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Enrollment Manager Frequently Asked Questions
Education and Training
Enrollment Manager Frequently Asked Questions
For current statuses on known and resolved issues with Enrollment Manager, visit the Enrollment Manager Known Issues site. Please note, by visiting this page you are navigating to a non-VA website.
Getting Started
VA-ONCE vs. Enrollment Manager
Key Features
Troubleshooting
Terminology
Getting Started
1. What is Enrollment Manager?
Enrollment Manager is a modernized platform for School Certifying Officials (SCOs) that will replace VA ONline Certification of Enrollment (VA-ONCE). Core functions of Enrollment Manager will remain the same as VA-ONCE, but with an enhanced user experience. Check out this video to learn more about Enrollment Manager.
2. Where will the email come from when we are told to start using Enrollment Manager over VA-ONCE?
You will receive communications via GovDelivery, and we will also announce it during Office Hours sessions. If you are not receiving these communications, please sign up for updates or change your subscriber preferences. You will first input your email address and select "Submit". Next, you will ensure that the subscription preferences are set to the "EDU School Certifying Officials" folder. If not, select "Add Subscriptions" and select "EDU School Certifying Officials" under the "Education and Training" section. Next, select "Submit". An email from GovDelivery will be sent notifying you of the subscription and how to change the subscription. EDU SCOs to 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.
3. What training resources will be available to train SCOs on how to use Enrollment Manager?
There are interactive self-paced trainings with software simulations allowing SCOs to practice key functions. Additionally, live webinar trainings, a user guide, and demo videos were made available to aid SCOs in their familiarization of Enrollment Manager before and after go-live. You will log into the SCO Training Portal to complete Enrollment Manager 100, 101, and 102.
4. 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 (Note: the VA Education Platform Portal will become available on March 6, 2023).
Existing VA-ONCE users can log in using one of the following approaches, use their existing VA-ONCE username and password to bypass additional approvals or by selecting the “Legacy VA-ONCE users’ option”. 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.
5. How will I access the VA Education Platform Portal?
VA’s Education Platform Portal will become available when Enrollment Manager does, on March 6, 2023. Once it’s available, you will receive a direct link to access the portal and login to Enrollment Manager.
6. Will Enrollment Manager have the historical data from VA-ONCE transferred over?
Yes, historical data dating back to January 2015 will be migrated from VA-ONCE to Enrollment Manager. Note: Historical data of deleted students will not be migrated, but inactive students will.
7. Will the Logs from VA-ONCE get transferred?
Yes, the Logs will transfer from VA-ONCE into Enrollment Manager as notes.
8. 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.
9. How should SCOs prepare for the migration? (Should SCOs log into VA-ONCE to verify our account is still active and document our VA-ONCE username and password? Should we clean up student data in VA-ONCE to prepare for the data migration from VA-ONCE to Enrollment Manager? Should we be deleting any inactive students before transition period?)
Yes, SCOs should log into VA-ONCE to verify the account is active, as well as document their VA-ONCE username and password. We recommend you either submit or discard draft enrollments, amendments, and/or monthly certifications before VA-ONCE sunsets. SCOs should also check active and inactive students for pending drafts of any type. Note: Inactive students should not be deleted as this will impact data migration.
10. Why is it required that SCOs give their personal Social Security Number (SSN) to sign into ID.me or Login.gov?
The ID.me verification proces requires collecting sensitive pieces of information, like your SSN. ID.me needs this information in order to uniquely identify you, a critical step to prevent impersonation and fraud. Using ID.me/Login.gov is government policy, not just VBA.
VA-ONCE vs. Enrollment Manager
11. 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. There are new features that make the system easier to navigate and more sustainable, which will improve processes for completing certain actions regarding student enrollments.
12. What are the terminology updates in Enrollment Manager?
There are a few terminology changes to note:
● Distance credits are now Online credits
● Standard Terms are now Preset Enrollments
● Major is now Degree program
● Courses are now Program
More information can be found in this document under Terminology.
13. What are some of the improved processes for Enrollment Manager?
SCOs will utilize VA Education Platform Portal to securely log in to Enrollment Manager. SCOs and users will now be able to add and amend enrollments more seamlessly through an improved User Interface (UI), and new features that make the system a lot easier to navigate.
14. For making changes, is there still a recommendation that SCOs should wait 24 hours between making amendments to a certification?
Enrollment Manager can process more than one amendment on a single certification in a 24-hour period for Chapter 33 students. For non-Chapter 33 students, continue with submitting successive adjustments on separate days.
15. What is a reasonable expectation in terms of how quickly VA can process the enrollment and send out the housing payment?
Enrollment Manager will speed up processing time for Chapter 33 enrollments and amendments that can be automated. If the enrollment is submitted and the student's enrollment is automated, the student should receive their payments based on their training and benefit type. If the enrollment offramps, manual processing adds an average of three additional days to that time, dependent on the backlog of off ramped claims.
16. Does Enrollment Manager display SSNs?
No, Enrollment Manager does not display SSNs; however, they are still used to verify students, and SSNs are associated in VA systems, not visible in Enrollment Manager. Additionally, SCOs need to enter a student’s SSN when creating a new student who does not exist in VA Systems.
17. When payments come in, the student’s SSN is how we identify payments. How will we identify payments going forward?
Tuition & Fees and Yellow Ribbon payments will still have SSNs associated with them. The student's SSN is still the key identifier for them in the backend of Enrollment Manager and in the processing systems.
18. Is a student’s biographical and contact information prepopulated?
When logged into Enrollment Manager, SCOs can search for students with existing accounts in VA systems. If a student is found, biographical and contact information will be prepopulated. If a student is not found, SCOs can add a new student to Enrollment Manager.
Key Features
19. How will Enrollment Manager affect On-the-Job (OJT)/Apprenticeship programs who use VA-ONCE?
OJT/Apprenticeship programs that use VA-ONCE will 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 or enrollment certifications that were previously submitted in VA-ONCE.
20. Will a new Memorandum of Understanding 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.
21. Will we be able to submit multi-line awards with Enrollment Manager?
Multi-line enrollment certifications 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.
22. Will Enrollment Manager also replace the Tungsten Network?
No, Veteran Readiness and Employment (VR&E) will continue to use Tungsten Help, which is available at vafsccshd@va.gov or by calling (877) 353-9791. Enrollments for VR&E will continue to be sent to the VR&E system for counselor review.
23. Will SCOs be able to select Remarks in Enrollment Manager?
Enrollment Manager will still offer ‘VBA Standard Remarks’ like those currently available in VA-ONCE, and the ability to add custom remarks when necessary. However, ‘School Standard Remarks’ will not be available in Enrollment Manager. As in VA-ONCE, SCOs will use VBA remarks and refrain from using ‘School Standard Remarks’ in Enrollment Manager. This will improve enrollment processing and to help students receive their payments faster. Note: Custom remarks will slow down processing in Enrollment Manager as it did in VA-ONCE.
24. Will SCOs still have access to several Facility Codes under the same login name if this is how their account was set up by an VA?
SCOs using their existing login name will have access to all the institutions associated with them in VA-ONCE.
25. Will students be able to see their certifications in the new Enrollment Manager system?
No, students will not have access to Enrollment Manager.
26. Can SCOs add Read-Only SCOs or Assistant SCOs to Enrollment Manager? Will they have the same access as VA-ONCE? Will the process for providing access to VA Work-Study students be like VA-ONCE?
Yes, SCOs can add accounts for ‘Assistant SCO’ and/or ‘Read Only’ access to Assistants and other Read-Only users. Work-Study students and other School employees will need to request access to Enrollment Manager and the SCO will need to approve it. Assistant and read only access requests are submitted using the same method performed by Certifying Officials through the VA Education Platform Portal (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). Read-Only SCOs also must be listed on the 22-8794, which is submitted to the ELR.
27. Will SCOs have access to students' entitlement information in Enrollment Manager?
Yes, this information can be found on the Student Profile Page, unless a student has opted out.
28. Will Enrollment Manager be able to send electronic letters, instead of paper 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 through paper mail.
29. Will "Benefit Remaining" information also be available for non-Chapter 33 students (30, 1606, 35, etc.)
Yes, you can find this information on the Student Profile Page in Enrollment Manager, except for Chapter 31.
30. Do students need to submit a 1995 for transfer if they are already in the database and the transfer would be understood from Enrollment Manager?
No, students will not need to submit a VA Form 22-1995 or the 5495 from the SCO to their SCO for their transfer. However, the school does not need to submit the form to VA. The student’s new school's submission of enrollments in Enrollment Manager will confirm the transfer with VA.
31. What type of reports can Enrollment Manager generate? If I can sort the report by program, will the report show when the payments were made?
EM can generate a Weekly Summary Report and a Weekly Detail Report. The Summary Report provides statistics of records submitted in each week, and the Detail Report provides a full readout of each record submitted in a given week. The Detail Report can be exported as a PDF file containing the PDF forms of each record - 22-1999s, 22-1999bs, etc. - allowing schools to keep these records on file offline.
32. If we are conducting a compliance survey, will we be able to utilize this system to find all students from a specific time?
In Enrollment Manager, SCOs can extract the same reports currently available in VA-ONCE. The Weekly Reports can assist Compliance Survey Specialists in pulling records submitted during a given week.
33. Regarding the “save as draft” button: Does this button allow you to enter a student’s certification information and then come back to it later to finish the certification?
Yes.
34. Can Enrollment Manager make changes to already terminated certifications?
No, to make changes to an already terminated certification, you would need to create a new enrollment and include the following remark, "Correcting Previously Terminated Enrollment”, for CH33 so Tuition and Fees do not get paid again. SCOs will also make the necessary changes to the new enrollment and/or resubmit any changes that were previously submitted during the term (if there were any) as well as make necessary corrections. Lastly, the SCO will terminate the certification.
35. Is there a feature to see school debts specific to the student in the student file in Enrollment Manager? Will we be able to see school debt and/or student debt on terms? Will the debt process be any different/faster?
Enrollment Manager does not have a school debt feature in its first release. However, we hope to introduce functionality in the future that allows schools to track debts more effectively.
36. When selecting the benefit for the student, what happens if the student is eligible for two different benefits? At that point, is it up to the school to determine the student preference and submit accordingly?
The school should confirm with the student which benefit they would like to use first and apply that benefit accordingly.
37. How are we to do “new multiple term” under certification? Will we be able to have multiple terms within a semester?
The ability to add multiple terms at one time will not be included in Enrollment Manager's first release - it is a high priority for a follow-on release. SCOs should submit each enrollment individually - for example, classes set for 1/15 - 3/01 are one enrollment, while classes set for 1/15 - 5/15 are another enrollment.
38. Will the termination process still create debt?
Whether a termination creates a debt depends on many factors - when the student reported their termination to the SCO, the termination reason, etc. Enrollment Manager sends the enrollment to VA for processing – from there, all the same payment/debt rules and calculations will apply.
39. Will we see students that applied for benefits? Or only ones that have been approved?
You will be able to search for students who are present in VA systems, e.g., Compensation, Pension, VR&E, Loan Guaranty. If your student has applied for benefits using the My Education Benefits application of VA.gov, they should appear in the search. If your student applied via the paper application or legacy system application, they would not appear in the search until their claim is processed. In the latter scenario, you can create the student and begin setting up their profile.
40. Is there an option to select Graduate/Undergraduate?
Based on the Objective Type, SCOs can set up their students as Graduate or Undergraduate but cannot complete the action manually. When submitting an enrollment for a graduate student, the Training Time/Full-Time Modifier field will be present for SCOs.
41. How do we update a student’s birth date in Enrollment Manager?
If the file number or date of birth (DOB) is incorrect on a student profile, please encourage your student to contact the Education Call Center directly at 888-GIBILL-1 (888-442-4551) to update their profile information
42. How do I find a student’s SSN?
Enrollment Manager does not display the SSN. However, it is used to create a new student in VA systems and the SSN is printed on the Enrollment/Notice of Change in Status/Monthly Certs when printed from Enrollment Manager.
43. How do we update majors in Enrollment Manager?
Currently, there is no functionality to update a major in Enrollment Manager. For now, please identify their updated major and add a note, should it be questioned on compliance. SCOs can update by objective type if a student’s academic information is not associated to an enrollment yet.
44. How can I view or print a PDF for all enrollments/amendments for a student?
Select the “View Details” button on the Enrollment tab for submitted enrollments/amendments which navigates you to a “View Details” page where you can view/print an enrollment/amendment. Also, you can generate detailed reports for enrollments, amendments, and certifications based on a weekly date range from the “Reports” tab.
Troubleshooting
45. What resource is available if assistance is needed with ID.me?
Watch this video to learn how to create your ID.me account to log in to Enrollment Manager. You can visit VA & ID.me Help Center if assistance is needed (VA & ID.me – ID.me Help Center)
46. Should we use our personal or work email address to create our ID.me or Login.gov account?
SCOs should use their personal email address versus their school email address when creating an ID.ME or Login.gov account.
47. Is there a preferred browser for Enrollment Manager or will any browser work?
Yes, you can access Enrollment Manager through Microsoft Edge or Google Chrome.
48. Will there be a streamlined way of reporting issues should they arise?
If you need assistance with Enrollment Manager, please contact the Customer Experience Group toll-free at 1-888-442-4551, Monday – Friday, 8 a.m. - 5 p.m. ET.
49. Will Regional Processing Offices (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 to SCOs through Enrollment Manager.
50. 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 SCOs with Enrollment Manager access who need to view information about a student’s enrollment. They are not sent to VA for processing purposes.
51. 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 a student 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.
52. 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 last used will be listed.
53. How can I determine which student to add to our school if there are two students with the same name and birth date?
To add a student to their school, SCOs will first search for that student in Enrollment Manger which contains all students within Education's database. SCOs can add a student’s contact information when adding them to their institution if it does not already exist in the VA system. If there are multiple students with the same name and date of birth, SCOs can find their email address and other contact info to confirm they select the correct student.
54. Will Enrollment Manager have a provision for students who are pursuing Multiple Objectives?
No, this will not be available in the first release; however, enhancements in future releases are in consideration.
Terminology
55. 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
56. 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.
57. Will Enrollment Manager provide Student Statuses?
Student Statuses 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.
Enrollment Manager will provide Student Statuses which state whether a student is active or inactive. Statuses are also associated with each enrollment period.
58. 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.
59. What does Vacation Period mean in Enrollment Manager?
A vacation period is a customary, reasonable vacation period which is identified as a holiday vacation in the educational institution's literature, approved by the State Approving Agency of jurisdiction. Only vacation periods of seven calendar days or greater that occur during a non-standard length term should be reported. In VA-ONCE these were generally reported as a break in the Remarks section. Note: A calendar week begins Sunday and ends Saturday.
| Previous Term | New Term | New Term Definition |
| Adjustment, Amendment, Termination | Amendment | Any change made to an enrollment after it is submitted. |
| N/A | SCO Assistant | The SCO Assistants have limited access such as View Bio, Certs, VA Data, Log, History tabs; Edit Bio, Certs, and Log tabs; and delete unsubmitted certs. It will be associated with only one Facility Code. SCO assistants must have their work reviewed before they can submit it to VA. |
| N/A | Read-Only Users | Users who will not be able to submit/change enrollments, but can log in to view data. |
| 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 partially occurs in residence (hybrid courses with at least some in person attendance along with some online are reported as ‘resident’ training). |
| 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 or training is pursued. |
| Major, Degree program, Course | Program | Student's chosen path of study that is pursued at school or training facility. |
| N/A | In progress | Enrollment/Amendment/Certification in in draft state. |
| N/A | Pending SCO Review | Draft must be verified and submitted by SCO. |
| N/A | Submitted | Enrollment/Amendment/Certification was sent for processing. |
| N/A | Under Review | Enrollment/Amendment/Certification was off-ramped for manual review. |
| N/A | Processed | Enrollment/Amendment/Certification has been adjudicated. |
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