Finding 7409 (2023-002)

Finding 2023-002 Enrollment Reporting: (Significant Deficiency) Federal Agency: Department of Education Program: Federal Direct Student Loans, Pell Grants AL #: 84.268, 84.063 Award Year: 2022-2023 Criteria: The Enrollment Reporting rosters are required to be completed and returned back within 15 days. Condition: Two out of sixteen Enrollment Reporting rosters received were returned back after 15 days. Cause: There was a change in the student information system in the current year resulting in delays in the Enrollment Reporting rosters being submitted. Effect: The Enrollment Reporting rosters were not returned back within the required timeframe and therefore resulting in potential delays of student’s change in enrollment status. Questioned Costs: None. Context: Three out of sixteen Enrollment Reporting rosters were reported late. Repeat Finding: Not considered a repeat finding. Recommendation: We recommend the University designate one individual with the responsibility of ensuring all Enrollment Reporting rosters are returned back timely. Views of Responsible Officials: The Office of the Registrar submits the enrollment reports to the National Student Clearinghouse. Over the course of this past year, the office struggled with a new student information system and staff changes. To prevent reports being submitted late, everyone in the current staff has been trained on how to submit reports. The office has worked with representatives of the National Student Clearinghouse to assist with error reports. In addition, the due dates for submitting the reports have been updated to a more consistent timeframe each month. Each staff member in the Office of the Registrar has the list of dates when the reports are due. Furthermore, the staff hopes to schedule more training from the provider of the student information system to help process reports more accurately.