WACRAO 2014 Conference
NEW WI SCO
TRAINING
(10:45 – 11:45AM)
JUNE 17, 2014
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
1
GREETINGS
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
2
WACRAO 2014
WISCONSIN
CERTIFYING OFFICIAL
WORKSHOP
JUNE 17-18, 2014
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
3
Survey of Certifying Officials
- SCO location at College & (full or part time VA)
Know your ELR, ECSS, SAA and RPO?
Receive E-mails from ELR?/Use RNW email to RPO as VA
certifying official?
Refer to VA education web site?
VA student enrollment certified to VA?
Paper form or VAONCE?
Direct deposit for institutional tuition & fee payments?
VA regulations for certifying modality of instruction?
VA regulations for certifying net charges?
VA regulations for certifying nonstandard terms?
Chapter 33 Post-9/11 GI Bill changes PL111-377?
Start Up Questions for today?
Agenda and Topics – New VA Certifying Officials
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
4
AGENDA SCHEDULE
Objectives are to present SCO’s with resources,
tools, knowledge, and application to understand
and be successful:
-VA organizational structure
-SCO Training Resources
-GI Bill web site
-VA Education benefit eligibility (Chapters)
-Student application to VA for benefits/Forms
-SCO Responsibilities
-Institutional Requirements
-What the SCO certifies to VA
-Role of the SAA
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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AGENDA SCHEDULE
Continued objectives:
- Role of the Education Liaison Representative
- Student Responsibility
- Role of the Certifying Official
- Communicating with VA
- SCO on line training module
- Institutional certification of enrollment
- Institutional records
- Academic
- Financial
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
6
Retention of an SCO
- Generally our Education Liaison Representatives
experience an SCO turnover rate of approximately 30%
each year based on revised designation of certifying
official forms submitted.
- Each change requires updating in our data bases
(WEAMS) – approval data, and VAONCE – authorizing
new SCO’s access to web based enrollment submissions
- Continuing need for training – SCO on line training
modules found on the GI Bill web site, SCO National
Handbook, and VAONCE FLIPBOOK are essential for
training and effectively certifying and monitoring students
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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VA RPO’s & Jurisdictions
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Training Resources
Access from www.gibill.va.gov under school resources for:
National SCO Handbook
VAONCE FLIPBOOK 2012
ELR Technical Assistance & VAONCE Instruction
Nonstandard term calculator for equivalent credits and training time
SCO on line training module sessions
Access GI Bill web site
Open SCO on line training
Register – email and facility code
Complete the training modules
1 module is optional on VA benefit chapters
SCO module provides training on certifications and monitoring
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
9
VA Education Benefit Chapters
Montgomery GI Bill (MGIB) Chapter 30 – Veterans
VRAP – awarded benefits under Chapter 30
Montgomery GI Bill-Selective Reserves Chapter 1606 for
Members of Reserves or National Guard
(REAP) Chapter 1607 – mobilized under DOD Title 10
(called to active duty)
Chapter 32 – VEAP (veteran benefit that began Jan 1,
1977)
Dependents Educational Assistance Program Chapter 35
(spouse, children, surviving spouse
(Public Law 110-181 – affecting Ch 1606/1607) enacted
January 28, 2008
Post-9/11 GI Bill (Chapter 33)
Fry Amendment
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
10
Student Application forms (paper or on line)
VA Form 22-1990 – All Chapters except Chapter 35 for
original claims
VA Form 22-1990e – Chapter 33 Transfer of Entitlement
VA Form 22-5490 – Chapter 35 original claims and Fry
*Updated Form
VA Form 22-1995 – All Chapters except Chapter 35 &
VA Form 22-5495 – Chapter 35 subsequent claims
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
11
Importance of Certifying Officials
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Basic SCO Responsibilities
Inform VA of the enrollment status of veterans
and other eligible persons.
Maintain adequate documentation at the
institution to support certifications.
Certify enrollments & changes timely to VA.
Inform VA or SAA of new programs, changes in
programs, institutional changes, etc. (Deemed
approved IHL’s do not have to inform VA of
degree programs added or modified)
Apprise supervisors of any internal problems
which may affect service to VA students.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Role of the VA Certifying Official
- Understand VA reporting requirements
- Communicate with VA students concerning
awareness of benefit chapters, application
process, and institutional and VA requirements in
order to be certified
- Certify VA student enrollment accurately and
timely
- Develop internal monitoring systems
- Monitor and report changes to VA within 30
days
- Communicate as needed with VA and SAA
- Report concerns to institutional management
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
14
Institutional Requirements
VA requires a veteran or dependent apply to an
institution to be a student, have prior credit
evaluated, and pursue an approved vocational,
educational, or professional objective
Student must apply to the institution
Student must be in pending status or accepted for
enrollment
Student pursuing approved program and subjects that
apply to program
Institutional monitoring for enrollment changes
Institutional reporting for modality of instruction
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Inform VA of Student Enrollment Status
Monitor unit subjects pursued to certify to
VA only those subjects which apply to the
student’s program.
Monitor student’s grades to insure (s)he is
making satisfactory progress and report
unsatisfactory progress.
Must monitor student’s conduct and report
when student is suspended/dismissed for
unsatisfactory conduct.
Monitor monthly to ensure timely reporting
of reductions, terminations or increases in
training.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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What is SCO Certifying on Enrollments
- The 85/15% enrollment ratio requirement has been
satisfied
- Student certified is not an owner or officer of the school
nor is the student certified as an official authorized to
sign enrollment certifications
- The institution holds no power of attorney agreement
authorizing the institution to negotiate VA educational
assistance allowance checks
- No course certified is a repetition of any course
previously satisfactorily completed except as permitted
by VA regulations
- The course or courses certified are approved by the
State Approving Agency and are generally acceptable
to meet requirements for the student’s objective
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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What is SCO Certifying on Enrollments
- The institution has exercised diligence in meeting all
applicable requirements of Title 38 USC and any failure
by the institution to meet any requirements of the law
will be reported promptly to VA
- The institution agrees to report promptly to VA any
enrollment change and any change due to
unsatisfactory progress, conduct or attendance.
Promptly means within 30 days of the enrollment
change. Except for students receiving benefits under
Chapter 33, the institution need not report an
enrollment change for a student who was in full-time
attendance before the change and in fulltime after the
enrollment change.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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SCO Communicating with VA
- Contacting ELR by phone or email concerning
procedural or certification issues and DEEMED approved
approval questions
- Contacting SAA offices pertaining to approval issues
- Right Now Web (RNW) secure email when
communicating with VA Regional Processing Office St
Louis
- Accessing the VA National SCO hot line
- Contacting VA Debt Management Center (DMC)
involving institutional overpayments
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
19
Myths of a VA Certifying Official
Common myths:
-SCO is a VA employee
-SCO completes all student forms needed by VA
-SCO provides all counseling to VA students about
benefits
-SCO has a special number to call to check on status of a
case
-SCO accepts GI Bill contributions or buy up dollars
VA Education Toll Free numbers:
- General Number – 1-888-442-4551
- SCO Hotline – 1-855-225-1159
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
20
Role of the State Approving Agency
Approval authority within State for:
New facility approval
Private Profit institutions and non college
degree institutions - approval authority
Other non accredited institutions approval
authority
Provide technical assistance to SCO
Conduct compliance surveys for VA effective
10-1-2011
ELR is VA Central Office Contracting Officer
Technical Representative
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Who is State Approving Agency
Wisconsin Dept of Veterans Affairs, Madison
(schools – IHL, NCD, FLT, and LACAS)
Wisconsin Dept of Workforce Development,
Madison
(training establishments – OJT and
Apprenticeship)
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Role of the Education Liaison Representative
- Maintain communication with certifying officials
- Close working relationship with SAA
- Interpret VA regulations, policies and
procedures, SCO State workshops
- Responsible for – approval data base approvals
- Conduct compliance surveys
- Present information about VA education benefit
programs & certification requirements
- Assist VA RPO St Louis as needed
- Technical assistance to VA Central Office
- VAONCE Administrator
- Conduct EO Investigations
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Student Responsibilities
- Promptly notify SCO of changes to enrollment
- Understand benefit programs
- Application process to VA
- Progress and pursuit
- Contacting VA – inquiries concerning benefit
eligibility and benefit payments
- Understand cause and effect of enrollment
changes
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
24
Chapter 31 Voc Rehabilitation
VA Regional Processing Offices do NOT
administer this benefit –
VA Regional Office Case Managers are
responsible for determining those eligible and
awarding benefits.
Important: Chapter 31 is not processed by RPO;
however those who want CH33 BAH rate under
CH31 must apply to RPO for determination of
eligibility
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
25
CH33 Post-9/11 GI Bill
Active Military service after 9/10/2001
oVeterans, Reserve/Guard, Transfer of benefits to Spouse
and Dependents
oBenefits range from 40-100% based on amount of active
military service from 9/11/2001
oProvides for:
o-Tuition and Fees to Institution, Monthly Housing
Allowance, Book Stipend, Yellow Ribbon Program added
tuition, Kicker payment, Rural relocation benefit
oVA Work Study available, tutorial assistance, TOP-UP,
are additional benefits if eligible
o(SCO Handbook pages XXX)
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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CH33 Post-9/11 GI Bill
- Note Post-9/11 GI Bill began due to Public Law 110-252
effective August 1, 2009.
- Currently approximately 70% of VA students have
chosen this benefit (1 million total in USA)
- Chapter 33 has increased the workload for:
- Certifying Officials
- VA Regional Processing Offices
- SAA & VA staff
-
Reason for increase has been due to increased
veteran student usage and additional monitoring
and reporting requirements
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
27
Chapter 33 Post-9/11 GI Bill
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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How it Begins--
School Certifies
Student Applies
Paper
Paper
VA-ONCE
VONAPP
RPO
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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The Image
RPO
Managemen
t
System
VCE
Write Award
Request Info
•
ELR
•
SCO
•
Student
Authorizer
U. S. Treasury
Austin, TX
+
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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VAONCE Flow Chart
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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MODALITY OF INSTRUCTION
-
TYPES OF INSTRUCTION OFFERED:
-
Resident classroom instruction
Distance learning
Independent Study
Blended or Hybrid
-
*Remedial/deficiency subjects cannot be certified when
pursued by on line instruction. Restricted to resident
classroom instruction only
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Certifying Terms, Quarters, Semesters
-
Academic institutional student term registration
schedules & Student Account ledgers must be
examined when preparing enrollment certifications to
VA.
- Validate dates of instruction
- Validate modality of instruction
- Verify net charges for tuition and fees
- Identify 3rd party tuition payments
- Scholarships dedicated to only tuition
- Military Tuition Assistance
- Institutional waivers and discounts
- Other forms of reductions not charged to student
for tuition
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
33
ENROLLMENT CERTIFICATIONS
VAONCE web based system to certify:
- Methods to certify
- NEW CERT
- Standard term
- Multiple terms (nonstandard terms)
- AMEND CERT
- Add tuition and fees from prior cert same term
- Increase or decrease tuition and fees when
credits do not change
- Change start or end date of term
- Add comments *
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
34
ENROLLMENT CERTIFICATIONS
VAONCE web based system to certify:
- Methods to certify
- ADJUST
- Increase or decrease credits for term
previously certified due to change in
registration
- TERMINATE
- Cancel term before start date by student
- Student totally withdraws from term during
term
- Report student graduation at end of term
- Report unsatisfactory progress
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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CAUSE & EFFECT ON BENEFITS
Student will have overpayment when:
- reduction in credits during term
- withdraw from all credits during term
- correction to later start date of term
reported
- Cancel before term started reported and
VA issued payment of BAH and book
stipend for CH33 student
Institutional overpayment when:
- CX before term started and VA issued
tuition and fee payment to institution
- AMEND to reduce tuition and fees to prior
enrollment and VA issued payment to institution
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
36
STUDENT OVERPAYMENTS
Students are provided overpayment letters from VA
Debt Management Center and request for
repayment.
Student can disagree with action taken by VA and
request audit
Student can request waiver of debt from VA
Student will have overpayment reduced from
subsequent benefit payments due to institutional
certifications.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
37
Treasury Offset Program
Institution must work with VA Debt Management
Center to return payments to VA when notified.
If institution does not send payment back to VA
following VA DMC demand letters referral sent to
US Treasury for offset of debt from other federal
funds authorized to the institution.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
38
VA COMPLIANCE SURVEYS
VA and SAA conduct periodic site visits to
institutions (compliance survey) to review a sample
of VA certified student records to ensure accurate
and timely reporting of enrollment data, confirm
institutional academic and financial records
support these certifications, and verify student is
properly pursuing an approved program of study
and subjects certified apply to program.
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
39
Contact Information for ELR
John R. Johnson, VA ELR
Phone: 612-970-5456
Fax: 612-970-5458
Email: john.johnson11@va.gov
Address:
VA Regional Office
Attn: Education Service (272L)
1 Federal Drive
St Paul, MN 55111
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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Wrap-Up
THANK YOU!
VETERANS BENEFITS
ADMINISTRATION
July 15, 2013 - July 18, 2013
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