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March Education Office Hours
Introduction to Enrollment Manager
VRRAP Information
SCO Annual Training Requirements & Resources
Introduction to Enrollment Manager
Question(s):
When is the new Enrollment Manager platform expected to go live?
Answer:
Enrollment Manager is expected to go live Fall 2022.
Question(s):
Since Enrollment Manager is set to roll out in Fall 2022, should we still pre-certify Fall 2022 classes in VA-ONCE?
Answer:
Yes, the current plan for Enrollment Manager is to have Fall Certs done in VA-ONCE.
Question(s):
When will VA share the functional and technical details on Enrollment Manager? We have a processes built in our Student Information System based on the current process in VA-Once and will need to adjust to a new system. These types of adjustments often require resources and time to build, implement, and test. These types of adjustments are often required to go through a project prioritization process, build process, and even funding requests. This is all within a system (schools) which also has a break (summer) beginning in May and enrollment for Fall semester (when the new system launches) in April. Under ideal circumstances, I would have started already if I wanted to create a process that needs to be live for Fall 2022 reporting.
Answer:
We will be sharing more details over the next few months.
Question(s):
When will SCOs begin receiving training on Enrollment Manager?
Answer:
We will start Enrollment Manager training in the next few months.
Question(s):
Will there be training on Enrollment Manager at the AVECO & WAVES conferences?
Answer:
We hope to provide an overview of Enrollment Manager at AVECO and WAVES.
Question(s):
Will the data in VA-ONCE transfer over to Enrollment Manager so that we have a history of student certs?
Answer:
The plan is for the information to be migrated to the new system.
Question(s):
Will Enrollment Manager be replacing the Tungsten Network?
Answer:
No, VR&E will continue to use Tungsten. Enrollments for chapter 31 will be sent through Enrollment Manager just like they are through VA-ONCE now.
Question(s):
Will Enrollment Manager allow SCOs to view remaining Ch. 33 entitlement?
Answer:
Yes.
Question(s):
In Enrollment Manager, will all types of benefits be listed showing how many months of benefits students have remaining?
Answer:
Yes
Question(s):
Will schools that offer correspondence training be able to submit certifications in Enrollment Manager?
Answer:
This is not yet determined. Our goal is to have all training types and chapters submitted through Enrollment Manager, but correspondence may not be in the initial release.
Question(s):
Will Enrollment Manager allow us to see funds sent to student or to schools?
Answer:
Not initially.
Question(s):
Will Enrollment Manager be usable in Chrome, Firefox since IE is going away?
Answer:
Yes.
Question(s):
How will the new enrollment manager affect OJT/APP facilities who currently use VA-ONCE?
Answer:
It should have no impact. OJT/APP facilities will use Enrollment Manager instead of VA-ONCE. Existing trainees will be transferred to the new system.
Question(s):
Will certifying officials be able to leave better remarks in Enrollment Manager? Will the VA reps review the remarks and dates certs were submitted?
Answer:
The Remarks will be more focused in Enrollment Manger, but there will be additional capability to leave Notes, for your own use. The Notes will not be sent to VA. Veterans Claims Examiners should be reviewing all remarks that are sent currently. That will continue.
Question(s):
Will students be able to see their certifications in Enrollment Manager?
Answer:
Students will not have access to Enrollment Manager. They will continue to be able to access their information through va.gov.
Question(s):
When will Enrollment Manager be the only place (electronically) for submitting certifications?
Answer:
Yes.
Question(s):
Will a NEW MOU be required for Enrollment Manager?
Answer:
No.
Question(s):
Will certifying officials be able to certify students via batch files with the new enrollment manager system?
Answer:
Not with the initial release.
Question(s):
Will Fall 2022 certifications be transitioned to Enrollment Manager?
Answer:
Yes.
Question(s):
Will programs be alphabetized?
Answer:
Programs can be alphabetized now.
Question(s):
Will there be functionality to make the current two certification requirement easier?
Answer:
We are exploring options for this.
VRRAP Information
Question(s):
In regard to the graduation termination, what if the student is not using their benefit at time of graduation? Do we terminate still?
Answer:
Reporting graduation and the subsequent employment is the only way for the school to receive the balance of its payments.
Question(s):
For IHL programs and VRRAP, do we terminate using graduation as the comment code or End of Course/Term as comment code?
Answer:
The code that applies should be used. SCO should use appropriate reasoning, meaning if student terminates their training (enter as Termination), graduates/completes the program, then enter as such. The requirements are the same as in all programs.
Question(s):
Stated in training that we are to document in VA-ONCE "End of Term or Course" for the completion of program. So not a "Termination" with reasoning of "Graduation"?
Answer:
Both “End of Term or Course” and “Graduation” are worked the same way, both mean program completion to VA. If a report of “Termination” is received, then it will be processed as a termination (withdrawal).
Question(s):
If a VRRAP student does not complete the required scheduled hours by the end of term date due to absences, should we extend the end of term date? If not, should we wait until the student completes the required hours before reporting the end of term (grad date)?
Answer:
This would be a school policy determination regarding “extend the end of term date”. No further tuition and fees are payable. If the extension would extend the program end date, you would report on an AM99 (amended 99) as this could affect ROP and create MHA debt.
Question(s):
Do we report the LDA as the original end of term date and in the remark section list the actual date the student reached the required hours to complete the program?
Answer:
LDA should be the last day the student attended training. Regarding the remark section, this should display the new program begin and end dates (if changed from original 1999 program length information). There is no difference in VRRAP from other VA program reporting.
Question(s):
Where do I send a VRRAP refund if a student withdraws from a program and they are in a credit balance?
Answer:
You should ask VA to create a T&F debt so that we have a matching amount to which we can apply the returned funds; the training provider should utilize AVA (Ask VA) and report the amount of funds needing to be returned. VRRAP will create debt amount reported by the SCO, debt letter sent to the school, and then offset when funds received from the school.
Question(s):
Can a student receive VRRAP benefits after exhausting their Post 9/11 benefits?
Answer:
Yes, they would have to apply…the student and the program would have to meet the eligibility requirements.
Question(s):
I understand that a VRRAP student has 180 days to secure employment and that (1) the VA Form 22-10201, Employment Certification, cannot be submitted until the student has gained employment in their field of study, and (2) payment for the final 25% tuition and fees cannot be made until the student gains employment. However, if they have NOT secured employment within 180 days, can we skip submission of this VA Form 22-10201 form?
Answer:
Yes.
Question(s):
Students are asking if they can continue another 1-term program after completing their initial certificate?
Answer:
No.
Question(s):
We read that students can only pursue one certificate program within the 1-year. Is this correct?
Answer:
Correct.
Question(s):
Does VRRAP apply to Graduate students?
Answer:
VRRAP is available for approved NCD or IHL-Associate degree programs.
Question(s):
Student terminates and returns. Should SCOs certify with prior credit and start the same steps over?
Answer:
Unless a training provider loses VA approval, student is no longer eligible for VRRAP benefits if they terminate their training (even if the student reenrolls in/at the same program/training provider).
SCO Annual Training Requirements & Resources
Question(s):
Is it possible to have a running FAQ for the office hours instead of putting them in the month? Everything should fall under the topic, and we shouldn't have to check 12 different months to find the topic that I am looking for.
Answer:
No, this is not a feasible solution. The monthly pages were created to minimize scrolling and creation of more web pages. The program VA uses to create webpages does not have the functionality to create “drop downs” under a heading.
Question(s):
What is the purpose of providing the Q&As if we can't consider them official policy?
Answer:
The purpose of the Q&As is to provide a response to questions posed by certifying officials. The responses can change as policy changes. The disclaimer is provided to remind users that the information was accurate at the time given but may change over time. Users should use the most recent guidance on any given topic.
Question(s):
Just want to make sure can we self-certify March Office Hours virtual attendance to receive conference training credit?
Answer:
Yes, March Office Hours are listed in the SCO Training Portal and available for Self-Certification.
Question(s):
Can you provide the number for School Officials again please?
Answer:
VA is not allowed to publish this number. The number can be provided by your ELR and it is provided verbally during Office Hours.
Question(s):
What is the Certifying Official Hotline used for?
Answer:
The chart provided in the SCO Resources section of the presentation provides this information. The SCO Handbook also addresses the use for the hotline.
From the SCO Handbook:
When to contact the SCO Hotline: (get the number from your ELR)
- Status of Tuition and Fee payments or Yellow Ribbon payments
- Explanation of school debt creation for individual students
- Hardship cases
Question(s):
If I was an SCO at a different institution, am I considered new or continuing for training purposes at the new facility? It has been about 4 years since my last SCO training.
Answer:
You are considered a new certifying official.
