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Education and Training.

 

February Education Office Hours FY 2023 Presentation

SCO Training Logo                          National Training Team logo

 

February Office Hours: The Enrollment Manager Experience

This month’s Office Hours is titled “The Enrollment Manager (EM) Experience”. School Certifying Officials (SCOs), if you missed out on any of the live EM Experience Sessions, you may follow along by watching the EM demo videos and scenarios, which are separated by facility type; the following demo videos can be found on the Veterans Benefits Administrations (VBA) YouTube Channel:

The following Enrollment Manager (EM) Experience agenda is detailed within the EM demonstration (demo) videos. 

  • How to log into The Education Platform Portal 
  • Demonstrations of Updated User Interface and Scenarios 
  • Enrollment Manager Resources 
  • Common Enrollment Manager Frequently Asked Questions/Terminology Changes

The Department of Veterans Affairs (VA) Education Platform Portal 

The VA Education Platform Portal is the system for external users to gain access to Digital GI Bill® applications, including Enrollment Manager, through an authentication method. This authentication provides an additional layer of security to keep all personal information safe, including that of your students.  

The VA Education Platform Portal will be used for:​

  • SCOs to sign into Enrollment Manager for the first time​
  • SCOs to manage Read Only and SCO Assistant access to Enrollment Manager and assign them to school(s) 

The VA Education Platform Portal goes live on Monday, March 6.

Once the VA Education Platform Portal is available, you will receive a direct link to access the portal and login to Enrollment Manager.

Login through VA Education Platform Portal 

With the launch of Enrollment Manager comes new processes for logging in, requesting access, and managing access requests. Below is an overview of the different processes. 

To login to Enrollment Manager for the first time:

  • All users will navigate to the VA Education Platform portal sign in page and select SSOE​ 
  • All users will login to the VA Education Platform Portal using your ID.me or Login.gov account.​ 
  • School Certifying Officials (SCOs) who already have access to VA-ONCE will log into Enrollment Manager using their VA-ONCE credentials. 
  • New SCOs will request access to Enrollment Manager using VA’s new VA Education Platform Portal. You will receive an approval or denial email. After access is authorized, SCOs can navigate straight to Enrollment Manager or open it from the VA Education Platform Portal.​ 
  • Denied access? Reach out to the Education Liaison Representative (ELR) specified in your denial email to resolve the reason for denial.​

Important Note: SCOs do ”not” need to send ELRs Completion Certificates. 

Accessing Enrollment Manager as a Legacy VA- ONCE User 

To access Enrollment Manager as a Legacy VA-ONCE User, view the demonstration on the YouTube link, which is associated with your facility type. 

Requesting Access to Enrollment Manager 

To request access to Enrollment Manager, view the demonstration on the YouTube link, which is associated with your facility type. 


Demonstrations of Updated User Interface (UI) and Scenarios 

The EM demonstration videos include: 

  • Student Information Tab
  • Programs Tab
  • Add a Student to School Program
  • Find and add a student 

Enrollment Manager Resources Overview 

The following materials can be referenced for more information: 

  • Quick Start Guide
  • SCO User Guide
  • SCO Training Portal
  • FAQs
  • Office Hours
  • Video and Social Media Posts
  • Emails
  • Web Updates 

Visit the Resources for Schools page for more details. 

Enrollment Manager Frequently Asked Questions

 

The following are some selected frequently asked questions

Questions: How will SCOs be notified to begin using Enrollment Manager?

Answer: SCOs will receive communications via GovDelivery.

Questions: Is there a preferred browser for Enrollment Manager?

Answer: Yes, you can access Enrollment Manager through Microsoft Edge or Google Chrome.

Question: Will SCOs have access to student entitlement data?

Answer: Yes, this information will be on the Student Profile Page.

Question: Will a new Memorandum of Understanding be required?

Answer: No, but all users will be required to view and accept an End User Agreement upon logging in.

Question: Will SCOs be required to re-certify students if they were certified in VA-ONCE?

Answer: No. Any enrollments submitted in VA-ONCE will migrated to Enrollment Manager.

Question: Will historical data from VA-ONCE transfer over?

Answer: Yes, data from January 2015 forward will be migrated to Enrollment Manager.

Question: Will SCOs be able to select Remarks in Enrollment Manager?

Answer: Yes. Enrollment Manager offers VBA Standard Remarks and the ability to add custom remarks when necessary.

Question: Will SCOs be able to submit multiple terms within a semester?

Answer: The ability to add multiple terms at one time will not be included in Enrollment Manager’s first release.

Questions: Will SCOs have to wait 24 hours between making amendments to a certification?

Answer: Enrollment Manager can process multiple amendments per certification in a 24-hour period for Chapter 33 students.

Question: What type of reports can Enrollment Manager generate?

Answer: Enrollment Manager can generate a Weekly Summary Report and a Weekly Detail Report. 

Question: Who can view “Notes” added in Enrollment Manager?

Answer: Notes added to Enrollment Manager are viewable to all SCOs with Enrollment Manager access.

Question: Does Enrollment manager display Social Security Numbers?

Answer: No.  However, Social Security Numbers are still used to verify students and are associated in VA systems not visible in Enrollment Manager.

Question: What is the “Save as draft: button?

Answer: The “Save as draft” button allows SCOs to enter a student’s certification information and then come back later to finish/submit.

 Terminology 

A few quick changes to note: 

  • Distance credits are now Online credits​
  • Standard terms are now Preset Enrollments
  • Major is now Program​​
  • Course is now Program 

 

Questions and Answers

 

Will there be adjustments in Enrollment Manager?

No.  All changes made to an enrolment period after the initial Enrollment Certification is submitted will be called “amendments”, including adjustments and terminations.

What does Vacation Period mean in Enrollment Manager?

A vacation period is a customary, reasonable vacation period which is identified in the facility’s approved literature.  These were generally referred to as Break Periods in VA-ONCE.

Will there be new terms used in Enrollment Manager?

Yes

 

What’s New?

School Certifying Official Assistants

The SCO Assistants have limited access such as View and Edit bio, View and Edit certs, and delete unsubmitted certifications.

Read-Only Users

Users who will not be able to submit/change enrollments but can log-in to view data.

Terminology Changes 

 

Obsolete Terms

 

Enrollment Manager Terms

 

Definitions

 

Adjustment, Amendment, Termination

 

Amendment

Any change made to an enrollment after it is submitted

 

Break Period

 

Vacation Period

Official school vacation periods of seven or more consecutive days; used when certifying non-standard enrollment periods for all benefits

 

Distance Credits

 

Online Credits

Web-based learning using one or more technologies to deliver instruction to students.

 

Standard Term

 

Preset Enrollments

Terms dates on approved school calendar that can be pre-populated.

 

Veteran, Claimant, Beneficiary, Dependent

 

Student, Trainee

Individual using GI Bill® benefits to pursue approved educational programs, training, certifications, etc.

 

Facility, Training Program, Campus, Organization

 

School, Institution

Institutions of Higher Learning and nontraditional courses/programs where education or training is pursued.

 

Major, Degree Program, Course

 

Program

Student’s chosen path of study that is pursued at an approved school or institution.

Enrollment Status 

 

Previous Enrollment Status

 

Enrollment Manager Status

 

Definitions

2:    Cert in Process (draft)​

​

3:    Cert Completed

 

In Progress

Certification/Amendment is in Draft state

 

2P:  Cert Pending Approval (draft)

Pending SCO Review

Draft must be verified and submitted by an SCO

 

3X:  Chapter 31 Cert Submitted​

​

4:    Chapter 30, 1606, 1607, 32, 35, 901, 903, OJT/App, ​

       Flight Cert Submitted (all chapters)​

​

4X:  Chapter 33 Cert Submitted

 

Submitted

Enrollment/Amendment/Certification sent for processing

5E:  Chapter 33 Cert Reviewed for Manual Processing​

​

5M:  Chapter 30, 1606, 1607, 32, 35, 901, 903, OJT/App, ​

        Flight Cert Reviewed for Manual Processing (all chapters)

 

Under Review

Enrollment/Amendment/Certification off-ramped ​for manual review

 

5D:  Chapter 33 Cert Awarded Processed Automatically​

​

5A:  Chapter 30, 1606, 1607, 32, 35, 901, 903, OJT/App, Flight ​

       Cert Awarded Processed by ECAP​

​

5X:  Chapter 31 Cert Accepted by VR&E System

 

Processed

Enrollment/Amendment/Certification has been processed

Note: VA-ONCE Statuses 1 (Student Added) and 5r (Chapter 31 Cert Rejected by VR&E System) do not fall into any of the five Enrollment Manager statuses and are therefore not applicable.

SCO Fiscal Year 2023 Annual Training Requirements

October 1, 2022: Annual Training Window Opens. Updated training requirements for all new SCOs and continuing education requirements for existing SCOs are effective.

June 1, 2023: 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, 2023: 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, 2023: 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, 2023: 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, 2023: Annual Training Window Closes! Continuing education requirements for existing SCOs completed.

September 1st-30th, 2023: Existing SCOs - No Training in Progress; new SCOs – Training is continuous throughout the year.

SCO Portal Completion Status

Certifying Officials can keep pace of their annual training requirements by viewing the Training Requirement Countdown, checking Annual Training Schedule, required modules, and annual training completion status. Visit our School Certifying Official (SCO) Training webpage for this and more information.

Important Note: Enrollment Manger Training Modules and Final Assessment: The SCO Enrollment Manager training curriculum consists of three interactive Enrollment Manager trainings. SCOs will need to complete all three training modules (EM100, EM101, and EM102). The EM training modules should take no more than 2.5 hours to complete. Trainings are introductory to get SCOs familiar with the system. SCOs will get training credit for completing all three of the EM training modules; However, to receive approval/permissions to access EM, you must complete all three EM training modules and the final assessment specific to your facility type.

The SCO Online Training Portal has been updated to show training modules requirements based on an SCOs facility type and their experience as an existing SCO or new SCO. Fiscal Year 2023, SCO Annual Training requirements will be calculated by modules and completion; SCO Annual Training requirements are no longer calculated by hours.

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

*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)

1

Existing SCO Apprenticeship Program

1

Existing SCO Vocational Flight

1

Existing SCO High School Program

1

Existing SCO Residency Program

1

*One module. It is recommended the module be specific to your facility type.

SCO Type

Number of Modules

New SCO On-the-Job Training (OJT)

1

New SCO Apprenticeship Program

1

New SCO Vocational Flight Facilities

1

New SCO High School and Residency Facilities

1

New SCO Residency Institutions of Higher Learning (IHL)

10

New SCO Non-College Degree Facilities

10

*New SCOs must complete the listed required amounts of modules. 

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! 

Certifying Official Resource Guide

School Certifying Officials, please contact the designated party if you are having issues on the following topics:

Enrollment Manager Resources

ID.Me and Login.gov Resources

Contact your Education Liaison Representative (ELR)

  • Updating Certifying Officials; VA Form 22-8794 (Designation of Certifying Official(s)).
  • Technical assistance with reporting enrollments
  • Request Access to Enrollment Manager
  • 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 Certifying Official Hotline

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

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

Contacting the Education Liaison Representative (ELR)

Contacting the State Approving Agency (SAA)

Please contact your ELR for the Certifying Official Hotline phone number. 

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, please click the following link: GovDelivery  

SCOs be sure to register and update your information as needed; GovDelivery Support can be found by clicking here 

Additional Resources

Stay up to date on the Veterans Benefits Administrations (VBA) social platforms:

Facebook: @GIBillEducation
Twitter: @VAVetBenefits
Instagram: @VABenefits

Debt Management Center (DMC)

Ask VA (AVA) School Inquiries:

  • All school inquiries and disputes should be submitted using AVA 
  • Select “Veterans Affairs- Debt” as the category and “A School Official” as the topic.
  • Selecting these options is critical to ensure routing to DMC
  • Under “My inquiry is” select “On behalf of a Veteran”- this enables you to select School Certifying Official or Other (Business) under “relationship to Veteran”.
  • Selecting on behalf of a Veteran and then a business relationship will ensure the inquiries show up in a business dashboard.
  • You must log in to receive a response that receives specific debt information.

Tips for Submissions via Ask VA (AVA)

When submitting disputes and inquiries via AVA:

  • One inquiry per student
  • Identifying information for the student (not in the subject line)
  • School name and facility code
  • Debt amount
  • Supporting details (front and back of cashed check, when was updated certification sent, etc.)

 

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