Finding 554963 (2024-005)

Finding 2024-005 Enrollment Reporting: (Significant Deficiency) Federal Agency: Department of Education Program: Federal Direct Student Loans, Pell Grants AL #: 84.268, 84.063 Award Year: 2023-2024 Criteria: The Enrollment Reporting rosters are required to be completed and returned within 15 days. Condition: Nine out of eighteen Enrollment Reporting rosters received were returned after 15 days. Cause: The Registrar's office experienced 100% turnover during FY 2024. The new Registrar encountered inaccurate data on report submissions in the summer of 2023. The subsequent files were not processed until the original data issues from the first files were resolved. Although data was submitted for the subsequent reports, it was not processed until all of the prior inaccurate data was updated. Effect: The Enrollment Reporting rosters were not returned within the required timeframe and therefore resulting in potential delays of student’s change in enrollment status. Questioned Costs: None. Context: Nine out of eighteen Enrollment Reporting rosters were reported late. Repeat Finding: This is considered a repeat finding. Recommendation: We recommend the University designate one individual with the responsibility of ensuring all Enrollment Reporting rosters are returned timely, including during times of turnover. Views of Responsible Officials: The late Enrollment Reporting was a result of the significant turnover in the Registrar's office. The University formed an oversight committee outside of the Registrar's office that corrected inaccurate reporting and worked through the backlog to meet reporting requirements. The experienced oversight committee will train the Registrar's office in continuing this timely compliance process for Enrollment Reporting and can backstop if any future personnel turnover or other event could negatively impact timely reporting.