Finding 2024-001 Student Financial Aid Cluster, Assistance Listing # 84.007, 84.033, 84.063, 84.268
Condition: The College could not timely retrieve all student records and show documentation of reviews and approvals related to student records.
Corrective Action Plan: Objective:
To ensure the timely retrieval of all student records and the proper documentation of reviews and approvals to meet regulatory requirements and to improve accountability in the Student Financial Aid Cluster.
Corrective Actions:
To address the conditions and ensure compliance with regulations, the following corrective actions will be taken:
A. Improvement of Student Record Retrieval Process:
• Upgrade and/or streamline systems used for storing and retrieving student records.
• Conduct an audit of existing data storage systems to identify inefficiencies, technical glitches, or areas for improvement.
• Implement an automated system for flagging and retrieving missing or incomplete records in real-time.
B. Enhanced Documentation of Reviews and Approvals:
• Revise and reinforce the process for documenting reviews and approvals for all student records, ensuring that every step is appropriately tracked and stored.
• Implement a centralized digital approval system to reduce paperwork and ensure easier tracking of approvals.
C. Staff Training and Awareness:
• Provide comprehensive training for all staff involved in financial aid processing on the importance of timely record retrieval and proper documentation of reviews and approvals.
• Implement periodic refresher courses for staff, with a focus on improving accuracy in the review and approval process.
D. Enhanced Communication and Coordination:
• Establish a cross-functional team responsible for monitoring the status of student records, identifying delays, and ensuring approvals are documented.
• Create an internal tracking system for ensuring the timely completion of records reviews and approvals.
Monitoring and Follow-Up:
To ensure that the corrective actions are being implemented effectively, the College will engage in internal reporting (monthly), external audit (annually), and a third-party review (annually)
Person(s) Responsible for Corrective Action Plan: Jamieta Hoskins, Director of Financial Aid
Anticipated Completion Date for Corrective Action Plan: April 30, 2025