Finding Text
Condition: We examined a sample of Title IV aid recipients to verify that information reported on the Enrollment Reporting roster file sent to the National Student Loan Data System (NSLDS) matched the student's academic files and found instances where students received Title IV aid during a semester but the status of withdrawn or graduate were not reported correctly or timely on the NSLDS Enrollment Reporting roster files sent during that semester.
Criteria: Per the NSLDS Enrollment Reporting Guide, a school should report all students that NSLDS includes in its request to the school on a roster file. This includes timely and accurate reporting of the status of the student of withdrawn or graduate.
Cause: The status of the students were not timely and accurately reported to NSLDS.
Effect: Students could potentially not be placed in grace or repayment status when they should be.
Perspective: Condition is still present in part. All withdrawn students tested were reported accurately and timely. There were still some graduates that were not reported until first of term submission rather than when the Graduates only report was submitted. There has been high turnover in the SFA department, including a time where there was not a Director in place. The new Director came on at the end of the June 30, 2024 year and is working to correct the reporting.
Recommendation: We recommend that personnel in charge of enrollment reporting be diligent in reviewing the roster file to ensure that all appropriate students are shown and attendance changes are reported in a timely and accurate manner. We also recommend contacting the Clearinghouse to ensure the correct reports are being used by the Clearinghouse and possibly changing the deadline for submission of the Graduates only report as it currently has a very quick turnaround and not all grades are known or submitted by the current deadline.
Views of Responsible Officials and Planned Corrective Actions: Dodge City Community College staff involved in enrollment reporting to the NSLDS have reviewed the NSLDS Reporting Manual to better understand and accurately report the student's enrollment status. There has been high turnover in the SFA department, including a time where there was not a Director in place. The new Director came on in the in June 2024. The College is still working on fully implementing new procedures and catching up submissions.