Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (ASU) Responsible Official: Kisha Bond, University Registrar (khumphrey@alcorn.edu) Corrective Action Planned: Following consultation with a representative and audit resource team from the National Student Clearinghouse (NSC), ...
Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (ASU) Responsible Official: Kisha Bond, University Registrar (khumphrey@alcorn.edu) Corrective Action Planned: Following consultation with a representative and audit resource team from the National Student Clearinghouse (NSC), it was confirmed that the student was certified as withdrawn on February 7, 2025, and that this information was transmitted by NSC to NSLDS on February 19, 2025 during Spring 2025 first term reporting because the student was not enrolled. Subsequently, the student graduated Fall 2024, however all degree requirements were not updated at that time which resulted in the delay of the graduation status being reported. As a result, the student was certified as graduated on March 10, 2025 and NSLDS received that certification on March 20, 2025. In response, we have evaluated this occurrence and are implementing enhanced internal monitoring procedures to ensure that enrollment changes are accurately captured and submitted within established reporting windows. These measures include conducting quarterly quality control reviews with both NSC and NSLDS to verify that enrollment statuses are properly reported and transmitted. These reviews will occur following the initial term reporting for each semester. Additionally, a standardized verification form will be developed to confirm successful transmission of enrollment data from NSC to NSLDS. Finally, all students who have completed degree requirements will have their status updated during end-of-term processing to ensure timely and accurate reporting. Estimated Completion Date: December 31, 2026 Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (DSU) Responsible Official: Megan Smith, Director of Financial Aid (mlsmith@deltastate.edu) and Tammy Prather, Registrar (tprather@deltastate.edu) Corrective Action Planned: Delta State University recognizes that when degree conferral is delayed, students should be temporarily reported as withdrawn(W) and the status later updated to graduated(G) once the degree is officially conferred. Delta State University has reviewed our internal reporting timelines with the National Student Clearinghouse and will ensure all finalizations of reporting aligns with the policies. Delta State University understands that the Clearinghouse update to NSLDS did not occur on the student record until April even though our report cleared in February, resulting in an error. We are implementing an additional reconciliation step to verify that changes submitted to the Clearinghouse are reflected in NSLDS within the expected time required under policy. Estimated Completion Date: June 30, 2026 Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (JSU) Responsible Official: Lakesha Tubbs, Registrar, 601.979.2807 (Lekesha.i.tubbs@jsums.edu) and Mr. Letherio H. Zeigler, Executive Director, 601.979.0227 (Letherio.h.zeigler@jsums.edu) Corrective Action Planned: A designated member from both the Office of the Registrar and the Department of Financial Aid will conduct a comprehensive review of the records sent to NSLDS via the NSC as well as ensure that all clearinghouse errors are resolved within a timely fashion not to exceed 4 business days. This partnership ensures that errors, including withdrawals, graduations, and changes in credit load, are updated in NSLDS in a timely manner. Moving forward, a monthly reconciliation process will be implemented between these two departments to prevent future reporting lags or data mismatches identifying reporting errors and executing the necessary data corrections directly that are submitted to NSLDS. Estimated Completion Date: May 5, 2026 Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (MSU) Responsible Official: Emily Shaw, University Registrar emily.shaw@msstate.edu Corrective Action Planned: All procedures, beginning with data file from SIS, will be thoroughly reviewed to determine why the appropriate effective dates are not reflecting correctly. We are seeking assistance from our Information Technology Service and will then consult with Ellucian directly if there is an issue with our data file. Additional processes and protocols will be implemented for rejection errors that may be causing the appearance of not certifying within the required timeline. Estimated Completion Date: May 15, 2026 Finding Reference: 2025-002 - SFA - Special Tests - Enrollment Reporting (MVSU) Responsible Official: Jeffery Loggins, University Registrar (Jloggins@mvsu.edu) Corrective Action Planned: As part of our ongoing action plan, we will continue to work with our IT Department and external consultant to ensure less errors and timely reporting of data when submitting to NSLDS. Estimated Completion Date: June 30, 2026