FAC Explorer

Finding 501651 (2024-002)

-
Requirement
N
Questioned Costs
-
Year
2024
Accepted
2024-10-02
Audit: 323688
Organization: John Brown University and Affiliates (AR)
Auditor: Capincrouse LLP

AI Summary

  • Core Issue: The University failed to report enrollment data to the NSLDS accurately and on time.
  • Impacted Requirements: This violates federal regulations outlined in 34 CFR 690.83(b) and 34 CFR 685.309.
  • Recommended Follow-Up: The financial aid team and registrar should collaborate with IT to improve data accuracy and conduct regular checks on student withdrawals.

Finding Text

Inaccurate Enrollment Reporting to National Student Loan Data System (NSLDS) DEPARTMENT OF EDUCATION ALN #: 84.268, 84.063 Federal Award Identification #: 2023-2024 Award Year Condition: The University did not report enrollment information to the National Student Loan Data System (NSLDS) in a timely and accurate manner. Criteria: 34 CFR 690.83(b) and 34 CFR 685.309 Questioned Costs: $0 Context: Out of 76 students tested for proper NSLDS enrollment status, 1 student who officially withdrew in the spring of 2024 was still being reported as full time. 1 student was reported as “no records found” but has federal direct loan borrowing at the University. 1 student withdrew in 2023 but was not reported as re-enrolled in 2024 even though the student attended 3 terms in the year before withdrawing again. Cause: System errors Effect: Inaccurate reporting can impact a student’s loan grace period in school deferment eligibility, beginning loan repayments, appropriate interest charges, etc. Identification as repeat finding, if applicable: N/A Recommendation: We recommend the student financial aid team and registrar work together, potentially including information technology, to ensure the appropriate fields are captured from the system for NSLDS enrollment reporting. We also recommend spot checking students who withdraw officially or unofficially to ensure that they are reported timely and accurately. Views of Responsible Officials and Planned Corrective Action: Management agrees with the finding. See corrective action plan.

Corrective Action Plan

Inaccurate Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: To ensure that both accurate and timely enrollment reporting is transmitted to the National Student Loan Data System (NSLDS) an NSC / NSLDS enrollment confirmation process will be established and implemented by Student Financial Services. For official withdrawals, an additional processing step will be added to the SFS Withdrawal Tracker. The Student Financial Services rep will confirm that the correct withdrawal date has been accurately reported to the National Student Clearinghouse (NSC) by the Registrar’s office and then correctly transmitted to the National Student Loan Data System (NSLDS). If the reported enrollment date does not align with the Last Date of Academic Related Activity, the SFS Representative will notify either the Director of Student Financial Services (Michelle Baker) or the Chief Student Finance Officer (David Burney) to manually adjust the dates in NSLDS. The SFS office will then notify the Registrar’s office that the dates have been manually updated. For unofficial withdrawals, if a student is identified as an unofficial withdrawal (e.g. lack of attendance in a course resulting in an R2T4 calculation being performed) once the withdrawal list has been reported at the end of each semester by the Registrar’s office, the Student Financial Services Representative will confirm that the correct withdrawal date has been accurately reported to the National Student Clearinghouse (NSC) by the Registrar’s office and then correctly transmitted to the National Student Loan Data System (NSLDS). If the reported enrollment date does not align with the Last Date of Academic Related Activity, the SFS Representative will notify either the Director of Student Financial Services (Michelle Baker) or the Chief Student Finance Officer (David Burney) to manually adjust the dates in NSLDS. The SFS office will then notify the Registrar’s office that the dates have been manually updated. Person Responsible for Corrective Action Plan: David Burney, Chief Student Finance Officer Anticipated Date of Completion: Implementation of process will begin 9/30/2024

Categories

Student Financial Aid Reporting Matching / Level of Effort / Earmarking Eligibility

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $9.12M
84.063 Federal Pell Grant Program $2.45M
84.038 Federal Perkins Loan Program $320,304
84.042 Trio Student Support Services $282,665
84.033 Federal Work-Study Program $149,454
84.425 Covid-19 Education Stabilization Fund American Rescue Plan--Elementary and Secondary School Emergencuy Relief Fund $137,653
84.007 Federal Supplemental Educational Opportunity Grants $99,187
84.379 Teacher Education Assistance for College and Higher Education Grants (teach Grants) $17,603
43.008 Office of Stem Engagement (ostem) $15,601