Finding Text
Finding 2023-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency)
Statement of Condition: From our testing sample of ten (10) students, we found one (1) instance where changes in student status due to withdrawal were not reported timely.
Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Also in accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn.
Effect of Condition: We found one (1) instance where changes in student status due to withdrawal were not reported timely.
Cause of Condition: The College does not consistently follow their attendance taking policy, which allows notification to the Financial Aid Office for students that may need to have a Title IV withdrawal calculation.
Recommendation: We recommend the College develop policies and procedures to address this issue. These policies should require that an individual, separate from the reporting of enrollment status changes, review a listing of all students with enrollment status changes on a periodic basis to determine these changes and have been properly reported within the allotted time frame as required by the U.S. Department of Education. The College should also enforce its attendance taking policy to ensure that all student withdrawals are reported in a timely manner to the Financial Aid Office.
Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.