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April 2010 Maryland State Approving Agency VA Certifying Officials Training August 1, 2012.

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Presentation on theme: "April 2010 Maryland State Approving Agency VA Certifying Officials Training August 1, 2012."— Presentation transcript:

1 April 2010 Maryland State Approving Agency VA Certifying Officials Training August 1, 2012

2 April 2010 Staff Directory Maryland State Approving Agency Hours of Operation: Monday through Friday 8:30 AM to 4:30 PM NamePosition TitlePhone Trish Gordon-McCownVeterans Affairs Brian GibbonsVeterans Affairs Private Career Schools Dean Kendall Associate Director of Workforce Development Amy Kania Education Analyst-Career/Workforce Education Stephanie Baker Education Analyst-Career/Workforce Education Switchboard Operator

3 April 2010 Maryland State Approving Agency Baltimore Education Liaison Representative (ELR) Selica Cherry-Alexander VA Regional Office (313/22) Federal Building 31 Hopkins Plaza Baltimore, MD office fax

4 April 2010 Maryland State Approving Agency GI Bill Chapters Payments to schools 33Post 9/11 GI Bill Payments to students 30/34Montgomery GI Bill (AD) 1606Montgomery GI Bill (SR) 1607Reserve Educational Assistance Program 35Dependents Education Assistance Program 31VA Voc Rehab – contract between VA & school

5 April 2010 Maryland State Approving Agency SAVE UNDER YOUR FAVORITES G I Bill Information: Maryland Higher Education Commission (MHEC) – MD State Approving Agency for Veterans Educational Benefits: SCO Handbook (updated June 4, 2012): resources/handbook.html

6 April 2010 Maryland State Approving Agency Post 9/11 (Ch-33) GI Bill Notables: Private Institutions will have a per VA Academic Year (August 1 st – July 31 st ) $18, maximum for Tuition & Fees for 100% eligible GI Bill users. Stipends, paid to the student, may be available for housing and books up to $1000. No Change.

7 April 2010 Maryland State Approving Agency As of August 1, 2012, VA-ONCE electronic certification will be required for all programsVA-ONCE of education except on-the-job training, apprenticeship training, and correspondence training.

8 April 2010 Maryland State Approving Agency Enrollment Certification Process

9 April 2010 Maryland State Approving Agency VA DOCUMENTS Letter of Eligibility Department of Veterans Affairs Application for VA Educational Benefits (and/or Request for Change of Program or Place of Training) DD214 Certificate of Release or Discharge from Active Duty for most recent period of active duty. Transcripts for all periods of education after high school. Kicker Contract (the Department of Defense may be able to provide this information if you cannot locate a copy of the contract.)

10 April 2010 PRIOR CREDIT One of the criteria for approval of any school for Veterans' training is that it review prior credit and grant credit as appropriate to a VA student's current program. Schools must evaluate prior credit, grant credit as appropriate, notify the student of the evaluation, and shorten the program certified accordingly. The change simply means credit evaluations no longer have to be reported to VA. Whenever a student initially enrolls in your school or changes programs at your school a credit evaluation must be completed. VA will review credit evaluations during compliance surveys and credit evaluation records must be kept and made available to VA upon request. The Prior Training Credit box in VA-ONCE is now NA (Not Applicable) by default and is locked (grayed out). Military Education and Training Resources Military education and training should be evaluated for prior credit. Information needed to evaluate military education and training is available online. The ACE Military Guide The ACE (American Council on Education) Military Guide (Guide to Evaluation of Educational Experiences in the Armed Services) is on the web at: Military Transcripts Information about military transcripts and how to request the transcripts is available from the Army and Navy as shown below: Army (AARTS transcript): Navy & Marine Corps (SMART Transcript): https://smart.navy.mil/smart/welcome.do Pages 48 – 49, SCO Handbook

11 April 2010 Maryland State Approving Agency What Goes in the Tuition Box on the Enrollment Certification? 1.Start with Gross Tuition for the program 2.Compute, with the help of the Billing & Financial Aid Offices, the Net Tuition

12 April 2010 Maryland State Approving Agency Identify the programs gross tuition Subtract out Military TA, Federal TA, ROTC Scholarship, Third Party billings, including College employee discounts/waivers, STAR is not subtracted (State money). Subtract scholarships that designate tuition payments (Provost scholarships, etc.) -more-

13 April 2010 Maryland State Approving Agency Subtract MD National Guard Tuition Waiver, State Waivers (Foster Care) DO NOT Subtract Pell Grants, Student Loans, Scholarships for educational/financial need (non- tuition/fee specific), Do not subtract tuition reimbursement between a student/employer Place Net Tuition in Tuition Box

14 April 2010 Maryland State Approving Agency VA Form 1999 (if applicable)

15 April 2010 Maryland State Approving Agency NCD Only (if applicable)

16 April 2010 Maryland State Approving Agency Only Mandatory Fees may be included Mandatory fees are considered those fees required to be paid to the school True application fees are to be excluded Place Fees in Box #11-B

17 April 2010 Maryland State Approving Agency

18 April 2010 Maryland State Approving Agency Private career school programs are measured and approved in Clock Hours Maryland approves school schedules that identify the number of Clock Hours per Week students will be attending any given program These clock hours per week are identified on the students enrollment agreement Place these Clock Hours per Week in Box #10 Multiple schedules?

19 April 2010 Maryland State Approving Agency

20 April 2010 Maryland State Approving Agency Report Changes in Enrollment –schedule, end date, interruption in training, withdrawal/termination Report Graduation Report Student Placed on Probation

21 April 2010 Maryland State Approving Agency Use Termination when reporting changes in enrollment status and graduation. For Last Date of Attendance and Last Date Credit Accrued, write in the students last date of attendance

22 April 2010 Maryland State Approving Agency Notice of Change in Student Status Amend is used to change begin date, end date, tuition and fees, add a remark, and advance pay and accelerated pay requests on a certification already submitted. Adjust is used to report an increase or decrease in clock hours. If tuition or fees were reported, they must also be changed to correspond to the adjusted number of clock hours. Terminate is used to report a complete withdrawal from an enrollment period, or to report graduation or program completion. If a student certified for multiple enrollment periods completely withdraws from one enrollment period, then terminate the enrollment period from which he withdrew. VA- ONCE will give you the option to terminate any subsequent enrollment periods or to leave those periods as certified.

23 April 2010 Maryland State Approving Agency Academic Probation Applicable to schools that have a satisfactory progress policy that includes academic and/or attendance probation prior to termination for Unsatisfactory Progress Notify VA promptly when a student receiving VA education benefits is placed on academic or attendance probation Notifications should be sent using VAs Internet Inquiry System Include the students name and Claim Number along with the statement Student placed on academic (or attendance) probation

24 April 2010 Maryland State Approving Agency When term or semester ends, payments stop. Examples: Basic Allowance for Housing (BAH) will stop after last day of the term (prorated) Ch-30, 1606, 1607, 35 payments to students will stop after the end of the term (prorated).

25 April 2010 Maryland State Approving Agency Active Duty & Spouses are not eligible BAH is based on the zip code of the Main Campus Student must be enrolled more than ½ time BAH will be pro-rated based on rate of pursuit BAH will stop after last day of the term (prorated)

26 April 2010 Maryland State Approving Agency In order to change a currently enrolled and certified veteran or eligible dependent to Chapter 33 benefits, the student must be RE-Certified by the school to Chapter 33. To do so, RE-Certify the student for Chapter 33 through VA- Once. RE-Certify for Chapter 33 as described in this training session (i.e., listing net tuition and fees after all applicable 3rd party waivers and payments are granted). Under Remarks: RE-Certifying under Chapter 33, effective (Date)

27 April 2010 Maryland State Approving Agency SCHOOL FISCAL ISSUES, STUDENT OVERPAYMENTS, AND DEBT COLLECTION See SCO Handbook Pages

28 April 2010 Maryland State Approving Agency Generally, overpayments of VA benefits are the responsibility of the student. However, there are instances under the Post 9/11 GI Bill when an overpayment is created on a school and funds need to be refunded by the school to the VA.

29 April 2010 Maryland State Approving Agency A debt is established on a school when: The student never attended classes for which he/she was certified regardless of the reason for non-attendance The student completely withdraws on or before the first day of the term. If student reduces hours, the debt is a student debt The school received payment for the wrong student The school received a duplicate payment

30 April 2010 Maryland State Approving Agency The school submitted an amended enrollment certification and reported reduced tuition and fee charges. (Reductions based on students action should be reported on a 1999b with the changes in the enrollment) The student died during the term, or before start of the term VA issued payment above the amount certified on the enrollment certification that was used to process the payment (VA data entry error)

31 April 2010 Maryland State Approving Agency A debt is established on the student for tuition and fees when: The student withdrew after the first day of the term (FDOT) If the student completely withdrew on the FDOT, treat as if student never attended The student reduced hours whether the reduction occurred before or during the term

32 April 2010 Maryland State Approving Agency If the student attended at least one day of any of the classes certified and a payment has been issued, any debt created by the reduction/withdrawal should be charged to the student The school submitted a change in enrollment (1999b) and reported a reduction in tuition/fees due to student action If a student drops a course and adds a course so that there is no net change in training time, any change to tuition/fees is a student debt

33 April 2010 Maryland State Approving Agency Schools may refund money to VA in one of three ways: 1. Schools may send a check to the agent cashier of the Regional Processing Office of jurisdiction. It is essential that you include the students name and VA file number when you make a payment to VA. Please send payments to the attention of the VA Agent Cashier at the Regional Processing Office of Jurisdiction. Those addresses can be found on pages of the School Certifying Official Handbook.

34 April 2010 Maryland State Approving Agency 2. The school may return an uncashed Department of Treasury check to the following address: U.S. Department of the Treasury Financial Management Service P.O. Box Philadelphia, PA

35 April 2010 Maryland State Approving Agency 3.Schools may refund the VA electronically via Automated Clearing House. To do so, schools shall request their banks return the full payment amount using an R31 ACH return code. Each bank has its own time constraints for returning ACH payments. Please speak with your banks representative to obtain specific instructions on this process. If your school refunds only a partial amount of a payment, you must utilize option one.

36 April 2010 Maryland State Approving Agency When the school writes a check, make the check payable to the Department of Veteran Affairs and mail the check to the Agent Cashier. Submit any needed paper or VA-ONCE amendment, adjustment or termination before mailing the check to the Agent Cashier. See detailed instructions on pages of the School Certifying Official Handbook.

37 April 2010 Maryland State Approving Agency Returning Funds to VA Schools should wait to refund payments to VA until a collection notice from the VA Debt Management Center (DMC) is received. In those instances where schools are responsible for making a remittance to VA for excess Tuition, Fees, or Yellow Ribbon payments, schools may make a refund to VA in one of five options.

38 April 2010 Maryland State Approving Agency Schools may send a check, payable to the US Department of Veterans Affairs, to the VA Debt Management Center. The address to the VA Debt Management Center is: VA Debt Management Center Bishop Henry Whipple Federal Building P.O. Box St Paul, MN

39 April 2010 Maryland State Approving Agency Additional options of making payments to the VA: Major credit card, debit card, or by electronic funds transfer Western Union Agent location or by visiting School may return the uncashed Treasury check to the U.S. Department of the Treasury, Financial Management Service Schools may refund VA electronically via Automated Clearing House (ACH). SEE FULL DETAILS FOR REFUNDS ON PAGES 89 – 99 OF THE SCO HANDBOOK.

40 April 2010 Maryland State Approving Agency Requirements for IHLs to Maintain Approval for VA (SAA Approval)

41 April 2010 Maryland State Approving Agency Prior to 8/1/11Effective 8/1/11 New Approvals Schools and institutions request approval for programs in a new school or facility State Approving Agency Approval Criteria Set by Statute (38 USC chapter 36) Programs deemed approved are subject to Title 38 USC 3675 (b)(1) and (b)(2), 3680A, 3684, 3696 Modifications to Programs State Approving Agency VAs Education Liaison Representatives Compliance State Approving Agencies performed supervisory visits State Approving Agencies and the VA will perform compliance surveys

42 April 2010 Maryland State Approving Agency Certified catalogs – two hard copies of catalog with Standard Certification: True and correct as to content and policy with Certifying Officials signature Submit IHL Catalog Review form (located on the MHEC Website) -- provide any new credit based programs/updates since the last publication submission. Additional publications – Student Handbook

43 April 2010 Maryland State Approving Agency New/yearly schedules must be submitted to the Maryland SAA for approval to the VA Preferred delivery is via letter One copy of schedule of Start and End dates is sufficient

44 April 2010 Maryland State Approving Agency ADDITIONAL SCHOOL RESOURCES

45 April 2010

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47 MARYLAND STATE APPROVING AGENCY IMPORTANT CONTACT INFORMATION SCO VA CONTACT LINE – (855) (Hours 7am – 5pm) CALL CENTER (GENERAL INQUIRIES) – (888) (Hours 7am – 7pm) SUBMIT A QUESTION - https://gibill.custhelp.com/app/utils/login_form/redirect/ask/session/L3 RpbWUvMTM0NzQ2MzI4OC9zaWQvbjc2dkYzNmw= https://gibill.custhelp.com/app/utils/login_form/redirect/ask/session/L3 RpbWUvMTM0NzQ2MzI4OC9zaWQvbjc2dkYzNmw FREQUENTLY ASKED QUESTIONS (FAQs) https://gibill.custhelp.com/app/answers/list


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