The University of Charleston, Inc.Higher Education

Condition: The University did not report student enrollment data to the National Student Clearinghouse within the minimum required timeframe. Criteria: Based on requirements set forth by 34 CFR Section 685.309(b)(2), the University is responsible for notifying the National Student Loan Data System (NSLDS) to changes to student’s enrollment data within minimum required timeframes. Cause: We noted that the University experienced significant turnover in the Institutional Researcher position, which was responsible for reporting enrollment data, leading to enrollment data not being reported timely. Context: From a population of 34 students that withdrew officially during a term, we tested 8 students and noted that 1 of those students’ withdrawals was not timely reported. In addition, batch enrollment reporting was not completed timely during two months of the year. Effect: Enrollment data was not reported timely or accurately to the Department of Education thus, the Department could not properly service the student’s loans. The accuracy of Title IV student loan records depends heavily on the accuracy of the enrollment information reported by institutions. Repeat Finding: Yes, see 2024-001. Recommendation: We recommend that a review process be put in place to ensure timely and accurate enrollment reporting to NSLDS.

Condition: The University did not report student enrollment data to the National Student Clearinghouse within the minimum required timeframe. Criteria: Based on requirements set forth by 34 CFR Section 685.309(b)(2), the University is responsible for notifying the National Student Loan Data System (NSLDS) to changes to student’s enrollment data within minimum required timeframes. Cause: We noted that the University experienced significant turnover in the Institutional Researcher position, which was responsible for reporting enrollment data, leading to enrollment data not being reported timely. Context: From a population of 47 students that withdrew officially during a term, we tested 11 students and noted that 6 of those students’ withdrawals were not timely reported. In addition, batch enrollment reporting was not completed timely during four months of the year. Effect: Enrollment data was not reported timely or accurately to the Department of Education thus, the Department could not properly service the student’s loans. The accuracy of Title IV student loan records depends heavily on the accuracy of the enrollment information reported by institutions. Recommendation: We recommend that a review process be put in place to ensure timely and accurate enrollment reporting to NSLDS. Corrective Action: The University recognizes the untimely staff turnover and the impact it has had on University compliance. University leadership has taken steps to ensure immediate and future compliance with the regulations referenced in this finding. The following corrective action plan has been implemented to prevent delays in future reporting. An experienced Institutional Researcher (IR) has been hired for the University, with over 20 years of student enrollment data management and reporting to the National Student Clearinghouse (Clearinghouse). The schedule for reporting student enrollment has been modified to reflect reporting within 30-to-45-day intervals. Reporting at this interval will ensure compliance with the 60-day requirement. Email notifications of enrollment reports due, enrollment reports submitted, correction reports, and report delinquencies from the Clearinghouse are now sent to the IR, the Registrar, and the Provost’s Office. The Provost and the IR meet at least weekly regarding compliance and ongoing reporting for the University.