Finding Text
Information of Federal Program:
Student Financial Aid Cluster
Federal Pell Grant Program – CFDA No. 84.063
Federal Direct Student Loans – CFDA No. 84.268
Criteria: Under the Pell grant and ED loan programs, institutions must complete and return
within 15 days the Enrollment Reporting roster file [formerly the Student Status
Confirmation Report (SSCR)] placed in their Student Aid Internet Gateway (SAIG) (OMB No.
1845-0002) mailboxes sent by ED via NSLDS (OMB No. 1845-0035). The institution
determines how often it receives the Enrollment Reporting roster file with the default set at
a minimum of every 60 days. Once received, the institution must update for changes in
student status, report the date the enrollment status was effective, enter the new
anticipated completion date, and submit the changes electronically through the batch
method or the NSLDS website (Pell, 34 CFR 690.83(b)(2); FFEL, 34 CFR 682.610; Direct
Loan, 34 CFR 685.309). Institutions are responsible for timely reporting, whether they
report directly or via a third-party servicer. NSLDS will send a Late Enrollment Reporting
notification e-mail if no updates are received by batch or online within 22 days after the
date the roster was sent to the school. The Enrollment Reporting Summary Report
(SCHER1) on the NSLDS website can be created at the request of the institution. It shows
the dates the roster files were sent and returned, the number of errors, date and number of
online updates, and the number of late enrollment reporting notifications sent for overdue
Enrollment Reporting rosters.
Condition: During our testing of the enrollment reporting, it was noted that Fort Scott
Community College did not have internal controls of reporting changes in student status’ to
NSLDS.
Cause: The College did not have proper training that allowed for changes in the Federal
reporting regulations and the creation of an error summary report to process all errors in a
timely manner.
Effect or Potential Effect: A student’s enrollment status determines eligibility for in-school
status, deferment, and grace periods, as well as for the payment of interest subsidies to
FFEL Program loan holders by ED. Enrollment Reporting in a timely and accurate manner
is critical for effective management of the programs.
Questioned Costs: None
Context: During our testing of the enrollment reporting process, it was noted that Fort Scott
Community College’s internal controls over enrollment reporting broke down after there
was a change in the reporting process. Twenty-four (24) of forty (40) files tested, changes to
a student’s status was either incorrectly submitted or batch errors were not timely
corrected. Repeat Finding: No
Recommendation: Policies and procedures should be written to provide additional training
and oversight of staff responsible for enrollment reporting. We recommend the College
establish an oversight process that includes additional controls necessary until staff are
fully trained in the area of enrollment reporting.
Views of responsible officials and planned corrective action: Management is in agreement
and will implement a Corrective Action Plan, see pages 72-75 of the current year audit.