Finding Text
2022 002 Assistance Listing Number, Federal Agency, and Program Name - ALN Nos. 84.063 and 84.268; Department of Education; Federal Pell Grant Program and Federal Direct Loan Program Federal Award Identification Number and Year - N/A Pass through Entity - N/A Finding Type - Material weakness and material noncompliance with laws and regulations Repeat Finding - No Criteria - Federal Pell Grant Program: An institution shall submit, in accordance with deadline dates established by the secretary, through publication in the Federal Register, other reports and information the secretary requires and shall comply with the procedures the secretary finds necessary to ensure that the reports are correct (34 CFR Section 690.83(b)(2)). Federal Direct Student Loans: Changes in student status are required to be reported to the National Student Loan Data System (NSLDS) within 30 days of the change or included in a Student Status Confirmation Report (SSCR) sent to the NSLDS within 60 days of the status change (34 CFR Section 685.309(b)). Condition - Shawnee State University did not report student status changes timely and accurately for certain students who graduated or withdrew during the year. Questioned Costs - None Identification of How Questioned Costs Were Computed - N/A Context - Of the 25 students tested for student change status, 15 student status changes were not submitted within the required time frame, and 4 students were not properly reported as graduated or withdrawn. Cause and Effect - The University did not have a process in place in order to ensure timely and proper reporting for all student status changes. As a result, there were instances of reporting outside of the required time frame and instances where reporting was incorrect. Recommendation - We recommend that the University put a control process in place in order to ensure all student status changes are reported timely and accurately. Views of Responsible Officials and Planned Corrective Actions - Prior to an enrollment report being uploaded to the National Student Clearinghouse, the Recalculate Academic Record process in our student information system, currently J1, will be run to identify any student registration records that may be stuck in a current status due to a mixed "Repeat" status. Those records will be corrected as needed. The office underwent major staffing changes, which caused a delay in submitting reports in a timelier manner. The staffing issues have been resolved, and reports are uploaded on the scheduled submission date.