Finding Text
2022-002 Enrollment reporting Cluster: Student Financial Assistance Cluster Grantor: Department of Education Award Name: Federal Direct Student Loans Award Year: July 1, 2021 ? June 30, 2022 Award Number: Not applicable Assistance Listing Number: 84.268 Criteria In accordance with 34 CFR 690.83(b)(2) and 685.309, institutions are required to report enrollment information under the Federal Pell Grant (?Pell?) and Federal Direct Loan (?Direct Loan?) programs through the National Student Loan Data System (?NSLDS?). The enrollment information, including Campus Level and Program Level data, must be reviewed, updated, and validated by the institution promptly. Furthermore, specific to the Direct Loan program, for a student that received a Direct Loan and was enrolled or accepted for enrollment at the institution, and the student had ceased to be enrolled on at least a half-time basis or failed to enroll on at least a half-time basis for the period for which the loan was intended, the institution must report the change within 60 days from which the change was identified. Management has a review process in place over this compliance requirement. Condition We tested a sample of 25 students that had received either the Federal Pell Grant and/or Federal Direct Loans and had an enrollment status change at the College during the fiscal year. Of the 25 selections, we noted 1 instance in which the student?s withdrawn enrollment status, for a student who received only Federal Direct Loans, was not reported timely to the NSLDS and was not identified as part of management?s review process. The enrollment status change was reported by the College to NSLDS 195 days after the College was aware of the change in enrollment. Additionally, once the change in enrollment was reported to NSLDS by the College, the effective date of the student?s enrollment change per the student?s transcript did not agree to the NSLDS campus level and program level reporting. Cause The College noted the error occurred as a result of an oversight by the individual involved in processing the enrollment status of the student in Colleague, the student information system. The student?s course enrollment for the spring semester was appropriately marked as ?W? on 4/11/2022 when the leave was identified, however the ?Haitus? screen in Colleague was not updated to reflect the status change. Essentially the student withdrew from all courses, but as the ?Haitus? screen was not updated, the enrollment change did not get picked up in the College?s enrollment query for transmission to the NSLDS. Management identified the issue upon review and corrected the status type change and reported to the NSLDS. However, the individual inaccurately reported to the NSLDS an effective date as 5/20/2022, which did not agree to the effective date per the student file of 4/8/2022. Effect The effective administration of Title IV loans could be impacted when changes in students? status are not reported timely. The accuracy of enrollment information is important as the student?s enrollment status determines eligibility for the in-school status, deferment, grace periods, and repayments, as well as the Department of Education?s payment of interest subsidies. Questioned Costs None identified. Recommendation We recommend the College ensure individuals involved in the process receive additional training over the system and/or business processes and policies to help ensure changes in enrollment information are accurately and timely reported to NSLDS. Management?s Views and Corrective Action Plan Management?s Views and Corrective Action Plan are included at the end of this report after the summary schedule of prior audit findings and status.