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Samantha: Hello, this is Samantha Shares.

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

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The following is an audio
version of that webpage.

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This podcast is educational
and is not legal advice.

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We are sponsored by Credit Union
Exam Solutions Incorporated, whose

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team has over two hundred and
forty years of National Credit

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Union Administration experience.

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

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

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

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

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on how to achieve success with N C U A.

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

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Tips on Starting an Exam Efficiently

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

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

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

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for feedback through the post-exam survey.

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

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receiving duplicate requests for
previously provided exam documents.

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

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

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receiving duplicate document requests.

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

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

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Exam Notification and Requesting Documents

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

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is essential to an effective examination.

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

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

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The examiner-in-charge will:

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Determine if credit union management
prefers to provide the requested

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

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

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

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

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management approves a shorter timeframe.

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

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District Management Examination
and Supervision Planning section.

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Customize requested items to include
only those items needed to address

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

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by the National Supervision Policy
Manual's District Management Examination

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and Supervision Planning section.

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

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

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union receiving duplicate requests.

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

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single request list to avoid duplication.

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

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

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union's own secure file transfer site.

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Providing Documents through
a Secure File Transfer Portal

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

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

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

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of the exam documents provided:

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Ensure documents are being
saved in folders that correspond

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to their associated risk area
in the document request list.

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

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folders from a computer to the portal.

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This allows users to organize
materials on their computer before

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uploading to the N C U A's portal.

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

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on the document request list.

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Include a list of requested but
not provided documents and explain

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why they were not provided.

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Provide a name and contact
information for the primary credit

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union personnel examiners should
contact for each review area.

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

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

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Providing Documents through a MERIT Survey

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

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request survey in MERIT.

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

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

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locate materials and identify which
items were not provided by uploading

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documents to the proper survey question.

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If documents related to multiple
survey questions are uploaded to

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

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For more guidance on accessing and
responding to a document request

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

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This concludes the document.

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

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on LinkedIn, or at mark Treichel dot com.

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This is Samantha Shares and
we thank you for listening.