Finding 501649 (2024-001)

Untimely and Inaccurate Returns of Title IV Funds (R2T4) Planned Corrective Action: In addition to the Withdrawal Tracker created last year to document the withdrawal process and communicate across the department, the SFS team will now also pull official withdrawal lists (including unofficial withdrawals) every semester with assistance from the Director of Institutional Research and Assessment –Lynette Duncan. We will also work with her to create a report which will pull that data directly from Colleague SIS rather than relying on communication from the registrar’s office or professor. We have several new arrangements that will improve our R2T4 processes and ensure accuracy. Firstly, the registrar’s office has created a new automated withdrawal form detailing all elements pertaining to LDA dates that will produce automated email notifications to our office. This form will pull data from BlackBoard listing the last interaction date the student had with the BB system. This will encourage our tracking processes to run more swiftly. In addition, we will still track each withdrawal in real time on the SFS Withdrawal Tracker, but the information will be cross-referenced against the system generated withdrawal data from the Director of Institutional Research and Assessment to ensure precision and compliance. After the Director of Student Financial Services processes an R2T4 calculation, the Chief Student Finance Officer will review the work to ensure accuracy on a weekly basis. Finally, we will move the R2T4 process into Colleague rather than doing this process on the COD website. This will add another layer of checks and balances for correct data and greatly increase the speed with which the Director of Student Financial Services can perform R2T4s. Person Responsible for Corrective Action Plan: Michelle Baker McFadden, Director of Student Financial Services Anticipated Date of Completion: Implementation of process will begin 9/30/2024