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Education and Training

November Education Office Hours FY 2024 Presentation

SCO Training Logo                          National Training Team logo 

 

November Office Hours Agenda

Enrollment Manager (EM) Updates and Frequently Asked Questions (FAQs):

  • Previous and Upcoming December Release
  • Custom Remarks Guidance
  • Amending Enrollments
  • FAQs
  • Standards of Progress: Probation, Suspension, and Graduation

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

What’s New in Enrollment Manager?

Updates-Available Now:

  • SCOs can now make amendments to enrollments with a future start date prior to the term start. SCOs are still unable to amend credits in the middle of any term if the effective date is in the future.
  • Users no longer need to use pre-set enrollments to submit multiple enrollments. Users can now manually enter each row. ​
  • The “Add enrollment” button now appears only for facilities the SCO has access to.

Future Updates-Coming Soon:

  • Timeout Warning Notification: Still working in EM? You’ll receive a notification two minutes prior to session timeout so you can save your work and stay logged into the system. Note: Per VA policy, in compliance with NIST SP800-46, the 15-minute timeout time is implemented to keep Veterans’ data secure.
  • Update the Benefit Type for Chapter 35 students when they exhausted one source of entitlement or switching between sources.
  • System compares facility codes instead of names to allow submission of guest enrollments where the parent facility and guest campus have the same name, but different facility codes.
  • The “Export all results” generated Comma Separated Values (CSV) file contains only the appropriate students that align with the EM filters.
  • Enrollment term dates appear in chronological order on exported Portable Document Formats (PDFs) of VA Form 1999.
  • Awards table displays the awards status of non-Chapter 33 students as either past, current, or future on the Benefits tab correctly.

Refinement of Custom Remarks 

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 one from the list of VBA Remarks. Custom Remarks for non-Chapter 33, On-the-Job Training/Apprenticeships (OJT/APP) and Flight school enrollments are still available. 

When can Custom Remarks still be used?

  • On-the-Job Training/Apprenticeships (OJT/APP)
  • All non-Chapter 33 Enrollments
  • Flight Enrollments

Additional information is required when selecting the following VBA remarks: 

  • Dual Degree Program
  • Incarcerated Students
  • Tuition and Fees is in a foreign currency
  • Compliance Survey

Amending Enrollments

In EM, “Amendment” refers to any change made to an enrollment after it is submitted, including terminations. Enrollment Manager can submit more than one amendment on a single certification in a 24-hour period for Chapter 33 students. These claims will only process in the same 24-hour period if all automated. For non-Chapter 33 students, continue with submitting successive adjustments on separate days.

Getting Started:

  • Search and select student
  • Navigate to the student’s “Enrollments” tab
  • Identify the appropriate enrollment to Amend
  • Select the “Amend” button
  • Reference the SCO User Guide for detailed instructions

Note: For OJT/APP facilities, enrollments should only be amended before submitting the first monthly certification. If a data entry error on a monthly certification occurs, report the corrected information in a Custom Remark on a subsequent monthly certification.

Frequently Asked Questions (FAQs) 

Will there be an option to request additional remarks for EM since Custom Remarks are no longer available (for specific facilities/benefit types)?

Veterans Affairs will consider all suggestions and update EM, as necessary.

For the second 1010 submissions for Chapter 33, which remark do we put in if there are no other changes to the certification?

You do not need to enter a VBA Remark for this scenario. While not required for submission, the “Second 1010 Certification for Enrollment Verification’ would be applicable.

How can you add “new multiple term(s)” under certifications? Can we have multiple terms within a semester?

The ability to add multiple terms at one time is available in EM. To do so, select the “Add multiple enrollment” option from the “Add enrollment” drop down on the enrollments tab.

Is a student’s biographical and contact information prepopulated?

When logged into EM, SCOs can search for students with existing accounts in VA systems. If a student is found, biographical and contact information appears. If a student is not found, SCOs can add a new student to EM. 

Note: SCOs can no longer change the biographical or contact information of students in EM. If this information needs updating, the student must contact the contact the Education Call Center (ECC) or through Ask VA (AVA).

Is there a preferred browser for EM?

EM is browser agnostic. Feel free to use your preferred browser.

When payments come in, the student’s social security number (SSN) is how SCOs identify payments. How can SCOs identify payments going forward?

The U.S. Department of Treasury submits payments as directed by VA. Each payment includes an addendum with the student’s SSN, name, and term dates. Additionally, upon request, financial institutions are required to provide this information according to the rules established by the National Automated Clearing House Association. While financial institutions are required to provide this information, this request may incur a fee.

Standards of Progress: Probation, Suspension, and Graduation 

Both accredited and non-accredited schools are required by law to have and to enforce standards of progress and conduct in order for their programs to be approved for VA benefits. These standards should be stated plainly in the school's catalog or bulletin. 

  • The school's grading system​
  • The minimum satisfactory grade level​
  • Conditions for interruption of training due to unsatisfactory grades or progress​
  • A description of any probationary period​
  • Conditions for a student's reentrance or readmission following dismissal or suspension for unsatisfactory progress​
  • Conditions for dismissal due to unsatisfactory conduct​
  • The school's attendance policy (non accredited schools)

Unsatisfactory Progress, Conduct, and Attendance: (38 CFR 21.4203(D), 38 CFR 21.4277, 38 CFR 21.7154, 38 CFR 21.7653(C), 38 CFR 21.7654, AND 38 CFR 21.9725)

The law requires that educational assistance benefits to Veterans and other eligible persons be discontinued when the student ceases to make satisfactory progress toward completion of his or her training objective. Veteran Affairs accepts a subsequent enrollment from the same school or a new school as proof that the school has met the requirement.

Academic Probation: Probation does not need to be reported to VA.

Termination for Unsatisfactory Progress: Unsatisfactory progress (Academic Suspension) must be reported to VA as a termination. Terminate the semester the student is suspended. 

Example: If suspension follows the fall semester, for example, terminate fall semester. Choose “Unsatisfactory Attendance, Conduct, or Progress” as the reason. Enrollment Manager (EM) will insert the end date of the term as the default termination effective date. You can change the default end of term date if it isn’t the correct date.

If a student successfully petitions the dismissal, is readmitted, and is already certified the subsequent term, don’t terminate the student. Instead, annotate the student’s file that the student was dismissed and readmitted following a successful appeal. If enrollment status changed the subsequent term, be sure to adjust the credit for the term. When you submit the termination, please review future terms in Enrollment Manager (EM) to ensure that they are addressed accordingly (remain the same or needs amending/terminating).

Graduation: Schools are required to report graduation or program completion to the VA.

  • The last date of term selected will be pre-selected as the date of the termination.
  • Graduation should only be reported for students who graduated while using benefits.
  • On-the Job Training/Apprenticeships/Vocational exempt.

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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