FAC Explorer

Finding 13137 (2022-001)

-
Requirement
N
Questioned Costs
-
Year
2022
Accepted
2022-11-21
Audit: 17396
Organization: Ranken Technical College (MO)
Auditor: Forvis LLP

AI Summary

  • Core Issue: The College failed to notify NSLDS of changes in student enrollment status within the required 30 or 60 days.
  • Impacted Requirements: Federal regulations mandate timely reporting of enrollment changes to ensure accurate calculation of grace and repayment periods for federal aid recipients.
  • Recommended Follow-Up: Monitor student status updates on the NSLDS website to ensure timely reporting by the Clearinghouse.

Finding Text

Federal Assistance Listing Number 84.063 Federal Pell Program, Federal Assistance Listing Number 84.268 Federal Direct Loan Program; U.S. Department of Education Program Year 2021-2022 Criteria or Specific Requirement - Special Tests and Provisions - Enrollment Reporting Condition - Federal regulations provide that the College is responsible for notifying the National Student Loan Data System (NSLDS) of changes in enrollment, graduated or withdrawn students within 30 days or on an Enrollment Reporting roster file within 60 days. The College did not submit students change in enrollment status to NSLDS within 30 days or through the batch method within 60 days. Questioned Costs - None. Context - Out of a population of 3,676 students who received federal aid and had changes in enrollment, withdrew or graduated during the fiscal year, a sample of 50 students was tested, and 3 students change of status were not submitted to NSLDS within the required timeframe. Our sample was not intended to be statistically valid. Effect - The NSLDS was not provided with timely submission of status changes for students. Such submissions are required to allow for proper calculation of the students allowed grace and repayment period. Cause - 2 of the 3 exceptions were due to timely identification of withdrawal issues in the system when a student is removed from his or her major. The third exception was due to a clerical error when an hours change occurred. Identification as a Repeat Finding - N.A. Recommendation - We recommend monitoring selected student status updates directly on NSLDS website to ensure the Clearinghouse is reporting the files in a timely manner. Views of Responsible Officials and Planned Corrective Actions - See managements corrective action plan attached.

Corrective Action Plan

Reference Number 2022-001 Ranken Technical College has addressed the recent NSLDS reporting concerns as of 11/01/2022 by changing the withdrawal process and including an additional check on enrollment status before NSC file submission. Enrollment Status ? New SQL script check during NSC file submission for changes in enrollment status. The Registration Transaction Log will be compared to the main detail and program 1 detail of the NSC Transaction Detail Table. This is a staging area for our data before submitting flat file to NSC for further checks/review. Withdrawal Process ? Issue with course dismissal reporting of non-attendance of students in General Education courses. New procedures for handling withdrawal scenarios for students clearly outlined and implemented. Withdrawal of Students ? Graduation ? o Exit Degree ? Students are withdrawn ? o Student withdrawals from major courses 1st 8-weeks ? Do not reschedule 2nd 8-weeks ? Drop current unattended courses & future courses ? Exit Degree o Academic Dismissal ? Drop all future courses ? Exit Degree o Not Authorized to Attend (without attending class) ? Drop all current/future term classes ? Exit Degree o Not Authorized to Attend (attending class) ? Withdraw all current/ Drop future term classes ? Exit Degree o Voluntary Withdrawal ? WF grade in technical class results in NIM in technical WEG. ? W grade in technical class ? contact instructor for appropriate WEG grade. ? Drop future courses ? Exit Degree o Course Exceeds Allotted Attendance Withdrawal (when attendance is posted) * ? Assign WF grade for technical/gen ed class. NIM assigned to technical WEG.? Do not reschedule ? If not current in another course drop all future courses ? Exit Degree o Course Exceeds Allotted Attendance Withdrawal (when no attendance is posted) * ? Do not reschedule ? Drop Courses ? If not current in another course drop all future courses ? Exit Degree ? Student not enrolled in courses during current semester ? o Exit Degree Student must attend the 1st 8 weeks to be allowed registration in the 2nd 8 weeks. The fundamental processes of withdrawal and rescheduling have been changed after extensive review of our past errors. New measures employed will eliminate the issues in withdrawal of students and enrollment statuses. Responsible Parties: Daniel Turpiano, Director of Reporting & Registration, Ranken Technical College djturpiano@ranken.edu

Categories

Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking Subrecipient Monitoring Reporting

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $10.08M
84.063 Federal Pell Grant Program $3.51M
84.425 Education Stabilization Fund $3.16M
47.076 Education and Human Resources $226,023
84.007 Federal Supplemental Educational Opportunity Grants $138,768
10.310 National Institute of Food and Agriculture $108,230
84.033 Federal Work-Study Program $99,743
17.258 Wia Adult Program $34,237
17.245 Trade Adjustment Assistance $13,609
12.401 National Guard Military Operations and Maintenance (o&m) Projects $9,849