FAC Explorer

Finding 50631 (2022-004)

Material Weakness
Requirement
N
Questioned Costs
-
Year
2022
Accepted
2023-06-23
Audit: 51547
Organization: Los Angeles Chapter National Tooling & MacHining Association Training Centers Trust (CA)
Auditor: Vanrijn & Associates PC

AI Summary

  • Core Issue: The institution is not determining student withdrawal dates within the required 14 days after the last date of attendance.
  • Impacted Requirements: This violates 34 CFR 668.22(b)(1), which mandates timely withdrawal determinations.
  • Recommended Follow-Up: Revise attendance policies and procedures to ensure compliance and prevent future delays in withdrawal determinations.

Finding Text

Finding 2022-004 Determine in a Timely Manner the Date of Withdrawal - Material Weakness Criteria: The date of the institution?s determination (DOD) that the student withdrew should be no later than 14 days after the student?s last date of attendance (LDA) as determined by the institution from its attendance records as per 34 CFR 668.22(b)(1). Statement of Condition: The Institution?s determination of the students? date of withdrawal was later than 14 days. Cause: The institution?s policy is that a student is terminated after 10 consecutive class day absences. The institution?s procedures include reviewing all attendance the subsequent business day. For example, a student who begins 10 consecutive absences on a Monday may complete 10 consecutive absences on a Friday. The institution?s procedure is to review Friday?s absences on a Monday. Effect: In five (5) of eighteen (18) drop students, the Institution?s determination of the date of withdrawals was later than 14 days. Description of nature and extent of the issues reported: The students? DODs were later than the required 14 days after the LDAs. Questioned cost: B9, B10, and B14 have DODs which are 17 days later than the LDAs. B15 has a DOD which is 20 days later than the LDA. B16 has a DOD which is 16 days later than the LDA. Recommendation: The Institution should set up procedures to prevent future incidences and ensure compliance with 34 CFR 668.22(b)(1). The institution may want to consider changing either their absentee policy or their review of student attendance records once a student is close to violating their absentee policy. Views of Responsible Officials: Los Angeles Chapter National Tooling & Machining Association Training Center Trust dba NTMA Training Centers acknowledges this finding and will apply the recommendation.

Corrective Action Plan

2022-004: Audit Finding Title: Material Weakness - Specific steps to be taken to correct the situation (including a timetable for performance of the CAP) or reason why corrective action is not necessary (including disagreement with the finding): Our date of withdrawal procedures much appropriately needed a review on how it was counted and how we determined the date in which the allotted number of absences prior to making to determination ended. To ensure we address this issue with process NTMA has recently adopted a new student financial management system that will assist in determining correct dates of determination. Jenzabar Financial Aid, our new SMS, enacts group processing and direct data imports from the DoE, manages funds to and from the COD system. Flexibility to award using federal and institutional methodologies, automates COA calculations, date of determination validation etc.. Jenzabar is a Financial Aid System built by financial aid people. It was set up in manner that is meant to be more compliant and more robust streamline process. It has automated the entire financial aid process.

Categories

Material Weakness

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $809,879
84.063 Federal Pell Grant Program $594,264