BeautyLink - Volume 6, Issue 3 - (Page 26)
AND THEN THERE'S
It's Not Too Early
to Begin Thinking
About Your Audit
when many of us breathe easier
knowing we don't have to worry about that annoying
audit until next year. When I received BeautyLink's
request to write an article about preparing for a
year-end audit, my first response was, "Can't we
take it easy for a month or two before thinking about
next year?" Perhaps this is your response as well.
However, writing this article did get me thinking
about the traditional thought process when it comes
Many of us view an audit as the time when someone looks at our stuff to find mistakes, brings those
mistakes to our attention and then tattles to the
government about our mistakes. We view our audit
as a test and we hope we have the right answers.
In reality, an audit is a test of our process more
than it is a test of our specific files. Skip the next
paragraph if theoretical discussions put you to sleep
or cause you to pull your hair out.
Audit theory is all about assessing an entity's
processes to determine what steps should be taken
so that management can say everything is okay.
The auditing tests are conducted to give us auditors
the ability to apply the results to the whole entity.
When conducting a beauty school audit, the auditor's
focus is to develop a statement about your school's
process and its ability to correctly administer Title
IV. We achieve that insight by testing specific files
Therefore, the real question you have to ask yourself
when preparing for an audit is, "How is my process?"
Is your process a well-oiled machine gun spitting
out consistent results again and again? Or, does your
process more closely resemble my golf game, where
consistency is never the word that aptly describes it?
What can school owners do to achieve a more consistent and consequently stress-free audit process?
JULY IS A MONTH
"The best way to
keep an auditor
happy is to have
as this suggests
It also gives the
you know what
you are doing."
Review your process. In your last exit interview,
or in subsequent discussions with your auditor,
was there a discussion about your process? Are there
checks and balances in that process? For example, at
each critical juncture, are there at least two people
who look at things to make sure everything is correct? Have you identified those critical points (award,
disbursement, SAP, drop and graduation)?
Streamline your documentation. Most auditors
will readily admit to clients that we prefer to
have only the absolute required documentation in
the audit file. It is natural to assume that if you put
everything in the file, you are protected. However,
everything in the file must be consistent and support
the actions you took. An easy example is collecting household information on all students regardless of selection for verification. If that information
is obtained and retained in the file, you are obligated to make sure it all supports the aid awarded
Do your own audit during the year. I know
many of you are thinking you don't have time.
However, it doesn't have to be a full audit. Your miniaudits can focus on a specific attribute or issue. If
you had a finding on verification last year, then just
Faculty Development and NACCAS Requirements
Many AACS Schools are accredited by NACCAS. NACCAS has a continuing education requirement that states the following:
"Within each year of employment, each regularly employed instructor (but not substitute instructors) meets the
applicable state requirements for continuing education or obtains 12 hours of continuing education, whichever is
greater. Continuing education completed in person or online, includes a minimum of 4 hours in teaching methodology."
The AACS Online Training Center has 29 courses for ground faculty and 14 for online instructors that can help satisfy this
requirement, particularly the minimum 4 hours in teaching methodology. Faculty development is the most popular training
category for AACS members. To learn more, visit www.aacstraining.org/category/compliance.
| BE AU T Y L I NK | CEL *E*BR AT E | 2014
Table of Contents for the Digital Edition of BeautyLink - Volume 6, Issue 3
Message From the Aacs President & CEA Chair
The Workings of Washington
The Art of the Consult
A Student’s Perspective
Celebrating Our Graduates
Access and Affordability
And Then There’s Compliance
Are You Ready to Thrive?
Navigating the Acquisition Path
Creating a Marketing Mixture
Culture Trumps Strategy
Beauty Changes Lives
20 Ways to Celebrate You
Battle of the Strands
Students Leaving the Beauty School “Nest''
Why Every Educator Needs to Be at CEA This Year
Step by Step
Voices From the Classroom
People & Places
Create a Recipe for the Future
New Products & Services
Associate Member Profiles: Furniture Manufacturers
New School Members
Upcoming 2014-15 Events
Index to Advertisers
BeautyLink - Volume 6, Issue 3