EIN: 440545286
UEI: N68FV9Y2RHN4
Audited by: Williams-Keepers LLC
Oversight agency: 84 [Department of Education]
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Data as of August 31, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on March 25, 2026. Under 2 CFR 200.521(d), a pass-through entity that provided federal funds to this organization for this audit period must issue a management decision on these findings by September 25, 2026 (23 days from today).
What is a management decision? →From our testing sample of ten (10) students, we found nine (9) instances where changes in student status due to withdrawal were not reported timely or were not reported at all as of our testing date. We also noted from our testing that of our sample of ten (10) students, three (3) Pell adjustments that were not reported timely. We also found one (1) instance where the Title IV funds were not returned timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Institutions must report Pell grant disbursement adjustments within 15 calendar days after the institution becomes aware of the need for an adjustment. Also, in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. Effect of Condition: We found nine (9) instances where changes in student status was not reported timely. We found three (3) instances where adjustments to Pell were not reported timely. We also found one (1) instance where the Title IV funds were not returned timely. Cause of Condition: The College does not consistently follow its policies and procedures related to withdrawals. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Show full finding ▾Hide full finding ▴Finding 2025-004 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency) Statement of Condition: From our testing sample of ten (10) students, we found nine (9) instances where changes in student status due to withdrawal were not reported timely or were not reported at all as of our testing date. We also noted from our testing that of our sample of ten (10) students, three (3) Pell adjustments that were not reported timely. We also found one (1) instance where the Title IV funds were not returned timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Institutions must report Pell grant disbursement adjustments within 15 calendar days after the institution becomes aware of the need for an adjustment. Also, in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. Effect of Condition: We found nine (9) instances where changes in student status was not reported timely. We found three (3) instances where adjustments to Pell were not reported timely. We also found one (1) instance where the Title IV funds were not returned timely. Cause of Condition: The College does not consistently follow its policies and procedures related to withdrawals. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Finding Number: 2025-004 Associated Criterion: 34 CFR 668.22 - Treatment of Title IV Funds When a Student Withdraws To effectively address the issues related to student withdrawals, a comprehensive action plan will be implemented. First, a thorough review of existing withdrawal policies and procedures will be conducted to identify any gaps in the notification process concerning withdrawn students. Building on this assessment, a timely notification procedure will be developed, which will standardize how all relevant departments, including the Registrar, Financial Aid, and Student Affairs, are notified whenever a student withdraws. This procedure will outline specific timelines and designate responsible parties for alerting each department. To maintain compliance, regular audits of withdrawal cases will be conducted, ensuring adherence to the newly established procedures. Quarterly reviews will also be set up to assess the effectiveness of the notification process. By implementing this Corrective Action Plan, Missouri Valley College aims to improve the timely notification of withdrawn students, ensuring compliance with federal regulations and minimizing the risks associated with late reporting of Title IV funds. Anticipated Completion Date: March 31, 2026
2024-002
From our testing sample of twenty-five (25) students, we found twenty-two (23) instances where notices of federal direct loans being credited to a student’s account could not be vouched. We also noted that from our same sample of twenty-five (25) students, we found three (3) students who were transfer students and incorrectly packaged as freshman, rather than their appropriate grade levels based on transfer credits previously earned. Criteria: In accordance with Volume 4 Chapter 2 of the Federal Student Aid Handbook, the school must notify the borrower in writing within 30 days of funds being credited to the account: 1) the anticipated date and amount of disbursement, 2) the right to cancel, and 3) the deadlines to notify the school if they wish to cancel. In accordance with Volume 2 Chapter 7 of the Federal Student Aid Handbook, a school must keep comprehensive, accurate program and fiscal records related to its use of FSA Funds. Student records should be retained to “show a clear audit trail for FSA program expenditures.” This includes maintaining documentation that required notifications were provided to students. Federal student aid must be awarded and disbursed based on each student’s correct grade level and academic progression so that the annual and aggregate loan limits and other eligibility determinations are accurate. Effect of Condition: We found twenty-three (23) instances where borrower notifications were not retained. We also found three (3) instances where transfer students were incorrectly packaged at a lower grade level. Cause of Condition: The College implemented a new system student information system in the prior year, which does not have configurations to capture and retain evidence of required borrower notifications. Additionally, the College did not have a formal review process to verify that transfer students’ grade levels and academic progression were accurately reflected in the system before packaging aid. Recommendation: We recommend the College develop policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Show full finding ▾Hide full finding ▴Finding 2025-005 (continuing finding): Policies and Procedures Related to Packaging Student Financial Aid (significant deficiency) Statement of Condition: From our testing sample of twenty-five (25) students, we found twenty-two (23) instances where notices of federal direct loans being credited to a student’s account could not be vouched. We also noted that from our same sample of twenty-five (25) students, we found three (3) students who were transfer students and incorrectly packaged as freshman, rather than their appropriate grade levels based on transfer credits previously earned. Criteria: In accordance with Volume 4 Chapter 2 of the Federal Student Aid Handbook, the school must notify the borrower in writing within 30 days of funds being credited to the account: 1) the anticipated date and amount of disbursement, 2) the right to cancel, and 3) the deadlines to notify the school if they wish to cancel. In accordance with Volume 2 Chapter 7 of the Federal Student Aid Handbook, a school must keep comprehensive, accurate program and fiscal records related to its use of FSA Funds. Student records should be retained to “show a clear audit trail for FSA program expenditures.” This includes maintaining documentation that required notifications were provided to students. Federal student aid must be awarded and disbursed based on each student’s correct grade level and academic progression so that the annual and aggregate loan limits and other eligibility determinations are accurate. Effect of Condition: We found twenty-three (23) instances where borrower notifications were not retained. We also found three (3) instances where transfer students were incorrectly packaged at a lower grade level. Cause of Condition: The College implemented a new system student information system in the prior year, which does not have configurations to capture and retain evidence of required borrower notifications. Additionally, the College did not have a formal review process to verify that transfer students’ grade levels and academic progression were accurately reflected in the system before packaging aid. Recommendation: We recommend the College develop policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding Number: 2025-005 Title: Policies and Procedures Related to Packaging Student Financial Aid To enhance compliance and address these deficiencies, the College will implement a new procedure for documenting and retaining borrower notifications. A timestamped email notification system will be created to ensure that all required communications to students regarding federal direct loans are not only sent but also retained for auditing purposes. Additionally, a formal review process will be established to verify transfer students' grade levels and academic progressions. This will involve cross-referencing transfer credits and ensuring proper classification of students to prevent future errors. After all transcripts are evaluated, Financial Aid will repackage the aid offer, if required. Regular audits will be introduced to review the documentation of borrower notifications and the packaging process to ensure compliance with federal regulations. Furthermore, training sessions will be conducted for staff involved in the Financial Aid and Registrar Departments to reinforce the importance of accuracy in documenting communications and package decisions. By implementing these corrective actions, the College aims to enhance compliance with federal guidelines and improve the accuracy of Financial Aid packaging for all students. Management is committed to these changes and will ensure the timely execution of this plan. Anticipated Completion Date: March 31, 2026
2024-003
During our testing of the College’s Fiscal Operations Report and Application to Participate (FISAP), we noted that total expenditures reported on the FISAP for certain Title IV programs did not agree to the related current year drawdowns per the U.S. Department of Education’s G5 system or total actual expenditures for the fiscal year. Differences were identified for the Federal Pell Grant, FSEOG, and Federal Work-Study programs. Criteria: In accordance with the FISAP instructions, depending on the program, total expenditures reported for applicable Title IV programs should agree to the current year drawdowns recorded in the G5 system or total actual expenditures for the program. Effect of the Condition: We found three Title IV programs where the total expenditures reported in the FISAP did not agree to the U.S. Department of Education’s G5 system or actual total expenditures. Accurate reporting is important as the FISAP data drives campus-based allocations and is used by the Department of Education for oversight. Cause of Condition: The College does not have a formal reconciliation and review process for the FISAP. Recommendation: We recommend the College develop reconciliation policies and procedures to address this issue. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Show full finding ▾Hide full finding ▴Finding 2025-006: Policies and Procedures Related to Reporting (significant deficiency) Statement of Condition: During our testing of the College’s Fiscal Operations Report and Application to Participate (FISAP), we noted that total expenditures reported on the FISAP for certain Title IV programs did not agree to the related current year drawdowns per the U.S. Department of Education’s G5 system or total actual expenditures for the fiscal year. Differences were identified for the Federal Pell Grant, FSEOG, and Federal Work-Study programs. Criteria: In accordance with the FISAP instructions, depending on the program, total expenditures reported for applicable Title IV programs should agree to the current year drawdowns recorded in the G5 system or total actual expenditures for the program. Effect of the Condition: We found three Title IV programs where the total expenditures reported in the FISAP did not agree to the U.S. Department of Education’s G5 system or actual total expenditures. Accurate reporting is important as the FISAP data drives campus-based allocations and is used by the Department of Education for oversight. Cause of Condition: The College does not have a formal reconciliation and review process for the FISAP. Recommendation: We recommend the College develop reconciliation policies and procedures to address this issue. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Finding Number: 2025-006 Title: Policies and Procedures Related to Reporting To rectify these discrepancies, the College will implement a reconciliation and review process for the FISAP. The Chief Financial Officer (CFO) will review the FISAP to ensure that all reporting accurately reflects the current fiscal year’s totals in relation to drawdowns and expenditures. Specifically, it has been noted that the FISAP had incorrectly listed totals from the previous year rather than the accurate amounts recorded in the General Ledger (GL) and Common Origination and Disbursement (COD) system. This oversight will be addressed through the establishment of a detailed CFO review. A standardized procedure to reconcile the FISAP data with the drawdowns recorded in the G5 system and the actual expenditures will be created. This procedure will involve a systematic review of all financial aid programs, ensuring consistency and accuracy before submission of the FISAP. By enacting this corrective action plan, the College aims to ensure that its reporting practices meet federal guidelines and maintain the integrity of its financial aid programs. Management is committed to these actions and will ensure their timely and effective execution. Anticipated Completion Date: March 31, 2026
FAC accepted this audit on March 27, 2025 — management decision was due September 27, 2025.
From our testing sample of ten (10) students, we found six (6) instances where the calculation of the students’ percentages of completion during the payment period were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the payment period. We also found four (4) instances where the Title IV funds were not returned timely. We also found three (3) instances where changes in student status due to withdrawal were not reported timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, the number of days in the payment period should exclude any breaks of at least five (5) consecutive days where no coursework was taking place. Also in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. 39 Also in accordance with 34 CFR, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Effect of Condition: We found six (6) instances where the calculation of the students’ percentages of completion during the semester were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the semester. We also found four (4) instances where the Title IV funds were not returned timely. We also found three (3) instances where changes in student status was not reported timely. Cause of Condition: The College implemented a new system in the current year which resulted in errors in the number of days in the payment period. The College does not consistently follow its policies and procedures related to withdrawals. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Show full finding ▾Hide full finding ▴U.S. Department of Education Finding 2024-002 (continuing finding): Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency) Statement of Condition: From our testing sample of ten (10) students, we found six (6) instances where the calculation of the students’ percentages of completion during the payment period were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the payment period. We also found four (4) instances where the Title IV funds were not returned timely. We also found three (3) instances where changes in student status due to withdrawal were not reported timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, the number of days in the payment period should exclude any breaks of at least five (5) consecutive days where no coursework was taking place. Also in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. 39 Also in accordance with 34 CFR, Treatment of Title IV Funds When a Student Withdrawals, any changes to a student’s enrollment status are required to be reported within thirty (30) days, or within sixty (60) days if a roster file is expected within that time frame. Effect of Condition: We found six (6) instances where the calculation of the students’ percentages of completion during the semester were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the semester. We also found four (4) instances where the Title IV funds were not returned timely. We also found three (3) instances where changes in student status was not reported timely. Cause of Condition: The College implemented a new system in the current year which resulted in errors in the number of days in the payment period. The College does not consistently follow its policies and procedures related to withdrawals. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
2024-002 Plan: As of 03/20/2025 this is complete. Objective: Ensure that the Return to Title IV calendar is set up correctly. In order to address the original setup of the Return to Title IV calendar that was done with Colleague specialists in the original setup, we now confirm that the calendar is now correctly established and that the previous issues have been resolved. Initially, the calendar was impacted by the inclusion of four federal holidays, which led to inaccuracies. To rectify this, we conducted thorough research and collaborated closely with Ellucian support to devise a robust annual setup plan that will prevent the recurrence of such errors in the future. Moving forward, we have instituted a proactive approach in which we will meticulously review and manually count the calendar each year prior to the start of the academic year. This ensures that all holidays and relevant dates are accurately reflected in the calendar to align with federal guidelines, effectively mitigating any potential disruptions. Through these measures, we aim to maintain compliance and enhance the overall integrity of our Return to Title IV processes. Objective: Ensure that the Return to Title IV funds are returned within the 45 day timeline. lnorder to address the timely return of funds within the 45-day federal timeframe, we acknowledge that this was our first year utilizing a new system, which presented a learning curve for our team. To address this challenge, we partnered with the Ellucian team to implement an automated notification system that triggers alerts at the 30-day mark whenever a Return to Title IV (R2T 4) calculation has been performed but the associated funds have not yet been returned or transmitted for return. This proactive measure is designed to enhance our operational efficiency and ensure compliance with federal regulations. By enabling timely notifications, we can better maintain the integrity of federal policies and the R2T 4 process itself, allowing our staff to take appropriate action and ensure that funds are returned promptly. Furthermore, we will conduct periodic reviews of this system and its effectiveness to identify any additional improvements, fostering ongoing compliance and strengthening our financial processes in future academic years.
2023-001
From our testing sample of twenty-five (25) students, we found twenty-two (22) instances where notices of federal direct loans being credited to a student’s account could not be vouched. Criteria: In accordance with Volume 4 Chapter 2 of the Federal Student Aid Handbook, the school must notify the borrower in writing within 30 days of funds being credited to the account: 1) the anticipated date and amount of disbursement, 2) the right to cancel, and 3) the deadlines to notify the school if they wish to cancel. In accordance with Volume 2 Chapter 7 of the Federal Student Aid Handbook, a school must keep comprehensive, accurate program and fiscal records related to its use of FSA Funds. Student records should be retained to “show a clear audit trail for FSA program expenditures.” Effect of Condition: We found twenty-two (22) instances where borrower notifications were not retained. Cause of Condition: The College implemented a new system in the current year. Recommendation: We recommend the College develop policies and procedures to address this issue. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
Show full finding ▾Hide full finding ▴Statement of Condition: From our testing sample of twenty-five (25) students, we found twenty-two (22) instances where notices of federal direct loans being credited to a student’s account could not be vouched. Criteria: In accordance with Volume 4 Chapter 2 of the Federal Student Aid Handbook, the school must notify the borrower in writing within 30 days of funds being credited to the account: 1) the anticipated date and amount of disbursement, 2) the right to cancel, and 3) the deadlines to notify the school if they wish to cancel. In accordance with Volume 2 Chapter 7 of the Federal Student Aid Handbook, a school must keep comprehensive, accurate program and fiscal records related to its use of FSA Funds. Student records should be retained to “show a clear audit trail for FSA program expenditures.” Effect of Condition: We found twenty-two (22) instances where borrower notifications were not retained. Cause of Condition: The College implemented a new system in the current year. Recommendation: We recommend the College develop policies and procedures to address this issue. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement these recommendations immediately.
2024-003 Plan: As of 03/20/2025 this is complete. Objective: Ensure that there is a recorded time date stamp of the notification itself. Process: To implement this in an effective and accurate setup we will execute the Batch Assign Transmittal CM Codes (BATC) process to improve communication code assignment and correspondence management. To implement the Batch Assign Transmittal CM Codes (BATC) process, we will execute the BATC process immediately following the completion of the transmittal, ensuring all necessary parameters are set accurately. Next, we will establish a communication code through the Communication Management Center (CMC), with IT Support responsible for associating an immediate print document with the code. This setup will leverage the options available within the BATC system, including assignment to specific awards, categories, and exclusions as needed. Subsequently, we will utilize BATC to identify recipients for the communication code by setting parameters based on academic year, date ranges, award periods, and award categories. Once recipients are identified, we will verify that all students are included by checking the TA.ACYR file and the relevant code and date fields to ensure no omissions. Following this verification, we will assign the communication code within the CRI system, ensuring the status is marked as "Received" so that the immediate print document can be scheduled as pending correspondence. The next step involves managing the correspondence through the PCB process, with the option to use PCEX if necessary. It's important to ensure that the immediate print document is configured for email distribution. A review of the entire process will then be conducted by the office staff, analyzing outcomes and gathering feedback from team members to document any issues encountered and the resolutions applied. Finally, we will focus on continuous improvement, implementing feedback to address any problematic areas and scheduling a training session if required to cover the BATC and communication code processes. This structured approach aims to streamline operations and enhance accuracy in communication code assignments. This outlines the steps necessary to streamline the BATC process and enhance accuracy in communication code assignments. Regular reviews and adjustments based on team feedback will ensure ongoing improvement.
FAC accepted this audit on March 27, 2024 — management decision was due September 27, 2024.
From our testing sample of twenty-five (25) students, we found four (4) instances where student financial aid was incorrectly packaged. Four (4) students were under-awarded a federal direct subsidized loan. Criteria: Federal direct loans should be disbursed in accordance with the Federal Student Aid Handbook, Volume 3. Also, in accordance with 34 CFR 668.59, Consequences of a Change in an Applicant’s FAFSA Information, if an applicant’s FAFSA information changes, the student’s financial aid package should be recalculated. Effect of Condition: We found four (4) instances where student financial aid was incorrectly packaged. Four (4) students were under-awarded a federal direct subsidized loan. Cause of Condition: The College did not follow its policy to review the packaging of student financial aid and to review FAFSA information changes for the repackaging of student financial aid, primarily as a result of turnover within the College’s Financial Aid Department during the year. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Show full finding ▾Hide full finding ▴Finding 2023-001: Policies and Procedures Related to Packaging Student Financial Aid – SFA Cluster (significant deficiency) Statement of Condition: From our testing sample of twenty-five (25) students, we found four (4) instances where student financial aid was incorrectly packaged. Four (4) students were under-awarded a federal direct subsidized loan. Criteria: Federal direct loans should be disbursed in accordance with the Federal Student Aid Handbook, Volume 3. Also, in accordance with 34 CFR 668.59, Consequences of a Change in an Applicant’s FAFSA Information, if an applicant’s FAFSA information changes, the student’s financial aid package should be recalculated. Effect of Condition: We found four (4) instances where student financial aid was incorrectly packaged. Four (4) students were under-awarded a federal direct subsidized loan. Cause of Condition: The College did not follow its policy to review the packaging of student financial aid and to review FAFSA information changes for the repackaging of student financial aid, primarily as a result of turnover within the College’s Financial Aid Department during the year. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Corrective Actions: *Conduct a comprehensive review of the policies and procedures related to packaging student financial aid. Ensure that the guidelines for awarding federal direct loans align with the Federal Student Aid Handbook, Volume 3. *Utilize the newly implemented Ellucian Colleague software that is integrated with all offices directly involved with any facet of Title IV (registrar and billing) to follow a systematic process to review and verify student financial aid packages for accuracy. Establish protocols for identifying and rectifying instances of under-awarding federal direct subsidized loans. *Utilize Federal Student Aid training programs and other options for financial aid staff to enhance their understanding of federal regulations governing financial aid packaging. Emphasize the significance of recalculating aid packages when there are changes in FAFSA information to prevent under-awarding situations. *Create a standardized procedure for tracking and documenting FAFSA information changes and the subsequent adjustments made to financial aid packages. This will ensure transparency and accountability in the repackaging process. *Address the issue of turnover within the Financial Aid Department by implementing measures to enhance continuity and knowledge transfer. Document key processes and responsibilities to mitigate the impact of staff changes on financial aid operations. *Conduct regular internal training to ensure compliance with federal regulations and the effectiveness of the revised policies and procedures. Make adjustments as needed based on audit findings to maintain accuracy in financial aid packaging. By following these corrective actions, the College can mitigate the identified deficiencies in financial aid packaging and improve overall compliance with federal regulations. Completion Date: All actions listed above have been completed as of 03/01/2024.
From our testing sample of ten (10) students, we found six (6) instances where the calculation of the students’ percentages of completion during the payment period were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the payment period. We also found two (2) instances where the Title IV funds were not returned timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, the number of days in the payment period should exclude any breaks of at least five (5) consecutive days where no coursework was taking place. Also in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. Effect of Condition: We found six (6) instances where the calculation of the students’ percentages of completion during the semester were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the semester. We also found two (2) instances where the Title IV funds were not returned timely. Cause of Condition: The College did not follow its policies and procedures for calculating the number of days in the semester and for returning Title IV funds within the required timeline. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Show full finding ▾Hide full finding ▴Finding 2023-002: Policies and Procedures Related to Withdrawals – SFA Cluster (significant deficiency) Statement of Condition: From our testing sample of ten (10) students, we found six (6) instances where the calculation of the students’ percentages of completion during the payment period were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the payment period. We also found two (2) instances where the Title IV funds were not returned timely. Criteria: In accordance with 34 CFR 668.22, Treatment of Title IV Funds When a Student Withdrawals, the number of days in the payment period should exclude any breaks of at least five (5) consecutive days where no coursework was taking place. Also in accordance with 34 CFR 668.22, Treatment of Title IV Fund When a Student Withdrawals, all students who withdraw and receive Title IV funds should be identified so that return calculations can be performed and any refunds can be made within forty-five (45) days after the date of the school’s determination that the student has withdrawn. Effect of Condition: We found six (6) instances where the calculation of the students’ percentages of completion during the semester were computed incorrectly due to breaks of at least five (5) consecutive days being incorrectly computed in the calculation of the number of days in the semester. We also found two (2) instances where the Title IV funds were not returned timely. Cause of Condition: The College did not follow its policies and procedures for calculating the number of days in the semester and for returning Title IV funds within the required timeline. Recommendation: We recommend the College follow its policies and procedures to address these issues. Management’s Response: Management agrees and will submit a Corrective Action Plan to implement this recommendation immediately.
Corrective Actions: *Conduct a thorough review of the policies and procedures related to withdrawals, specifically focusing on the calculation of students' percentages of completion during the payment period and the proper handling of breaks in the academic calendar. *Implement additoinal training sessions for staff members responsible for calculating students' completion percentages to ensure they understand the correct methodology, particularly in accounting for breaks of at least five consecutive days. *Utilize the newly implemented Ellucian Colleague software in order to monitor and identify students who withdraw and receive Title IV funds promptly. Establish a clear protocol for performing return calculations and issuing refunds within the required 45-day timeline as per federal regulations. *Enhance oversight and monitoring processes to ensure compliance with 34 CFR 668.22 and other relevant regulations. Regular audits should be conducted to verify the accuracy of calculations and the timely return of Title IV funds. *Communicate updated procedures to all relevant staff members and provide ongoing support to ensure proper implementation and adherence to the revised policies. By implementing these corrective actions, the college can address the identified deficiencies and enhance its compliance with federal regulations concerning withdrawals and the treatment of Title IV funds. All actions listed above have been completed as of 03/01/2024.
FAC accepted this audit on March 5, 2023 — management decision was due September 5, 2023.
FAC accepted this audit on April 4, 2022 — management decision was due October 4, 2022.
FAC accepted this audit on May 11, 2021 — management decision was due November 11, 2021.
FAC accepted this audit on March 17, 2020 — management decision was due September 17, 2020.
FAC accepted this audit on March 15, 2019 — management decision was due September 15, 2019.
GSA_MIGRATION
Show full finding ▾Hide full finding ▴FAC accepted this audit on March 5, 2018 — management decision was due September 5, 2018.
FAC accepted this audit on March 29, 2017 — management decision was due September 29, 2017.
GSA_MIGRATION
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GSA_MIGRATION
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