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Education and Training

School Certifying Official Training FAQS

This webpage provides responses to SCO Training FAQs.


SCO Online Training Portal
SCO Designations
Facility/Program Types
Covered Educational Institutions
Required Training for New SCOs
Required Training for Existing SCOs
Training Compliance
Terminology

SCO Online Training Portal

What is the SCO Online Training Portal?

The SCO Online Training Portal (Portal) is the Department of Veterans Affairs (VA) online Learning Management System for SCOs. It provides access to, and tracks completion of, mandated SCO training.

How do I access the Portal?

To access the Portal, navigate to vba-tpss.vbatraining.org. 

How to retrieve my logon information if I have forgotten it?

Your logon information is your email address and facility code.

I have two accounts for the same facility code. How do I delete one?

To delete an account, you must submit a request to the support team at support@vbatraining.org.

How do I access my profile?

You can access your profile by clicking in the “Welcome” section in the top left of the portal main page.

How do I edit my profile?

You can edit your profile by clicking in the “Welcome” section in the top left of the portal main page. In the bottom right will be a section labelled “Your Profile”. Here, you can edit your name, role, and facility code.

My profile reflects my role as a “New SCO”. Does it automatically update when I am considered an “Existing SCO”?

No, the portal will not automatically update your role to “Existing SCO”. When you enter your second year as a certifying official, you will change your role from “New SCO” to “Existing SCO”, manually.

How can I see how many modules I have completed toward my annual training requirements?

You can check the completion status of your training by clicking in the Welcome” section at the top left of the portal main page. In the top right will be a section labelled “Your Completion Status”. This section displays a year-to-date summary of the number of modules completed.

I lost my Certificate of Completion. How do I get a copy?

Once you have self-certified your attendance at a training session or completed a training module in the portal, there are two ways to get a copy of your Certificate of Completion. The first is to select “Click here to download your results.” when it displays at the end of the course. The second way is to enter the course from the main page of the portal and select the “Feedback” button. With both actions, your certificate will display on a new page or screen. In the top right corner of the certificate, you will see a printer and a disk icon. You can print a copy of the certificate by selecting the printer icon. To save a copy to your computer, select the disk icon and follow the prompts to save.

I am the main SCO for my school and need to ensure the other SCOs have completed their annual training requirements. Can I obtain copies of their certificates?

No. Each individual SCO can log into the portal to access their own training completion and certificates. Once an SCO does this, they can share this information with other SCOs.

How do I review a completed module in the Portal?

To review a completed module, scroll down and select “Review Only – Click Here” from the options on the left. Locate the module from the list on the right and select the green “Begin” box. The review section allows you to review a completed module without changing your completion status.

How do I self-certify my attendance at a conference or online training session?

When you attend conference sessions, Office Hours, or any other supplemental training sessions approved for training credit, you must self-certify your attendance. To self-certify, follow these steps:

  1. Log into the Portal
  2. Select either Office Hours, Conference Sessions, or Supplemental Training
  3. Locate the applicable session and select “Begin”
  4. Verify you have selected the correct training session, then select “Continue”
  5. Select “Yes” to certify you have completed 100% of the training, then select “Submit”
  6. Enter the Date of Training, then select “Submit”
  7. Download your results and keep the certificate for your records

I attended several sessions at a conference. Why are only a few of the sessions I attended available in the portal to self-certify?

Only topics approved and vetted by VA leadership can be accepted for Section 305 annual training credit.

SCO Designations

What are the different SCO designations?

VA has three (3) designations for SCOs:

  • Designated SCOs
  • SCO Read-Only Users
  • SCO Assistants

What is a Designated SCO?

The law defines a “School Certifying Official”, for the purposes of these provisions, to mean an employee of an educational institution with the primary responsibility for certifying Veteran enrollment at the educational institution. Employees are designated by their organization via the Designation of Certifying Official(s), VA Form 22-8794 and must complete required SCO training for the type of programs offered at their institution at the time of designation.

What is the role of a SCO Read-Only user?

SCO Read-Only users have permission to access student information, request information from VA, and submit inquiries to VA to assist an authorized designated SCO with obtaining accurate information to certify a student’s enrollment. SCO Read-Only users cannot certify student enrollments to VA. They must be listed on the VA Form 22-8794 but are not required to complete any SCO required training.

What is the role of the SCO Assistant?

SCO Assistants have full access to a student’s profile in the VA certification system. They can enter data into the system but cannot submit enrollments to VA. Assistants are not listed on the VA Form 22-8794 and do not complete any required SCO training.

I have completed my required SCO training at my current school but am transferring to a new school. Are transferring SCOs required to re-take the required SCO training?

Transferring SCOs who successfully completed the required training and transfer to another institution of the same facility or program type before the beginning of the next fiscal year are not required to re-take their training for the year.

Transferring SCOs who successfully completed the required training and transfer to another institution of a different facility or program type before the beginning of the next fiscal year must complete the required New SCO training for their new facility/program type prior to being authorized to certify to VA.

Can my work-study students certify VA student enrollments?

Work study students may assist with the certification process; however, since they are not employees of the educational institution, they cannot certify information to VA. As such, they do not have to complete the required SCO training. The required training is available for work study students to complete if they wish to do so.

Do SCOs for centralized certification schools have to complete the required training?

All Designated SCOs at facilities that participate in centralized certification must complete the required training. Designated as points of contact are not required to complete the training because they are not authorized to submit enrollment certifications to VA.

What training are New SCOs at High Schools required to complete?

There are no annual training requirements for SCOs at High Schools. However, if the High School SCO chooses to use Enrollment Manager to submit student enrollments to VA, they must take the Enrollment Manager training in the portal.

Facility/Program Types

Can you define the different types of facilities and programs?

  • Institution of Higher Learning (IHL): A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher degree. The institutions must be empowered by the appropriate state education authority (under state law) or accredited by a recognized accrediting agency to grant such degrees.
  • Non-college Degree (NCD) Facility: A facility offering only courses or programs of education or vocational training which do not lead to a standard college degree.
  • IHL with NCD programs: A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers programs of education or vocational training which do not lead to a standard college degree.
  • IHL with Flight programs: A college, university, technical or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers standard degree programs that include flight training.
  • On-the-Job Training (OJT) programs: Programs consisting of formal or informal training for specific tasks, done while performing a job and earning wages. OJT programs are generally employer-need based and require between 6 months and 2 years of specific training, as approved by the State Approving Agency (SAA).
  • Apprenticeship programs: Programs that are a form of OJT training based on a formal agreement between entry-level workers and employers or apprenticeship sponsors. These programs include hands-on practical training and some form of classroom instruction that enhances a trainee’s skills. Apprenticeship programs consist of training in a skilled trade requiring at least 2 years of training and must follow specific Department of Labor guidelines.
  • Vocational Flight programs: Refers to courses or programs for students pursuing a vocational objective in aviation at a flight school.
  • Residency programs: Post-graduate training programs at an IHL consisting of advanced clinical training for medical graduates in their chosen field of specialty.

Covered Educational Institutions

Do all SCOs have to complete the required training?

All New SCOs have to complete the required training prior to receiving authorization to submit enrollment certifications to VA. All Existing SCOs at covered educational institutions must take required training, annually.

What is a Covered Educational Institution?

As defined in 38 CFR 21.4200 a covered educational institution is an educational institution that has enrolled 20 or more individuals using VA educational assistance under Title 38, United States Code, during the previous calendar year.

Are we exempt from the SCO training if we have less than 20 students enrolled during a calendar year?

Existing SCOs at institutions with fewer than 20 students who receive VA educational assistance during a calendar year, are exempt from the training. However, if you designate a New SCO, on or after August 1, they are required to complete the New SCO required training.

I understand that SCO training is not required if the institution has less than 20 students receiving VA benefit. However, is it recommended?

Yes. SCO training is recommended and is available for any SCO with less than 20 students who wishes to take it.

Where can we find the list of covered educational institutions?

The list of covered educational institutions will be generated annually and may change depending on the number of students enrolled and receiving VA educational benefits. See the excel spreadsheet containing the Covered Educational Institutions list (Covered Educational Institutions).



Required Training for New SCOs

Does Section 305 require New SCO Training for non-covered institutions?

Section 305 explicitly states VA will set forth training requirements for SCOs at covered institutions. VA requires all New SCOs, regardless of number of beneficiaries, to complete the New SCO online training prior to gaining access to certify enrollments to VA. This training requirement will ensure that all New SCOs are properly trained, resulting in a positive outcome for beneficiaries.

How many modules are New SCOs required to complete?

All New SCOs must complete one module specific to their facility or program type. The modules are located in the SCO Online Training Portal.

Where can New SCOs access the online training?

New SCOs access their training in the SCO Online Training Portal. The New SCO must create a new account. Once in the portal, they will select their training.

For example: A New SCO at an IHL must navigate to the portal, select the training module titled “New SCO Training – Institutions of Higher Learning, and complete all the topics within that training module.

Do new SCO's have to submit their certificates of completion to VA?

Yes. New SCOs must submit their certificate of completion to VA via the VA Education File Upload Portal. The certificate of completion must accompany a completed Designation of Certifying Official(s), VA Form 22-8794.

Is the New SCO training specific to the type of school in which you certify?

Yes. The New SCO training consists of general training and facility/program specific training.

Are New SCOs required to take the Enrollment Manager training modules?

Enrollment Manager training is included in the New SCO training modules they are required to complete to certify enrollments. They are not required to take additional Enrollment Manager modules.

Will taking the New SCO training in the Portal fulfill the training requirement for the entire calendar year? 

No. Completion of the New SCO training will only fulfill the training requirement until the beginning of the new fiscal year which begins on October 1 and ends August 31. Then SCOs at Covered Educational Institutions are required to fulfill Existing SCO training requirements annually between October 1-August 31. Existing SCO training can’t be performed September 1-30. There is a training cycle reset.



Required Training for Existing SCOs

How many modules are Existing SCOs required to complete each annually?

Existing SCOs must complete a certain number of modules based on their facility or program type. Completion requirements:

  • Four modules – IHLs, NCD only facilities, IHLs with NCD programs, and IHLs with flight programs
  • One module - OJT programs, Apprenticeship programs, Vocational Flight programs, and Residency programs

When must Existing SCO training be completed?

Completion of Existing SCO training will only fulfill the training requirement until the beginning of the new fiscal year which begins on October 1 and ends August 31. Training reminders are sent at 90, 60, 30, and 15 days to remind Existing SCOs of the upcoming deadline. Training can’t be performed September 1-30. There is a training cycle reset.

How do I know if my conference or supplemental training session is approved for credit towards my training requirements?

Sessions that are approved for Existing SCO annual training credit are designated as such in the training materials and listed for self-certification in the SCO Online Training Portal.

Is there a listing of all training sessions that count towards Existing SCO training requirements?

There is not a running list of training sessions that count towards an Existing SCO’s training requirements for the year. Types of training that counts towards Existing SCO training requirements are:

  • Training modules in the Portal
  • EM Updates/FAQs sessions
  • EDU Fireside Chats
  • Office Hours sessions
  • Conference sessions approved for training credit
  • Standalone webinars offered by NTT-S (SCOOP, 85/15, NCD, Study Abroad, etc.)

Training Compliance

What happens if an SCO does not meet the training requirements?

If an Existing SCO at a Covered Educational Institution fails to complete the required training, VA may remove the SCO’s ability to certify enrollments and/or refer the institution to the SAA to determine suspension and/or withdrawal of approval.

If a New SCO does not complete the required New SCO training in the SCO Online Training Portal, they will not be granted access to VA systems for the certification of student enrollments.

What proof is required to verify I have met the training requirements?

New SCOs:
Once the required online training is complete, you must submit a copy of your certificate of completion along with the Designation of Certifying Official(s), VA Form 22-8794 to VA via the VA Education File Upload Portal.

Existing SCOs:
Completion of Existing SCO training in the portal is automatically logged, and no further action is needed by you. Conference session, Office Hours, and Supplemental Training session attendance is tracked through self-certification. You must complete the self-certification module in the portal for these sessions. Once you self-certify, the completion status is tracked in the portal. While you are not required to submit anything to VA, it is strongly recommended you save your completion certificates.

Will we get a notice when our annual training is almost due?

Yes. VA sends training reminders at the 90-, 60-, 30-, and 15-day milestones.

Terminology


SCO Training Requirements Terminology

SCO Types

Designated SCO

An employee of an educational institution responsibile for certifying Veteran enrollment at the educational institution and designated as a Certifying Official on the Designation of Certifying Official(s), VA Form 22-8794. Designated SCOs must complete required SCO training.

SCO Read-Only user

Users with permission to access student information, request information from VA, and submit inquiries to VA to assist an authorized Designated SCO with obtaining accurate information to certify a student’s enrollment. SCO Read-Only users cannot certify student enrollments to VA. They must be listed on the Designation of Certifying Official(s), VA Form 22-8794, but do not have to complete SCO required training.

SCO Assistant

Users with full access to a student’s profile information in the VA certification system. They can enter data into the system but cannot submit enrollments to VA. Assistants are not listed on the VA Form 22-8794 and do not have to complete any required SCO training.

Transferring SCO

SCO who has completed their required SCO training for the year, but transfers to another facility. SCOs who transfer to same facility/program type do not require additional annual SCO training. SCOs who transfer to a different facility/program type must take the New SCO training for the new facility/program type.

Work-Study Student

Student utilizing the VA Work-Study program. These students may assist with the certification process but cannot certify enrollments to VA since they are not an employee of the educational institution. Work-Study students do not have to complete required SCO training; however, the training is available for them to take if they wish.

Centralized Certification SCO

Designated SCOs at facilities that participate in centralized certification must complete the required New or Existing SCO training. Designated points of contact at facilities that participate in centralized certification are not required to complete SCO required training because they are not authorized to submit enrollment certifications to VA.

New SCO

A Designated SCO that has not yet completed New SCO training in the Portal and does not yet have access to certify enrollments to VA.

Existing SCO

A Designated SCO who:

  • began work as an SCO prior to the beginning of the Existing SCO training cycle (October 1),
  • has completed the New SCO training in the SCO Online Training Portal, and
  • has access to certify enrollments to VA.

Facility/Program Types

Institution of Higher Learning

A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher degree. The institution must be empowered by the appropriate state education authority (under state law) or accredited by a recognized accrediting agency to grant such degrees.

Non-college Degree Facility

A facility offering only courses or programs of education or vocational training which do not lead to a standard college degree.

IHL with NCD programs

A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers programs of education or vocational training which do not lead to a standard college degree.

IHL with Flight programs

A college, university, technical, or business school offering post-secondary level academic instruction that leads to an associate degree or higher. Additionally, it offers standard degree programs that include flight training.

On-the-Job Training (OJT) programs

Programs consisting of formal or information training for specific tasks, done while performing a job and earning wages. OJT programs are generally employer-need based and require between 6 months and 2 years of specific training, as approved by the SAA.

Apprenticeship programs

Programs that provide on-the-job training through a formal agreement between trainees and employers or sponsors. These programs include hands-on, practical work experience along with some classroom learning to develop the trainee’s skills. The program focus is on teaching a skilled trade. These programs are at least two years in length. They must meet specific Department of Labor standards.

Vocational Flight programs

Refer to courses or programs for students pursuing a vocational objective in aviation at a flight school.

Residency programs

Post-graduate training programs at an IHL consisting of advanced clinical training for medical graduates in their chosen field of specialty.

Approved Training Sessions That Count Towards Training Requirements

Training Events

Events such as Conferences, Fireside Chats, Office Hours, and other webinars that are listed in the Portal for self-certification.

Training Modules

Self-paced training modules located in the Portal. Upon completion, training credit is given to SCOs automatically.

Office Hours sessions

Quarterly online webinars providing information on the GI Bill, related legislation, and processes.

Approved Conference sessions

Approved Conference sessions are local, regional, and national conference sessions that are available for self-certification in the SCO Online Training Portal.

SCO Training Portal modules

Training modules in the Portal.

EM Updates/FAQ sessions

Online webinars presented by Accenture Federal Services to provide updates on Enrollment Manager and review frequently asked questions.

EDU Fireside Chats

Online webinars hosted by EDU Service Executive Director Mr. Joseph Garcia

NTT-S Webinars

Supplemental training provided by NTT-S addressing legislative, system, and procedural information and includes both self-paced and instructor-led sessions. These sessions include SCOOP, 85/15, NCD, Study Abroad, to name a few.

Miscellaneous

Existing SCO Training Cycle

The Existing SCO Training Cycle operates on a yearly cycle. The cycle opens for training on October 1 and closes August 31. Existing SCO training requirements must be met during this time.

Covered Educational Institution

A covered educational institution is an educational institution that has enrolled 20 or more individuals using VA educational assistance under Title 38, United States Code, during the previous calendar year.

Training modalities

Existing SCOs can complete training requirements through training modules located in the Portal (Live Assessments). Credit is received upon completion of these modules.

Existing SCOs can also attend virtual, in-person and instructor led training. These events must be presented or co-presented with VA during online training events and national or regional conferences. You must self-certify in the Portal to receive credit.
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