Finding 8672 (2023-001)

Audit for the 2022-2023 academic year. Enrollment Reporting Finding Compliance Requirement: Special Test and Provisions - Enrollment Reporting Criteria: The College is required to send changes in attendance levels, graduated, withdrew, dropped out, or enrolled changes to the NSLDS within 60 days of the change. Cause: The College had not reported changes for graduated students to the NSLDS as required with the time period to be in compliance with enrollment reporting requirements. Context: Of the nine students selected for testing in the annual audit, the college did not send changes related to four students whose status changed after graduation on May 8th, 2023 to the NSLDS system. Later the status was updated however, was outside of the 60 day requirement. Corrective Action Plan from College: Documentation of Graduation enrollment dates missing. This is submitted to Derrick Everhart, Director of Financial Aid by the College Registrar Brooke Millsaps. Update regarding processing of NSC Grad Only file for May 2023 Warren Wilson College has made multiple efforts to submit a May 2023 Grad Only file to the National Stud Clearinghouse but has been unable to due to our software not recognizing or pulling the files of the students who are documented as May 2023 graduates. We submitted an end-of-term file to the NSC which was certified on June 6, 2023. As of August 17, 2023, we have taken the following steps to try and remedy this: • Applied a script/patch provided by our software company (Jenzabar). This script failed to resolve the issue. • Manually edited all graduating student records for the NSC grad only file report. This manual input of information did not result in our ability to process a grad only file. • Consultation with IT Department and software consultants to determine what we can do to process and report this grad only file. Action Steps: Moving forward, if an enrollment file cannot be uploaded to National Student Clearing House for any reason by the College Registrar within the 60-day requirement, the Registrar will communicate with the Director of Financial Aid. A file with updated enrollment reporting of student records will be created from the Colleges reporting system. Those records will then be manually entered into the NSLDS system by the Director of Financial Aid to main­tain compliance with enrollment reporting requirements. Management Response: The Director of Financial Aid concurs with this finding and noted while the College out of compliance with the reporting timeframe, the College did make a substantial effort to complete the requirements and follow up with NSLDS and NSC to correct the students enrollment. Contact College personnel for corrective action. Derrick Everhart, Director of Financial Aid deverhart@warren-wilson.edu Brooke Milsaps, College Registrar bmillsaps@warren-wilson.edu