VETERANS BENEFITS ADMINISTRATION July 15, 2013 - July 18, 20131 NEW WI SCO TRAINING (10:45 –...

VETERANS BENEFITS ADMINISTRATION

July 15, 2013 - July 18, 2013 1

NEW WI SCOTRAINING

(10:45 – 11:45AM)JUNE 17, 2014

WACRAO 2014 Conference


July 15, 2013 - July 18, 2013 2

GREETINGS


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WACRAO 2014 WISCONSIN

CERTIFYING OFFICIALWORKSHOP

JUNE 17-18, 2014


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- 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

Survey of Certifying Officials


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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

AGENDA SCHEDULE


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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

AGENDA SCHEDULE


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- 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

Retention of an SCO


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VA RPO’s & Jurisdictions


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Access from www.gibill.va.gov under school resources for:National SCO HandbookVAONCE FLIPBOOK 2012ELR Technical Assistance & VAONCE InstructionNonstandard term calculator for equivalent credits and training timeSCO on line training module sessions

Access GI Bill web siteOpen SCO on line training

Register – email and facility codeComplete the training modules

1 module is optional on VA benefit chaptersSCO module provides training on certifications and monitoring

Training Resources

http://www.gibill.va.gov/


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Montgomery GI Bill (MGIB) Chapter 30 – VeteransVRAP – awarded benefits under Chapter 30Montgomery 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, 2008Post-9/11 GI Bill (Chapter 33)Fry Amendment

VA Education Benefit Chapters


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VA Form 22-1990 – All Chapters except Chapter 35 for original claimsVA Form 22-1990e – Chapter 33 Transfer of EntitlementVA Form 22-5490 – Chapter 35 original claims and Fry *Updated FormVA Form 22-1995 – All Chapters except Chapter 35 & VA Form 22-5495 – Chapter 35 subsequent claims

Student Application forms (paper or on line)


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Importance of Certifying OfficialsImportance of Certifying Importance of Certifying

OfficialsOfficialsThe success of VA The success of VA

educational programs educational programs dependsdepends

largely on you. Your largely on you. Your work on behalf work on behalf

of your institution in of your institution in assistingassisting

VA students is critical in VA students is critical in thethe

processing and payment processing and payment ofof

veterans educational veterans educational benefits. benefits.

School

VA (ELR)

Students

Military Reserves

Other Schools

StateApproving

Agency (SAA)

CertifyingOfficial


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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.

Basic SCO Responsibilities


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- 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

Role of the VA Certifying Official


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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 institutionStudent must be in pending status or accepted for enrollmentStudent pursuing approved program and subjects that apply to programInstitutional monitoring for enrollment changesInstitutional reporting for modality of instruction

Institutional Requirements


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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.

Inform VA of Student Enrollment Status


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- 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

What is SCO Certifying on Enrollments


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- 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.

What is SCO Certifying on Enrollments


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- 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

SCO Communicating with VA


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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

Myths of a VA Certifying Official


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Approval authority within State for:New facility approvalPrivate Profit institutions and non college degree institutions - approval authorityOther non accredited institutions approval authorityProvide technical assistance to SCOConduct compliance surveys for VA effective 10-1-2011ELR is VA Central Office Contracting Officer Technical Representative

Role of the State Approving Agency


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Wisconsin Dept of Veterans Affairs, Madison(schools – IHL, NCD, FLT, and LACAS)

Wisconsin Dept of Workforce Development, Madison(training establishments – OJT and Apprenticeship)

Who is State Approving Agency


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- 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

Role of the Education Liaison Representative


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- 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

Student Responsibilities


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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

Chapter 31 Voc Rehabilitation


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Active Military service after 9/10/2001oVeterans, Reserve/Guard, Transfer of benefits to

Spouse and DependentsoBenefits range from 40-100% based on amount of

active military service from 9/11/2001oProvides 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)

CH33 Post-9/11 GI Bill


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- 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

CH33 Post-9/11 GI Bill


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Chapter 33 Post-9/11 GI Bill

Eligibility Eligibility

At least 36 months 100

At least 30 continuous days on active duty(Must be discharged due to service-connected disability)

100

At least 30 months, but less than 36 months 90

At least 24 months, but less than 30 months 80

At least 18 months, but less than 24 months* 70



At least 90 days, but less than 6 months* 40

Service Requirements (after 9/10/01 an individualmust serve an aggregate of)

% of Maximum Benefit Payable

63*Excluding entry level and skill training


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Student Applies

RPO

School Certifies

VONAPPVA-ONCE

PaperPaper

How it Begins--


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The Image

Management

System

VCE

U. S. Treasury

Austin, TX

RPO

Request Info• ELR• SCO• Student

Authorizer

+

Write Award


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VAONCE Flow Chart


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- 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

MODALITY OF INSTRUCTION


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- 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

Certifying Terms, Quarters, Semesters


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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 *

ENROLLMENT CERTIFICATIONS


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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

ENROLLMENT CERTIFICATIONS


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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 studentInstitutional 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

CAUSE & EFFECT ON BENEFITS


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Students are provided overpayment letters from VA Debt Management Center and request for repayment.Student can disagree with action taken by VA and request auditStudent can request waiver of debt from VA

Student will have overpayment reduced from subsequent benefit payments due to institutional certifications.

STUDENT OVERPAYMENTS


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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.

Treasury Offset Program


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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.

VA COMPLIANCE SURVEYS


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John R. Johnson, VA ELRPhone: 612-970-5456Fax: 612-970-5458Email: [email protected]

Address:VA Regional OfficeAttn: Education Service (272L)1 Federal DriveSt Paul, MN 55111

Contact Information for ELR

mailto:[email protected]


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THANK YOU!

Wrap-Up

VETERANS BENEFITS ADMINISTRATION July 15, 2013 - July 18, 20131 NEW WI SCO TRAINING (10:45 –...

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