Finding Text
Significant Deficiency – Special Tests and Provisions: Enrollment Reporting Program: Student Financial Assistance Cluster Assistance Listing Number: Various Federal Agency: U.S. Department of Education Federal Award Identification Number: Various Federal Award Year: May 31, 2025 Criteria: Title IV regulations (34 CFR 685.309(b)) require that upon receipt of an enrollment report from the Secretary, institutions must update all information included in the report and return the report to the Secretary: (i) in the manner and format prescribed by the Secretary; and (ii) within the timeframe prescribed by the Secretary. Unless it expects to submit its next updated enrollment report to the Secretary within the next 60 days, an institution must notify the Secretary within 30 days after the date the institution discovers that: (i) a loan under Title IV of the Act was made to or on behalf of a student who was enrolled or accepted for enrollment at the institution and the student has ceased to be enrolled on at least a half-time basis or failed to enroll on at least a half-time basis for the period for which the loan was intended; or (ii) a student who is enrolled at the institution and who received a loan under Title IV of the Act has changed his or her permanent address. Condition/Context: For one out of 28 students selected in the sample, the effective date that was reported to the National Student Loan Data System (NSLDS) did not match the date that the student changed status. For a second student, the student’s enrollment status was not correctly reported within the 60 day requirement. The sample was not a statistically valid sample. Questioned Costs: Not applicable. Cause: For the misreported effect date, management speculates a system update in Colleague may have overwritten or re-timestamped the enrollment status change. For the student not reported within 60 days, this issue resulted from a data entry error during batch processing of status updates in Colleague. The incorrect status type was inadvertently applied due to overlapping workflows and timing of updates. Effect: The accuracy of Title IV student loan records depends heavily on the accuracy of the enrollment information reported by schools. If the University does not review, update and verify student enrollment statuses, effective dates of the enrollment status and the anticipated completion dates, then the Title IV student loan records can be inaccurate. Recommendation: The University should review its procedures and controls to ensure that all effective dates for enrollment status changes are updated accurately in NSLDS. Management's Response: To prevent future occurrences, 1) Management has implemented an additional verification step in our status update workflow, 2) Management is reviewing how major changes interact with enrollment status updates in Colleague and 3) Management will implement a validation step to ensure that effective dates reflect the original action date when multiple updates occur in close succession.