MnSCU Audit Committee
September 17, 2003
An Assessment of
Practices for Monitoring
Satisfactory Academic
Progress for Financial Aid
Recipients
John Asmussen
Beth Buse
Mike Lopez
Christopher Halling
September 17, 2003
FY 2003 Financial Aid
Federal Grants
Federal Loans
$103,528,779
247,229,258
State Grants
39,735,943
State Loans
31,558,940
Total Fin’l Aid
Fin’l Aid Recipients
$422,052,919
89,465
Risk Assessment
• Do institutional policies comply
with federal financial aid
regulations?
• Have institutions used ISRS
effectively to monitor academic
progress?
• Is there evidence that institutions
have suspended students?
Preliminary Results
• Institutions are Reviewing
Preliminary Risk Assessments
• Common Problems Observed
– Policies
– ISRS implementation
– Some institutions not recording
suspensions
Action Plan
• Finalize Policy Review and Risk
Assessment
• Raise Awareness
• Provide Training & Tools
• Revise Board Policy 2.9 and
Develop Chancellor’s Procedure
• Refer to Education Policy
Committee
System-level
Accountability Framework:
Student Participation Rate Data
John Asmussen
Leslie Mercer
Craig Schoenecker
September 17, 2003
SYSTEM-LEVEL ACCOUNTABILITY FRAMEWORK
Assumptions: Strategy Alignment with Future Trends
Demographics
Economic
Technology
Societal/Legal
Competition
Assessments: Progress Toward Implementing the Strategic Plan
Inputs
Access & Opportunity
Access to
Programs &
Courses
Processing
Outputs
Fully Integrate the
High Quality Learning
System
Programs & Services
Composite Indicators
Fiscal & Physical
Capital Utilization
Human
Resources
Financial
Resources
Availability
Student Learning
Student
Satisfaction
Student
Engagement
Planning &
Resource
Alignment
Outcomes
Community &
Economic Vitality
Program
Development
External
Partnerships
Economic
Development
Community
Engagement
Work Plan Priorities
Fundraising
System
Organizational
Structure
Emerging
Technologies
Leadership
Development
Assurances: Meeting Legal & Policy Expectations
Laws & Policies
Monitoring
Legal & Policy
References
Scheduled Approvals &
Reports
Exception Reports
xxx xxxxxxx
xxx xxxxxxx
Legislative Audit Reports
for Fiscal Year 2003
John Asmussen
Claudia Gudvangen
September 17, 2003
Report on Timeliness of
Academic Program Approvals
John Asmussen
Leslie Mercer
September 17, 2003
Objectives
• Determine type and number of
program change applications
submitted to the Office of the
Chancellor.
• Review processes and time cycle
for program approvals.
Academic Program Applications
4/1/2002 to 3/31/2003
N = 1,597
Conclusions
• Academic program changes
communicated effectively.
• Campus processes varied widely.
• Nearly all program changes
approved on a timely basis.
• Program changes that lacked
consensus required more time.
• High praise for OTC staff.
Other Observations
• Criteria for unnecessary
duplication of academic programs
needs definition.
• ISRS module needed for
maintaining academic program
inventory.
Internal Auditing
Annual Report
John Asmussen
September 17, 2003
Legislative Audit Findings
Internal Auditing Hours: 1998-2003
20,000
18,000
16,000
Hours
14,000
12,000
Admin
Planning
Technical
10,000
8,000
6,000
4,000
2,000
0
1998
1999
2000
2001
Fiscal Year
2002
2003
Internal Auditing Hours:
FY 2003 Budget vs. Actual
Activity
Technical Services
Assurance Services
Inquiry/Investigations Support
Consulting Services
Professional Advice
Planning & Development
Percentage of Total Applied Hours
Percentage of Staff
Hours
Audit
Plan
Actual
54%
8%
18%
11%
9%
53%
11%
18%
10%
8%
100%
100%
MnSCU Office of
Internal Auditing
A CATALYST
FOR IMPROVEMENT
Website: www.internalauditing.mnscu.edu