FAC Explorer

Finding 7062 (2023-004)

Significant Deficiency
Requirement
N
Questioned Costs
-
Year
2023
Accepted
2024-01-02
Audit: 9062
Organization: Barton County Community College (KS)
Auditor: Adamsbrown LLC

AI Summary

  • Core Issue: Three out of fourteen students had their enrollment status changes not reported to NSLDS.
  • Impacted Requirements: Institutions must accurately review, update, and certify student enrollment statuses as per federal compliance guidelines.
  • Recommended Follow-Up: The College should enhance its controls to ensure timely and accurate reporting of enrollment information.

Finding Text

2023-004 Federal Program Student Financial Assistance Cluster Compliance requirements Special Tests and Provisions – Enrollment Reporting Criteria or specific requirement Institutions must review, update, and certify student enrollment statuses, program information, and effective dates that appear on the Enrollment Reporting Roster files or on the Enrollment Maintenance page of the NSLDS Professional Access website. Condition During testing, we identified that three of the fourteen students tested did not have an enrollment status change reported. Context One student withdrew completely from the Institution after beginning the semester, and they underwent a Return to Title IV calculation. However, the withdrawal status was not reported to NSLDS. The other two students dropped courses during the semester without completely withdrawing, but the change to their enrollment status from full-time to part-time and half-time to less-than-half time was not reported to NSLDS. Cause One of the enrollment reporting errors was caused by human error. The other two were the result of the College’s policies related to reporting students who drop courses after “census” dates within the semester. Effect Enrollment status changes were not reported for all students. Recommendation We recommend that the College review its controls to ensure that accurate enrollment information is reported to NSDLS. Views of responsible officials See Corrective Action Plan.

Corrective Action Plan

Federal Program Student Financial Assistance Cluster Compliance requirements Special Tests and Provisions – Enrollment Reporting Condition During testing, we identified that three of the fourteen students tested did not have an enrollment status change reported. Recommendation We recommend that the College review its controls to ensure that accurate enrollment information is reported to NSLDS. Comments on the Finding Recommendation Due to requirements of the Kansas State Board of Regents, students that drop courses after a certain point in the semester are considered “W” students, and they did not have their enrollment status changed within the system. Because of this, any status changes that occurred after that given point in the semester, that did not result in the total withdrawal of a student, were not reported to NSLDS. Action Taken The College is testing potential methods to ensure that changes to students’ enrollment statuses are properly reported. These solutions have been tested in the Student Information System (Banner) in the test environment and were successful. This will be moved into production and the next reporting date of November 16th should have the updated information for reporting.

Categories

Student Financial Aid Special Tests & Provisions Reporting

Other Findings in this Audit

  • 7054 2023-001
    Significant Deficiency
  • 7055 2023-001
    Significant Deficiency Repeat
  • 7056 2023-001
    Significant Deficiency Repeat
  • 7057 2023-002
    Significant Deficiency
  • 7058 2023-002
    Significant Deficiency
  • 7059 2023-003
    Significant Deficiency
  • 7060 2023-003
    Significant Deficiency
  • 7061 2023-003
    Significant Deficiency
  • 7063 2023-004
    Significant Deficiency
  • 583496 2023-001
    Significant Deficiency
  • 583497 2023-001
    Significant Deficiency Repeat
  • 583498 2023-001
    Significant Deficiency Repeat
  • 583499 2023-002
    Significant Deficiency
  • 583500 2023-002
    Significant Deficiency
  • 583501 2023-003
    Significant Deficiency
  • 583502 2023-003
    Significant Deficiency
  • 583503 2023-003
    Significant Deficiency
  • 583504 2023-004
    Significant Deficiency
  • 583505 2023-004
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
84.063 Federal Pell Grant Program $3.59M
84.268 Federal Direct Student Loans $3.04M
84.042 Trio_student Support Services $386,470
84.066 Trio_educational Opportunity Centers $327,936
84.047 Trio_upward Bound $286,545
93.575 Child Care and Development Block Grant $187,600
84.002 Adult Education - Basic Grants to States $140,846
84.425 Education Stabilization Fund $71,097
84.007 Federal Supplemental Educational Opportunity Grants $66,500
94.002 Retired and Senior Volunteer Program $55,835
47.076 Education and Human Resources $39,892
84.048 Career and Technical Education -- Basic Grants to States $39,771
84.033 Federal Work-Study Program $33,408
10.559 Summer Food Service Program for Children $3,338
94.003 State Commissions $2,100