Education and Training

School Certifying Official (SCO) Training FAQs

This webpage provides responses to SCO Training FAQs.

SCO Online Training Portal
Training Event Notification
SCO Designations
Facility/Program Types
Covered Educational Institutions
Required Training for New SCOs
Required Training for Existing SCOs
Training Compliance
Terminology

SCO Online Training Portal

What is the SCO Online Training Portal?

The SCO Online Training Portal (Portal) is the Department of Veterans Affairs (VA) online Learning Management System for SCOs. It provides access to and tracks the completion of mandated SCO training.

How do I access the Portal?

To access the Portal, navigate to vba-tpss.vbatraining.org. 

What email address should I use for Portal access?

You must use the same email address across all VA platforms. You should enter the same professional email address that you will use to request designation as a certifying official and for Enrollment Manager (EM). The email address provided does not have to be the same as the one used for ID.me or Login.gov.

How do I retrieve my logon information if I forget it?

Your logon information is your email address and facility code.

I have two accounts for the same facility code. How do I delete one?

To delete an account, you must submit a request to the support team at support@vbatraining.org.

How do I access my profile?

You can access your profile by selecting the “Welcome” section in the top left of the Portal main page.

How do I edit my profile?

You can edit your profile by selecting the “Welcome” section in the top left of the Portal main page. In the bottom right will be a section labeled “Your Profile.” From there, you can edit your email address, name, role, and facility code.

How do I update my profile to reflect all my facility codes?

Follow these steps:

• Log in to the Portal
• Navigate to the “Your Profile” section
• Select “Additional Facility Codes”
• Add all relevant facility codes associated with your organization
• Select “Save” to apply your changes

When should I contact the Portal support team?

Contact the support team at support@vbatraining.org if you:

• Receive an error message when logging in,
• Need assistance updating your facility code or email address,
• Experience other technical issues within the Portal.

How can I see how many modules I have completed toward my annual training requirements?

You can check the completion status of your training by selecting the "Welcome” section at the top left of the Portal main page. In the top right corner, locate the section labeled "Completed Modules/Units.” This section displays a year-to-date summary of the number of modules completed.

I lost my Certificate of Completion. How do I get a copy?

Once you have self-certified your attendance at a training session or completed a training module in the Portal, there are two ways to get a copy of your Certificate of Completion. The first is to select “Click here to download your results.” when it displays at the end of the course. The second way is to enter the course from the Portal's main page and select the “Feedback” button. Your certificate will display on a new page or screen with both actions. You will see a printer and a disk icon in the top right corner of the certificate. You can print a copy of the certificate by selecting the printer icon. To save a copy to your computer, select the disk icon and follow the prompts to save.

Can I share my login/email with other SCOs at my school?

No. Training completion is tracked by the individual email address used to log into the Portal. SCOs must not share login credentials.

I am the main SCO for my school and need to ensure that the other SCOs have completed their annual training requirements. Can I obtain copies of their certificates?

No. Each SCO can log into the Portal to access their training completion and certificates. Once they do this, they can share this information with other SCOs.

How do I review a completed module in the Portal?

To review a completed module, scroll down and select “Review Only – Click Here” from the options on the left. Locate the module from the list on the right and select the green “Begin” box. The review section allows you to review a completed module without changing your completion status.

How do I self-certify my attendance at a conference or online training session?

You must self-certify your attendance when conference sessions, Office Hours, or any other supplemental training sessions approved for training credit. To self-certify, follow these steps:

1. Log into the Portal
2. Select either Office Hours, Conference Sessions, or Supplemental Training
3. Locate the applicable session and select “Begin”
4. Verify you have selected the correct training session, then select “Continue”
5. Select “Yes” to certify you have completed 100% of the training, then select “Submit”
6. Enter the Date of Training, then select “Submit”
7. Complete the survey
8. Download your results and keep the certificate for your records

I attended several sessions at a conference. Why are only a few sessions I attended available in the Portal for self-certifying?

Only topics approved and vetted by VA leadership can be accepted for Section 305 annual training credit.

I attended a webinar session presented by NTT-S but cannot find the session I attended in the Portal. Where can I locate it?

To self-certify for eligible live webinar sessions presented by NTT-S (other than Office Hours), go to the “Supplemental Training” section of the Portal.

What date should I use to self-certify when I have viewed a recording from the National Training Team – Schools (NTT-S) YouTube playlist?

Use the date you viewed the recording when completing the self-certification.

Training Event Notification

How do SCOs receive notifications about training events or updates?

SCOs receive notifications by subscribing through GovDelivery. NTT-S does not maintain a separate distribution list. All announcements to the SCO community are sent through GovDelivery. When subscribing, select EDU School Certifying Officials to receive Office Hours invites and other training announcements. Select other preferences as you see fit.

How can SCOs find upcoming training events?

SCOs who subscribe to GovDelivery will receive notifications about upcoming training events and registration information.

How do SCOs register for an event?

Registration instructions are included in each training announcement sent through GovDelivery. Live virtual training sessions are delivered through Microsoft Teams, which can host up to 1,000 participants per session. Because sessions may reach capacity quickly, SCOs are encouraged to register early. If you know you may not be able to attend the live session, please refrain from registering.

What if an SCO misses a training event or is unable to register?

For certain training sessions, SCOs may still receive annual training credit even if they are unable attend live. These sessions are typically recorded and posted to the NTT-S YouTube playlist, where they can be viewed later and self-certified for training credit in the Portal in the Office Hours Section or Supplemental Training Section.

SCO Designations

What are the different SCO designations?

VA has three (3) designations for SCOs:

• Designated SCOs
• SCO Read-Only Users
• SCO Assistants

What is a Designated SCO?

The law defines a “School Certifying Official”, for the purposes of these provisions, to mean an employee of an educational institution with the primary responsibility for certifying Veteran enrollment at the educational institution. Employees are designated by their organization via the Designation of Certifying Official(s), VA Form 22-8794 and must complete required SCO training for the type of programs offered at their institution at the time of designation.

What is the role of a SCO Read-Only user?

SCO Read-Only users have permission to access student information, request information from VA, and submit inquiries to VA to assist an authorized designated SCO with obtaining accurate information to certify a student’s enrollment. SCO Read-Only users cannot certify student enrollments to VA. They must be listed on the VA Form 22-8794 but are not required to complete any SCO-required training.

What is the role of the SCO Assistant?

SCO Assistants have full access to a student’s profile in the VA certification system. They can enter data into the system but cannot submit enrollments to VA. Assistants are not listed on the VA Form 22-8794 and do not complete any required SCO training.

I am a New SCO and I completed my New SCO training on September 15th and the new training cycle for Existing SCOs begins on October 1. Am I considered an Existing SCO on October 1?

Yes, for the purpose of the annual training cycle. On October 1, you will fall into the category of being an Existing SCO and required to complete Existing SCO Training during the next Annual Training Cycle from October 1 – August 31.

I have completed the required SCO training at my current school but am transferring to a new school. Are transferring SCOs required to retake the training?

Transferring SCOs who successfully completed the required training and transfer to another institution of the same facility or program type before the beginning of the next fiscal year are not required to retake their training for the year.

Transferring SCOs who successfully completed the required training and transfer to another institution of a different facility or program type before the beginning of the next fiscal year must complete the required New SCO training for their new facility/program type prior to being authorized to certify to VA.

Can my work-study students certify VA student enrollments?

Work study students may assist with the certification process; however, since they are not employees of the educational institution, they cannot certify information to VA. As such, they do not have to complete the required SCO training. The required training is available for work study students to complete if they wish to do so.

Do SCOs for centralized certification schools have to complete the required training?

All Designated SCOs at facilities that participate in centralized certification must complete the required training. Designated as points of contact are not required to complete the training because they are not authorized to submit enrollment certifications to VA.

What training are New SCOs at High Schools required to complete?

There are no annual training requirements for SCOs at High Schools. However, if the High School SCO chooses to use Enrollment Manager to submit student enrollments to VA, they must take the Enrollment Manager training in the Portal.

Facility/Program Types

Can you define the different types of facilities and programs?

• Institution of Higher Learning (IHL): A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher degree. The institutions must be empowered by the appropriate state education authority (under state law) or accredited by a recognized accrediting agency to grant such degrees.
• Non-college Degree (NCD) Facility: A facility offering only courses or programs of education or vocational training which do not lead to a standard college degree.
• IHL with NCD programs: A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers programs of education or vocational training which do not lead to a standard college degree.
• IHL with Flight programs: A college, university, technical or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers standard degree programs that include flight training.
• On-the-Job Training (OJT) programs: Programs consisting of formal or informal training for specific tasks, done while performing a job and earning wages. OJT programs are generally employer-need based and require between 6 months and 2 years of specific training, as approved by the State Approving Agency (SAA).
• Apprenticeship programs: Programs that are a form of OJT training based on a formal agreement between entry-level workers and employers or apprenticeship sponsors. These programs include hands-on practical training and some form of classroom instruction that enhances a trainee’s skills. Apprenticeship programs consist of training in a skilled trade requiring at least 2 years of training and must follow specific Department of Labor guidelines.
• Vocational Flight programs: Refers to courses or programs for students pursuing a vocational objective in aviation at a flight school.
• Residency programs: Post-graduate training programs at an IHL consisting of advanced clinical training for medical graduates in their chosen field of specialty.

Covered Educational Institutions

Do all SCOs have to complete the required training?

All New SCOs have to complete the required training prior to receiving authorization to submit enrollment certifications to VA. All Existing SCOs at covered educational institutions must take required training, annually.

What is a Covered Educational Institution?

As defined in 38 CFR 21.4200 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 and title 10, United States Code. This includes main, branch, and extension campuses approved by the SAA.

Are we exempt from the SCO training if we have less than 20 students enrolled during a calendar year?

Existing SCOs at institutions with fewer than 20 students who receive VA educational assistance during a calendar year, are exempt from the training. However, if you designate a New SCO, on or after August 1, they are required to complete the New SCO required training.

I understand that SCO training is not required if the institution has less than 20 students receiving VA benefit. However, is it recommended?

Yes. SCO training is recommended and is available for any SCO with less than 20 students who wishes to take it.

Where can we find the list of covered educational institutions?

The list of covered educational institutions will be generated annually and may change depending on the number of students enrolled and receiving VA educational benefits. See the excel spreadsheet containing the Covered Educational Institutions list (Covered Educational Institutions).

I reviewed the Covered Educational Institution list and do not see my facility - what should I do?

If you do not see your facility on the list, it is not considered a covered educational institution. If you are an Existing SCO, you are not required to complete annual training for that year.

Required Training for New SCOs

Does Section 305 require New SCO Training for non-covered institutions?

Section 305 explicitly states VA will set forth training requirements for SCOs at covered institutions. VA requires all New SCOs, regardless of number of beneficiaries, to complete the New SCO online training prior to gaining access to certify enrollments to VA. This training requirement will ensure that all New SCOs are properly trained, resulting in a positive outcome for beneficiaries.

How many modules are New SCOs required to complete?

All New SCOs must complete one module specific to their facility or program type. The modules are located in the SCO Online Training Portal.

Where can New SCOs access the online training?

New SCOs access their training in the SCO Online Training Portal. The New SCO must create a new account. Once in the Portal, they will select their training.

For example: A New SCO at an IHL must navigate to the Portal, select the training module titled “New SCO Training – Institutions of Higher Learning, and complete all the topics within that training module.

Do new SCO's have to submit their certificates of completion to VA?

Yes. New SCOs must submit their certificate of completion to VA via the VA Education File Upload Portal. The certificate of completion must accompany a completed Designation of Certifying Official(s), VA Form 22-8794.

Is the New SCO training specific to the type of school in which you certify?

Yes. The New SCO training consists of general training and facility/program specific training.

Are New SCOs required to take the Enrollment Manager training modules?

Enrollment Manager training is included in the New SCO training modules they are required to complete to certify enrollments. They are not required to take additional Enrollment Manager modules.

Will taking the New SCO training in the Portal fulfill the training requirement for the entire calendar year? 

No. Completion of the New SCO training will only fulfill the training requirement until the beginning of the new fiscal year which begins on October 1 and ends August 31. Then SCOs at Covered Educational Institutions are required to fulfill Existing SCO training requirements annually between October 1-August 31. Existing SCO training can’t be performed September 1-30. There is a training cycle reset.

I am a New SCO and my facility is not listed on the Covered Education Institution list – do I still need to complete the New SCO training?

Yes. All New SCOs (regardless of covered institution status) must complete the New SCO Training module that pertains to their facility/program type to gain access to EM.

I have completed several courses for New SCO training and not received a certificate – where is my certificate?

Each New SCO training module includes several requires courses within the curriculum. All courses must be completed in full. Once the required curriculum is completed, you will receive the Certificate of Completion for that module.

Required Training for Existing SCOs

How many modules are Existing SCOs required to complete each year?

Existing SCOs must complete a certain number of modules based on their facility or program type. Completion requirements:

• Four modules – IHLs, NCD only facilities, IHLs with NCD programs, and IHLs with flight programs
• One module - OJT programs, Apprenticeship programs, Vocational Flight programs, and Residency programs

When must Existing SCO training be completed?

Completion of Existing SCO training will only fulfill the training requirement until the beginning of the new fiscal year which begins on October 1 and ends August 31. Training reminders are sent at 90, 60, 30, and 15 days to remind Existing SCOs of the upcoming deadline. Existing SCO Training can’t be performed during the training cycle reset period, which runs from September 1-30.

How do I know if my conference or supplemental training session is approved for credit towards my training requirements?

Sessions that are approved for Existing SCO annual training credit are designated as such in the training materials and listed for self-certification in the SCO Online Training Portal.

Is there a listing of all training sessions that count towards Existing SCO training requirements?

There is not a running list of training sessions that count towards an Existing SCO’s training requirements for the year. Types of training that counts towards Existing SCO training requirements are:

• Training modules in the Portal
• EM Updates/FAQs sessions
• EDU Fireside Chats
• Office Hours sessions
• Conference sessions approved for training credit
• Standalone webinars offered by NTT-S (you will receive notification of these through GovDelivery)

I took a “Review Only” module and did not receive a certificate – what should I do?

Review Only modules do not count toward annual training requirements or generate new completion certificates.

Do existing SCOs have to take training specific to their facility/program type?

No, existing SCOs can receive their credit from taking or attending any session that is approved for credit. There was a recent update in the Portal that replaced the facility/program specific modules for existing SCOs with shortened microlearning modules for existing SCOs to choose from.

Training Compliance

What happens if an SCO does not meet the training requirements?

If an Existing SCO at a Covered Educational Institution fails to complete the required training, VA may remove the SCO’s ability to certify enrollments and/or refer the institution to the SAA to determine suspension and/or withdrawal of approval.

I was notified by VA that I did not meet my annual training requirements. What should I do?

Reinstatement training is available to Existing SCOs who failed to meet the annual training requirement, have had their EM access revoked, or received a notification that their access was revoked due to noncompliance. SCOs who are required to complete reinstatement training should select the appropriate facility or program type under the “Reinstatement Training” module options. Reinstatement training does not satisfy any required training for the next training cycle. ​

If a New SCO does not complete the required New SCO training in the SCO Online Training Portal, they will not be granted access to VA systems for the certification of student enrollments.

What proof is required to verify I have met the training requirements?

New SCOs:
Once the required online training is complete, you must submit a copy of your certificate of completion along with the Designation of Certifying Official(s), VA Form 22-8794 to VA via the VA Education File Upload Portal.

Existing SCOs:
Completion of Existing SCO training in the Portal is automatically logged, and no further action is needed by you. Conference session, Office Hours, and Supplemental Training session attendance is tracked through self-certification. You must complete the self-certification module in the Portal for these sessions. Once you self-certify, the completion status is tracked in the Portal. While you are not required to submit anything to VA, it is strongly recommended you save your completion certificates.

Will we get a notice when our annual training is almost due?

Yes. VA sends training reminders at the 90-, 60-, 30-, and 15-day milestones.

Terminology

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