0. NCACVA Spring Conference NCD Break out
March 18, 2014

1. TOPICS Weekly clock hours of attendance Standards of progress
Pro Rata Refund
Leave of Absences (LOA)
MISC

2. Weekly Clock Hour Attendance
There has been discussion among the four Regional Processing Offices, the SAAs and VA Central Office regarding the reporting requirements for NCD clock hour programs.
Previously, SCOs were instructed that anytime a student doesn't attend the certified number of clock hours per week you were to “adjust” the cert in VA Once to reflect the change in clock hours per week. 
VA has reinterpreted their view on the reporting requirements for NCD clock hour programs. Although this is subject to further change based on clarification from VA Central Office, you should begin to follow these instructions immediately.

3. Weekly Clock Hour Attendance
CERTIFICATION
TERMINATION
Report the student’s scheduled hours of attendance
Ensure that you are not certifying a length, based on the scheduled clock hours per week, that exceeds the program length as approved by the SAA
The total clock hours certified will be checked on compliance surveys by SAA & VA
If the student misses classes you will NOT report the change to VA
Follow your school’s published attendance & progress policies, as
approved by the SAA, and listed in your approval letter
If the student is not meeting attendance and/or progress standards you will terminate the student’s certification
Progress standards may be based on:
Minimum grades,
grade point average,
minimum attendance
Requirements or a combination
You will process a Pro Rata Refund

4. STANDARDS OF PROGRESS

5. QUESTIONS?

6. PRO RATA REFUND
Nonaccredited schools must refund T&F on a pro rata basis when VA students withdraw or do not enroll after paying for courses, in whole or part
The pro rata refund must, at a minimum, meet the following criteria:
School catalogs must have description of the refund policy. A simple statement that refunds are made on a pro rata basis is not sufficient.
The description must be clear enough for students to determine the amount of their refund
VA regulations allow a 10% deviation in the refund from an exact pro rata figure
VA regulations allow schools to retain up to $10.00 of any registration fee
Schools must make refunds promptly, i.e., within 40 days
Schools cannot not require VA students to request the refunds
If a school’s policy is more favorable to the student the school will use their policy
Schools may apply the pro rata refund policy to VA students only.

7. How to Calculate a Pro Rata Refund
Calculate the number of clock hours the student completed
Divide the completed clock hours by the total approved clock hours
The resulting percentage is the amount the school can keep
Ex: A program is approved for 1500 total clock hours & costs $10,000
The student completed 1000 total clock hours
1000/1500 = or 67%
$10,000 x 67% = $6700
The school keeps $6700
The school refunds $3300 to the student
Any debt with VA is the student’s responsibility

8. QUESTIONS?

9. Leave of Absence (LOA) NON CH 33
If a student takes a Leave of absence you have to report the LOA to VA.
For a NON CH33 you will:
Terminate the cert effective the last date attended in the “LDA/EFF” box in VA Once
Use “Withdrawal or Interruption (NonCollege Degree Programs)
You do not need to add a remark about the LOA
Enter the date through which they accrued credit in the “LD Accrued” box in VA Once
This is the date where they will pick up once they return to training
If they will pick up right where they left off you will enter the same date as in the “LDA/EFF” date box
If your school is organized on Mods etc., you will enter the begin date of the mod from which the student will have to repeat
Do a brand new cert when the student returns
Enter the date they returned to class in the “Begin” date box
Enter the date they will complete training in the “End” date box (extended if applicable)

10. Leave of Absence (LOA) NON CH 33

11. QUESTIONS?

12. Leave of Absence (LOA) CH 33
For CH33 you do not want to terminate the cert as it causes issues with T&F payments and debts in the VA system
Do an adjust in VA Once
Enter the student’s last date of attendance prior to the LOA in the “LDA/EFF” date box
Remove any data in the “LD Accrued”
Delete the figure in the “clock” box & click anywhere on the screen. You will get:
Click OK
If the LOA will extend the student’s end date and you are fairly certain of the new end date enter the new end date in the “rev end dt” box that will become active
If the student’s ending date will not change or you’re not sure of the date leave the “rev end dt” box empty

13. Leave of Absence (LOA) CH 33
Reenter the scheduled clock hours in the “clock” box
Leave the T&F as initially certified
Choose “other” from the drop down box for adjustment reason
Enter the following remark: Student on LOA from xx/xx/xx to xx/xx/xx.
Also add: Ending date extended to xx/xx/xx (if applicable)

14. Leave of Absence (LOA) CH 33
If the student does not return as reported but still intends to return:
Adjust the cert
Update the “rev end dt” box (if you entered a revised end date initially)
Update the remarks
If you are certain that the student will not return:
Terminate the certification
Provide the last date credit accrued in the “LD Accrued” box
Process a Pro Rata refund
Any debt will be on the student
If the student is allowed to return after termination (AVOID this scenario when possible):
The student’s debt should be eliminated if the LTS reads it properly BUT
VA is unsure how best a school should report this situation so the LTS processes properly
If you have a situation like this please send an RNW explaining in detail the situation

15. QUESTIONS?

16. MISC Reminders
You must get official transcripts from all previously attended schools
It does not matter if they used VA benefits at prior schools
You must perform a prior credit evaluation
The cost of books & supplies:
Should be included on a CH33 cert if they are mandatory for all students
If they books/supplies cannot be purchased from any outside source
You must add the VA Course Code when entering approved programs into VA Once
VA Once will populate the “Objective code” with the same number
The list of codes is found on the Quick Reference User Guide Power Point
If there is not an exact match use “Not Elsewhere Classified” code
CH35 NCD students must verify their enrollment each month to release payment
If you have started certifying a student on paper submit any changes on paper
All new students should be certified in VA Once