Finding Text
Finding 2023-002: Special Tests and Provisions – Enrollment Reporting
Criteria: Per 34 CFR 685.309(b) and 690.83(b)(2), Institutions must report any enrollment status changes for students within 30 days; however, if a roster file is used, then the College may use the roster file to provide the update within 60 days.
Condition: One student’s enrollment status change was reported 14 days later than was required under the 60 days timeline.
Cause: Beloit College uses the National Student Clearinghouse’s enrollment roster to report enrollment information which is then shared with the National Student Loan Database System (NSLDS). The student requested a later graduation date upon enrollment in a summer course. Subsequently, the student informed the College of the desire to graduate instead upon completion of the Spring 2023 semester, as originally planned. College subsequently submitted an ad hoc enrollment report to report the student’s graduation upon discovering the student was never reported as graduated, which resulted in a late reporting by 14 days.
Effect: Noncompliance with federal regulations could result in the loss of future financial aid funding. In addition, not reporting enrollment status changes within the required timeframe can impact an individual student’s loan deferment and repayment schedule.
Questioned Costs: None
Context: One out of 13 students tested from a population of 130 students with enrollment status changes were not reported in the required timeframe.
Repeat finding: Yes, finding 2022-002
Recommendation: We recommend that management consider continuing the use of the ad hoc reporting option in NSLDS for students determined to graduate late, as well as, implement a formal review process over reporting of graduated students’ enrollment status to ensure all students certified to have graduated are reported as such on a timely basis.
Views of Responsible Official: Management agrees with this finding. Please see corrective action plan attached.