Finding Text
Student Financial Assistance Cluster
Federal Supplemental Educational Opportunity Grants, ALN 84.007;
Federal Work-Study Program, ALN 84.033
Federal Pell Grant Program, ALN 84.063
Federal Direct Student Loans, ALN 84.268
Teacher Education Assistance for College and Higher Education Grants, ALN 84.379
U.S. Department of Education
Program Year 2023-2024
Criteria or specific requirement – Special Tests and Provisions – Verification (34 CFR 668.51 through 668.61) Institutions responsible for verifying applicant information for those applicants selected by verification by the U.S. Department of Education.
Condition – The University’s processes did not ensure corrections were made to student application data.
Questioned costs – Unknown
Context – Out of the population of 189 students selected for verification, a sample of 19 students were selected for testing. Our sampling method was not, and was not intended to be, statistically valid. The number of household members was not corrected on the student’s Institutional Student Information Record (ISIR) for one student, and the adjusted gross income was not corrected on the student’s ISIR for one student.
Effect – The student’s applicant data was not correct when used for packaging and awarding aid.
Identification as a repeat finding, if applicable – N/A
Recommendation – The University should update their controls to ensure student data is properly corrected on the students’ ISIRs in the verification process.
Views of responsible officials and planned corrective actions –
The auditors identified two issues related to verification of financial aid data supplied on the FAFSA by students. Both findings were from the fall of 2023 and in both cases a secondary review was completed and still was not accurately completed.
The Office of Financial Aid developed and implemented a comprehensive Business Process Guide (BPG) on October 17, 2024. The guide is aimed at ensuring that all required fields within the verification process are meticulously reviewed and corrected as needed. This guide serves as a crucial resource for staff involved in the financial aid verification process, outlining best practices and standard procedures to maintain compliance and accuracy.
The verification correction process follows a two-step approach:
1. Initial Review and Correction: Staff members are required to conduct a thorough review of the required data fields. This involves checking the required ISIR data fields against other supplemental information to identify any discrepancies or inaccuracies. Once identified, corrections are made to ensure that all data aligns with federal and institutional requirements.
2. Final Confirmation and Awarding: After the necessary corrections are implemented, a secondary review is conducted by the Assistant Director to confirm that the adjustments are accurate. This ensures that students receive the correct financial aid awards based on updated and verified information.
To maintain transparency, accountability, and an adequate documentation trail. It is imperative that any comments added to student accounts are detailed and include pertinent information regarding the verification process. This documentation serves as a record of the actions taken and aids in future audits and reviews.
The Assistant Director of Financial Aid is a very experienced financial aid professional and holds NASFAA certifications in Verification, R2T4, Student Eligibility, Direct Loans and Professional Judgement. The Assistant Director plays a pivotal role in the verification process, being responsible for updating the BPG to reflect any changes in regulations or best practices. Additionally, the Assistant Director will lead training sessions for staff members to ensure they are well-versed in the verification procedures outlined in the BPG. Ongoing training will be provided as needed to accommodate changes in policies or technologies.
By implementing this structured approach to verification corrections, the University aims to enhance the accuracy of financial aid processing and improve the overall student experience.