CampusVue Student File Overview

  • Have all FA disbursement receipts been printed?

  • Have all withdrawal letters been printed within 1 week of due date?

Enrollment Agreements

  • Student Sample pulled prior to audit

  • Enrollment Agreement
  • Student Name and Number

  • Is student information complete / correct?

    (Name, SSN, Address, City/State, Zip, Telephone Number and DOB)

  • Is program information complete / correct?

    (Title, Total Clock Hours, Total Credit Hours, Total Weeks, Type of Program)

  • Is class information complete / correct?

    (Start Date, Class Days, Class Time, Completion Date)

  • Are all program costs listed correctly and accurately?

  • 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?

  • Does this student have any Federal VA Loans or Alternative Loans?

  • Enter loans here

  • Loans
  • Type of loan

  • Enter date loan was received in bank account

  • Enter date when loan was posted to student ledger

  • Period of time it took to post loan to ledger

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

  • Reentry
  • 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 over 60 days

  • Review of past due accounts over 60 days

  • Past Due Account
  • Student name and ID

  • How long since the student made a payment

  • How long since last contact was made with the student?

  • Were notes added to CampusVue after contact was made?

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

Campus Processes and procedures

Cash Controls and Processes

Bank Deposits

  • Are funds collected being stored in a safe secure location?

  • Are checks recieved stamped "For Deposit Only" immeadiately after recieving from the student?

  • How often are bank deposits being made?

  • Who makes the deposit?

  • Are bank deposits closed out in CampusVue Daily?

  • Are deposits wating to be taken to the bank locked in a secure location?

  • Are the bank deposit receipts verified against CampusVue Deposit Reports?

  • What issues were found with bank deposits?

Petty Cash

  • Is petty cash stored in a secure location?

  • 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?

  • Did petty cash in drawer tie back to petty cash report?

  • 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?

  • What issues were found with petty cash?

General Ledger Process

  • Do you know where the current GL mapping file is located?

  • This is an action item that should be addressed in the Campus Action Plan

  • Has the file been distributed to those responsible for coding expenses?

  • Who codes all Campus invoices?

  • Who approves all campus invoices?

  • What is the campus policy for approving invoices?

Student Collection Process

  • How often does the Business Office run a past due cash report?

  • How often are students contacted about past due amounts?

  • How are students contacted when account is past due

  • Are reciepts being provided to students to verify payment?

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

  • How often are CampusVue Notes updated on collection issues?

  • What issues were found with the campus collection process

Bad Debt

  • Is the bad debt report sent out by Accounting reviewed on a monthly basis?

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

  • Is the Campus President involved in reviewing bad deb reports and student collection issues?

  • Have student accounts with remain outstanding balances or students being repackaged been communicated to Financial Aid?

  • What steps are taken to clear these balances from the Bad Debt Report?

  • What process do you use to follow up on these remaining balances or students being repackaged?

Inventory

Inventory Process

  • Are all inventory discrepancies being researched

  • This is an action item that should be addessed in the Campus Action Plan

  • Who is receiving Inventory at the campus?

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

  • Are all items in the shipment matched against the packing slip?

  • Are all deliveries being matched against a Purchase Order?

  • Are items being recieved in Workplace within 24 hours?

  • Is there a process in place to handle discrepancies found on a shipment?

  • This is an action item that should be addessed in the Campus Action Plan

  • How often is inventory reconciled?

  • Does the campus have a documented policy to return inventory items?

  • This is an action item that should be addessed in the Campus Action Plan

Work Place

  • Who is ordering Inventory

  • Who has access to Workplace.

  • What are the responsiblities within workplace of those identified?

  • Are releases being performed within 24 hours after inventory is handed out?

  • This is an action item that should be addessed in the Campus Action Plan

  • What issues were found with Workplace

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 template changes to Accounting?

  • Does the BOM have a clear understanding of the Book Margin Process?

  • Are book margins kept between 35%-45% each month?

  • Are non-inventory items being placed to Inventory GL Accounts?

Interviews

Students

  • Student being interviewed

  • Student
  • Enter Student Name and Number

  • How would you rate the Business Office in customer service?

  • Enter comments

  • 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?

Management Staff

  • Department being interviewed

  • Department
  • Department and Manager's Name being interviewed

  • 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

  • Director being interviewed

  • Director
  • Director's Name being interviewed

  • 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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