Finding 637865 (2022-001)

Grantor: U.S. Department of Education Program Name: Student Financial Assistance Cluster Award Names: Federal Pell Grant Program and Federal Direct Loan Program Award Year: 7/1/2021 - 6/30/2022 Award Number: Not applicable Assistance Listing Numbers: 84.063 and 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. Condition: We reviewed a sample of twenty-five students enrolled at Rensselaer who received either Pell and/or Direct Loans and had a change of enrollment status during the fiscal year. Of the twenty-five students tested, two students were reported to NSLDS with an inaccurate enrollment status. Both students were on a leave of absence effective during the spring semester, however, the change in enrollment status was not reported to NSLDS and both students were reported as full time during the spring semester. Questioned Costs: None Cause: Rensselaer utilizes the National Student Clearinghouse (?NSC?) to submit enrollment information to NSLDS. Rensselaer reported the status change for these two students to NSC, however, due to enrollment data errors, these changes were not submitted successfully. Due to staffing constraints in the Registrar?s Office, when the enrollment data errors were corrected and resubmitted to NSC, the students? status was reported inaccurately as full time. Effect: A student?s enrollment status determines eligibility for in-school status, deferment, and grace periods, as well as for the payment of interest subsidies all of which are impacted by inaccurate and late reporting. Recommendation: We recommend Rensselaer validate enrollment reporting parameters to ensure enrollment information pulled from Rensselaer?s student information system is submitted to NSC accurately and timely. We also recommend Rensselaer update its processes to effectively and timely record student status changes within its student information system and ensure all individuals involved in administering student status changes abide by Rensselaer?s policies and procedures. Management?s Response: Management?s Views and Corrective Action Plan is included at the end of this report after the summary schedule of prior audit findings and status.