Tips on Starting an NCUA Exam Efficiently

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Tips on Starting an Exam Efficiently

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This podcast provides you the ability to listen to new regulatory guidance issued by the National Credit Union Administration, and occasionally the F D I C, the O C C, the F F I E C, or the C F P B. We will focus on new and material agency guidance, and historically important and still active guidance from past years that NCUA cites in examinations or conversations. This podcast is educational only and is not legal advice. We are sponsored by Credit Union Exam Solutions Incorporated. We also have another podcast called With Flying Colors where we provide tips for achieving success with the N C U A examination process and discuss hot topics that impact your credit union.

Samantha: Hello, this is Samantha Shares.

This episode covers NCUA’s issuance of
Tips on Starting an Exam Efficiently.

The following is an audio
version of that webpage.

This podcast is educational
and is not legal advice.

We are sponsored by Credit Union
Exam Solutions Incorporated, whose

team has over two hundred and
forty years of National Credit

Union Administration experience.

We assist our clients with N C
U A so they save time and money.

If you are worried about a recent,
upcoming or in process N C U A

examination, reach out to learn how they
can assist at Mark Treichel dot com.

Also check out our other podcast called
With Flying Colors where we provide tips

on how to achieve success with N C U A.

This principle-based guidance is
a good tool for credit unions.

Tips on Starting an Exam Efficiently

The N C U A aims to promote a safe
and sound credit union system by

ensuring credit union examinations are
effective, efficient, and transparent.

To help in identifying issues in our
examination process, we ask credit unions

for feedback through the post-exam survey.

In recent post-exam survey responses,
some credit unions said they are

receiving duplicate requests for
previously provided exam documents.

To enhance the N C U A's document
request process, the agency has published

this webpage to give credit unions
tips on how to reduce the chances of

receiving duplicate document requests.

Also, we are reminding examiners of steps
that should be taken to avoid duplicate

requests and providing tips to help
examiners find previously provided items.

Exam Notification and Requesting Documents

Advanced planning and coordination between
the credit union and examiner-in-charge

is essential to an effective examination.

During the exam notification and document
request process, the examiner-in-charge

will take the following steps to promote a
well-organized and effective examination.

The examiner-in-charge will:

Determine if credit union management
prefers to provide the requested

documentation securely through the
MERIT survey, the N C U A's Secure

File Transfer Portal, or the credit
union's own secure file sharing site.

Send the Exam Notification Letter and
Document Request List at least four

weeks before the examination or contact's
planned start date, unless regional

management approves a shorter timeframe.

For more information, see the
National Supervision Policy Manual's

District Management Examination
and Supervision Planning section.

Customize requested items to include
only those items needed to address

the scope and risk profile for each
examination or contact, as required

by the National Supervision Policy
Manual's District Management Examination

and Supervision Planning section.

Ask all exam team members, including
specialists, to send their document

requests through the examiner-in-charge
to reduce the chances of the credit

union receiving duplicate requests.

When possible, the examiner-in-charge will
consolidate all document requests into a

single request list to avoid duplication.

Ensure all exam team members have access
to the documents provided, whether through

a MERIT survey, the N C U A's Secure
File Transfer Portal, or the credit

union's own secure file transfer site.

Providing Documents through
a Secure File Transfer Portal

Whether a credit union is using the
N C U A's Secure File Transfer Portal

or their own secure file transfer
site, the following steps can be

taken to improve an examiner's ability
to find and complete their review

of the exam documents provided:

Ensure documents are being
saved in folders that correspond

to their associated risk area
in the document request list.

N C U A's Secure File Transfer Portal
will allow users to drag and drop entire

folders from a computer to the portal.

This allows users to organize
materials on their computer before

uploading to the N C U A's portal.

Save files using a naming convention
that starts with the index number

on the document request list.

Include a list of requested but
not provided documents and explain

why they were not provided.

Provide a name and contact
information for the primary credit

union personnel examiners should
contact for each review area.

Credit unions can set up access to the
N C U A's Secure File Transfer Portal

by referencing the N C U A Secure File
Transfer User Guide for Credit Unions.

Providing Documents through a MERIT Survey

A credit union must be a MERIT
user to respond to a document

request survey in MERIT.

If an examiner-in-charge initiates a
document request survey through MERIT,

credit unions can reduce confusion
and improve an examiner's ability to

locate materials and identify which
items were not provided by uploading

documents to the proper survey question.

If documents related to multiple
survey questions are uploaded to

one response, it could increase
the chances of duplicate requests.

For more guidance on accessing and
responding to a document request

survey in MERIT, please reference
the Credit Union MERIT User Guide.

This concludes the document.

If your credit union could use assistance
with your exam, reach out to Mark Treichel

on LinkedIn, or at mark Treichel dot com.

This is Samantha Shares and
we thank you for listening.