporting Matching / Level of Effort / Earmarking
Finding number: 2023-002 Corrective Action Plan: To ensure that the college is using the same effective date for (unofficial) withdrawal on both the R2T4 calculations and for reporting unofficial withdrawal enrollment changes to NSLDS, the financial aid office will forward the list of students who...
Finding number: 2023-002 Corrective Action Plan: To ensure that the college is using the same effective date for (unofficial) withdrawal on both the R2T4 calculations and for reporting unofficial withdrawal enrollment changes to NSLDS, the financial aid office will forward the list of students who are determined to have unofficially withdrawn and their associated date of unofficial withdrawal to the registrar's office at the end of each term. The registrar's office will then adjust all students' records in their SIS (Banner) as needed prior to submitting their report to NSC/NSLDS. The registrar's office will have an established workflow in place to process these changes prior to the end of the spring 2024 term. Timeline for Implementation of Corrective Action Plan: Immediately Contact Person Mark Boudreau, Comptroller
View Audit 299928
Finding 388090 (2023-001)
Significant Deficiency 2023
Greenfield Community College
MA
Student Financial Aid Reporting Matching / Level of Effort / Earmarking
Finding number: 2023-001 Corrective Action Plan: An internal review of our process for reporting Pell payments to Common Origination & Disbursement (COD) reveal that the vast majority of Pell payments are reported within 2 business of disbursement. The Pell payment in question was disbursed two we...
Finding number: 2023-001 Corrective Action Plan: An internal review of our process for reporting Pell payments to Common Origination & Disbursement (COD) reveal that the vast majority of Pell payments are reported within 2 business of disbursement. The Pell payment in question was disbursed two weeks after our scheduled fall disbursement date and reported to COD 11 days late. The disbursement occurred once the student completed all outstanding financial aid requirements. The procedures for reporting all Title IV payments and disbursements to COD has been reviewed with the staff members responsible for transmitting origination and disbursement records to COD. Procedures have been developed to more readily identify financial aid disbursements that take place outside of the established disbursement date for the term. Timeline for Implementation of Corrective Action Plan: Immediately Contact Person Mark Boudreau, Comptroller
View Audit 299928
Finding 388013 (2023-080)
Significant Deficiency 2023
State of Maine
ME
Internal Control / Segregation of Duties Special Tests & Provisions Student Financial Aid § 200.303
Department: Health and Human Services Title: Internal control over TANF client child support sanction procedures needs improvement Questioned Costs: None Status: Management’s opinion is that corrective action is not required Corrective Action: The Department disagrees with this finding. The audit ob...
Department: Health and Human Services Title: Internal control over TANF client child support sanction procedures needs improvement Questioned Costs: None Status: Management’s opinion is that corrective action is not required Corrective Action: The Department disagrees with this finding. The audit objective identified in the Compliance Supplement is to "Determine whether, after notification by the state Title IV-D agency, the TANF agency has taken necessary action to reduce or deny TANF assistance." One of the two suggested audit procedures is to "Test a sample of cases referred by the Title IV-D agency to the TANF agency to ascertain if benefits were reduced or denied as required." The Department spent a lot of time and effort attempting to validate for OSA that it had a testable population, and the Department believes that the Office of State Auditor can perform this procedure either with the DSER-provided report of referrals or with that report in conjunction with the additional material the Department has pulled and analyzed for OSA. In the absence of that review nothing in the Department’s records, data, or discussions with OSA could reasonably be interpreted to suggest a “significant deficiency” in its Internal Controls over this aspect of the TANF program. There has not been any evidence that referrals made from DSER to OFI are getting lost, ignored, or misapplied. All 38 cases that the Department analyzed for completeness purposes reflect a well-functioning and substantively accurate sanction referral and case-action process, and this record does not support the OSA's conclusion to the contrary. Completion Date: N/A Agency Contact: Ian Yaffe, Director, Office for Family Independence, DHHS, 207- 592-1481
View Audit 299909
Finding 387847 (2023-003)
Significant Deficiency 2023
New England Conservatory of Music
MA
Student Financial Aid Matching / Level of Effort / Earmarking
Finding No. 2023 – 003 - Tracking Institutional Share of Federal Work Study Finding: The Conservatory did not have a process in place to track and record into the accounting records the institutional share of the federal work study as amounts were paid to students during the year. Corrective Acti...
Finding No. 2023 – 003 - Tracking Institutional Share of Federal Work Study Finding: The Conservatory did not have a process in place to track and record into the accounting records the institutional share of the federal work study as amounts were paid to students during the year. Corrective Action Taken or Planned: During fiscal year 2023 both the Business Office and Office of Financial Aid experienced significant turnover. This finding been corrected by staff possessing experience with the regulations related to federal work study. The Conservatory did meet the overall institutional share requirement, but this was not adequately documented. Documentation and reconciliation processes have been put in place to ensure compliance moving forward. Completed October, 2023. Responsible Person: Richard Bowman, Controller
View Audit 299883
Randall University
OK
Questioned Costs Student Financial Aid Subrecipient Monitoring
Corrective Action Plan: The Student Financial Aid Director and CFO of the University will meet with the third-party administrator during fiscal year 2024 to discuss how to prevent a similar situation from occurring in the future. The $7,420 of Federal Direct Loan program funds were returned on Decem...
Corrective Action Plan: The Student Financial Aid Director and CFO of the University will meet with the third-party administrator during fiscal year 2024 to discuss how to prevent a similar situation from occurring in the future. The $7,420 of Federal Direct Loan program funds were returned on December 15, 2023. Anticipated Completion Date: The corrective action will be completed by June 30, 2024. Contact Person: Cliff Bristow, Director of Financial Aid 405-912-9037
View Audit 299875 Questioned Costs: $1
Randall University
OK
Questioned Costs Student Financial Aid Eligibility
Corrective Action Plan: $1,461 was returned to the source on December 4, 2023. Communication between the offices will be improved so that Student Financial Aid Office is made aware of enrollment status changes timely. In addition, the Student Financial Aid Director will monitor the third-party admin...
Corrective Action Plan: $1,461 was returned to the source on December 4, 2023. Communication between the offices will be improved so that Student Financial Aid Office is made aware of enrollment status changes timely. In addition, the Student Financial Aid Director will monitor the third-party administrator and follow-up when returns are not completed timely. Anticipated Completion Date: The corrective action will be completed by June 30, 2024. Contact Person: Cliff Bristow, Director of Financial Aid 405-912-9037
View Audit 299875 Questioned Costs: $1
Randall University
OK
Questioned Costs Student Financial Aid Eligibility
Corrective Action Plan: Management agrees that all six R2T4s were completed late and funds were returned late or post-withdraw disbursements were not made timely. The Financial Aid Director will work with University officials to ensure that the Financial Aid Office is informed of enrollment status c...
Corrective Action Plan: Management agrees that all six R2T4s were completed late and funds were returned late or post-withdraw disbursements were not made timely. The Financial Aid Director will work with University officials to ensure that the Financial Aid Office is informed of enrollment status changes timely. The Financial Aid Director and the CFO will meet with the third-party administrator to resolve the amount of time it is taking for them to review and approve the R2T4s and return funds or award post-withdraw disbursements. The following monetary issues are in the The first student identified above is due a $1,849 Federal Pell Grant post withdraw disbursement that was not offered or disbursed. $1,849 was posted to the student’s account on February 29, 2024. For the third student identified above, the R2T4 was sent to the third-party administrator for review in November 2023. The University has an ongoing audit being performed by the Department of Education. Based on advice from the University’s Department of Education contact, the resolution for this student should wait until the Department’s audit is complete. For the fourth student identified above, the R2T4 was not completed timely and the incorrect number of days in the semester was used in the calculation. A R2T4 was submitted to the third-party administrator in November 2023. On February 29, 2024, the student’s account show the following amounts were returned to the source: $990 of unsubsidized loan funds, $2,227 of subsidized loan funds, and $1,310 of PLUS Loan funds. For the sixth student identified above, the Student Financial Aid Director missed a notification from the third-party administrator asking for additional files. The information was supplied to the third-party administrator in November 2023. $862 was returned to the source on December 4, 2023. Anticipated Completion Date: The corrective action will be completed by June 30, 2024. Contact Person: cliff Bristow, Director of Financial Aid 405-912-9037
View Audit 299875 Questioned Costs: $1
Randall University
OK
Questioned Costs Student Financial Aid Reporting
Corrective Action Plan: The Student Financial Aid Director corrected the enrollment status and withdrawal date for the students in question in November 2023. Procedures have been improved to ensure the information is communicated timely to the third-party servicer and that third-party servicer repor...
Corrective Action Plan: The Student Financial Aid Director corrected the enrollment status and withdrawal date for the students in question in November 2023. Procedures have been improved to ensure the information is communicated timely to the third-party servicer and that third-party servicer reports the changes to NSLDS timely. Anticipated Completion Date: The corrective action was completed in November 2023. Contact Person: Cliff Bristow, Director of Financial Aid 405-912-9037
View Audit 299875 Questioned Costs: $1
Finding 387820 (2023-005)
Significant Deficiency 2023
Hodges University, Inc.
FL
Student Financial Aid Reporting Significant Deficiency
2023-005 Common Origination and Disbursement (COD) Reporting Recommendation: We recommend that the University review their reporting policies and procedures to ensure accurate and timely reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Reaso...
2023-005 Common Origination and Disbursement (COD) Reporting Recommendation: We recommend that the University review their reporting policies and procedures to ensure accurate and timely reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Reason for finding: Due to unforeseen technical issues and outdated procedures. Action taken in response to finding: The University is updating the procedures and internal controls to improve the timeliness of reporting. Hodges University is also working closely with our software providers to ensure the transmittals are working in both directions, and that the systems are communicating properly. Name(s) of the contact person(s) responsible for corrective action: Olker Alva, Director of Students Financial Services, and Diana Schultz, SVP of Student Affairs and Financial Services and Provost Planned completion date for corrective action plan: Effective immediately
View Audit 299868
Finding 387819 (2023-004)
Significant Deficiency 2023
Hodges University, Inc.
FL
Questioned Costs Student Financial Aid Matching / Level of Effort / Earmarking
2023-004 Return to Title IV (R2T4) Recommendation: We recommend that the University review its policies and procedures to ensure R2T4 calculations are performed accurately. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Planned completion date for co...
2023-004 Return to Title IV (R2T4) Recommendation: We recommend that the University review its policies and procedures to ensure R2T4 calculations are performed accurately. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Planned completion date for corrective action plan: Effective immediately Reason for finding: The University policies were not in alignment with the with the federal policies and best practices. Action taken in response to finding: Hodges University is updating its policies to follow the federal policies and best practices in order to remain compliant; that update will reflect as an addendum to the catalog. Name(s) of the contact person(s) responsible for corrective action: Nicole Hurley, Director of University Registrar, Olker Alva, Director of Students Financial Services, and Diana Schultz, SVP of Student Affairs and Financial Services and Provost
View Audit 299868 Questioned Costs: $1
Finding 387816 (2023-003)
Significant Deficiency 2023
Hodges University, Inc.
FL
Questioned Costs Student Financial Aid Matching / Level of Effort / Earmarking
2023-003 240-Day Requirement for Unclaimed Checks Recommendation: We recommend that the University review its procedures related to outstanding student checks to ensure they are being returned to the Department of Education within 240 days. Explanation of disagreement with audit finding: There is no...
2023-003 240-Day Requirement for Unclaimed Checks Recommendation: We recommend that the University review its procedures related to outstanding student checks to ensure they are being returned to the Department of Education within 240 days. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Reason for finding: The University continuously attempted to refund the student checks. Action taken in response to finding: The Financial Aid and Student Accounts offices will work diligently to ensure the University's compliance with the federal regulations and deadlines regarding unclaimed properties. Name(s) of the contact person(s) responsible for corrective action: Olker Alva, Director of Students Financial Services, and Diana Schultz, SVP of Student Affairs and Financial Services and Provost Planned completion date for corrective action plan: April 30, 2024
View Audit 299868 Questioned Costs: $1
Finding 387815 (2023-002)
Material Weakness 2023
Hodges University, Inc.
FL
Student Financial Aid Reporting Material Weakness
2023-002 National Student Loan Data System (NSLDS) Enrollment Reporting Recommendation: We recommend that the University review their policies and procedures to ensure accurate reporting and responding to enrollment rosters to NSLDS. Explanation of disagreement with audit finding: There is no disagr...
2023-002 National Student Loan Data System (NSLDS) Enrollment Reporting Recommendation: We recommend that the University review their policies and procedures to ensure accurate reporting and responding to enrollment rosters to NSLDS. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Reason for finding: Hodges University's enrollment and withdrawal policies did not align with the department of education requirements. In addition, internal controls in place were insufficient. Action taken in response to finding: Hodges University is updating its policies to follow the federal policies and best practices in order to remain compliant; that update will reflect as an addendum to the catalog. We have implemented additional internal controls to ensure the timeliness and accuracy of future reporting, and compliance. Name(s) of the contact person(s) responsible for corrective action: Nicole Hurley, Director of University Registrar, Olker Alva, Director of Students Financial Services, and Diana Schultz, SVP of Student Affairs and Financial Services and Provost. Planned completion date for corrective action plan: Effective immediately
View Audit 299868
Finding 387727 (2023-001)
Significant Deficiency 2023
Lake Michigan College
MI
Student Financial Aid Reporting Subrecipient Monitoring
Finding Number: 2023-001 Condition: The College did not timely return the Title IV funds (R2T4) for 3 students. Planned Corrective Action: As outlined in the audit finding, the auditors noted three of the forty R2T4 transactions reviewed (7.5%) were not completed within the required timeframe. We h...
Finding Number: 2023-001 Condition: The College did not timely return the Title IV funds (R2T4) for 3 students. Planned Corrective Action: As outlined in the audit finding, the auditors noted three of the forty R2T4 transactions reviewed (7.5%) were not completed within the required timeframe. We have reviewed these transactions and agree with the auditor’s determination. Given that only three calculations were identified as late, we consider these to be anomalies and not reflective of our overall operating practice. As the auditors state, all three of these transactions were calculated correctly and were all three associated with the Fall term. Since that time, we have instituted new processes to help ensure the timely processing of all R2T4 calculations. These new processes include cross-training of staff to help ensure complete coverage of duties regarding this task. In addition, financial aid staff relating to R2T4 activities have received additional training with a financial aid consultant to help ensure both timeliness and accuracy. Contact person responsible for corrective action: Nicole Hatter, Executive Director, Advising and Financial Aid - nhatter@lakemichigancollege.edu - 269-927-8185 Anticipated Completion Date: 3/21/2024
View Audit 299798
Finding 387723 (2023-001)
Significant Deficiency 2023
Beacon College, Inc.
FL
Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties
Recommendation: We recommend the College evaluate its policies and procedures for identifying and reporting enrollment status changes to ensure that all changes are reported to NSLDS in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding....
Recommendation: We recommend the College evaluate its policies and procedures for identifying and reporting enrollment status changes to ensure that all changes are reported to NSLDS in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: The College has recently updated their Student Information System (SIS) to a less manual program. Formerly, the College used SONIS, but as of February 2023 has moved to Jenzabar One (J1). The J1 system is more robust than the SONIS system and is interfaced with the Financial Aid Management (FAM) system the College uses – PowerFAIDS. With the capability of the systems communicating with each other, the College can implement real-time internal reconciliation that can quickly identify issues with the dates, amounts, etc. and will allow the departments to work quickly to resolve exceptions found related to compliance of the dates, amounts, etc. Since the change-over to J1, the reconciliation process has been more efficient and has allowed for quick resolution of discrepancies identified. Name(s) of the contact person(s) responsible for corrective action: Daphne Parks, Vice President of Processing at FAS; Stephanie Knight, Director of Enrollment Services & Financial Aid, Beacon College; Carrie Santaw, Registrar, Beacon College Planned completion date for corrective action plan: Completed.
View Audit 299776
Finding 387722 (2023-002)
Significant Deficiency 2023
Beacon College, Inc.
FL
Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties
Recommendation: We recommend that the College review their reporting policies and procedures to ensure accurate reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: In Beacon’s previous student bill...
Recommendation: We recommend that the College review their reporting policies and procedures to ensure accurate reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: In Beacon’s previous student billing system (Sonis, in use until February 2023), Beacon had recuring difficulties posting certain transactions to student accounts, causing Financial Aid staff or the Jenzabar program administrator to work behind the scenes to get transactions entered. Since our conversion to Jenzabar J1, we have not encountered these difficulties. Secondly, a schedule of posting transactions to the student accounts has been established depending upon when the transaction is received from Financial Aid. This schedule should ensure that posting of transactions is performed timely and predictably. Name(s) of the contact person(s) responsible for corrective action: Daphne Parks, Vice President of Processing at FAS; Stephanie Knight, Director of Enrollment Services & Financial Aid, Beacon College Planned completion date for corrective action plan: Completed.
View Audit 299776
Finding 387681 (2023-002)
Significant Deficiency 2023
Coe College
IA
Student Financial Aid Matching / Level of Effort / Earmarking Reporting
Assistant Director of Academic Data and Records will run a report on the last business day of the month to verify any students that have exited the institution from the prior two submission periods (last two months) have valid exit dates in the National Student Loan Clearinghouse. Any discrepancies ...
Assistant Director of Academic Data and Records will run a report on the last business day of the month to verify any students that have exited the institution from the prior two submission periods (last two months) have valid exit dates in the National Student Loan Clearinghouse. Any discrepancies will be corrected to ensure timely and accurate submission of student records from the Clearinghouse to NSLDS.
View Audit 299752
Finding 387665 (2023-002)
Significant Deficiency 2023
Saint Leo University, INC
FL
Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties
NSLDS Reporting Recommendation: We recommend the Institution review its reporting procedures to ensure that students’ program begin dates and program enrollment effective dates are accurately reported to NSLDS as required by regulations. Explanation of disagreement with audit finding: There is no ...
NSLDS Reporting Recommendation: We recommend the Institution review its reporting procedures to ensure that students’ program begin dates and program enrollment effective dates are accurately 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: 1) The university completed phase one of the corrective action plan with the practice of matching the program begin date to the term date for new students last year. Accuracy is monitored with reports. No repeat findings found on this population of students. The audit recommendation focuses on continuing students. The university is now in the process of completing phase two, continuing students. Existing active programs will be manually updated by the Registrar’s Office; steps for resolution are already in progress. Using reports to capture students, the team will update the student information system, NSLDS, and NSC, correcting the program begin date to match the term date. This process change will align our reporting procedures with required regulations prior to the close of the 2023 fiscal year (July 2024). 2) The Registrar’s team will provide ongoing instruction to all personnel who have access to process program changes in the student information system. The instructions will direct users to match the begin date of the new program with the term; exceptions will be addressed in the communication. Changes will be monitored by the Registrar’s Office with daily reports. Repeat finding, see 2022-003, item 2. CAP phase 2 focuses on continuing students and is still in process, this involves identifying continuing students with mis-matched data and making the appropriate corrections. Name(s) of the contact person(s) responsible for corrective action: Elizabeth Vestal, Registrar. Planned completion date for corrective action plan: July 2024
View Audit 299743
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