Finding 1205818 (2025-002)

Student Status Confirmation Report Federal Program and Specific Federal Award Identification CFDA Title and Number 84.268 Federal Direct Student Loan (Direct) Federal Award Year June 30, 2025 Federal Agencies U. S. Department of Education Pass-Through Entity Not applicable Criteria Title IV Regulations, 34 CFR Section 682.610 (c) (i) (ii) (iii) stipulated that if a university discovers that a loan has been made to or on behalf of a student who enrolled at that school, but who has ceased to be enrolled on at least a half-time basis; a student who has been accepted for enrollment at that school, but who failed to enroll on at least a half-time basis for the period for which the loan was intended, or a full-time student who has ceased to be enrolled on a full-time basis, the University must notify the guarantee agency. Conditions and Context The University did not provide the required reports to support audit testing of student enrollment status in a timely manner. Consequently, I was unable to perform procedures to determine whether enrollment statuses were reported accurately on the student status confirmation reports. Cause The University did not have adequate processes or controls in place to ensure that requested reports were generated and provided for audit purposes in a timely manner. It appears that the University did not properly report the student’s enrollment status to the guarantee agency. Questioned Costs For purposes of the condition, I do not have any questioned costs. Effect Potential noncompliance with federal regulations. Due to the lack of supporting documentation, I was unable to verify the accuracy of student enrollment status reporting, which may result in undetected errors or noncompliance with applicable requirements. Repeat Finding Yes. 2024-002. Recommendation The University should implement procedures and controls to ensure that all required reports and supporting documentation are maintained and readily available for audit and compliance purposes. Management should also establish a process to review and verify the completeness and accuracy of such reports prior to submission or audit. Management Response The University acknowledges the finding regarding the timeliness of providing required reports to support audit testing of student enrollment status. We recognize the importance of accurate and timely reporting to the student status confirmation process and regret that the requested documentation was not supplied within the audit timeframe. Corrective Actions Taken / Planned 1. Process Redesign and Timeliness Controls The University has implemented revised internal procedures to ensure that all requested enrollment reports are generated promptly. This includes establishing defined timelines for responding to audit requests and assigning responsibility to specific staff members to track and manage reporting obligations. 2. System and Reporting Enhancements We are reviewing and updating our reporting workflow within our student information system to strengthen data retrieval capabilities and reduce delays in report generation. Additional user training will be provided to ensure staff can efficiently extract the required information. 3. Improved Communication With the Guaranty Agency The University will review past enrollment status submissions and implement additional checks to ensure that future enrollment reporting to the guaranty agency is complete, accurate, and timely. A 45-day reconciliation process has been added to verify that all required status updates have been transmitted. 4. Ongoing Monitoring The University has established ongoing oversight to ensure consistent compliance with reporting requirements. Internal reviews will be performed periodically to confirm that corrective actions remain effective. Management Conclusion We believe these measures will address the root causes identified in the finding and will ensure the timely delivery of required information for future audits. The University is committed to maintaining full compliance with federal and state reporting standards.