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2022-002 (2021-001) STUDENT FINANCIAL AID ? ENROLLMENT REPORTING (PORTALES CAMPUS) ? Repeated and Modified (Significant Deficiency and Other Non-compliance) Title: Student Financial Assistance Cluster Agency: U.S. Department of Education Pass Through: None Assistance Listings Number: 84.007, 84.033, 84.063, 84.268, 84.379 Award Year: 2022 Questioned Costs: None Condition The University uses a Clearinghouse to report required enrollment changes. The Clearinghouse then provides this enrollment information to the National Student Loan Database System (NSLDS). Though a Clearinghouse is used to facilitate NSLDS reporting, the University has the ultimate responsibility to ensure that student?s status is reported correctly in the NSLDS database. During our testing of the Student Financial Assistance program at ENMU-Portales for the compliance requirements under Enrollment Reporting, we noted that 2 out of 28 students tested were not properly reported or not reported to the National Student Loan Database System (NSLDS) when they graduated. A subsequent matching of all student?s enrollment reported to the NSLDS for the Portales Campus for fiscal year 2022 resulted in additional student?s enrollment reported incorrectly in NSLDS. The University did make progress in the current year as the Roswell campus put in place sufficient controls to ensure that the NSLDS database is correct. Criteria Per 34 CFR section 685.309, schools must complete and return within 15 days the Enrollment Reporting roster file [formerly the Student Status Confirmation Report (SSCR)] placed in their Student Aid Internet Gateway (SAIG) mailboxes sent by ED via NSLDS (OMB No. 1845-0035). The institution determines how often it receives the Enrollment Reporting roster file with the default set at a minimum of every 60 days. Once received, the institution must update for changes in student status, report the date the enrollment status was effective, enter the new anticipated completion date, and submit the changes electronically through the batch method or the NSLDS web site. Institutions are responsible for timely reporting, whether they report directly or via a third-party servicer. Unless a roster will be submitted within 60 days, enrollment information must be reported within 30 days when attendance changes for students. These changes include reductions or increases in attendance levels, withdrawals, graduations, or approved leaves of absence. Effect By not reporting the students? enrollment change as required, the University is not in compliance with program requirements. The effective management of the NSLDS program is dependent on timely and accurate reporting from participating institutions. Not reporting enrollment changes timely results in the NSLDS database not matching University?s records. Cause At ENMU Portales, the differences appear to have been caused by data entry errors to the Clearinghouse and not verifying the transmission of all data from the Clearinghouse to the NSLDS. Recommendation We recommend that the University develop and implement policies and procedures to ensure that all students with enrollment changes are reported timely and accurately to NSLDS as required and that a secondary review be used to ensure that all students needing to be reported have been. A team effort is needed to assure all compliance requirements over the Student Financial Aid program are met as required.