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What Do You Know About Date of Determination?

Enrollment compliance reporting is based on the date a school discovers that a student dropped below half-time, not necessarily the actual date that the student’s status dropped. Sometimes there is confusion as to when the compliance “clock” starts ticking when evaluating compliance reporting.

According to Volume 5, Chapter 1 of the FSA Handbook:

Date of the institution’s determination that the student withdrew

The date of the institution’s determination that the student withdrew varies depending on the type of withdrawal. For example, if a student begins the official withdrawal process or provides official notification to the school of his or her intent to withdraw, the date of the institution’s determination that the student withdrew would be the date the student began the official withdrawal process or the date of the student’s notification, whichever is later. If a student did not begin the official withdrawal process or provide notification of his or her intent to withdraw, the date of the institution’s determination that the student withdrew would be the date that the school becomes aware that the student ceased attendance.

Keep this guidance handy for you next audit. Questions on date of determination? Contact the Audit Resource Center.

Don’t Let Audit Season Sneak Up On You!

Start planning now with these quick tips to help you review your compliance reporting and prepare for audit season.

1.     Review your schedule of transmissions with the Clearinghouse.

2.     Review your “History of NSLDS SSCRs Processed by the Clearinghouse.” This will show you when the Clearinghouse processed your school’s most recent enrollment reporting roster.

3.     Review the data within your SIS system.

  • Are withdrawal dates accurate?
  • Are student SSNs correct?
  • Are status changes captured properly?
  • Is program-level enrollment status calculated properly to match campus-level enrollment status?

4.     Periodically review sample students on the Clearinghouse secure website to ensure their enrollment history is accurate.

5.     Review your policies and procedures to make sure they are up to date and accurate!

6.     Engage your colleagues: how can your whole team help contribute to compliance? Is there a periodic monitoring process you can develop and  execute as a team?