Determining the length of a scheduled break

Step 1 – First determine the last day that class is held before the scheduled break. The scheduled break begins on the next day.

Step 2 – Next determine the last day of the scheduled break. The scheduled break ends on the day before classes resume.

Step 3 – Count the days.

REMEMBER – If your institution’s academic calendar schedules classes that end on a Friday, but don’t resume until the Monday after the break your break may be up to nine days long. Once you’ve properly determined the length of your scheduled break, you can subtract it from the numerator and denominator of the R2T4 calculation, ensuring that your calculations yield the proper amount of aid for withdrawn students.

Knowing what to watch out for can help you avoid compliance problems.
R2T4 errors are one of the top three audit and program review findings at institutions each year. R2T4 errors related to academic calendars and scheduled breaks are often systemic because the schedule itself affects all students.

Institutions with questions about Title IV and compliance with Federal Regulations related to Federal Student Aid Programs are welcome to contact our office for assistance.

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ED recently released an updated program review guide packed with lot’s of great info to help schools and colleges understand the in’s and out’s of a program review. The new guide covers everything from general program review processes to procedures and guidelines for following up. According to the guide, these are the most frequently cited program review findings. 

These are the top ten most frequently cited program review findings at colleges and universities.

• Crime Awareness Requirements Not Met
• Verification Violations
• Return to Title IV Calculation Errors
• Student Credit Balance Deficiencies
• Drug Abuse Prevention Requirements Not Met
• Student Status – Inaccurate/Untimely Reporting
• Entrance/Exit Counseling Deficiencies
• Consumer Information Requirements Not Met
• SAP Policy Not Adequately Developed and/or Monitored
• Inaccurate Record keeping

How does your institution assess it’s risk and preparedness for audits and program reviews?

To learn more about how your institution can adjust its processes and reporting to minimize its risk of these federal student aid compliance issues, please contact us.

Get your 2018-2019 IRS Tax Return Transcript Matrix for ISIR Verification here!

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Recently accredited schools seeking participation in Title IV Federal Student Aid Programs, often must implement a number of institutional policies and procedures beyond those required by their accrediting body. These policies are federally required policies of the U.S. Department of Education and a prerequisite for becoming an approved institution.

For existing institutions, updating and maintaining policies and procedures is essential for ensuring that their financial aid and other related offices remain current with the latest regulatory requirements, and helps financial aid staff members process aid compliantly and consistently.

Policies and Procedures – Assessment and Development

Whether you need help drafting new policy statements and procedural documentation or reviewing and updating existing ones to comply with best practices, we’re here to help.

We’re here when you need us. Contact Higher Ed Executives today for more information.

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Schools and colleges are required to disclose a wide range of consumer information to students and families each year.  Many of these disclosures must be updated and distributed to students annually. Additionally, schools must report data to the U.S. Department of Education each year to stay in compliance, including IPEDS, FISAP, Teacher Preparation, Campus Crime Statistics, Intercollegiate Athletic Program Participation Rates, Gainful Employment and information about student outcomes such as graduation, retention and placement rates.

Failure to meet these requirements has been cited as a top audit and program review finding. To ensure that your school is meeting the disclosure and reporting requirements, we thoroughly review your school’s current consumer disclosures and reporting practices.

Assessing your institution’s compliance with consumer information disclosure and reporting requirements can help you stay ahead of problems while ensuring that current and prospective students as well as the public at large have all of the information they need to make informed decisions about your school.

Contact us today for more information

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Higher Ed Executives provides trusted audit and program review support tailored for higher education leaders. Our consultants bring decades of on-campus experience in Title IV compliance, accreditation standards, and federal financial aid administration. We partner with institutions to not only resolve findings, but also to strengthen internal controls that reduce future risk.

With our guidance, your institution can:

• Respond to audit and program review findings with confidence
• Reconstruct student files and recalculate awards accurately
• Implement corrective action plans that satisfy ED requirements
• Manage Heightened Cash Monitoring and Reimbursement situations
• Draft clear, defensible responses and appeals to ED determinations

Our expertise helps you reduce liabilities, safeguard accreditation, and maintain uninterrupted financial aid operations; all while protecting your institution’s reputation and financial stability.

Do not let an audit or program review derail your institution. Schedule a confidential consultation with Higher Ed Executives today and take the first step toward protecting your school’s compliance and financial future. Get in touch with us today to learn more.

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Higher Ed Executives helps institutions take control of the process through proactive program review risk assessments. With nearly two decades of experience in financial aid compliance and accreditation consulting, our team understands what the Department looks for – and where schools are most vulnerable.

By working with us, your institution can:

• Identify risk areas before a program review occurs
• Strengthen internal controls to reduce potential findings
• Train staff on compliance responsibilities and FSA requirements
• Ensure policies, procedures, and consumer information are current and accurate
• Improve recordkeeping and coordination across Financial Aid, Registrar, and Business Offices

The best program review strategy is preparation. Our assessments not only reduce risk but also help position your institution for long-term stability, stronger compliance, and continued access to Title IV financial aid programs.consumer information, preparing for or responding to a program review, we’re here to help.

Don’t wait for the call from the Department of Education. Schedule your program review risk assessment with Higher Ed Executives today and gain the confidence of knowing your institution is prepared. Get in touch with us today to learn more.

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Higher Ed Executives helps colleges and universities establish formal mechanisms for evaluating institutional performance with reliable, consistent metrics. Our benchmarking and analytics framework integrates hundreds of data points to give leadership teams and Boards a comprehensive understanding of institutional health.

With our support, your institution can:

• Track year-over-year performance across enrollment, retention, graduation, and licensure outcomes
• Evaluate financial strength through revenue sources, expenditures, and productivity measures
• Benchmark against peer and competitor institutions to understand positioning in the higher education marketplace
• Align performance indicators with your mission, role, and scope for context-rich reporting
• Turn raw data into actionable insights that inform strategic decision-making

By applying analytics tools, comparative benchmarks, and proven evaluation methods, we help transform data into a strategic asset. The result is clarity, accountability, and confidence when answering the questions that matter most to your Board, accreditors, and campus stakeholders.

Don’t wait for your Board to ask tough questions without clear answers.

Contact Higher Ed Executives today to schedule an institutional performance assessment and gain the insights you need to lead with confidence. Contact us today to get started.

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