Finding Text
Enrollment Reporting
Federal Program – U.S. Department of Education (ED), Student Financial Assistance Cluster, Federal Pell Grant Program, CFDA 84.063; Federal Direct Student Loan Program, CFDA 84.268.
Program Year – July 1, 2022 - June 30, 2023
Criteria or Specific Requirement – Special Tests and Provisions – Enrollment Reporting – Under the Pell grant and loan programs, colleges must complete and return within 15 days the Enrollment Reporting roster file. Once received, the institution must update for changes in the data elements for the Campus Record and the Program Record identified above, and submit the changes electronically through the batch method, spreadsheet submittal, or the National Student Loan Data System (NSLDS) website. Colleges are responsible for timely reporting, whether they report directly or via a third-party servicer. When a Direct Loan was made to or on behalf of a student who was enrolled or accepted for enrollment at the institution, and the student ceased to be enrolled on at least a halftime basis or failed to enroll on at least a half-time basis for the period for which the loan was intended; or a student who is enrolled at the institution and who received a loan under Title IV has changed his or her permanent address, the institution must report the change in its next updated Enrollment Reporting Roster file (due within 60 days of the change).
Condition – Notification of the student status change (graduated, withdrew, less than half-time) did not reach the NSLDS within the required time frame. In addition, the status change per the College’s records did not consistently match what was reported in the NSLDS’s enrollment detail.
Questions Costs – None.
Context – Out of a sample of 25 students from a population of 752 students receiving Pell grants or loans and which had a change in status during the year, NSLDS was not provided timely notification for 5 of the student status changes reported and tested. For the five, the notification occurred after 138 days when should have been reported within 60 days. Our sampling method was not, and was not intended to be, statistically valid.
Effect – Student status changes exceeded the 60-day period for student enrollment changes reported in roster files.
Cause – The College did not consistently report enrollment changes within 60 days.
Identification as a Repeat Finding – Not a repeat finding.
Recommendation – We recommend the College develop and implement procedures to help ensure all student status changes and errors in enrollment reporting batch process are reported within the required timeframes.
Views of Responsible Officials and Planned Corrective Actions – Concur. The College will review and update current procedures to ensure timely processing and monitoring of NSLDS reports. Internal reports will be run simultaneously to make sure all students are captured and their status is correctly reported.