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Education and Training

Enrollment Manager Frequently Asked Questions

Getting Started
VA-ONCE vs. Enrollment Manager
Key Features
Troubleshooting
Terminology

Getting Started

Q What is Enrollment Manager?
A Enrollment Manager is a modernized platform for SCOs that will replace VA-ONCE. Core functions of Enrollment Manager will remain the same as VA-ONCE, but with an enhanced user experience.

What is the timeline for the release of Enrollment Manager?
More information on the timeline for release of Enrollment Manager will be coming soon.

Q Where will the email come from when we are told to start using Enrollment Manager over VA ONCE?
A You will receive communications via GOV Delivery, and we will also announce it during Office Hours sessions. If you are not receiving these communications, please subscribe. If you do not receive the Registration Confirmation email, please check with your institution's Office of Information Technology (OIT) to determine if “Do Not Reply” emails from Adobe are being blocked by the firewall and anti-virus protection.

Q What training resources will be available to train Certifying Officials how to use Enrollment Manager?
A There will be interactive self-paced trainings with software simulations allowing SCOs to practice key functions, live webinar trainings, a user guide, and demo videos available to help Certifying Officials familiarize themselves with Enrollment Manager before and after it goes live.

How will I access Enrollment Manager?
All users need to create an ID.me or Login.gov account to have secure access to Enrollment Manager. The first time you access Enrollment Manager, you will log in through VA’s Education Platform Portal. Existing VA-ONCE users will be able to log in using their existing VA-ONCE username and password to bypass additional approvals. Those without a VA-ONCE account will select “Request Access.” After logging in for the first time, SCOs will be able to access Enrollment Manager directly from any internet browser.

Will Enrollment Manager have the historical data from VA-ONCE transferred over?
Yes, historical data up to 5 years will be migrated from VA-ONCE to Enrollment.

Will the Logs from VA-ONCE get transferred?
Yes, the Logs will be transferred from VA-ONCE into Enrollment Manager as notes.

Will SCOs be required to "start fresh" and certify all students for the Spring 2023, and future, semesters in the new system if they have already been certified? or will SCOs need to do adjustments/amendments in the new system for the current terms as well as handle any upcoming terms?
No, SCOs will not need to start fresh. Any enrollments submitted in VA-ONCE will be migrated to Enrollment Manager. You will be able to make changes to those enrollments without having to re-submit.

VA-ONCE vs. Enrollment Manager

What is the difference between VA-ONCE and Enrollment Manager?
Enrollment Manager uses different terms than the prior VA-ONCE system to describe certain features or actions, it will have new features that make the system a lot easier to navigate and more sustainable and will have process improvements for completing certain actions regarding student enrollments.

What are the terminology updates in Enrollment Manager?
Some of the terminology changes are Distance credits; Standard Terms; Major, Degree program, Course; and Veteran Claimant, Beneficiary, Dependent but more information can be found in this document under Terminology.

What are some of the improved processes for Enrollment Manager?
Users will utilize VA Education Platform Portal to securely log in to Enrollment Manager, users will now be able to add and amend enrollments much more seamlessly through an improved User Interface (UI), and new features that makes the system a lot easier to navigate.

Key Features

How will Enrollment Manager affect OJT/APP facilities who currently use VA-ONCE?
OJT/APP facilities that currently use VA-ONCE may continue to use Enrollment Manager. All Enrollment Certifications and Monthly Certifications will be migrated to Enrollment Manager. Enrollments will not need to be re-submitted, and the facilities can continue to submit Monthly Certifications on Enrollment Certifications that were previously submitted in VA-ONCE.

Will a NEW Memorandum of Understanding (MOU) be required for Enrollment Manager?
No, but all users will be required to view and accept an End User Agreement. Upon logging in to Enrollment Manager, users will see a pop up displaying the End User Agreement.

Will we be able to certify students via batch files with Enrollment Manager System?
Batch enrollments will not be available within the initial release of Enrollment Manager. Future enhancements will continue to be made to the system after its initial release.

Will Enrollment Manager also replace the Tungsten Network?
No, VR&E will continue to use Tungsten. Enrollments for Chapter 31 will be sent to the VR&E system for counselor review.

Will SCOs be able to select Remarks in Enrollment Manager? 
Enrollment Manager will offer Remarks that are expanded from the ones in VA-ONCE. 

Will SCOs still have access to several Facility Codes (FCs) under the same login name if this is how their account was set up by us?
Yes, SCOs will have access to all Facility Codes where they are the designated SCO.

Will the student be able to see their certifications in the new Enrollment Manager system?
No, students will not have access to Enrollment Manager. 

Will information from VA-ONCE automatically migrate to Enrollment Manager?
Yes, information for terms dating back up to 5 years will be migrated to Enrollment Manager. Before Enrollment Manager goes live, we encourage you to delete or submit any Enrollments or Changes that have not been submitted at your school.

Will SCOs be able to add VA Work-Study (WS) students to Enrollment Manager? And will they have the same access as VA-ONCE?  Will the process for providing access to VA Work-Study students be similar to VA-ONCE?
Yes, SCOs will have the capability to add accounts. The Work Study will need to request access and the SCO will need to approve it. Assistant and read only access requests are submitted using the same method performed by Certifying Officials (after ID.me or Login.gov authentication, navigate to VA Education Platform Portal, select either Request access or legacy VA-ONCE users and complete the applicable fields).

Will SCOs have access to students' entitlement information in Enrollment Manager?
Yes, this information can be found on the student profile page, unless the student has opted out.

Will Enrollment Manager be able to send electronic letters, instead of snail mail letters and debt letters?
Enrollment Manager sends an electronic notification to students when certifications are submitted on their behalf. No letters are sent through Enrollment Manager. Award letters and debt letters will continue be sent the same way they are now.

Will Enrollment Manager have the ability to generate reports?
Yes, Enrollment Manager will have some reporting capability in the initial release but reporting capability will be expanded over time.

Will "Benefit Remaining" info also be available for non-Chapter 33 students (30, 1606, 35, etc.)?
Yes, this information can be found on the student profile page of Enrollment Manager, except for Chapter 31.

Troubleshooting

Q What resource is available is assistance is needed with ID.me? 
You can visit VA & ID.me Help Center if assistance is needed. 

We cannot use personal email addresses to sign up for a login to Enrollment Manager; we MUST use institutional emails. How should we plan to login to Enrollment Manager when you said we must use personal emails?
You can use your existing ID.me account under whichever email address that is registered to, you do not need a separate account for Enrollment Manager with your institutional email address. In fact, you will be unable to create a second account since ID.me is used to linked to you as an individual and there is only one of you!

Will there be a streamline way of reporting issues should they arise?
VA is working on the transition to Enrollment Manager and realizes that an efficient way to report issues is a major concern for SCOs.

Will RPOs be able to reach out to SCOs through Enrollment Manager?
No, there will not be a communication tool for the RPOs to reach out SCOs thought Enrollment Manager.

If we add a note in Enrollment Manager, will all SCOs be able to view the note. Or is that only viewable for the SCO that made the note?
Yes, notes are viewable to all users with Enrollment Manager access. They are not sent to VA for processing purposes.

When a student has applied for education benefits, but the application has not yet been approved, can we see the status of their application in Enrollment Manager? What happens when an students cannot be located under “Find and Add a Student”?
No, you will not be able to see this information. Benefit information will not be available until it is determined that the student is eligible. If a student cannot be located under “Find and Add a Student” in Enrollment Manager, then the SCO will still be able to add the student.

If a student is eligible for two benefit types, will both be listed in Enrollment Manager or will the one the student is currently using be listed?
The benefit the student is currently using will be listed.

Terminology

Are there going to be adjustments in Enrollment Manager or just amendments?
All changes made to an enrollment period after the initial Enrollment Certification is submitted will be called an “Amendment”, including adjustments and terminations.

What is the new terminology being used for adjustment and correction in Enrollment Manager?
The new terminology will be amendment. SCOs will add an amendment for all changes to a student’s enrollment information, including terminations.

Will Enrollment Manager provide Student Statuses?
Yes, Enrollment Manager will provide Student Statuses which states whether a student is active or inactive. Statuses are also associated with each enrollment period.

What will be the new terminology for Standard Terms in Enrollment Manager?
Terms that you pre-populate according to your calendar will be called Preset Enrollments.

What do you mean by Vacation Period?
A vacation period is a customary, reasonable vacation period connected with a Federal or State legal holiday which is identified as a holiday vacation in the educational institution’s literature, approved by the State Agency of jurisdiction. Only vacation periods of 7 calendar days or greater that occur during a non-standard length term should be reported. In VA-ONCE these were generally reported as Breaks in Remarks.

Previous Labels New Labels New Label Definition
Adjustment, Amendment, Termination  Amendment Any change made to an enrollment after it is submitted.
Break Period  Vacation Period The dates of official school vacation periods which are seven or more consecutive days. Used when certifying non-standard enrollment periods for all benefits
Distance Credits   Online Credits Type of learning that does not occur in residence.
Standard Terms  Preset Enrollments Term dates on approved school calendar that can be prepopulated
Veteran, Claimant, Beneficiary, Dependent  Student, Trainee Individual using their GI Bill benefits to pursue educational programs, training, certifications, etc.
Facility, Training Program, Campus, Organization  School, Institution Includes all institutions of higher learning as well as nontraditional courses/programs where education is pursued.
Facility, Training Program, Campus, Organization  Program Student's chosen path of study that is pursued at a school.