Kentucky State University
Student File Review (continued)
Work Performed by Auditor & Findings:
We obtained the students information from the “SPAIDEN” screen within Banner. The following are findings related to student contact information:
We did not note any findings related to KSU email addresses; all appear to be on file.
We did not note any findings related to personal email addresses; all appear to be on file.
– 11. It was noted that the emergency contact information within Banner does not currently have a field for parent or guardian email address. The fields that are currently available are name, address, and phone number. Upon review of the student records there is one student with complete information, Alhojailan Abdullah, student ID #11026322. There is incomplete contact information for another student, Brittney R. Gately, student ID #11030907. The remaining eight students tested do not have any emergency contact information within Banner.
We did not note any findings related to student phone numbers; all appear to be on file.
– 14. All students tested have an address on file; however, seven out of ten have a permanent address on file, two out of ten have a mailing address on file, and the remaining one has their address designated as emergency contact. It is difficult to determine if the permanent address on file represents the student's local or home address. There is one student who is living on campus, Brittney R. Gately, student ID #11030907. She has an emergency contact address on file and not the local address where she is currently housed.
Student Contact Information - The following are recommendations based upon our observations, conversation with University personnel, and testing:
It appears there is no process currently in place to update student information on an annual basis. The University should considering requesting updated student information on a recurring schedule to ensure student records are complete and current. Also, address classifications should be applied consistently to allow for mail communication to be sent to the correct address.
To perform a detailed review of Fall 2014 billing for the ten students included in the sample. The following criteria were incorporated in our testing: