Finding 230248 (2022-001)

Material Weakness

Requirement

Questioned Costs

Year

2022

Accepted

2022-11-01

Audit: 252913

Organization: Northeast Ohio Medical University (OH)

Auditor: Rea & Associates INC

AI Summary

Core Issue: The University failed to report student status changes for graduates within the required 30- and 60-day timeframes.
Impacted Requirements: Compliance with federal regulations for reporting to the National Student Loan Data System (NSLDS) was not met.
Recommended Follow-up: Implement better controls and processes to ensure timely and accurate enrollment reporting to NSLDS.

Finding Text

Federal Program: Student Financial Assistance Cluster Federal Award Identification Number and Year: N/A Assistance Listing Number (ALN): 84.268 Federal Awarding Agency: U.S. Department of Education Pass-through Entity: None Repeat Finding: No Material Weakness and Material Noncompliance ? Enrollment Reporting Criteria: Federal Direct Student Loans?Changes in student status are required to be reported to the National Student Loan Data System (NSLDS) within 30 days of the change or included in a Student Status Confirmation Report (SSCR) sent to the NSLDS within 60 days of the status change (34 CFR Section 685.309(b)). Condition: The University did not report the student status changes within the required timeframe for certain students that graduated. Questioned Costs: None. Identification of How Questioned Costs Were Computed: N/A Context: The student status for all students that graduated from the College of Medicine and College of Graduate Studies in May 2022 were not updated to ?graduated? in a timely manner. Cause and Effect: There was significant personnel turnover in the registrar?s office in the enrollment reporting role. There was also confusion regarding a new reporting service and how uploads would be reported to NSLDS. The last subsequent of term status update reported to NSLDS did not properly update the status of graduates of the College of Medicine and College of Graduate Studies to graduated due to timing issues of when final grades were posted and when the report was submitted to NSLDS. The student statuses were promptly corrected by the University when it became aware of the issue, however the corrections were not submitted within the required timeframe. Recommendation: The University should implement controls and processes to ensure that enrollment reporting changes are reported accurately and timely to NSLDS. Views of Responsible Officials and Corrective Action Plan: See Corrective Action Plan.

Corrective Action Plan

Finding Number: 2022-001 Anticipated Completion Date: 07/19/2022 Responsible Contact Person: Katherine Miranda, University Registrar Kelly Burt, Assistant Registrar Records Management and Reporting Planned Corrective Action: Ensure all graduation dates are reported on enrollment reporting within 30 days of the status change Due to new procedures, reporting processes and new staff, a group of our Spring 2022 graduates were not reported in a timely manner. Once we were made aware of this issue, we went into immediate action to correct the error. We worked with Clearinghouse to confirm our own misconceptions and ways to remedy the error. We updated all records individually through the Clearinghouse system. After all records were corrected, we updated our staff manual to ensure this does not occur in the future. Staff will continue to review all records to ensure accurate and timely reporting.

Other Findings in this Audit

230249 2022-001

Material Weakness
230250 2022-001

Material Weakness
230251 2022-001

Material Weakness
230252 2022-001

Material Weakness
230253 2022-001

Material Weakness
806690 2022-001

Material Weakness
806691 2022-001

Material Weakness
806692 2022-001

Material Weakness
806693 2022-001

Material Weakness
806694 2022-001

Material Weakness
806695 2022-001

Material Weakness

Programs in Audit

ALN	Program Name	Expenditures
84.268	Federal Direct Student Loans	$41.11M
93.969	Pphf Geriatric Education Centers	$886,110
93.925	Scholarships for Health Professions Students From Disadvantaged Backgrounds	$629,941
93.884	Grants for Primary Care Training and Enhancement	$503,251
84.038	Federal Perkins Loan Program	$383,434
93.107	Area Health Education Centers Point of Service Maintenance and Enhancement Awards	$319,457
84.425	Covid - 19 Education Stabilization Fund	$317,671
93.859	Biomedical Research and Research Training	$317,050
93.113	Environmental Health	$262,520
12.420	Military Medical Research and Development	$187,523
93.732	Mental and Behavioral Health Education and Training Grants	$130,242
93.853	Extramural Research Programs in the Neurosciences and Neurological Disorders	$116,989
47.075	Social, Behavioral, and Economic Sciences	$108,329
93.788	Opioid Str	$98,742
93.342	Health Professions Student Loans, Including Primary Care Loans/loans for Disadvantaged Students	$95,147
93.958	Block Grants for Community Mental Health Services	$93,056
93.837	Cardiovascular Diseases Research	$86,042
93.865	Child Health and Human Development Extramural Research	$84,377
11.472	Unallied Science Program	$82,304
93.778	Medical Assistance Program	$65,647
16.738	Edward Byrne Memorial Justice Assistance Grant Program	$27,073
47.070	Computer and Information Science and Engineering	$20,019
93.273	Alcohol Research Programs	$20,000
93.243	Substance Abuse and Mental Health Services_projects of Regional and National Significance	$18,505
47.074	Biological Sciences	$18,087
21.019	Covid - 19 Coronavirus Relief Fund	$15,509
93.959	Block Grants for Prevention and Treatment of Substance Abuse	$9,938
93.847	Diabetes, Digestive, and Kidney Diseases Extramural Research	$9,700
93.242	Mental Health Research Grants	$9,371
93.866	Aging Research	$5,558
93.173	Research Related to Deafness and Communication Disorders	$3,571
93.846	Arthritis, Musculoskeletal and Skin Diseases Research	$2,117
47.041	Engineering	$1,675
15.423	Bureau of Ocean Energy Management (boem) Environmental Studies Program (esp)	$271