Finding 398265 (2023-001)

Finding 2023-001 - Non-Compliance with Accurate Student Enrollment Change Submissions to the National Student Loan Data System (Significant Deficiency) Grantor: U.S. Department of Education Program: Student Financial Assistance Cluster Assistance Listing #: 84.268, 84.063 Award Titles: Federal Direct Student Loan Program, Federal Pell Grant Program Award Years: 7/2022 – 6/2024 Criteria 34 CFR 685.309(b): (1) Upon receipt of an enrollment report from the Secretary, a school must update all information included in the report and return the report to the Secretary - (i) In the manner and format prescribed by the Secretary; and (ii) Within the timeframe prescribed by the Secretary. (2) Unless it expects to submit its next updated enrollment report to the Secretary within the next 60 days, a school must notify the Secretary within 30 days after the date the school discovers that - (i) A loan under Title IV of the Act was made to or on behalf of a student who was enrolled or accepted for enrollment at the school, and the student has ceased to be enrolled on at least a half-time basis or failed to enroll on at least a half-time basis for the period for which the loan was intended; or (ii) A student who is enrolled at the school and who received a loan under title IV of the Act has changed his or her permanent address. 34 CFR 690.83(b)(2): An institution shall submit, in accordance with deadline dates established by the Secretary, through publication in the Federal Register, other reports and information the Secretary requires and shall comply with the procedures the Secretary finds necessary to ensure that the reports are correct. Condition Of the population of students who had a status change and received Pell Grants and/or Direct Loans during the period February 28, 2023 through December 31, 2023, 60 students were selected for enrollment reporting testing of the campus-level and program-level records. Of the 60 students selected, 12 instances were noted in which the program begin date was incorrectly reported to the National Student Loan Data System (NSLDS). Two instances were noted in the Winter 2023 semester and five instances were noted in the Spring 2023 and Fall 2023 semesters, respectively. This is a repeat of finding 2022-001. Cause The 12 instances related to a system error within the University’s student information system, PeopleSoft, in which the system inappropriately codes certain students’ enrollment with the wrong program begin date. Specifically, when a student returns from a leave of absence, PeopleSoft creates a new version of the program. The new version of the program resets the program begin date to when the student returned instead of when the student originally began the program. Effect A student’s enrollment status determines eligibility for in-school status, deferment, and grace periods, as well as for payment of interest subsidies all of which are impacted by inaccurate and untimely reporting. Questioned Costs None Recommendation We recommend that the University continue to execute its prior year corrective action plan, process improvements and information system enhancements, and to provide adequate training to the individuals responsible for updating students’ electronic files to ensure status changes are reported accurately to NSLDS. Management’s Views and Corrective Action Plan Management’s response is reported in management’s view and corrective action plan included at the end of this report.