Finding 555342 (2024-001)

Criteria: The Code of Federal Regulations 34 CFR 690.83(b)(2), 34 CFR 682.610, 34 CFR 685.309, and 34 CFR 674.19 require institutes review, update, and certify student enrollment reporting roster on timely and accurate basis at both the campus and program level. Enrollment roster should be certified every 60 days or every other month. Condition and Context: The Sacramento and San Jose campuses did not accurately report student status changes and enrollment status changes at both the campus-level and program-level to the National Student Loan Data System (NSLDS). The Sacramento campus also did not report student status changes timely to NSLDS. During our testing of 40 borrowers under the Federal Direct Loan Program and/or Federal Pell Grant recipients that had a reduction or increase in attendance levels, graduated, withdrew, dropped out, or enrolled but never attended during the fiscal year, we noted the following at the Sacramento and San Jose Campuses: - At the Sacramento campus, the status changes for five graduates were reported incorrectly to the NSLDS as a Full-time, Withdrawn or Half-time status rather than Graduated (G) status. The campus-level enrollment and the program-level enrollment status reported to the NSLDS also did not agree to campus records for these five students. Additionally, for three of these students, the student status was reported to NSLDS late by up to 189 days, which is greater than the allowed 60 days after the change was known by the campus. Condition and Context: We reviewed 6 in-scope campuses and a sample of 40 students who graduated, withdrew, or had a change in enrollment during the fiscal year. Out of the 7 sample students selected from California State University, Sacramento (the Campus), 5 students’ enrollment information was not uploaded correctly or certified on a timely basis. Out of the 6 sample students selected from San Jose State University (the Campus), 6 students’ enrollment information was not uploaded correctly. - At the San Jose campus, the status changes for six students were reported incorrectly to the NSLDS as Withdrawn or Three-quarters time status rather than Graduated (G) or Withdrawn (W) status. The campus-level enrollment status reported to NSLDS did not agree to campus records for these six students and the program-level enrollment status reported to NSLDS did not agree to campus records for four of these students. Cause and Effect: The campus experienced major personnel changes in the registrar office and did not have adequate staffing in place to monitor the required procedures.