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Education and Training

September Education Office Hours FY 2022 Presentation

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September Office Hours Agenda

  • DGIB Updates
  • Section 1013 and Risk Based Surveys
  • Section 1015 Clarification on Waivers
  • VRRAP Updates
  • SCO Annual Training Requirements

Digital GI Bill® Updates – My Education Benefits & Enrollment Manager (EM)

Enhanced Post-911 GI Bill: As of August 2022, VA started fully automating individuals’ Post-9/11 GI Bill applications, providing eligibility decisions in seconds, for the first time in 78 years of the GI Bill. The Digital GI Bill (DGIB) Team distributed omnichannel communications targeting key stakeholders to inform them of the recent process improvements.

  • Veterans and service members: Applying to use their Post-9/11 GI Bill® benefits for the first time, VA has made it easier than ever to apply. New features available will allow pre-filled information, a faster eligibility decision, and access to downloadable copies of decision letters via How to Apply.
  • Downloadable teaser video about Enrollment Manager
  • The VA is transforming the GI Bill® experience via Facebook social media posts. The VA has made changes based on feedback to make it simpler for many Post 9-11 GI Bill® beneficiaries to apply when using their own benefits.
  • Reminder ID.me Communications: After noticing some applicants had not finished the verification process, the DGIB Team has posted reminders for GI Bill students to verify their identity through ID.me and to take full advantage of the new enhancements.

Four steps to create an ID.me account.

ID.me Video - How to Create a VA.gov Account Using ID.me

VA ONCE to Enrollment Manager

What’s the big difference?

1. Terminology/Field updates: Enrollment Manager process will be the same as VA-ONCE with just a couple of user interface process changes. Some of the examples are below:

· To find a student you will use the student’s first and last name and/or DOB instead of their Social Security Number (SSN).

· School Certifying Officials will add an amendment for all changes to a student’s enrollment information, including terminations.

2. New Features: Enrollment Manager will have new features that make the system a lot easier to navigate and more sustainable, including:

· Access to quick links from the SCO Dashboard.

· Access FAQs on demand from the new chatbot, named Billie

· Adding and Amending enrollments will become more seamless with improved User Interface (UI).

· Upon logging in for the first time, users will utilize User Access Manager to securely login to Enrollment Manager.

3. Improved Outcomes: Enrollment Manager will have process improvements for completing certain actions regarding student enrollments, including:

· More intuitive user interface (UI)

· Real time information sharing leading to quicker processing and benefits received by students sooner!

Note: Some functionality will not be available in the first release of EM, but there will continue to be system enhancements made.

Authenticated Log in Process

Have you created your ID.me or Login.gov account? All SCOs need to create an ID.me or Login.gov account to access Enrollment Manager use the following four steps to create an account:

1. Sign up for a new account by providing an email address and password.

2. Confirming your email address.

3. Securing your accounting

4. Verifying your identity. To learn more on how to create an ID.me account, please review the ID.me video.

Preview: Logging in Via ID.ME

Through ID.me, SCOs can verify their identity and log in to Enrollment Manager. To access the VA Education Platform, SCOs will log in using their ID.me or Login.gov account. Once “ID.me” is selected, you will be prompted to log in using your ID.me credentials. After logging in to ID.me, you will be redirected to select the application, Enrollment Manager.

Preview: Requesting Access

After authenticating identity through ID.me or Login.gov, new SCOs who do not have VA-ONCE credentials will need to request Enrollment Manager access from their Education Liaison Representative (ELR); existing SCOs will use their VA-ONCE credentials to access Enrollment Manager when logging in for the first time.

Enrollment Manager August Frequently Asked Questions

· How will I access Enrollment Manager?

Answer: 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 Landing Page.

· If the new Enrollment Manager does not include Chapter 31, then will schools still be required to utilize VA-ONCE to upload Chapter 31?

Answer: Enrollment Manager will include Chapter 31.

· How many years of data will be transferred to Enrollment Manager from VA-ONCE? Will schools be able to access VA-ONCE for data older than the period transferred?

Answer: We are importing 5 years of data. VA-ONCE will no longer be available after it is disabled and the switchover to Enrollment Manager has occurred.

· What resource is available, if assistance is needed with ID.me? Answer: You can visit VA & ID.me Help Center, if assistance is needed via VA & ID.me – ID.me Help Center

· Should schools hold Spring certifications until rollout?

Answer: No, please continue certifying enrollments in VA-ONCE until you receive further guidance.

· When will we be officially rolling over to Enrollment Manager?

Answer: Enrollment Manager is targeted to go live early 2023. Testing is still underway.

Enrollment Manager Trainings

Be on the lookout for upcoming training activities, to support SCOs transition from VA-ONCE to Enrollment Manager.

· SCO Enrollment Manager Workshops

· E-Learning Modules

· User Guides and Job Aids

· Access to resources such as FAQs, Handbooks, and training videos

Section 1013 and Risk Based Surveys

Background for Risk-Based Surveys

There have been two influential pieces of legislation that directly impact risk-based surveys. First, Public Law 115-048, Harry W. Colmery Veterans Educational Assistance Act of 2017, Section 310 – Risk-Based Surveys (RBS). Section 310 amended 38 U.S.C. § 3673(d) to allow VA to utilize the services of a State Approving Agency (SAA) for conducting compliance and risk-based surveys.

Second, the Johnny Isakson and David P. Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020 (Public Law 116-315), established new requirements for risk- based surveys of educational institutions. Section 1013 amended title 38, United States Code, by inserting 38 USC §3673A that directs the Department of Veterans Affairs to develop, in partnership with State Approving Agencies (SAA), to develop a comprehensive program to conduct risk-based surveys and establish a searchable database.

Purpose of a Risk-Based Survey

The purpose of a Risk-Based (RBS) is twofold:

· For the State Approving Agency to conduct a compliance action as an agent under contract for the Federal government assessing various legislative and Department determined risk factors.

· For the State Approving Agency to ensure that education and training institutions with approved programs meet all Federal and state statute and regulations aligning to the GI Bill®.

Principal Objectives of Risk-Based Surveys

Provide a mechanism for VA and SAAs to review and mitigate potential fraud, waste, and abuse by utilizing data and risk factors that are outside of the normal approval, compliance, and liaison processes. The following are legislatively mandated risk factors. However, operating in a dynamic educational environment, additional risk factors can and will be considered for a risk-based survey:

· Rapid student population increase

· Rapid tuition and fee payment increase

· Volume of validated student complaints

· Severity of validated student complaints

· 85/15 rule violation

· Veteran completion rates

· Financial stability

· Advertising and marketing

· Federal or State government actions in court

To verify the propriety of educational benefits paid to education and training institutions on behalf of eligible individuals under the provisions of the laws administered by VA. Assure prompt action is taken if risk factors and associated practices are substantiated.

Section 1015 Clarification on Waivers

Policy Advisory

Clarification of 38 USC §3672(B)(2)(A)(I) and §3675(B)(4) – Approval Requirements Mandating Participation in Title IV of the Higher Education Act (Federal Financial Student Aid).

Public Law 116-315, Section 1015: Requires accredited institutions to participate in Title IV in order to be approved for GI Bill® benefits.

Waivers Expire December 31, 2022

What to do? Reach out to your State Approving Agency. SAA will review your institution’s programs’ content and length to determine if your school is exempt from

Public Law 116-315 based on Department of Education’s Title IV eligibility criteria described in 34 CFR §668.8.

Note: Department of Veterans Affairs is governed by Title 38; Department of Education is governed by Title 34. SAA must review Title IV eligibility under Title 34 to determine approval eligibility under Title 38.

Veteran Rapid Retraining Assistance Program (VRRAP Updates)

Important Information about VRRAP

· VRRAP will expire on December 10, 2022 (this date is on a Saturday).

· Students seeking to participate in VRRAP must be actively enrolled in an approved program prior to December 10, 2022; beyond this date is too late!

· Students that are enrolled in VRRAP prior to December 10, 2022, will be paid through the entirety of the program, if it expands beyond the VRRAP expiration date.

· The Department of Labor has released an updated high-demand occupation list as of September 09, 2022; 12 new occupations have been added to the list. Please go to the following link to review the updated high-demand occupation list.

· VA has received a couple reports that some schools may have deviated or changed their programs' coursework or length, in order to certify a student because the student may have not had enough entitlement remaining for the full program; reminder, all program changes must be approved via the State Approving Agency.

Note: Reminder for Certifying Officials, schools are required to report VRRAP graduation or program completion information to VA.

SCO Annual Training Requirements

FY-23 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.

Certifying Official Resource Guide

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

Contact your ELR

· Updating Certifying Officials; VA Form 22-8794

· Technical assistance with reporting enrollments

· Access to VA-ONCE and related technical guidance

· 85/15 reporting matters

· Clarification on WEAMS 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 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): Find ELR Contact Information

Contacting the State Approving Agency (SAA): Find SAA Contact Information

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

VBA Support: support@VBATraining.org

· Certifying Official training portal functionality

All webinars and training sessions are announced via the GovDelivery, please click the following link: GovDelivery

Be sure to register and update your information as needed - GovDelivery Support

Certifying Official Training Resources Self-Certification Step-By-Step Procedure

1. Click on the URL or Copy and Paste in your web browser - https://vba-tpss.vbatraining.org/assess/trkSignIn?refid=XSCO

2. Enter your email address and eight (8) digit facility code, then click Next

3. Scroll down and click the Conference/Workshop/Virtual Training tab

4. Select the applicable training session from the list of topics that appears on the right side of the screen by clicking Begin

5. To enter Conference/Workshop/Virtual Training Title, click the dropdown arrow, select SCO Virtual Training Session and click Submit

6. Enter the start date and the end date

7. Enter your Facility Name, City and State (Main Campus) and click Submit

Debt Management Center

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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