Get Your Students Hired
My opinion on that subject, is not how to avoid the review, but how to be prepared for one. There is no way to avoid one, because there are so many factors that can trigger a review. Some reviews are mandatory depending on the agency doing the review.
Mr. McGuffee, you are right on point. We must stay on top of our student files. therefore we will always get a clear when it comes to being audited
Hello,
I completely agree. You cannot avoid a program review but you can prepare for one. Our Corporate Compliance team has developed a check list and we call it the surprise binder. There are 24 items that we have to compile yearly. These are common items that the DOE asks for when they come to a school. This binder takes the entire school about two weeks to compile. It is labor intensive but from what the compliance team has seen it is well worth it. We also have quarterly internal audits that we mail in and an annual internal audit that is performed by the compliance team in person. The in person compliance audit acts as if they were the DOE and writes the schools up for any concerns. The school then has to write a corrective action plan to resolve any of the concerns. I believe this has taught the school what to expect if/when the DOE visits.
Cortni
Maria,
Your standard operating procedures are a great tool to ensure continued compliance. You are making sure all documents are in order and accurate more than one review - Great Job!
Sincerely,
Chyrl Ayers
The best thing is to keep all files organized in the same order so it will be easier to the reviewer to do his job. We have created a file review worksheet and we include one in each file so we can review it one more time using the worksheet before it goes to the drawer. This way we can find if there was any mistake during the process or if something is missing.
Jessica,
I have found myself in similar circumstances over the years and the approach described above is the best. Select a goal, set a starting and ending point and dive into the reorganziation or process/procedure. I would recommend that you limit yourself and/or your team to one major endeavor or a couple of small ones to prevent any delays or oversight due to the overwhelming nature of the project.
Best wishes as you undertake this mission.
Sincerely,
Chyrl Ayers
I am in the process of reorganizing all of our school's FA files. Unfortunately, my predecessor wasn't as organized and detailed-oriented as I like to think that I am. I would be afraid at this point if we were chosen for a program review of our campus files. With that said, our current FA director has implemented the use of a checklist to ensure we have all the necessary documents and that they are in order. She has also been working very closely with me as well as our other FA officers at the other schools to prepare us for a program review.
Samantha,
Agree Samantha, One of the good things about schools having a yearly SFA audit is that it prepares you for program reviews from the Department or your accrediting agency. If you stay on top of your student files and understand the ever-changing regulations you should have no issues with the Department.
Regards,
David McGuffee
Having more than one set of eyes in your department (no more than 3 I would say)auditing files ensures that when the time comes for an external or internal corporate audit you can be sure that you have done everything needed and have clean files that are in accordance to dept. regulations.
Ricardo,
Organization and double-checking your student information is very important to a success program review. If you have a program review make sure all records - student files, fiscal and other documents are provided in an organized manner. Prevention is the key to a successful review.
Sincerely,
Chyrl Ayers
I totally agree with you, to avoid a program review I will have all files organize and accurate with their proper calculations.
Samuel,
Audits are a good way to determine areas that require strengthening. Also, it will identify areas that are strong within your department. Preparation is a key to successful audits and program reviews, etc.
Best wishes in your process with financial aid online education.
Sincerely,
Chyrl Ayers
Being prepared for a review is a wonderful aspect of working in Financial Aid. My institution recently had two reviews in the same month by different reviewers. As stressful as this time was for me and the rest of the staff, it pointed out important aspects of my position that require additional attention as well as future steps I can take to ensure more detail-oriented procedures. I found the reviews to be a simple process that were not as taxing as I assumed they would be. Being prepared and doing your best is all you can do.
Eugenia,
Great ideas. It is important for you and the staff to be proactive in monitoring the files and the documentation to support the awarding and disbursing of FSA Funding. I recommend you continue the monthly audits to ensure accuracy.
Chyrl Ayers
I agree, you always have to be one step ahead. First steps are taking your time and being accurate not rushing through. Also do a monthly audit on your files and make sure you didn't miss anything the first time around.
At all times we review each other's files as if we were auditors, making sure our i's are dotted and t's are crossed.
Megan,
Your structure and discipline of performing a quarterly audit is a great way to insure compliance within your files and posting to AR. It is important to take the time to insure that all documents and postings are accurate and timely processed for your students. I am sure that it is difficult to find the time to always inspect your work or the work of your team; however, it is critical to insure compliance.
Sincerely, Chyrl
We do a quarterly audit on our files to make sure each student's account and file is accurate and up-to-date. This definitely helps our stress levels when it does come time for a program review.
Kathy,
Short and sweet but very much to the point on how to avoid or what to do to be prepared for it. It may be a good exercise to have "mock" reviews to insure that everyone is processing and storing documents appropriately.
Sincerely, Chyrl