FAC Explorer

Finding 4265 (2023-001)

Significant Deficiency Repeat Finding
Requirement
N
Questioned Costs
-
Year
2023
Accepted
2023-12-13
Audit: 6574
Organization: City Colleges of Chicago (IL)
Auditor: Rsm US LLP

AI Summary

  • Core Issue: Four out of sixty students had mismatched withdrawal dates reported to the NSLDS, indicating a lack of accurate enrollment reporting.
  • Impacted Requirements: Noncompliance with CFR sections 685.309 and 690.83(b)(2) regarding timely notification of student status changes.
  • Recommended Follow-Up: Implement monitoring procedures to ensure the financial aid office promptly reports all student status changes and establish a review process for accuracy.

Finding Text

Finding 2023-001 – Enrollment Reporting Repeat Finding: Yes Federal Program Title – U.S. Department of Education Student Financial Assistance Cluster Federal Pell Grant Program: 84.063 Federal Direct Student Loans: 84.268 Federal Award Year 2022-2023 Condition For four out of sixty students tested (7%) who withdrew from City Colleges, the students’ withdrawal date reported to the National Student Loan Data System (NSLDS) for campus level and program level did not match the institution’s records. Criteria CFR section 685.309 and 690.83(b)(2) requires City Colleges to notify the NSLDS within 30 days of a change in student status or include the change in status in a response to an enrollment reporting roster within 60 days of the student’s date of determination of withdrawal. 2 CFR Section 200.303 requires entities receiving Federal awards establish and maintain internal controls deigned to reasonably ensure compliance with Federal laws, regulations, and program compliance requirements. Effective internal controls should include procedures in place to ensure accurate reporting of enrollment status changes. Questioned Costs There were no questioned costs related to testing of enrollment reporting. Cause The financial aid office does not have an effective system in place to ensure all official student status changes are reported to the lender accurately. Prevalence Infrequent. Four out of sixty students selected for testing. Effect Failure to report status changes timely is noncompliance with Federal regulation and could result in loss of future funding. Recommendation We recommend City Colleges implement monitoring procedures which will promptly notify the financial aid office of any student status changes. A system of monitoring procedures and/or controls will ensure the College is reporting any status changes to the lender accurately. City Colleges should implement a review process to ensure all status changes are addressed by the financial aid office. Views of responsible officials We agree with this finding. See corrective action plan.

Corrective Action Plan

Finding 2023-001 – Enrollment Reporting Condition For four out of sixty students tested (7%) who withdrew from City Colleges, the students’ withdrawal date reported to the National Student Loan Data System (NSLDS) for campus level and program level did not match the institution’s records. Cause The financial aid office does not have an effective system in place to ensure all official student status changes are reported to the lender accurately. Corrective Action Taken or Planned City Colleges sends enrollment files of all students to the National Student Clearinghouse monthly, who then reports CCC enrollment data to NSLDS. City Colleges (Records, Financial Aid, Decision Support and the Office of Information Technology) continues to meet bi-weekly to review and update the enrollment reporting logic to ensure the dates for student enrollment actions align at the campus level and the program level. Contact Person: Laura Clark, Associate Vice Chancellor, Academic Systems and Tiffany Morrison, Associate Vice Chancellor, Financial Aid. Anticipated Completion Date: May 1, 2024

Categories

Student Financial Aid Subrecipient Monitoring Reporting Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Other Findings in this Audit

  • 4266 2023-001
    Significant Deficiency Repeat
  • 4267 2023-002
    Significant Deficiency Repeat
  • 4268 2023-003
    Significant Deficiency
  • 4269 2023-003
    Significant Deficiency
  • 4270 2023-004
    Significant Deficiency
  • 4271 2023-004
    Significant Deficiency
  • 4272 2023-005
    Significant Deficiency
  • 4273 2023-005
    Significant Deficiency
  • 4274 2023-005
    Significant Deficiency
  • 4275 2023-005
    Significant Deficiency
  • 4276 2023-006
    Significant Deficiency
  • 4277 2023-006
    Significant Deficiency
  • 4278 2023-006
    Significant Deficiency
  • 4279 2023-006
    Significant Deficiency
  • 4280 2023-007
    Significant Deficiency Repeat
  • 4281 2023-008
    Significant Deficiency
  • 4282 2023-008
    Significant Deficiency
  • 4283 2023-008
    Significant Deficiency
  • 4284 2023-008
    Significant Deficiency
  • 580707 2023-001
    Significant Deficiency Repeat
  • 580708 2023-001
    Significant Deficiency Repeat
  • 580709 2023-002
    Significant Deficiency Repeat
  • 580710 2023-003
    Significant Deficiency
  • 580711 2023-003
    Significant Deficiency
  • 580712 2023-004
    Significant Deficiency
  • 580713 2023-004
    Significant Deficiency
  • 580714 2023-005
    Significant Deficiency
  • 580715 2023-005
    Significant Deficiency
  • 580716 2023-005
    Significant Deficiency
  • 580717 2023-005
    Significant Deficiency
  • 580718 2023-006
    Significant Deficiency
  • 580719 2023-006
    Significant Deficiency
  • 580720 2023-006
    Significant Deficiency
  • 580721 2023-006
    Significant Deficiency
  • 580722 2023-007
    Significant Deficiency Repeat
  • 580723 2023-008
    Significant Deficiency
  • 580724 2023-008
    Significant Deficiency
  • 580725 2023-008
    Significant Deficiency
  • 580726 2023-008
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
84.063 Federal Pell Grant Program $48.88M
84.268 Federal Direct Student Loans $3.70M
84.007 Federal Supplemental Educational Opportunity Grants $2.59M
84.002 Adult Education - Basic Grants to States $1.78M
93.600 Head Start $1.68M
93.575 Child Care and Development Block Grant $1.22M
12.006 National Defense Education Program $1.00M
84.425 Education Stabilization Fund $1.00M
84.048 Career and Technical Education -- Basic Grants to States $893,559
84.042 Trio_student Support Services $801,918
16.575 Crime Victim Assistance $664,261
84.033 Federal Work-Study Program $653,800
47.076 Education and Human Resources $563,204
84.382 Strengthening Minority-Serving Institutions $450,437
84.044 Trio_talent Search $345,063
16.525 Grants to Reduce Domestic Violence, Dating Violence, Sexual Assault, and Stalking on Campus $333,367
20.205 Highway Planning and Construction $253,409
84.066 Trio_educational Opportunity Centers $242,457
17.268 H-1b Job Training Grants $225,991
10.558 Child and Adult Care Food Program $144,596
84.031 Higher Education_institutional Aid $130,988
21.027 Coronavirus State and Local Fiscal Recovery Funds $105,397
81.117 Energy Efficiency and Renewable Energy Information Dissemination, Outreach, Training and Technical Analysis/assistance $41,771
84.116 Fund for the Improvement of Postsecondary Education $36,849
93.732 Mental and Behavioral Health Education and Training Grants $20,885
93.859 Biomedical Research and Research Training $12,375
17.285 Apprenticeship USA Grants $2,640
81.049 Office of Science Financial Assistance Program $2,471