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Education and Training

October Education Office Hours FY 2024 Presentation

SCO Training Logo                          National Training Team logo 

 

October Office Hours Agenda

Enrollment Manager (EM) Guidance:

  • October 7th Release and Upcoming Release Dates
  • Custom Remarks Guidance
  • Enrollment Manager Frequently Asked Questions (FAQs)
  • Update: Removing Personal Emails from VA Form 22-1999 (VA Enrollment Certification) Print Out
  • Dual Certification Guidance
  • New School Certifying Officials Training Updates
  • Reminder: New Uniform Applications for Approval of Courses

School Certifying Officials (SCOs) can view this entire Office Hours presentation at the following YouTube link: October Office Hours

Note: This Event is Approved Training for the Fiscal Year 2024 Training Cycle for Existing School Certifying Officials. 

Enrollment Manager Updates and Reminders

Enrollment Manager – October Updates: As we continue to improve the SCO experience, the following new features and enhancements will be available October 7th:

Updates-Available Now:

  • Export search resultsinto a .CSV file
  • View the Objective, Program, Benefit Type, and Enrollment ID on the view detailspage without going to the Print page​
  • Increased character limitin the Notes field​
  • Update to warning message displayed when adding Veterans Technology Education Courses (VET TEC) enrollments;each enrollment must be submitted individually
  • Limitation of usage of Custom Remarks for IHL/NCD facilities

Future Updates-Coming Soon:

  • SCOs can update the benefit type for CH35 students when a source of entitlement is exhausted or are switching between sources
  • View enrollment term dates in chronological orderon VA Form 22-1999 (VA Enrollment Certification)
  • Users are no longer able to edit biographical or contact informationof existing students
  • When users select the ”Export all results” button, the CSV file will only contain students’ information pertaining to the current school
  • Link for “Add student to school” the user is assigned to no longer appearson newly created student pages

Refinement of Custom Remarks (1 of 2)

Custom Remarks for Chapter 33 (CH33) enrollments at Institutions of Higher Learning (IHL) and Non-College Degree (NCD) facilities are no longer available in most cases.

Guidance: When adding or amending an enrollment, please select from one of the new or existing Veterans Benefits Administration (VBA) Remarks. Custom Remarks are still available for all non-chapter 33, On-the-Job training/ Apprenticeships (OJT/APP) and Flight enrollments. 

To support you in this transition, please see the five new VBA remarks listed below: 

  • Dual Degree Program
  • *Incarcerated Students
  • *Tuition and Fees is in a foreign currency
  • Compliance Survey
  • Correcting previously terminated enrollment

Note: The asterisks denote the VBA Remark is available for IHL, NCD, OJT/APP training types. Flight will still not have VBA remarks.

Refinement of Custom Remarks (2 of 2) 

Use chart below to learn when and how these new VBA Remarks should be used:

New VBA Remark

When to Use

What to Enter in Custom Remarks Field

Compliance Survey

Use this remark only when your facility has had a compliance survey and needs to report a correction. It’s critical to include the email address of the person who conducted the survey. 

Enter: "Compliance Survey Referral. Upon completion of processing, send overpayment or underpayment amounts to: employee@va.gov.” 

Correcting previously terminated enrollment. Notice of Change in Student Status(s) to follow.

Currently, there is no way to edit a terminated enrollment in Enrollment Manager. This remark is used when recertifying a terminated enrollment. Use this remark to prevent a duplicate tuition and fees payment. 

Not Applicable (N/A)

Dual Degree Program

Use this remark to report when a student is matriculated in a dual degree program that is not listed as such in Web Enabled Approval Management System (WEAMS). 

Enter the name of both degrees as approved in WEAMS. For example, “Student enrolled in dual degree program: Bachelor of Science (BS) Biology and BS Chemistry.” 

Incarcerated Student

This VBA Remark only applies to currently incarcerated students convicted of a felony. If you need to use this remark, you must list the cost of books, equipment and supplies individually (in addition to the charges reported in the Tuition and Fees field) after deducting any amounts paid by federal, state, or local government. 

Enter "Books = $XX.XX, Equipment = $XX.XX, 

Supplies = $XX.XX." 

Tuition and Fees is a Foreign Currency

A remark for this situation is currently auto-generated based on a school's facility code. If the auto-generated currency is incorrect, select this VBA remark and indicate the correct currency in the Custom Remark.

Enter "Tuition and fees is billed in [Name of currency]." 

Refinement of Veterans Benefits Administration (VBA) Remarks

Following the October system update, the 3 VBA Remarks below are no longer available.​ These VBA Remarks were removed because they were non-essential and rarely used:

  • Application sent via United States Mail
  • Concurrent Enrollment at Secondary School
  • Student applied using VA.gov

New Enrollment Manager Frequently Asked Questions (FAQs) (1of 3)

How can you include details of CH31 specific classes now that Custom Remarks have been removed?

Custom Remarks are still available for IHL/NCD Chapter 30, Chapter 31, Chapter 35 and Chapter 1606 enrollments. Additionally, all On-the-Job training/Apprenticeships (OJT/APP) and Flight enrollments can continue to use Custom Remarks. 

Is a VBA Remark necessary for CH33 second 1010 certifications?

No, because this is already reflected in the enrollment. If you still feel that it is necessary, the Second 1010 Enrollment Certification VBA Remark would be appropriate.

Is the VBA Remark "Clock Hours for this student are approved to be taken online" no longer required for NCD online course?

No, this VBA Remark is still required when reporting online NCD courses and online IHL clock hours. 

Does Enrollment Manager (EM) display Social Security Numbers (SSNs)? If so, how do I find it?

To remain in compliance with a legislative mandate, School Certifying Officials (SCOs) cannot search by SSN in EM; however, SSNs are still used to verify students and are associated to students in Veterans Affairs (VA) systems not visible in EM. The SSN is used to create a new student in VA systems and is printed on the Enrollment/Notice of Change in Status/Monthly Certifications form. Students without an SSN cannot be processed in EM. Please use paper enrollments in this case.

When payments come in, the student’s SSN is how we identify payments. How can we identify payments moving forward?

The U.S. Department of Treasury submits payments as directed by VA. Each payment includes an addendum with the student’s SSN and name. 

What does the "Save as Draft" button do?

The "Save as Draft" button allows you to save drafts of student's enrollments and monthly certification so that they can be submitted at a later time.

 Update: Removing Personal Emails from VA Form 22-1999 (VA Enrollment Certification) Print Out 

As the school year gets underway, take a moment to review the below reminder: Removing personal emails from VA Form 22-1999, SCOs must contact the SCO Hotline to request that a Call Center Representative send their coach (supervisor) for action.

Note: When speaking to the Call Center Representative, please provide the following information:

  • Facility Code
  • Incorrect email address
  • Correct email address

New Uniform Applications for Approval of Courses 

Uniform Applications: §3672A: The Secretary, in partnership with State approving agencies, educational institutions, and training establishments, shall require the use of a uniform application by any educational institution or training establishment seeking the approval of a new course of education under this chapter.

VA Forms:

  • 22-10287 (for the IHL application)
  • 22-10287a (associated IHL program listing)
  • 22-10288 (for the other than IHL application)
  • 22-10288a (associated program listing) 

The Classification of Instructional Programs (CIP) Codes:

Used for Institutional Postsecondary Education Data Systems (IPEDS), as part of US Department of Education reporting, specifically the National Center for Education Statistics (NCES), within the Institute for Education Sciences. Used by Registrar, and/or Institutional Reporting Office (if applicable).

Finding CIP Codes at Your Institution. Please use the College Navigator link as a tool to assist in finding the CIP Codes; VA wants to ensure that SCOs know where to get CIP Codes, which are used not only for statistical reporting purposes for the Department of Education, but also is the matching CIP Codes used to provide to VA. College Navigator – National Center for Education Statistics 

The Demonstration Video with more details about CIP Codes can be found on the October Office Hours beginning at the following time stamp 9:31/44:57.

Dual Certification Guidance 

What is Dual Certification?

Once a Chapter 33 beneficiary enrolls, dual certification is the initial enrollment certification SCOs submit up to 180 days before the start of the term.​ This initial certification can be submitted with $0.00 reported as tuition and fees to ensure the student receives their housing and books & supplies payments on time. Tuition and fees may be certified in the initial enrollment certification, if known.

Amended Enrollment Certification to Provide Original Tuition and Fees:

  • If your school submits enrollments with $0.00 tuition & fees when initially reporting the enrollment, SCOs MUST report the initial tuition & fees for the original enrollment prior to reporting credit changes and any associated change in tuition & fees.
  • If an SCO does not report the original tuition and fees to the entire period, the school will receive a prorated payment for the term, due to the way VA systems process amendments.  

The Demonstration Video with an example about Dual Certification can be found on the October Office Hours beginning at the following time stamp 15:34/44:57.

Amended Enrollment Certification to Provide Original Tuition and Fees:

  • If a school reports the full tuition and fees with the initial certification, then the change occurs during the drop/add period, a prorated payment for the original credit hours will be generated. This is not an overpayment. 
  • It's the appropriate tuition and fee payment for the period the student was in pursuit of the course.
  • If the student doesn’t have a balance due, the payment should be refunded to the student, based on the school’s refund policies. 

Amend Credit Hours and Tuition and Fees (If Necessary)

Ensure you are submitting the correct tuition and fees when reporting credit changes. Reduction and Withdrawals (Chapter 33):

  • Change credit hours from 12 to 9 credits. Remember, the 12 credits hours may be divided between Resident and Distance. Amend the credit where appropriate.
  • Change the tuition amount reported for the 12 credits hours to the tuition amount that would have been reportedfor the 9 remaining credit hours. (This will often not match what the school is actually charging the student)
  • Some courses have lab fees or associated fees pertaining to that course. Make sure the Tuition and Fees reported after the reduction are specific to the credit hours that remain; as if those were the only courses taken during the entire enrollment period.  -School Certifying Officials Handbook

Warning! Phishing Attempts

All communications from the VA will come from a Veterans Affairs email address or from a State Approving Agency.

School Certifying Officials Annual Training Requirements

Updates to trainings in the SCO Training Portal:

  • Remove Veterans Affairs Online Certification Enrollment (VA-ONCE) References
  • Update New SCO Trainings:
  1. Scenario-based
  2. VA Terminology and Roles
  3. Micro-learning
  • Updates will be made after November 1, 2023

New SCO Training Requirements:

All New SCOs are required to take the following to become designated:

  • 1 Module for Institutions of Higher Learning
  • 1 Module for Non-College Degree facilities
  • 1 Module for Vocational Flight facilities
  • 1 Module for On-the-Job Training and Apprenticeship facilities

Colmery Act:

  • Effective August 1, 2018, Section 305 of the Harry W. Colmery Veterans Educational Assistance Act of 2017 requirements.
  • Veterans Affairs in consultation with the State Approving Agencies (SAAs), to develop and administer required training for SCOs at Covered Educational Institutions.
  • A Covered Educational Institution is an educational institution that has enrolled 20 or more individuals during a calendar year using educational assistance under Title 38, United States Code. 

SCO Training Cycle Roadmap

October 1, 2023: Annual Training Window Opens. Updated training requirements for all new SCOs and continuing education requirements for existing SCOs are effective.

June 1, 2024: 90-Day Training Alert: 90 Day Notifications and reminders for the approaching August 31st continuing education deadline will be posted on the GI Bill® Website and sent to SCOs via GOV Delivery Notice.

July 1, 2024: 60-Day Training Alert: 60 Day Notifications and reminders for the approaching August 31st continuing education deadline will be posted on the GI Bill® Website and sent to SCOs via Gov Delivery Notice.

August 1, 2024: 30-Day Training Alert: 30 Day Notifications and reminders for the approaching August 31st continuing education deadline will be posted on the GI Bill® Website and sent to SCOs via Gov Delivery Notice.

August 15, 2024: 15-Day Training Alert: 15 Day Notifications and reminders for the approaching August 31st continuing education deadline will be posted on the GI Bill® Website and sent to SCOs via Gov Delivery Notice.

August 31, 2024: Annual Training Window Closes! Training requirements for Existing SCOs must be complete.

September 1st-30th, 2024: Existing SCOs - No Training in Progress; new SCOs – Training is continuous throughout the year.

Existing SCO Training Requirements at a Covered Institution

SCO Type

Number of Modules

Existing SCO Institution of Higher Learning (IHL)

4

Existing SCO Non-College Degree (NCD)

4

Existing SCO Institution of Higher Learning with Non-College Degree (NCD)

 

4

Existing SCO Institution of Higher Learning (IHL) with Flight

4

Note: Four modules. It is recommended one of the four modules be specific to your facility type.

SCO Type

Number of Modules

Existing SCO On-the-Job Training (OJT)/ Apprenticeship Facilities

1

Existing SCO Vocational Flight Facilities

1

Existing SCO High Schools

1

Existing SCO Residency Facilities

1

Note: One module. It is recommended the module be specific to your facility type.

Certifying Official Training Resources Self-Certification Step-By-Step Procedure

  1. Log in to the SCO Annual Training Portal access at the following link: Live Assessments (vbatraining.org)
  2. Select one of the following options: Office Hours, Conference Sessions, Supplemental Training.
  3. Locate the applicable session and select “Begin”.
  4. Verify you have selected the correct training session, then select “Continue”.
  5. Click “Yes” to certify you have completed 100% of the training select “Submit”.
  6. Enter the date of training, then select “Submit”.
  7. Download your results and keep the certificate for your records.

Options After taking the course

After you take the course, the only option is "feedback" from the original course.  If you choose feedback, this is where you obtain your Completion Certificate.

To “review” an Enrollment Manager course you’ve completed: You must scroll down to bottom left side and click the "Review Only" arrow. It will restart the course and Knowledge Checks too. This will not cancel your initial course completion! 

Additional Resources and Information

The following materials can be referenced for more information:

Note: Visit the Resources for Schools page for more details.

ID.Me and Login.gov Resources

Certifying Official Resource Guide

School Certifying Officials, please contact the designated party if you are having issues on the following topics:

Contacting the Education Liaison Representative (ELR):

Contact your Education Liaison Representative (ELR):

  • Updating Certifying Officials; VA Form 22-8794 (Designation of Certifying Official(s)).
  • 85/15 reporting matters
  • Clarification on WEAMS (Web Enabled Approval Management System), which is also known as the VA Form 22-1998 reports.

Contact the School Certifying Official (SCO) Hotline:

  • Enrollment Manager technical guidance
  • Explanation of school overpayments or other payment issues
  • Individual student benefit information and hardship cases 

Contacting the State Approving Agency (SAA):

Contact your State Approving Agency (SAA):

  • Updated catalogs and programs. New/suspended/cancelled programs.
  • School address updates – including branch/extension​
  • Changes in accreditation status, ownership or change of address

Contact Ask VA (AVA):

  • Technical assistance with reporting enrollments
  • Explanation of school overpayments or other payment issues
  • Request list of all overpayments by facility code or troubleshoot debt repayment issues
  • Individual student benefit information and hardship cases

Contact Veterans Readiness and Employment (VR&E):

  • Chapter 31 Questions and Concerns
  • Chapter 31 e-Authorization and Invoicing

Certifying Official Resource Links:

Certifying Official Annual Training Resources

National Training Mailbox:  edutraining.vbaco@va.gov

  • Certifying Official training portal access and use
  • Certifying Official approved training credit and progress tracking
  • Adobe Connect registration and access

Office Hours Question and Answer: VBA Education Office Hours - Q&A Webpage​

  • Review previous Office Hours' questions and answers
  • Respond to questions posed during monthly Office Hours sessions
  • Link to Annual Training requirements and step-by-step directions self -certifying training

SCO Portal Technical Support:  support@VBATraining.org

  • Certifying Official training portal technical assistance
  • Report Training Portal issues and outages

All webinars and training sessions are announced via the GovDelivery; SCOs be sure to register and update your information as needed please use the following link: GovDelivery  

Additional Resources

Stay up to date on the Veterans Benefits Administrations (VBA) social platforms:

Facebook: @GIBillEducation

Twitter: @VAVetBenefits

Instagram: @VABenefits

Debt Management Center (DMC)

All school inquiries and disputes should be submitted using Ask VA (AVA). Please use the following link AVA, to reach DMC directly regarding a school debt question on a specific account: 

  • Category: “Veterans Affairs – Debt” 
  • Topic: “A School Official” 
  • “On behalf of a Veteran” to enable you to select School Certifying Official as a business relationship. 

Note: Selecting “General Question” under My Inquiry should only be used when “requesting a current school debt list” by facility code. The above selections will ensure your debt questions will be reviewed in a timely manner by one of our subject matter specialists. 

 

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