Finding Text
Criteria Under 34 CFR 690.83(b), 34 CFR 685.309(b)(1) and (b)(2)(i), and 34 CFR 682.610(c)(2)(i), institutions participating in the Title IV Direct Loan and FFEL programs must timely report and update student enrollment information to the U.S. Department of Education. Specifically, institutions are required to update and return enrollment reports received from the Secretary in the prescribed format and within the prescribed timeframe, and must notify the Secretary within thirty (30) days after determining that a student who received a Title IV loan has ceased to be enrolled at least half-time or failed to enroll as intended, unless the next scheduled enrollment report will be submitted within sixty (60) days. Condition From a sample of twenty (20) withdrawn students selected for the National Student Loan Data System (NSLDS) enrollment report testing, three (3) instances were identified in which the students’ withdrawal status and corresponding change in enrollment were not reported to the U.S. Department of Education within the required time-frame. Withdrawals occurred during the Winter and Spring academic sessions of the 2024–2025 academic year. This is a repeat finding. Refer to finding 2024-006. Cause The condition occurred because the parameters used within the Ellucian Banner system to generate the enrollment extract submitted to the National Student Clearinghouse (NSC) were not configured correctly. As a result, certain students were inadvertently excluded from the extract file, and consequently, their student status changes were not reported to the NSLDS in subsequent enrollment reporting cycles. Effect The failure to report changes in enrollment status resulted in noncompliance with federal requirements. Consequently, student enrollment information in NSLDS is not accurate, affecting the timing of borrowers’ grace periods, repayment status, or related loan servicing updates. Questioned Costs None. Recommendation We recommend that the University review and strengthen the configuration controls related to the Ellucian Banner system parameters used to generate enrollment extracts for submission to the National Student Clearinghouse. This should include implementing a formal process to validate that the extract parameters accurately capture the full population of reportable students prior to each submission. Views of Responsible Officials Refer to Management's unaudited corrective action plan.