GOARMYED OVERVIEW

Overview of Topics  Who Uses the Portal  What Soldiers Do  Terms of TA – Soldiers  Terms of TA – Academic Programs  SOCAD Agreements  TA GPA Holds  eArmyU  App Workflow - CARP  Datatel Coding  Hobsons AY App  Academic Programs  Registrations – GORP  Withdrawals  GAE Coordinators  Other School Responsibilities  Resources

Who uses the GAE Portal?  All Active Army, Army Reserve and Army National Guard soldiers are required to use the GoArmyEd portal to request tuition assistance (TA)  Army National Guard soldiers started using the portal on October 1, 2011

What Soldiers Do In The Portal  The GAE portal allows soldiers to:  Identify and compare degree programs  Request TA  View the courses they have previously taken  View their degree plan  Check TA eligibility and TA balance  The GAE portal is a one-stop spot to manage education and TA benefits  Automated many paper-based processes

Terms of TA - Soldiers  Soldiers must:  Sign and submit a TA Statement of Understanding (SOU) form annually Form must be signed by the soldier’s Commander Sergeants First Class (SFC/E-7) and above may sign for themselves  A quarterly online TA SOU must be acknowledge prior to enrolling in classes

Terms of TA – Academic Programs  Can only use TA for courses leading to the completion of a documented degree plan  Can only pursue one degree at a time  Can only earn 1 credential at each level  Certificate, Associate, Bachelor and Master level  Can’t pursue courses leading to a lower or lateral degree  Exceptions can be made Example: prerequisites needed for masters program

Terms of TA – Acad Prog continued  Cannot use TA to retake courses that have been previously taken  Unless the soldier has already gone through recoupment and paid the money back to the Army  TA is only applied toward tuition costs. It will not cover books or application fees

SOCAD Student Agreements  We must receive all transcripts, military training and exam scores before an evaluation or SOCAD can be completed  SOCAD agreements are uploaded electronically or via FTP in the portal  Need to upload a SOCAD before the end of 6 semester hours with Columbia College or 9 hours total or a hold will be placed to block registration

SOCAD - continued  Campus responsibility to request a SOCAD for all Army soldiers  SOCAD = Documented Degree Plan

TA GPA Holds  Soldiers must maintain a 2.0 TA GPA after completing 15 semester hours to be eligible for TA  Calculation includes all classes in which TA was used  May include courses from multiple institutions  Grades are not replaced  Placed on hold if TA GPA falls below a 2.0  Should continue to register through the portal  Grades will be reported  GPA will go up and hold will be removed quicker

eArmyU  eArmyU delivered online degree opportunities to soldiers  Services vary  Program ends on March 31, 2012  Soldiers with eArmyU eligibility:  Can use their benefits for classes that begin up to March 31, 2012  Will automatically be migrated to regular TA

Application Workflow - CARP  Soldier fills out or updates common application in the portal  Or updated information migrates to GAE from other Army Databases  Application data is downloaded overnight in our Common Application Request Processing Utility (CARP)  GAE Coordinators process the application and send the student a confirmation

Datatel Coding Code portal students on BIO screen Enter C – Army Portal Student in Privacy Field

Hobsons AY Application  How do I know if an application is for a GAE portal student?  Look at the bottom of the first page  Data in the Application Plans field

Academic Program  Academic program must match exactly in Datatel and the GoArmyEd portal  Degree changes are forwarded to the campus via with the updated common application attached  Campuses should:  Submit a new Declaration of Major form and updated SOC Request form to Evaluations  Info for SOC Request is on application  Enter a request on XERT in Datatel

Registrations - GORP  Course sections are uploaded in the portal each session by AHE  DE sections – approx. 30 days before reg. begins  Non-DE sections – approx. 10 days before reg. begins  On base sections must be approved by ESO before soldiers can register  Soldier requests TA and registers for classes in the GAE portal  Soldiers do not need to be admitted in our system before they register in the portal

Registrations – GORP continued  Registration data is downloaded overnight in our GoArmyEd Registration Processing Utility (GORP)  GAE Coordinators process registrations  Contact campuses with questions  Reject registrations in portal  Send confirmation s at the end of each day  s are sent to CougarMail and AKO  NOTE: Please do not process campus forms for portal students. All application and registration activity (including adds, drops and withdrawals) must be completed in the portal.

Withdrawals  Withdrawals must be submitted in the portal  Soldier designates if the withdrawal is due to military or personal reasons  Military reasons include: military mission, emergency leave, death in family, illness, hospitalization, etc.  Personal Withdrawal – TA received must be repaid to the Army  The portal sends soldier an alert stating that recoupment action will be taken  A hold is placed on the soldier’s account until resolution of repayment takes place

Withdrawals - continued  Military Withdrawal – soldier must complete form and have support from command  Form must be signed by Unit Commander and uploaded to eFile in GAE portal  Form is reviewed by Army Education Counselor  If approved, TA repayment is waived  If not approved, changed to personal withdrawal and soldier is required to repay the Army the TA used  Students not eligible for military withdrawal may initiate the College WE process after submitting a personal withdrawal in GAE

Withdrawals - continued  Withdrawal for personal reasons  No forms required  Must repay TA  Hold on account in portal  Receive grade of W  Withdrawal for military reasons  Form required  Reviewed for approval  Do not repay TA if approved  Receive grade of WE Personal WithdrawalMilitary Withdrawal

GoArmyEd Coordinators  What do GoArmyEd Coordinators do?  Process CARP and GORP for all campuses  Send admission, registration and drop/withdrawal confirmation s  Send name change information s  Forward degree changes  Close and reopen classes in the GAE portal  After add/drop coding cleanup  Resolve GAE Helpdesk cases  Check and report EAU student progress

Other School Responsibilities  Post grades in the portal within 14 days of the class end date (Student Records)  Report graduations (Evaluations)  Process invoices (Accounting)

Resources  GoArmyEd Coordinators  Jeanette Gold, Kelly Ray, Michelle Stewart  General –  Documentation on CougarTrack  Staff\Military\CougarTrack Dropping & Withdrawing from Classes in the GAE Portal GAE Frequently Asked Questions Registering for Classes in the GAE Portal Uploading Documents to eFile in the GAE Portal