Finding Text
Special Tests and Provisions – Enrollment Reporting
Program Name: Student Financial Assistance Cluster
Federal Assistance Listing Numbers: 84.007, 84.033, 84.063, 84.268, and 84.408
Federal Agency: U.S. Department of Education (ED)
Direct funded by the U.S. Department of Education (ED)
Criteria or Specific Requirements
OMB Compliance Supplement, OMB No. 1845-0035 – Institutions are required to report enrollment information under the Pell grant and the Direct and FFEL loan programs via the National Student Loan Data System (NSLDS).
Institutions must review, update, and verify student enrollment statuses, program information, and effective dates that appear on the Enrollment Reporting Roster file or on the Enrollment Maintenance page of the NSLDS Professional Access (NSLDSFAP) website which the financial aid administrator can access for the auditor. The data on the institutions’ Enrollment Reporting Roster, or Enrollment Maintenance page, is what NSLDS has as the most recently certified enrollment information. There are two categories of enrollment information: “Campus Level” and “Program Level”, both of which need to be reported accurately and have separate record types. The NSLDS Enrollment Reporting Guide provides the requirements and guidance for reporting enrollment details using the NSLDS Enrollment Reporting Process.
Condition
Significant Deficiency in Internal Control over Compliance – During testing over the NSLDS reporting requirements, the following deficiencies were noted:
•1 of 60 students’ CIP code was not accurately reported (enrolled program in NSLDS does not agree with the student’s record) for Miramar College.
•21 of 60 students’ effective dates were not accurately reported in NSLDS (date of change do not agree to effective dates).
•4 students from City College
•14 students from Mesa College
•3 students from Miramar College
•2 of 60 students’ enrollment statuses were not accurately reported on NSLDS (status per student accounts do not agree to status per NSLDS).
•1 student from City College
•1 student from Miramar College
Questioned Costs
There are no questioned costs associated with the noncompliance.
Context
The District disbursed financial aid to approximately 9,462 students that required student enrollment and program enrollment reporting to NSLDS.
Effect
The District is not in compliance with the Federal enrollment reporting requirements described in the OMB Compliance Supplement.
Cause
The District did not report enrollment information for students under the Pell Grant and Direct Loan Programs via NSLDS timely or accurately.
•For the student with enrolled program inaccurately reported, the student’s program was tied to the wrong CIP code in the District system’s academic plan table.
•For the students with dates of change not agreeing to the effective dates –
o The District’s system automatically modified the withdrawal date to the beginning of the term for students who withdrew from all their classes.
o Students with changes in April 2023 were done in batches and did not match with the actual dates of change in April 2023.
•For the students with enrollment status not accurately reported, the reporting extract from Campus Solutions was not properly reviewed and corrected before transmitting to the National Clearing House.
Recommendation
The District should implement a process to review, update, and verify student enrollment statuses, program information, and effective dates that appear on the Enrollment Reporting Roster file or on the Enrollment Maintenance page of the NSLDS Professional Access (NSLDSFAP) website.