MAFAA SPRING CONFERENCE MAY 4, 2012 TOP PROGRAM REVIEW FINDINGS FROM THE MN OFFICE OF HIGHER EDUCATION

FINDINGS PER FISCAL YEAR FY TOTAL FINDINGS ,214

FINDINGS PER PROGRAM PROGRAMFINDINGS MSG 454 CCG 269 SELF 147 SAP 93 REFUND 72 SWS 61 MGIB 45 MISP 38 STU ACCT 15 REC-ND 7 REC-SD 4 ACHIEVE 6 OTHER 2 SOS 1 TOTAL 1,214

MSG Unit calculation Verification not completed Enrollment level at disbursement Non-resident Late FAFSA No year-end reconciliation

MSG—Unit Calculation Issues PSEO No transcripts Transcripts not translated correctly Quarter vs. semester units “W” grades not on transcripts—attempted credits versus earned Double counting of consortium or transfer credits

Child Care Grant Calculation Units—same as MSG Retroactive payments not made Verification not completed Errors on end of year reports

CCG—Calculation Issues Not using OHE spreadsheet or using own Family income and family size Enrollment levels Paying for full term when daycare weeks less Data entry into OHE spreadsheet—not allowing it to do the work Wrong hourly cap County assistance not properly used Not running separate calcs for each child/term

SELF Loan EFA and COA not certified or missing items Loan period not matched to COA/EFA Paid to student in default No written definition of grade levels Not doing multiple disbursements Max effort test not being done—no SAR Funds not disbursed/returned within rules Disbursing to students on LOA

SAP No policy or missing elements such as MTF, LOA, transfer credits, change of major “W” grades not on transcripts Definition of full-time, three-quarter, half Probation not defined Transcripts not updated to current time NOTE: ALL OF THIS REFERS TO OLD SAP RULES

Refunds Policy incomplete or missing Not separating MN policies from federal Errors using MN refund form—Lines A & B in particular, also the allocation of refunds Late refunds to OHE Not properly following 141 tuition and fee retention policy—e.g. not using calendar days

State Work Study End of year report to OHE late and/or with errors Non-resident Budget worksheets to determine need do not match to financial aid year Paying to students enrolled less than half-time

MN GI Bill Ineligible veteran—not meeting requirements of the program Not recalculating when other aid changes— especially VA benefits Paid students when applications received after end of term Budget problems—2 year vs. 4 year

MN Indian Scholarship Not updating worksheets or OHE when additional aid becomes known, COA changes, etc. Not checking for changes noted above at time of each disbursement Paying students enrolled less than ¾ time Not updating worksheets or OHE when additional aid becomes known, COA changes, etc. Not checking for changes noted above at time of each disbursement Paying students enrolled less than ¾ time

Student Accounts Credit balances held past 14 days without written authorization from student No student accounts set up or inadequate to comply with MN policies

North & South Dakota Reciprocity Including tech students on year end report Not charging correct tuition or surcharge

Over and Under Awards OVER AWARDSUNDER AWARDSNO $$$ EFFECTSTOTAL OF FY 06 TO FY11 STUDENTS GRANT/SCHOL 1,190 $ 1,499, $ 162, ,866 SELF 58 87, SWS 39 44, ,287 $ 1,631, $ 162,536 1,111 2,875