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Education and Training

August Education Office Hours FY 2023 Presentation

SCO Training Logo                          National Training Team logo

 

August Office Hours Agenda

  • Enrollment Manager Updates 
  • Edith Nourse Rogers Science Technology Engineering Math (STEM) Scholarship 
  • Certification of Tuition and Fees Upfront and 1010 Second Certification 
  • Veterans Affairs (VA) Last Payer 
  • Validating Adobe Signatures 
  • School Certifying Officials (SCOs) can view this entire Office Hours presentation at the following YouTube link: August Office Hours 

Enrollment Manager Updates 

As we continue to improve the SCO experience, the following fixes and enhancements are now available as of August 19th: 

  • Font size increased on the printed forms  
  • Filter on the Search My Students tab is now collapsed and can be expanded
  • Ability to add inactive students through Add Student to School button in the Benefits tab
  • Corrected an error on the Benefits Tab, non-33 benefits display again
  • Added four new Veterans Benefits Administration (VBA) remarks to prevent free text (none are needed):
  • Second Certification for Enrollment Verification​
  • Change to Tuition & Fees – Replacement of “Updating Tuition and Fees”​
  • Correcting / Updating / Amending Previous Enrollment​
  • Graduated / Received Diploma or Certificate / Completed Objective​
  • Add Enrollment & Add Multiple Enrollments separated into buttons
  • Add Multiple Enrollments pre-populates the facility code
  • Updated language throughout to change "distance" to "online"
  • Allows the submission of Monthly Flight certifications while Enrollment is Under Veterans Affairs (VA) Review
  • Instructions updated for students with multiple Academic Info records
  • Preset Enrollments can be edited, as long as no Enrollments have been created using them
  • Preset Enrollment Date can be used on both the main and extension campuses
  • Removed the link for VA-ONCE legacy access 
  • SCO Access Manager updated to show all users 

Enrollment Manager ID.Me Reminder 

Below details a reminder of the required step regarding access to Enrollment Manager through a VA.gov account verified with ID.me: 

  • Allowing permission has always been a required step of the ID.me verification process
  • Please select the “Allow” button to authorize ID.me to share your verified identity information with VA
  • If the “Deny” button is selected, the user’s identity cannot be verified through ID.me, and you will not be able to access Enrollment Manager 

Enrollment Manager ID.Me Reminder: Back to School Reminders 

As the new term quickly approaches, VA wanted to provide a few reminders: 

  • Use VBA Remarks instead of Custom Remarks. We strongly recommend that you only use VBA Remarks to share information that impacts payment and is not available elsewhere in the student's enrollment or amendment. Learn more about entering remarks in the updated Enrollment Manager User Guide.
  • Paper (Portable Document Files or hard copy) enrollment certifications are no longer accepted as of August 1 by the U.S. Department of Veterans Affairs (VA). 
    • All enrollment certifications must be submitted through Enrollment Manager.
    • Some exceptions apply for programs or training types that are not supported by Enrollment Manager, such as Correspondence Training, Chapter 32, claimants without a Social Security Number (SSN) restricted foreign school locations and facilities permitted to teach-out of existing students.
  • Double check the Program tab before you create an enrollment. Make sure the Benefit type, Objective type (if applicable) and Program are correct before submission.  

Version 2 of the Enrollment Manager SCO User Guide is Live! 

We have enhanced the Enrollment Manager SCO User Guide to improve navigation, readability, and to include EM’s latest functionality!  

New features include:

  1. Every slide header hyperlinks to the beginning of that section.
  2. Each slide has a Return to Table of Contents, which displays as a yellow button to return to Table of Contents.
  3. For sections associated with a specific facility type, an associated color coated band displays on the far left:
  • Black color band for Institutions of Higher Learning (IHL)
  • Light Blue color band for Non-College Degree
  • Light Green color band for On-the-Job Training/Apprenticeships
  • Yellow color band for Flight 

Edith Nourse Rogers Science Technology Engineering Math (STEM) Scholarship

Allows eligible Veterans using the Post-9/11 GI Bill(R) or dependents using the Fry Scholarship to receive added benefits. This scholarship provides up to 9 months (or $30,000, whichever comes first) of benefits for training in an eligible STEM field.

Eligibility: Students may be eligible for this scholarship as a Veteran or a Fry Scholar if they meet at least one of these requirements. At least one of the following points must be true:

  • Currently enrolled in an undergraduate STEM degree program or qualifying dual-degree program, or
  • Earned a post-secondary degree or a graduate degree in an approved STEM degree field and are enrolled in a covered clinical training program for health care professionals, or
  • Earned a post-secondary degree in an approved STEM degree field and are working toward a teaching certification.

Note: Full eligibility requirements can be found at the following link: Edith Nourse Rogers Science Technology Engineering Math (STEM) Scholarship 

Degree Programs

Eligible STEM Undergraduate Degree Programs Include:

  • Agriculture Science or National Resources Science
  • Biological or Biomedical Science
  • Computer and Information Science and Support Services
  • Engineering-related field
  • Healthcare or a Healthcare related field
  • Mathematics or Statistics
  • Physical Science
  • Science Technologies or Technicians

Note: Download the full list of eligible STEM degree programs (PDF)


Certifying STEM in Enrollment Manager

Student Profile – Programs Tab: The Programs tab displays both previous and current programs a student is enrolled in by facility. The top program listed is the current or active program the student is pursuing. 

Note: This view only populates programs at the SCO’s designated school. If necessary, select the “+” to view programs at other facilities. 

Student Profile – Program Tab: STEM Scholarships 

  1. SCOs must select the “STEM” box if the student is a STEM scholarship recipient.
  2. Once the box is checked, another box appears allowing the SCO to add the Classification of Instructional Programs (CIP) code. If changes are made on this screen, users must select the “Save” button to confirm these changes. 

Note: The “Save” button is only selectable after the “STEM” box is checked. CIP Code is not required to save changes.

STEM Frequently Asked Questions

Payment

Question: How will payments be made for STEM benefits?

Answer: The school will receive the applicable Tuition and Fee Payment. The student will receive the books 
and supplies allowance and the appropriate housing allowance. All these payments apply toward the $30,000 scholarship limit.

Enrollment Changes

Question: What happens if one of my students disenrolls after receiving STEM?

Answer: VA will only pay the STEM Scholarship while the student remains enrolled in the program. Any partial months or reductions in course load will be prorated accordingly.

Question: What happens to transfer students who switch to another school or program?

Answer: Any change of program or school, from what was previously awarded under STEM, constitutes a need to reapply. There is a $30,000 cap and 9 months entitlement limitation per beneficiary.

Enrollment Verification

Question: Does my student need to verify his or her STEM Scholarship enrollment?

Answer: Students receiving STEM must verify their continued enrollment for the previous month to receive their housing payment.

Question: How does my student verify his or her STEM Enrollment?

 

Answer: STEM Scholarship beneficiaries can verify their enrollment either by email or by text message.

 

Certification of Tuition and Fees Upfront and 1010 Second Certification 

What is Section 1010?: Public Law (PL) 116-315 Section 1010, Isakson and Roe Veterans Health Care and Benefits Improvement Act of 2020 became effective August 1, 2021. For Chapter 33 beneficiaries, schools are required to submit both an original enrollment certification and second enrollment certification to ensure the beneficiary is progressing in their training. 

Note: This requirement is only for Institutions of Higher Learning and Non-College Degree Facilities.  


PL 116-315 Section 1010:

  • Initial enrollment certification for each Chapter 33
  • Subsequent enrollment certification (verification) after the last day the student can withdraw without penalty
  • Without penalty is defined as academic penalty, whichever occurs first
  • Second certification must be received no later than 30 days after school’s drop-add period or 60 days from the first day of enrollment, which ever occurs first
  • Schools without a drop-add period, second certification must be received no sooner than 30 days and no more than 60 days from the first day of the enrollment 

Section 1010: Initial and Second Certification 

Initial Enrollment Certification: 

This certification should be submitted to VA after a beneficiary enrolls and up to 180 days before the start of the term. It is still a common practice to submit $0.00 for tuition and fees for the initial enrollment, however, your school can also certify tuition and fees upfront. 

Second Enrollment Certification (Verification):

  • Schools with a drop-add period – This certification should be submitted after the last day a student can withdraw without either academic penalty or financial penalty, whichever occurs first. The certification should be received by VA no later than 30 days after the end of the school's drop-add period, or 60 days from the first day of the enrollment period, whichever occurs first. 
  • Schools with a drop-add period – This certification should be submitted after the last day a student can withdraw without either academic penalty or financial penalty, whichever occurs first. The certification should be received by VA no later than 30 days after the end of the school's drop-add period, or 60 days from the first day of the enrollment period, whichever occurs first.

Section 1010: Second Certification 

There are four methods for submitting the 1010 requitement for second certification:

  1. Dual Certification
  2. Enrollment Changes
  3. Unchanged Certifications
  4. Retroactive Certifications 

Certification of Tuition and Fees Upfront 

Scenario: Veteran University is a private school, with a drop-add period and refund policy period of 14 days, beginning the first day of the term. Veteran student, Taylor Roberts, is taking 15 hours for Fall 2023, from August 21, 2023, to December 15, 2023, with tuition and fees totaling $20,535.  

  • Taylor’s tuition and fees of $20,535 can be certified after officially enrolling and/or up to 180 days before the start of the term. 
  • Veteran University must submit the second certification, after the14 day drop-add/refund policy period, but no later than 30 days after the end of the school's policies.  

Note: If the schools refund policy period (which would be a financial penalty) had been shorter (i.e., 10 days) or vice versa, then that date would be utilized when certifying the second certification. An SCO would certify after the 10-day refund policy period, but no later than 30 days after the end of the school's refund policy period since that is the policy that would incur a penalty sooner.  

Certification of Tuition and Fees Upfront 

Things to Remember:

  • When there are “no changes” to make in the enrollment after the initial certification, the second certification is still required.
  • In Enrollment Manager, this will be done by amending the enrollment, making no changes, and submitting the certification.  

Scenario: When there “are changes” to the initial certification, “after” the drop-add period/refund policy period. 

Taylor has decided to drop from 15 to 12 hours on September 8, 2023, reducing tuition and fees to $16,500. This change occurs after the 14-day period but is still within 30 days after the end of the schools drop-add period. 

  • In Enrollment Manager, the SCO will amend the enrollment, change the hours from 15 to 12, change the tuition and fees from $20,535 to $16,500 (the correct amount for 12 hours), and submit the term.
  • Since this change occurred within the established time limit, it will suffice as the second certification required for Section 1010.  

Veterans Affairs (VA) Last Payer 

Net Charges for Tuition and Fees: When certifying the net charges for tuition and fees for Chapter 33 students you must deduct any school, government or private payments or waivers of any part of those tuition and fees. The only exceptions are payments under Federal Title IV financial aid. The deduction must reflect a payment made directly to the school by the source or a waiver of tuition and fees by the school and must be specifically and only for tuition and fees. 

Examples of Tuition-Only Specific Waivers, Scholarships, or Aid that “may” include the following, but are not limited to:

  • Tuition waiver by the school (i.e., tuition waiver for employee or family member)
  • Military tuition assistance
  • Employer payments to schools specifically for tuition and fees
  • Private scholarships paid directly to school for tuition and fees
  • Reserve Officers’ Training Corps (ROTC) scholarship (where payments specified for tuition and fees)
  • Military Spouse Career Advancement Accounts (MyCAA)
  • Heath Professional Scholarship Programs (HPSP) 

Examples of Specific Waivers, Scholarships, or Aid that “may not” be deducted:

  • Employer payments to schools when not specified for tuition and fees
  • Private scholarships paid directly to school for when not specified only for tuition and fees
  • Reserve Officers’ Training Corps (ROTC) scholarship (where payments are specified for other than tuition and fees)
  • Some state programs (prepaid tuition programs, state 529 plans) 

These examples are not all inclusive but do provide an idea of what is deducted from costs. 

Note: Payments are not designated solely for tuition and fees, but can also be used for other specific or general school related expenses.

Certifying Tuition and Fees (Chapter 33) 

Title IV: In no instance is an award of federal financial aid under “Title IV” deducted from net charges for tuition and fees; these include, but are not limited to:

  • Unsubsidized and Subsidized Federal Family Education Loans (FFEL)
  • Unsubsidized and Subsidized Federal Direct Stafford Loans
  • Federal Perkins Loans
  • Federal Family Education Loan (FFEL) Parent PLUS Loans, Federal Direct PLUS Loans
  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grant

Validating Adobe Signatures 

National Institute for Standard and Technology (NIST) Special Publication 800-63-2, “Electronic Authentication Guideline”, is the established guide per VA Directive 6510 dated 1-15-2016. 

  • VA accepts the use of electronic signatures as equivalent to traditional handwritten signatures, also referred to as wet signatures. Such acceptance shall not limit users from conducting transactions in a non-electronic form. 
  • VA shall use digital signatures, which are considered a form of electronic signatures that attaches encrypted data derived from the electronic credential to the electronic document. The encrypted data constituting the digital signature may be used as an electronic signature, as part of a process to authenticate a person or device, or to verify the integrity of the record. 
  • The identity of the individual executing a digital or electronic signature shall be validated to the appropriate level of assurance prior its (1) capture, or (2) application to a document or transaction. Validation, capture, and execution shall occur during the same session. 
  • The identity of the individual executing a digital or electronic signature shall be validated to the appropriate level of assurance prior its (1) capture, or (2) application to a document or transaction. Validation, capture, and execution shall occur during the same session.
  • The identity of the individual executing a digital or electronic signature shall be validated to the appropriate level of assurance prior its (1) capture, or (2) application to a document or transaction. Validation, capture, and execution shall occur during the same session.

Electronic Versus Wet

A wet signature is a handwritten mark of approval on a hard copy of a document with a pen or seal. It is also called a pen and ink or physical signature. It usually resembles the signee’s name in cursive and is really any signature affixed to a hard copy with a pen or other writing device. An electronic signature is a digital change to the document and saves enough data to prove the legal validity and origin.


Validating Adobe Digital Signatures on the VA Form 22-8794 (Designation of Certifying Official(s) Form): A typed name on a VA Form 22-8794 is not a “wet” signature. The VA Form 22-8794 will not be accepted as complete, if it is submitted with a typed name in the signature block this is not an acceptable digital signature.

Digital Signature Criteria

Applications utilizing electronic signature shall generate an auditable record of the end user’s signature that is maintained for the life of the document without possibility of alteration or corruption and shall include submission of signature as the event, the signed document, the identity of the signee, and the credential used to sign the document. 

An auditable record includes events captured by the system in the audit trail that may include items such as verification of credential provided at moment of signature, date/time of signature, and distinguished name.

Are The “Signatures” Valid?

The following is what Education Liaison Representatives (ELRs) are looking for:

  • Signature date/time are from the clock on the signer's computer. The time is based on local time on the signer's computer.
  • Signature is timestamped. The signer used a Timestamp Server and your setting indicate that you have a trust relationship with timestamp and server.
  • Signature is timestamped, but the timestamp could not be verified. Timestamp verification requires obtaining the timestamp server's certificate to your list of trusted identities. Check with your system administrator.
  • Signature is timestamped but the timestamp has expired. AdobeAcrobat and Adobe Reader validate a timestamp based on the current time. This message is displayed if the timestamp signer's certificate expires before the current time. To let Acrobat or reader accept and expired timestamp, select Use Expired Timestamps in the Signature Verification Preferences dialog box (Preferences>Signatures>Verification: More) Acrobat and Reader display an alert message when validating signatures with expired timestamp.

Note: Please use the following for assistance in using digital signatures: Validating digital signatures, Adobe Acrobat

What will happen if your signature does not meet the definition of wet or electronic?

  • The document will be returned to the School Certifying Official to correct the signature.
  • This will cause a delay in processing

Note: Please upload the VA Form 22-8794 to the upload portal and ensure to select the correct option under “Action documents (purpose of the file upload)”. The following is the upload portal link: https://www.my.va.gov/EducationFileUploads/s/

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 in regard to 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. 

SCO Annual Training Portal

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 click “Begin”.
  4. Verify you have selected the correct training session, then click “Continue”.
  5. Click “Yes” to certify you have completed 100% of the training click “Submit”.
  6. Enter the date of training, then click “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! 

Enrollment Manager Resources Overview

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)).
  • Questions about reporting enrollments and related changes
  • 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:

  • Status of Tuition & Fee or Yellow Ribbon payments
  • Explanation of school debt creation
  • Individual student benefit information and hardship cases 

Contacting the State Approving Agency (SAA):

Contact your State Approving Agency (SAA)

  • Program revisions; new/suspended/cancelled programs 
  • Updated catalogs and related publications 
  • School address updates – including branch/extension 
  • Changes in accreditation status 
  • Change of ownership and change of address

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

 

 

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