Special Tests & Provisions – Enrollment Reporting Responses CSN – Agrees with the finding. ● Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place; CSN is implementing additional validation steps in the mo...
Special Tests & Provisions – Enrollment Reporting Responses CSN – Agrees with the finding. ● Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place; CSN is implementing additional validation steps in the monthly learinghouse report submission process to ensure all required information is accurate and complete. In addition, a monthly quality control review will be conducted on submitted data. Ongoing professional development will also be provided through scheduled monthly and annual trainings, as well as on an ad hoc basis as needed. ● How compliance and performance will be measured and documented for future audit, management and performance review. Under the direction of the Assistant Registrar, the Program Officer II responsible for processing enrollment reporting submissions will distribute error report data. The Assistant Registrar will also conduct a monthly validation by reviewing a random sample of files on the Clearinghouse website to ensure accurate submissions. ● Who will be responsible and may be held accountable in the future if repeat or similar observations are noted. CSN Registrar will be responsible. NSU – Agrees with the finding. ● Detailed corrective action taken, including what will be done to avoid the identified issues in the future, and when these measures will be in place; NSU has reviewed the finding and continues to monitor measures that have been put in place to ensure compliance. Also, some additional procedures have been identified and others further refined. All processes will be fully in place within the next 30 to 45 days. o Continue bi-weekly enrollment reporting schedule to the National Student Clearinghouse (NSC). o Maintain bi-weekly calendar reminders to ensure timely submission of enrollment updates, supplementing NSC notifications. o Establish end-of-term calendar reminders to ensure prompt reporting of graduated statuses. o Continue coordination with NSC to identify students included in submitted enrollment reports whose statuses were not updated. o Review NSC response and reject files following each submission to identify discrepancies. Address any identified discrepancies promptly, even if students do not appear in the reject file. Confirm that updated enrollment statuses are reflected within the National Student Loan Data System (NSLDS). o Maintain documentation of submission dates and communications with NSC. ● How compliance and performance will be measured and documented for future audit, management and performance review. To ensure compliance and strengthened performance in reporting changes in student enrollment status, Nevada State University (NSU) will continue and enhance the following tracking, monitoring, and documentation measures: o NSU will conduct documented monthly reconciliations of enrollment status reports to verify the accuracy, completeness, and timeliness of submissions to the National Student Clearinghouse (NSC). These reviews will include confirmation of submission dates, validation of reported status changes, and resolution of any identified discrepancies prior to the next reporting cycle. o Detailed logs of all enrollment status submissions and NSC notifications will be maintained and centrally retained. Documentation will include timestamps, submission confirmations, reconciliation records, exception reports, and evidence of follow-up actions to ensure a clear and complete audit trail. o Periodic internal compliance reviews will be conducted to assess adherence to the bi-weekly and end-of-term reporting schedule. Review results will be formally documented and provided to management to support oversight and continuous process improvement. o Key performance indicators (KPIs) will continue to be tracked and formally reviewed on a quarterly basis. These KPIs will include: Percentage of reports submitted within required timelines Accuracy rate of enrollment status updates Timeliness of discrepancy resolution o Any discrepancies identified during monthly reconciliations or internal reviews will be addressed promptly, with documented corrective actions, assigned responsible parties, and established resolution timelines. o NSU will compile an annual compliance summary outlining monitoring activities, audit results, corrective actions implemented, and overall performance metrics. This report will be maintained for executive oversight and future audit and management review. o Beginning in March 2026, these measures outlined above will be formally documented and maintained to ensure ongoing compliance. ● Who will be responsible and may be held accountable in the future if repeat or similar observations are noted. The Student Information and Scheduling Systems Analyst is primarily responsible for ensuring accurate and timely enrollment status reporting. A new Registrar assumed the role at the start of FY2026 and has begun overseeing compliance with established internal controls, including bi-weekly and end-of-term reporting requirements. Official Contact: Rhett R. Vertrees, Assistant Chief Financial Officer 2601 Enterprise Road, Reno NV 89512-1666 Phone: (775)784-3409, Fax: (775)784-1127 Email: rvertrees@nshe.nevada.edu