1. Student Cases Oregon Association of Veteran School
Certifying Officials
Student Cases

2. Effective June 4, 2013: (Transfer of Transcripts)
Oregon Association of Veteran School
Certifying Officials
Effective June 4, 2013: (Transfer of Transcripts)
Semester terms:  certify the student for two semesters maximum. 
Quarter terms:  certify the student for three quarters maximum.
Clock hours/terms other than standard quarters or semesters:  certify the student for the first 24 weeks.
If, at the end of the 2nd semester, 3rd quarter, or 24th week, the student has failed to provide his/her transcripts, do not certify any additional terms, even if the student is attending. 
Once the transcripts have been provided and evaluated, then the subsequent terms may be certified at that time. 

3. Remedial / Deficiency Courses
Oregon Association of Veteran School
Certifying Officials
A form of a degree plan is needed to do your job properly:
Transferred Courses
Course Substitutions
Remedial / Deficiency Courses
Practical Training/ Student Teaching Courses
Resident, Distance Education, Clock or Cooperative Hours
Course Applicability
Audited Courses
Repeating Courses
Courses Required for Admission to the Next Level of Training
Rounding Out
School Certifying Official Handbook, page 46/49
An Annotated Degree Outline will determine what classes ‘Transferred’ in.
Course Applicability: Only courses that satisfy requirements outlined by the curriculum guide or graduation evaluation form can be certified for VA purposes. If a student takes a course that does not fulfill a program requirement, it cannot be certified for VA purposes. If a class is not reflected as a required class nor as a pre-requisite class, a signed letter from a Dean or Dept. Head will authorize a “Course Substitution” can be certified.
Non-Credit Remedial Deficiency hours: Remedial/ deficiency courses are courses designed to correct deficiencies in basic mathematics, English & reading at the elementary or secondary level. These classes can be certified as part of an approved program, but only for students for whom a verifiable need has been established. Keep test results and other documents in the student's file that support the student’s need. Ch35 student’s additional 5 months of entitlement can be used for remedial classes.
Practical Training/Student teaching: academic training that includes actual job experience, considered as residence training.
Resident hours: A course which required regularly scheduled, standard class sessions at least once every 2 weeks and which has a total number of class sessions equal to the number of credit hours awarded for the course, times the number of weeks in the standard quarter or semester.
Distance hours: If the credit hours don’t qualify for “in residence” than it must be treated as distance learning.
Clock hours: Some classes are measured in clock hours per week.
Audited Courses: Audited courses cannot be certified. If the student changes from credit to audit, the change would need to be reported to VA, effective the day the student changed the class to audit.
Repeating Courses: Classes that are failed or for which the grade does not meet minimum requirements for graduation may be certified for VA purposes if they are repeated. Classes that are successfully completed may not be certified for VA purposes if they are repeated. If a program requires a higher grade than achieved, that courses may be repeated. Please be aware of how your school’s policy reflects repeated grades. Many schools allow a class to be repeated and the original grade is forgiven & becomes a non-pun grade. (page 46).
Courses required for Admission to next level of training (page 47): Classes required for admission to the next level of training may be approved in two situations: An IHL requires a student to pursue courses at an educational level for which the student
1) already holds a diploma or degree
2) appears qualified by reason of previous training
Rounding Out: A VA student can round out a schedule with non-required courses to bring their course loan up to a full-time schedule in their last term only.

4. VA ONCE –CH 33 CASE STUDY #1
Jim Shorts is a CH 33 student at 100% who has ask that you certify him for 15 credits for the fall term. Jim has a 50% tuition scholarship and Financial Aid. How will you report his tuition and fees to VA? Answer: You will only report 50% of the student T&Fees to VA because of the scholarship. Financial Aid will not effect his VA benefits. (EX: $3000/2=$1500, only report $1500 to VA. VA will calculate and pay only 50% of $1500.)

5. VA ONCE –CH 33- CASE STUDY #2
A CH 33 TOE (Transfer of Entitlement) dependent student at 100%, has an effective date later than the first day of term. What date should you certify? Note: Entitlement must be transferred to an unmarried child who has not reached the age of 18 or, if in school, before child is 23 years of age. May use until 26 years old even if transferor’s 15-year eligibility period ended. May continue to use benefits after marriage. ANSWER: Certify as normal, VA will adjust payment.

6. VA ONCE –CH 33-CASE STUDY #3
Jed I. Knight is a CH 30 student who is enrolled in the summer term with 8 quarterly credits which is considered as a full time status. Jed I. is register for 5 credits, what is his enrollment rate for summer term? ANSWER: Refer to SCO Handbook, page

7. VA ONCE –CH 33-CASE STUDY #3 ANSWER

8. VA ONCE –CH 33-CASE STUDY #4
You certified a student to VA under Chapter 33 for the current term. You just discovered the tuition and fees need to be changed. Reason is student fees reduced. What action do you take in VAONCE? When should you submit this change to VA? ANSWER: Submit an Amend in VAONCE and do it as soon as possible.

9. VA ONCE –CH 33-CASE STUDY #5
Tom Katz is a CH 33 student who has preregister in June for Fall term for a total of 14 credits. A. When do you certify student to VA? B. When do you submit any changes to enrollment in credits to VA? C. When do you certify tuition and fees to VA for this term? ANSWER: Certifying ASAP. Any changes should be submitted after 24 hours from the first certification. Report tuition and fees as Amend after your drop period.

10. VA ONCE –CH 33-CASE STUDY #6
Barb Wire is another CH 33 student reduced credits from 12 to 8 on the 4th week of the term. You previously submitted the enrollment for full term and included tuition & fees of $2700. A. What is VA standard time line to report change? B. What section in VAOnce do you use to submit the change? C. What information do you report? D. What is impact on student?

11. What is VA standard time line to report change? Within 30 days
VA ONCE –CH 33-CASE STUDY #6 ANSWER
ANSWER:
What is VA standard time line to report change?
Within 30 days
B. What section in VAOnce do you use to submit the change?
Adjustment and change in T&Fees
C. What information do you report?
Reduce 12 crs to 8 crs and submit reduced amount in T&Fees
D. What is impact on student?
Student will owe VA back not the school

12. B. What rate of pursuit will Jack receive for his BAH? ANSWER:
VA ONCE –CH 33-CASE STUDY #7
CH 33 student, Jack Jumps who is 100%, has enrolled in 15 credits, however his degree audit identifies that only 12 credits will apply to the his program.
A. What do you do?
B. What rate of pursuit will Jack receive for his BAH?
ANSWER:
Submit as a new cert for only 12 credits effective start date of term.
B. Full-time

13. A. Have student contact VA B. As SCO, you contact VA
VA ONCE –CH 33-CASE STUDY #8
Your school’s Business Manager contacts you and states that the VA anticipated CH33 tuition and fee payment received is less than certified to VA. What action should you take first?
A. Have student contact VA
B. As SCO, you contact VA
Ask to see the student’s award letter for possible resolution
ANSWER: B

14. VA ONCE –CH 33-CASE STUDY #9
Don Knows is a CH 33 student at 100% who is enrolled in 15 credits for the fall term. He has 8 credit web base, 4 credits in the classroom, 1 credit scheduled for 3 weeks, 1 credits scheduled for 7 weeks, and 1 more credit scheduled for 5 weeks. A. As the SCO what do you review and confirm before entering Don’s certification in VA ONCE? B. How do you certify in VA ONCE? C. Is Don at a full-time status?

15. VA ONCE –CH 33-CASE STUDY #9-ANSWER
ANSWER: A. Confirm that all classes are required for Don’s program. B. 15 crs total=8 Dist. and 4 Res, 3 new certifications for 3, 7, and 5 weeks at 1 credit each C. Yes, Don is at a full-time status.

16. VA ONCE –CH 30-CASE STUDY #10
Golden Brown is a CH 30 VA student and this is her first term. Ms. Brown has registered for MTH 96 with is a remedial subject. As the SCO, what should you check before certifying these credits in VA Once? ANSWER: Possible requirements to take MTH 96 Lack of adequate entrance test score Is the subject taken in resident or on line?

17. VA ONCE –CH 30-CASE STUDY #11
Gram Cracker is another CH 30 student enrolled in 5 credits for the fall quarter. Do you include tuition and fees in VA ONCE? What if these credit all on line? ANSWER: Yes include tuition & fees. On line does not matter for CH 30.

18. VA ONCE –CH 33-CASE STUDY #12
Paige Turner is eligible for 100% of the Chapter 33 benefit and has 36 months of entitlement. The Fall 2016 term is September 26 to December 9 and Paige is enrolled in 6 resident, 3 distance, and 3 remedial/deficient hours. Is Paige at a full-time status? ANSWER: YES

19. VA ONCE –CH 33-CASE STUDY #13
Reporting a non-punitive grade (W, Z, etc. ) and you reported the incorrect reduced tuition and fees. How do you correct this problem? When do you correct the problem?
ANSWER: Submit an AMEND with correct tuition and fees amount. Make this AMEND 24 hours after you did the adjustment on decreased credits. (Note: Always do an AMEND when only submitting tuition and fees.

20. VA ONCE
QUESTIONS?