VETERANS BENEFITS ADMINISTRATION July 15, July 18, NEW WI SCO TRAINING (10:45 – 11:45AM) JUNE 17, 2014 WACRAO 2014 Conference

VETERANS BENEFITS ADMINISTRATION July 15, July 18, GREETINGS

VETERANS BENEFITS ADMINISTRATION July 15, July 18, WACRAO 2014 WISCONSIN CERTIFYING OFFICIAL WORKSHOP JUNE 17-18, 2014

VETERANS BENEFITS ADMINISTRATION July 15, July 18, SCO location at College & (full or part time VA) Know your ELR, ECSS, SAA and RPO? Receive s from ELR?/Use RNW 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 PL ? Start Up Questions for today? Agenda and Topics – New VA Certifying Officials Survey of Certifying Officials

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, VA RPO’s & Jurisdictions

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Access from 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 – and facility code Complete the training modules 1 module is optional on VA benefit chapters SCO module provides training on certifications and monitoring Training Resources

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 – affecting Ch 1606/1607) enacted January 28, 2008 Post-9/11 GI Bill (Chapter 33) Fry Amendment VA Education Benefit Chapters

VETERANS BENEFITS ADMINISTRATION July 15, July 18, VA Form – All Chapters except Chapter 35 for original claims VA Form e – Chapter 33 Transfer of Entitlement VA Form – Chapter 35 original claims and Fry *Updated Form VA Form – All Chapters except Chapter 35 & VA Form – Chapter 35 subsequent claims Student Application forms (paper or on line)

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Importance of Certifying Officials

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 Institutional Requirements

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Contacting ELR by phone or concerning procedural or certification issues and DEEMED approved approval questions - Contacting SAA offices pertaining to approval issues - Right Now Web (RNW) secure 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 – SCO Hotline – Myths of a VA Certifying Official

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 ELR is VA Central Office Contracting Officer Technical Representative Role of the State Approving Agency

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Active Military service after 9/10/2001 o Veterans, Reserve/Guard, Transfer of benefits to Spouse and Dependents o Benefits range from % based on amount of active military service from 9/11/2001 o Provides for: o -Tuition and Fees to Institution, Monthly Housing Allowance, Book Stipend, Yellow Ribbon Program added tuition, Kicker payment, Rural relocation benefit o VA Work Study available, tutorial assistance, TOP-UP, are additional benefits if eligible o (SCO Handbook pages XXX) CH33 Post-9/11 GI Bill

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Note Post-9/11 GI Bill began due to Public Law effective August 1, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Chapter 33 Post-9/11 GI Bill

VETERANS BENEFITS ADMINISTRATION July 15, July 18, Student Applies RPO School Certifies VONAPP VA-ONCE Paper How it Begins--

VETERANS BENEFITS ADMINISTRATION July 15, July 18, The Image Managemen t System VCE U. S. Treasury Austin, TX RPO Request Info ELR SCO Student Authorizer + Write Award

VETERANS BENEFITS ADMINISTRATION July 15, July 18, VAONCE Flow Chart

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 3 rd 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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 CAUSE & EFFECT ON BENEFITS

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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. STUDENT OVERPAYMENTS

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, 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

VETERANS BENEFITS ADMINISTRATION July 15, July 18, John R. Johnson, VA ELR Phone: Fax: Address: VA Regional Office Attn: Education Service (272L) 1 Federal Drive St Paul, MN Contact Information for ELR

VETERANS BENEFITS ADMINISTRATION July 15, July 18, THANK YOU! Wrap-Up