Finding 1105557 (2024-001)

Special Test — 84.063 — Federal Pell Grant Program Criteria: The National Student Loan Data System (NSLDS) is the central database for federal student aid disbursed. The NSLDS set minimum standards for the timeframe between Roster generations. NSLDS allows schools to set their Roster to be generated in various intervals however, a school is not to go longer than two months (60 days) without receipt of a Roster file from the NSLDS and therefore not to go more than two months without reporting enrollment information. Condition: The School Board could not provide documentation confirming that the student’s change in enrollment status was reported in a timely manner to the NSLDS, as required by the Compliance Supplement. Context: The School Board is required to report a change in the student’s enrollment status within 60 days of the effective date. In 2 out of 40 instances, the change in enrollment status was reported after the deadline by approximately 5 months and 4 months, respectively. Effect: The School Board is not in compliance with the grant terms and therefore future funding maybe impacted. Cause: Staff responsible for reporting the change in enrollment status was not aware that the students were not reported within the required timeframe. Questioned Costs: None. Recommendation: Generate written documentation from NSLDS confirming the date on which the enrollment status change was reported. This documentation should be maintained in the student’s records and include identifying details such as the student’s name, enrollment status change, and the date reported to NSLDS. In addition, monthly reviews of student records to ensure that timely reporting of any changes are captured. Views of responsible officials and planned corrective actions: District management and the technical college director are responsible for providing supervisory oversight for each Technical College’s Registration Office and Financial Aid Office as it relates to the timely and accurate reporting of NSLDS data. NSLDS data will be reviewed by the Financial Aid Officer monthly and will continue to be updated programmatically every 60 days to ensure compliance with the 60-day reporting requirement. The Financial Aid Officer will continue to complete an internal NSLDS Status Change Form and enter updates into the NSLDS reporting platform within 15 business days. Effective immediately, the Financial Aid Officer will enter a new program enrollment line with the updated enrollment status so that information is reflected in the historical action taken for each student. District management and the technical college director will direct the Financial Aid Officer to print the updated NSLDS Enrollment History, confirming the date that the enrollment status was reported. The NSLDS Enrollment History and the NSLDS Status Change form will be maintained in the student’s Financial Aid folder for future reference.