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Education and Training

VBA Education Office Hours

This page provides the responses to questions posed during VBA Education Office Hours. We update this page within 30 days of each event and relate to the topics presented.

Additional links provided for the Certifying Official Annual Training Requirements and Certifying Official Training Self Certification.

Disclaimer:  The material in these Questions and Answers (Q&As) should be considered talking points for discussion and knowledge sharing only.  This content is not comprehensive and should not be used as a definitive source of information.  



Certifying Official Annual Training Requirements

SCO Approved Training Logo
Certifying Official Training Self-Certification

2022

Oct        Nov        Dec

2023

Jan      Feb        March       April        May        June        July     August        Sept        Oct        Nov         Dec

2024

Jan      Feb        March       April        May        June        July     August        Sept        Oct        Nov         Dec

 


April Office Hours Q&A

April Office Hours Agenda

  • State of Education Service Customer Service Video
  • Resources Based on Enrollment Manager (EM) Feedback
  • GI Bill® Spring Roadshow Visit
  • EM Reminder: Multiple Enrollments
  • Enrollment Verification
  • Single Payment Address Requirement
  • Upcoming Release (R6) EM Impacts
  • Reporting Graduation/End of Course or Term
  • Reporting Fees

Enrollment Manager (EM) News & Updates

Question(s):

Why must multiple enrollments at separate facilities be submitted at least one day apart?

Answer:

Previously we shared that SCOs must wait 24 hours to submit and amend enrollments. This guidance was sent out because when an SCO would submit one enrollment for their primary facility code and then submit another enrollment for another facility on the same day, the system would automatically override the facility code and it would not show both submissions. 

Enrollment Manger has been updated and this guidance has been updated.   

Updated Guidance:

If you are submitting enrollments for a student at separate facilities for the same dates, please either:

  • submit the enrollments at extension campuses using manually entered dates or
  • create separate pre-set enrollments for each extension campus.

Question(s):

If a student is enrolled at more than one facility code, how should those enrollments be submitted?

Answer:

If you are submitting enrollments for a student at separate facilities for the same dates, please either:

  • submit the enrollments at extension campuses using manually entered dates, or
  • create separate pre-set enrollments for each extension campus.   

Question(s):

How do we submit tuition and fees for dual enrollments?

Answer:

Many schools use a practice of submitting initial enrollment certification with $0.00 in the tuition and fees fields. After the drop-add period, the tuition and fees are certified by amending the term to add the tuition and fees amount. This is called dual certification.

If the amended certification providing the tuition and fees is submitted no later than thirty days after the school’s drop-add period or sixty days from the first day of the enrollment period (whichever occurs first), this also satisfies the two certification requirement under Section 1010.

For schools without a drop-add period, the amended certification providing the tuition and fees must be received no sooner than thirty days and no more than sixty days from the first day of the enrollment period to satisfy the two certification requirement.

Question(s):

If we accidentally override a previous enrollment certification, do we need to go back and resubmit that certification?

Answer:

If you mean you terminated an enrollment certification in error, yes you will need to recertify that enrollment as you cannot do anything further with a certification once it has been terminated. If the student is a Post 9/11 GI Bill (Chapter 33) student you must add a custom remark to the recertification such as “Recertifying, enrollment terminated in error.” This will ensure that the enrollment off ramped and not auto processed, keeping duplicate tuition fees from being released to the school. 

Question(s):

Do we need to include tuition and fees in our initial submission of a certification?

Answer:

No. Many SCOs submit the enrollment with dates and hours with $0 for tuition & fees before the enrollment period so that the student is in the system to receive their Monthly Housing Allowance. They amend the certification to submit tuition & fees later. This is not a requirement, but an option that SCOs have. However, remember in order to satisfy the second 1010 certification requirement, the amended certification must be submitted no later than thirty days after the school’s drop-add period or sixty days from the first day of the enrollment period, whichever occurs first. 

For schools without a drop-add period, the amended certification providing the tuition and fees must be received no sooner than thirty days and no more than sixty days from the first day of the enrollment period to satisfy the two certification requirement. 

Enrollment Manager Frequently Asked Questions (FAQs)

Question(s):

The benefits tab seems to default to Chapter 33. How do we get information on the other chapters or the student’s current chapter?  

Answer:

This is a known defect and will be corrected in a future release. 

Question(s):

How can we edit the details of a program? 

Answer:

A SCO can’t edit the details of a program. This confusion stems from the change from the VA Online Certification of Enrollment (VA-ONCE). In VA-ONCE, SCOs created their own program inventory to select from for enrollments. In Enrollment Manager, this is no longer possible. Programs are pulled directly from the Wb Enabled Approval Management System (WEAMS). If there is a problem with a program as shown, the SCO should contact their State Approving Agency (SAA). 

Question(s):

Our facility is listed multiple times in Enrollment Manager and with the same info. How do we fix this?  

Answer:

Please call the SCO Hotline to receive assistance.

Question(s):

How do we verify that tuition and fees were processed in the system?  

Answer:

Once enrollment certification information, including tuition and fees, is entered in EM the SCO can see the status on the Student’s Enrollments Tab.  

  • Enrollment-In Process indicates that the enrollment information was entered but has not yet been submitted to VA.
  • Enrollment-Submitted means the enrollment was successfully submitted and the status will update shortly to one of two statuses:
    • Enrollment-Under Review means the enrollment was submitted to the Department of Veterans Affairs (VA) and off-ramped for manual processing by the processing office.
    • Enrollment-Processed means the enrollment has been processed and any funds due the school have been released.

Question(s):

How can we remove our personal emails from ID.me or avoid it populating official communications?  

Answer:

This is not an ID.me or login.gov issue. It’s a known EM problem that we’re working hard to resolve.

Question(s):

How can we or students change their personal info easily in EM?  

Answer:

Please have the student reach out directly to VA to update their biographical or contact information. 

ID.me and Login.gov Resources

**All ID.me & Login.gov questions, please utilize these resources:

Online Support Ticket System: ID.me Help Center

Live Chat: ID.me Help Center

User Guides

Other Resources

Instructional Videos

Enrollment Manager Resources

Enrollment Manager Frequently Asked Questions - Education and Training (va.gov)

Enrollment Manager User Guide (va.gov)

Enrollment Manager Course Catalog (adobeconnect.com)

Quick Start Guide for IHL School Certifying Officials (va.gov)

Quick Start Guide for NCD School Certifying Officials (va.gov)

On-the-Job Training and Apprenticeship Enrollment Manager Quick Start Guide (va.gov)

Quick Start Guide for Flight School Certifying Officials (va.gov)

School Certifying Official (SCO) Annual Training Requirements

For questions about the SCO Annual Training requirements, please review these resources:

School Certifying Official Training FAQS - Education and Training (va.gov)

School Certifying Official (SCO) Training - Education and Training (va.gov)