CampusVue Student File Overview

  • Have all FA Disbursements Receipts been printed (Run Cash Receipt Report - CampusVue --> Reports --> Student --> Cash Receipts. Verify there is a date posted for all EFT Received)

  • Have all Withdrawal Letters been printed within 1 week of due date? (CampusVue --> Reports --> Contact Manager --> Activity Detail)

  • Have all VA and Alternative Loans been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

  • Have all VA and Alternative Loan Refunds been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

  • Have all Title IV Credit Balances been reviewed and resolved in a timely manner?

Enrollment Agreements

    Student Sample pulled prior to audit
  • Enter Student Name and Number

  • Is Student Information (Name, SSN, Address, City/State, Zip, Telephone Number and DOB) Complete / Correct?

  • Is Program Information (Title, Total Clock Hours, Total Credit Hours, Total Weeks, Type of Program) Complete / Correct?

  • Is Class Information (Start Date, Class Days, Class Time, Completion Date) Complete / Correct?

  • Are all Program Costs listed correctly and Accurate?

  • Has Student initialed all Terms associated with contract?

  • Has the certification statement been dated and signed correctly by the Student?

  • Has the Enrollment Agreement been signed by Applicant and School Representative?

Credit Memo's

  • Student Sample pulled prior to audit

  • Credit Memo
  • Enter Student Name and Number

  • Is Student Name listed correctly?

  • Is Student ID listed correctly

  • Is Program Name listed correctly?

  • Is the Start Date listed correctly?

  • Are Program Charges from Catalog Addendum posted correctly?

  • Is the Number of Weeks in Program listed correctly?

  • Are the AY Weeks posted correctly?

  • Are the weeks remaining after credits posted correctly?

  • Are taxes posted correctly (including STRF for CA schools)?

  • Does the credit memo have all needed signatures and dates?

  • Are the Course Names / Numbers listed correctly?

  • Are Clock Hours posted correctly?

  • Are Clock Hours for Term posted correctly?

  • Are the number of weeks in Term correct?

  • Have any Non-Tuition Credits been listed correctly?

  • Are the Start and End Dates for each AY listed correctly?

Re-entry Within 180 Worksheet

    Student Sample pulled prior to audit
  • Enter Student Name and Number

  • Is Student Name correct?

  • Is Student ID correct?

  • Is Program Name listed correctly?

  • Are charges posted correctly?

  • Are the Weeks Remaining to be Completed upon Reentry posted correctly?

  • Are the AY Weeks listed correctly?

  • Are the Start and End Dates for each AY listed correctly?

Past Due / Collections

  • Review Past Due Accounts over 60 days

  • Past Due Accounts
  • Enter Student name and ID

  • How long since the student has made their last payment

  • Has student been contacted? If no, why?

  • Has a payment plan been discussed with the student to bring them current?

Campus Processes and procedures

Cash Controls and Processes

Bank Deposits

  • Are Checks receieved stamped "For Deposit Only" immeadiately after recieving from the student?

  • How often are bank deposits being made?

  • Are bank deposits closed out in CampusVue Daily?

  • What controls are in place for Bank Deposits

Petty Cash

  • Where is the petty cash drawer stored?

  • Is the petty cash being signed for when handed out?

  • Do the Receipts on file and cash on hand equal the total Petty Cash GL Amount?

  • Are all reimbursements being properly coded according to the GL?

  • Is the Petty Cash Reconciliation being provided to the Accounting Department on a quartely basis?

  • Has Buisness Office Manager read the currenty Petty Cash Policy?

  • Are Petty Cash Funds being properly used according to the policy?

Student Collection Process

  • Are funds being stored in a safe secure location?

  • How often are students contacted about past due amounts?

  • Is the Campus President notified about students who are past due over 60 days on a monthly basis?

  • What is the campus procedure for collecting payments?

  • What procedure is followed for the deposits taken to the bank?

  • Are these duties segregated?

  • Are reciepts being provided to students to verify payment?

Bad Debt

  • Is the bad debt report sent out by Accounting reviewed?

  • Have the previous months students that were identified as having the largest increase been contacted?

  • Is the Campus President involved in this process?


Inventory Process

  • What is return policy for your campus?

  • Who is recieving inventory?

  • Who has access to the inventory / inventory room on campus?

  • Are deliveries being match against a Purchase Order?

  • Are all items in the order checked prior to recieving the items?

  • What is the process for items that are in excess to what was ordered?

  • What is the process for recieving inventory?

Work Place

  • Who is ordering inventory?

  • How often are releases being done in workplace

  • What is the procedure for releasing inventory?

Book Margin

  • Is the book margin accrual report sent by Accounting at the end of the month being reviewed?

  • How often do you communicate book change templates to Accounting?

  • How are non-inventory items being coded?



  • How is Business Office Customer Service at the Campus?

  • Do you have any suggestions that you would like to share?

  • What more can the Business office do for the Student Population?

  • Enter Student Name and ID

Management Staff

  • Enter Name and Department being interviewed

  • Management
  • How would you describe the customer service the BOM and the student body?

  • How does the BOM provide assistance to your dept and how does your dept provide assistance to the Business Office?

  • Are there any areas that impact your deparment that could use improvement and more assistance from to Buisiness Office.

Campus President / Operation Manager

  • Which skillset of the BOM or function of the Business office has been most useful to you and / or the campus

  • Which function of the Business Office and / or responsibilities of the Business Office Manager could use the most improvement?

  • How would you describe the customer service that the BOM provides the to the campus and student body

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