FAC Explorer

Finding 501062 (2023-001)

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Requirement
N
Questioned Costs
-
Year
2023
Accepted
2024-09-30
Audit: 323327
Organization: Virginia University of Integrative Medicine (VA)
Auditor: Chapinsandstrom LLC

AI Summary

  • Core Issue: The University failed to report a student's enrollment status change in a timely manner, violating federal requirements.
  • Impacted Requirements: Under 34 CFR 685.309, institutions must certify enrollment every 60 days.
  • Recommended Follow-Up: Improve reporting procedures for unusual enrollment changes and ensure timely communication with senior management and third-party servicers.

Finding Text

Federal Program: 84.268 Criteria: Under 34 CFR 685.309, institutions are required to report enrollment information in a timely manner – at a minimum, institutions are required to certify enrollment every 60 days or every other month. Condition: For the year under audit, one of the students selected for testing had a reportable change in enrollment status (from less than half time to deceased) the end of Summer 2023 term yet the University did not report this change until May 2024. Cause: This was a unique circumstance and the University’s staff was unsure how to respond. Effect: The University did not comply with the time reporting requirement under 34 CFR 685.309. Context: This circumstance involved one student out of a sample of three for a population of 29 for those students having a reportable change in enrollment status. Recommendation: The University should bolster its enrollment reporting procedures to address unusual circumstances for changes in enrollment which includes bringing the matter to the attention of senior management and to consult with the third-party servicer within the prescribed 60 days. Management’s View: See Corrective Action Plan.

Corrective Action Plan

The University has already addressed the Corrective Action Plan for this issue: • The 3rd Party Processor was contacted and they confirmed VUIM will need to provide information about 100% of the VUIM student body to Campus Ivy. • VUIM met with Campus IVY, Populi, as well as a 3rd party software developer to build a technology solution for aggregating the student data Campus Ivy requires but Populi could not produce, out of the box. Now, all information about all students are reported accurately and timely, by running the newly built report process and uploading it to Campus IVY every 45 days - well within the 60 day timeline required.

Categories

Reporting

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $3.19M