Certification Basics for New Certifying Officials VETERANS BENEFITS
Certification Basics for New Certifying Officials VETERANS BENEFITS ADMINISTRATION Eugene, Oregon 2014
Topics Covered § Education Basics • VA Overview • Education Services § Education Programs/Benefits • Chapters 30, 31, 35, 1606, 1607, VRAP • Chapter 33 - Post 9/11 GI Bill® § Responsibilities • Students • School Certifying Officials • VA / SAA VETERANS BENEFITS ADMINISTRATION 1
Regional Processing Offices VETERANS BENEFITS ADMINISTRATION 2
Education Programs/Benefits § Chapters 30, 31, 35, 1606, 1607, VRAP § Chapter 33 - Post 9/11 GI Bill® VETERANS BENEFITS ADMINISTRATION 3
VA Education Benefits § § § Degrees Non College Degrees - Certificates or diplomas Flight Training Apprenticeships and On-the-Job Training Programs Reimbursement of cost of License or Certification Test National Exams such as GRE, SAT, LSAT, CLEP, AP, and GMAT Note: All programs must be approved for VA education benefits VETERANS BENEFITS ADMINISTRATION 4
VA Education Programs Chapter 30 - Montgomery GI Bill® (MGIB) Chapter 31 - Vocational Rehabilitation & Employment (VR&E) Chapter 33 - Post 9/11 GI Bill® Chapter 35 - Dependents Educational Assistance Program (DEA) • Chapter 1606 - Montgomery GI Bill®-Selected Reserve (MGIBSR) • Chapter 1607 - Reserve Educational Assistance Program (REAP) • VRAP - Veterans Retraining Assistance Program for Unemployed Vets • • VETERANS BENEFITS ADMINISTRATION 5
Chapter 30 MGIB General Eligibility Requirements • Must first enter on active duty after June 30, 1985. • If obligated period of service is less than 3 years, then the Serviceperson must serve 24 continuous months. If they enlisted for 3 years or more, then Serviceperson must serve at least 36 months (exceptions apply). • Must have a qualifying period of honorable service. • Must not have declined GI Bill® in writing at initial entry. If individual signs up for benefit, service branch will deduct $1200 from service pay. • These are only GENERAL requirements, for other requirements and exceptions please log on to www. gibill. va. gov VETERANS BENEFITS ADMINISTRATION 6
Chapter 31 Vocational Rehabilitation • Have received, or will receive, a discharge that is other than dishonorable. • Have a service-connected disability rating of at least 10%, or a memorandum rating of 20% or more from the Department of Veteran Affairs (VA). • Apply for Vocational Rehabilitation and Employment (VR&E) Vet. Success services. Note: Visit www. gibill. va. gov for specific requirements VETERANS BENEFITS ADMINISTRATION 7
Chapter 35 Dependents’ Educational Assistance Program You must be the son, daughter, or spouse of: • A Veteran who died or is 100% disabled as a result of a service-connected disability. The disability must arise out of active service in the Armed Forces. • A Veteran who died from any cause while such service-connected disability was in existence. • A Servicemember missing in action or captured in the line of duty by a hostile force. • A Servicemember forcibly detained or interned in the line of duty by a foreign government or power. • A Servicemember who is hospitalized or receiving outpatient treatment for a service connected permanent and total disability and is likely to be discharged for that disability. VETERANS BENEFITS ADMINISTRATION 8
Chapter 1606 MGIB-SR General Eligibility Requirements • The reservist must have an obligation to serve for a period of not less than 6 years after June 30, 1985. • Has a high school diploma or equivalent. • Completed Initial Active Duty Training (IADT). • Member must maintain satisfactory participation. • Reservists may be eligible for an incentive kicker at service department’s discretion. VETERANS BENEFITS ADMINISTRATION 9
Chapter 1607 (REAP) General Eligibility Requirements • A member of the ready reserve must have served on active duty on or after 9 -11 -01 in support of a contingency (federal) operation for 90 consecutive days or more. • Amount of monthly rate is dependent on how long member was active. • Benefit can be 40%, 60% or 80% of CH 30 monthly rate. VETERANS BENEFITS ADMINISTRATION 10
Veterans Retraining Assistance Program (VRAP) VRAP offers up to 12 months of training assistance to unemployed Veterans who: • Are at least 35 but no more than 60 years old • Are unemployed on the date of application • Received an other than dishonorable discharge • Are not eligible for any other VA education benefit program (e. g. : the Post-9/11 GI Bill®, Montgomery GI Bill®, Vocational Rehabilitation and Employment Assistance) • Are not in receipt of VA compensation due to employability • Are not enrolled in a federal or state job training program VETERANS BENEFITS ADMINISTRATION 11
Training Time (chapters 30, 35, 1606, 1607, VRAP) VA benefits are paid based on training time. § For undergraduates in a standard quarter or semester, VA measures training time as follows: – – – 12 9 -11 6 -8 4 -5 1 -3 credits is full-time credits is 3/4 -time credits is 1/2 -time credits is less than 1/2 -time credits is 1/4 -time or less § For graduates, VA benefits are paid based on the training time certified by the school. VETERANS BENEFITS ADMINISTRATION 12
Training Time (CH 30, 35, 1606, 1607, VRAP) continued VA benefits are paid based on training time. Clock hour training time is measured as follows: 18 Clock Hours Theory Predominates: 22 Clock Hours Shop/Practice Predominates: – – – – – 18 hours or more = full-time 13 -17 hours = 3/4 -time 9 -12 hours = 1/2 -time 5 -8 hours = less than 1/2 -time 1 -4 hours = 1/4 -time or less VETERANS BENEFITS ADMINISTRATION 22 hours or more = full-time 16 -21 hours = 3/4 -time 11 -15 hours = 1/2 -time 6 -10 hours = less than 1/2 -time 1 -5 hours = 1/4 -time or less 13
Education Programs Monthly Rates (CH 30, 35, 1606, 1607, VRAP) CHAPTER 30 (BASIC RATES) 3 years or more service Less than 3 years service Starting Full-time 3/4 -time 1/2 -time 10/1/12 $1, 564. 00 $1, 173. 00 $782. 00 $1, 270. 00 $952. 50 $635. 00 10/1/11 $1, 473. 00 $1, 104. 75 $736. 50 $1, 196. 00 $897. 00 $598. 00 CHAPTER 35 Starting Full-time 3/4 -time 1/2 -time 1/4 -time 10/1/12 $987. 00 $740. 00 $491. 00 $246. 75 10/1/11 $957. 00 $718. 00 $476. 00 $239. 25 CHAPTER 1606 Starting Full-time 3/4 -time 1/2 -time <1/2 -time 10/1/12 $356. 00 $266. 00 $176. 00 $89. 00 10/1/11 $345. 00 $258. 00 $171. 00 $86. 25 CHAPTER 1607 (REAP) Starting 10/1/12 Starting 10/1/11 Service Full-time 3/4 -time 1/2 -time 90+ days $625. 60 $469. 20 $312. 80 $589. 20 $441. 90 $294. 60 1 year + $938. 40 $703. 80 $469. 20 $883. 80 $662. 85 $441. 90 2 years + $1, 251. 20 $938. 40 $625. 60 $1, 178. 40 $883. 80 $589. 20 VETERANS BENEFITS ADMINISTRATION 14
How Payment Are Made Chapters 30, 35, 1606, 1607, & VRAP § Monthly benefit is paid directly to the student at the end of each month § § Chapter 33 Tuition & fees are paid directly to the school A Housing Allowance is paid to the student monthly A Books & Supplies Stipend is paid directly to the student at the beginning of the term Yellow Ribbon payments is paid directly to the school VETERANS BENEFITS ADMINISTRATION 15
Chapter 33 Post-9/11 GI Bill® • Served on active duty on or after 09/11/01. • Honorable discharge from service. • Served a minimum of 90 aggregate days (excluding entry level and skills training). • Eligibility can also be established if served at least 30 continuous days active duty and discharged for a serviceconnected disability. • Active duty members eligible on 90 th day after completion of entry level training. Note: Visit www. gibill. va. gov for specific requirements VETERANS BENEFITS ADMINISTRATION 16
Chapter 33 - Eligibility Criteria VETERANS BENEFITS ADMINISTRATION 17
Chapter 33 An eligible Chapter 33 claimant may qualify to receive the following payments: • Established Charges (Tuition/Fees) paid directly to the school • Monthly Housing Allowance paid directly to the student • Book Stipend paid directly to the student VETERANS BENEFITS ADMINISTRATION 18
Chapter 33 - Tuition & Fees The amounts for tuition and fees paid to the school are as follows: – U. S. Public Schools: The actual net cost for in-state tuition and fees after the application of any waiver, scholarship, aid, or assistance [other than loans and funds provided under section 401(b) of the Higher Education Act of 1965] – Private, Non-College and Foreign Schools: The lesser of the actual net cost for tuition and fees after the application of any waiver, scholarship, aid, or assistance [other than loans and funds provided under section 401(b) of the Higher Education Act of 1965], or $18, 077. 50 for the academic year beginning on August 1, 2012 (that amount will change to $19, 198. 31 August 1, 2013). VETERANS BENEFITS ADMINISTRATION 19
Chapter 33 - Tuition & Fees continued Tuition is the actual established charges for tuition that similarly circumstanced non-veterans enrolled in the program of education are required to pay. VETERANS BENEFITS ADMINISTRATION 20
Chapter 33 - Tuition & Fees continued Fees are mandatory charges (other than tuition, room and board) applied by the school for pursuit of an approved program of education. Fees include, but are not limited to, health premiums, freshman fees, graduation fees, and lab fees. Fees do not include study abroad course(s) unless the course(s) is a mandatory requirement for completion of the approved program of education. VETERANS BENEFITS ADMINISTRATION 21
Chapter 33 - Tuition & Fees continued The amount of tuition & fees certified to VA by the school must be reduced by the amount of any other payments made to the school for the sole purpose of defraying tuition & fees (except for Title IV funds). Examples include, but are not limited to: – ROTC Scholarship payments (designated for tuition & fees) – Tuition Assistance from the Reserves & National Guard – MYCAA – An employer scholarship paid to the school specifically for tuition & fees. – State lottery tuition payments VETERANS BENEFITS ADMINISTRATION 22
Chapter 33 - Tuition & Fees continued Examples of fees that are not allowed include, but are not limited to: • Penalty fees (e. g. , late registration, late course changes, returned checks, repeat course fees) • Add/drop course fees • Parking fees that are not required for every student • Fees for any food or lodging expenses, meal ticket fees • Overload fees for course loads that require special permission • Transportation/transit system fees that are not required of every student • Application for admission fees VETERANS BENEFITS ADMINISTRATION 23
Chapter 33 - Tuition & Fees continued Example: § Student gross in-State charges $ 4, 000 § Veteran Discount § Tuition Scholarship - 400 -2, 000 § Title IV (ex. Pell Grant) (2, 500) § General Scholarship (l, 000) § Net In-State Charges $ 1, 600 Report the tuition and fees listed on the student’s invoice. If the invoice shows a discount from any source (other then Title IV monies), then you MUST deduct the discounted monies from the tuition certified. If a discount is applied after certification, an Amend Certification must be submitted, reporting the reduced tuition/fees with the applied discount. The school will be responsible for any resulting debt. VETERANS BENEFITS ADMINISTRATION 24
Chapter 33 - Tuition and Fees Example Both examples are for Veteran student: IHL example: Benefit Level: 60% Tuition & fees charged: $8, 000 Number of hours enrolled: 12 credit hours FT = 12 NCD example: Benefit Level: 40% Tuition & fees charged: $1, 459 Number of hours enrolled: 22 clock hours FT = 22 What will the school receive for Tuition and Fees? VETERANS BENEFITS ADMINISTRATION 25
Chapter 33 - VA Reimbursement to School § Tuition and fee payments will be issued to the school on behalf of each student via Electronic Funds Transfers (EFT). Yellow Ribbon payment is sent separately. § If EFT information is unavailable, payments will be sent to the school mailing address on file in VA’s Web. Enabled Approval Management System (WEAMS). § Payments will include student identification information and the semester, quarter or term the payment is covering. VETERANS BENEFITS ADMINISTRATION 26
Chapter 33 - Monthly Housing Allowance § The amount payable for the Basic Allowance for Housing (BAH) for any academic year (beginning on August 1) will be based upon the BAH rates effective on January 1 of that year. § This means that Monthly Housing Allowance rates for chapter 33 awards will change effective August 1 of each year, and not on January 1. § Individuals are not eligible for the monthly housing allowance if they are: - On active duty (or transferee spouse of Servicemember) - Rate of pursuit is 50% or less VETERANS BENEFITS ADMINISTRATION 27
Chapter 33 - Monthly Housing Allowance continued Distance Learning: Individuals only enrolled in distance learning courses are eligible for a monthly housing allowance equal to 50% of the national average of all Basic Allowances for Housing. Rates are multiplied by the rate of pursuit rounded to the nearest multiple of 10. The national average in 2012 is $1, 368. 00. A full time rate for an individual eligible at the 100% eligibility tier would be $684. 00 for 2012. VETERANS BENEFITS ADMINISTRATION 28
Chapter 33 - Rate of Pursuit The following is an important definition to know when learning about the Post 9/11 GI Bill®: – Rate of Pursuit: Applies specifically to CH 33 and differs from training time, which is used for all other Chapters. VA calculates rate of pursuit by dividing the number of credit hours or equivalents being pursued by the number of credit considered to be full time. The resulting percentage is the student’s rate of pursuit. – Examples: If full-time is 12 credits, then rate of pursuit for: 6 credits (or credit equivalents) is 50% (6/12=50%) 7 credits (or credit equivalents) is 58% (7/12=58%) VETERANS BENEFITS ADMINISTRATION 29
CH 33 - Monthly Housing Allowance - Example #1 § Length of service percentage is: 70% § BAH for University of Atlantis is: $970 § Enrollment: 9/1/12 to 12/19/12, 12 credits (Full time is 12 credit) § Rate of pursuit is 100% § Student is eligible for housing allowance Student will receive a monthly rate of $679* ($970 X 70% = $679) *Partial months are prorated VETERANS BENEFITS ADMINISTRATION 30
CH 33 - Monthly Housing Allowance - Example #2 § Length of service percentage is: 60% § BAH for University of Atlantis is: $1, 500 § Enrollment: 9/1/12 to 12/19/12, 10 credits (Full time is 12 credit) § Student is eligible for housing allowance Rate of Pursuit: 10 hrs certified =. 84 (round down to 80%) 12 hrs = F/T $1, 500 X 60% X 80% = $720. 00 VETERANS BENEFITS ADMINISTRATION 31
CH 33 - Monthly Housing Allowance - Example #3 § Length of service percentage is: 60% § BAH for University of Atlantis is: $1, 500 § Enrollment: 5/1/12 to 7/1/12, 16 clock hrs/wk (Full time is 18 clock hours per week) § Student is eligible for housing allowance Rate of Pursuit: 16 hrs certified =. 888 (round up to 90%) 18 hrs = F/T $1, 500 X 60% X 90% = $810. 00 VETERANS BENEFITS ADMINISTRATION 32
Chapter 33 - Books and Supplies Stipend § Up to $1, 000 per academic year - $41. 67 per credit hour - Up to 24 credit hours in a single academic year - Lump sum payment (each quarter, semester or term attended) paid directly to the student § Prorated based on benefit level § Active duty members are eligible effective 10/01/11. § Effective 10/01/11, students attending a Non-college Degree School receive $83 per month, prorated for partial months and benefit level VETERANS BENEFITS ADMINISTRATION 33
CH 33 - Books and Supplies Example - #1 IHL An student eligible at the 80% benefit level enrolls for 15 credit hours for the Fall 2012 term. Calculation: $41. 67 X 15 X 80% = $500. 00 The student enrolls for another 15 credit hours for the Winter 2013 term. How much is the payment for the books and supplies stipend? VETERANS BENEFITS ADMINISTRATION 34
CH 33 - Books and Supplies Example continued The student already received the books and supplies stipend for 15 credit hours, he/she is only eligible for an additional 9 credit hours Calculation: $41. 67 X 9 X 80% = $300. 00 VETERANS BENEFITS ADMINISTRATION 35
CH 33 - Books and Supplies Payment Example - #2 NCD The Books and Supplies Stipend is calculated as follows: Number of Days in Enrollment ÷ 30 X $83 X Benefit Level Example: A claimant is enrolled in a NCD program that begins November 1, 2012 and ends November 19, 2012 (19 days). $83 / 30 days X 19 days = $52. 57 (approx. ) A Books & Supplies payment in the amount of $52. 57 will be sent to the claimant for the NCD program. Note: Books and Supplies are paid for the ENTIRE program. A change in the END DATE may generate additional debts and/or payments VETERANS BENEFITS ADMINISTRATION 36
Chapter 33 - Yellow Ribbon • Institutions (IHLs) within the US may voluntarily enter into an agreement with VA to fund tuition and fee costs that exceed the highest public in-state undergraduate tuition and fees. • Provides additional funding for: • Training at private institutions • Out-of-state tuition • Only individuals (including transferees) eligible at the 100% benefit level may receive this funding. VETERANS BENEFITS ADMINISTRATION 37
Chapter 33 - Transfer of Entitlement • An individual approved by Department of Defense to transfer unused entitlement under the Post 9/11 GI Bill® may transfer the individual’s entitlement to: • The individual's spouse. • One or more of the individual’s children. • Any combination of spouse and children. • A family member must be enrolled in the Defense Eligibility Enrollment Reporting System (DEERS) and be eligible for benefits. • For complete information on TOE log onto www. gibill. va. gov VETERANS BENEFITS ADMINISTRATION 38
Fry Scholarship Eligible Children • If eligible under CH 30, 1606, or 1607, must relinquish eligibility under 1 program to receive benefits • May be married & over age 23 • Entitled to 36 months of benefits at the 100% level • Have 15 years to use the benefit after 18 th birthday • May use benefits until age 33 • Must elect between CH 35 & Fry, but may receive up to 48 months of benefits • Are not eligible for the Yellow Ribbon Program VETERANS BENEFITS ADMINISTRATION 39
Incentive “KICKERS” & BUY-UP Program • A Veteran may also be entitled to an incentive “kicker” which is payable at the service department’s discretion. • An amount added to basic monthly rate. • Service department will determine the total payable and will notify the VA. • An individual may also contribute an additional $600 while on active duty. This contribution will add an additional $150 to their full time monthly rate for up to 36 months. (CH 1607 and CH 30 only) • Kicker and Buy-up money is not added to the pay for active duty or less-than-1/2 time students. They receive a pay rate to cover only tuition & fees. VETERANS BENEFITS ADMINISTRATION 40
Tuition Assistance Top Up Active Duty ( CH 30 & CH 33 Only) • Commonly referred to as TATU • DOD pays anywhere from 75% to 100% of the cost of courses for this program • VA will pay the difference between what DOD pays for tuition assistance and the actual cost of the course VETERANS BENEFITS ADMINISTRATION 41
Applications & Certification Forms VA Forms: • 22 -1990 - Application for VA Education Benefits • 22 -1990 E - Application for Transfer of Eligibility Benefits • 22 -5490 - Application for Survivors’ and Dependents’ Education Assistance (CH 35) • 22 -1995 - Request For Change Of Program Or Place Of Training • 22 -5495 – Request for Change of Program or Place of Training Survivors’ and Dependents’ Education Assistance (CH 35) • 22 -1999 - Enrollment Certification • 22 -1999 b - Notice of Change in Student Status VETERANS BENEFITS ADMINISTRATION 42
Certificate of Eligibility • Once VA receives an application for education benefits, and eligibility is granted, the RPO will mail a Certificate of Eligibility to the student • Certificate will identify the educational benefit, the amount of entitlement, the delimiting date, and other important information VETERANS BENEFITS ADMINISTRATION 43
Entitlement is the amount of monthly full-time benefits a claimant will receive. • Eligible students can receive up to 36 months of full-time benefits under one program. • Students eligible under 2+ benefits may have up to 48 months of combined entitlement with use of multiple benefits. Exceptions CH 31 - Vocational Rehabilitation determines amount of months CH 35 - receives 45 months of regular benefits + 5 months of remedial training benefits. VETERANS BENEFITS ADMINISTRATION 44
Entitlement (CH 30 to CH 33) Individuals transferring to the Post-9/11 GI Bill (CH 33) from the Montgomery GI Bill (CH 30) will be limited to the amount of their remaining CH 30 entitlement This provision applies when an individual: § Was eligible for CH 30 on 8/1/09; § Is eligible for CH 33 on the date of the election; and § Elects to receive CH 33 benefits in lieu of CH 30 benefits. ® Individuals are only limited to their remaining CH 30 entitlement if they have USED entitlement Individuals who exhaust all CH 30 entitlement prior to electing CH 33 will have up to 12 months of entitlement to use under CH 33 Individuals who have NOT used entitlement may receive up to 36 months under CH 33 VETERANS BENEFITS ADMINISTRATION 45
Delimiting Dates § CH 30 - Eligible Veterans have 10 years from their date of discharge. § CH 33 - Eligible Veterans or transferee spouses have 15 years from veteran’s date of discharge. Transferee children have from the age of 18 to 26 to use their benefits. § CH 35 child - Generally has 8 years from the date she/he is found eligible, if found eligible between ages 18 -26. § CH 35 spouse - Generally 10 years from date of Veteran’s service-connected death, or date VA determined serviceconnected disability is permanent and total, whichever is later. VETERANS BENEFITS ADMINISTRATION 46
Delimiting Dates continued § CH 1606 – As of the January 2008 enactment of Public Law 110 -181, there is no longer a delimiting date for active reservists who are satisfactorily training with a Ready Reserve unit. § CH 1607 – No delimiting date until Veteran leaves selected reserves. When a reservist completes their military obligation and exits service from the Ready Reserve then they may establish a 10 year delimiting date. Other exceptions apply. § CH 31 - Eligible veterans have 12 years from their date of discharge. VETERANS BENEFITS ADMINISTRATION 47
Work Study • VA will pay work study students who are training at 3/4 time training or greater • The work study’s duties must be VA related • The student is paid minimum wage VETERANS BENEFITS ADMINISTRATION 48
Comparison Each individual’s circumstances are unique and their benefits should be assessed on a case by case basis. Remember: Election to CH 33 is irrevocable. Do NOT counsel your students. Refer them to the VA website or to counselors in Muskogee for assistance. VETERANS BENEFITS ADMINISTRATION 49
School Officials Handbook • Provides step-by-step process for certifying to VA, and information about VA education programs, benefit payments, policies and procedures, and other useful information. • Updated frequently with relevant information. (3 rd Edition was updated on 09/30/13) • Can be downloaded from the GI Bill® website. VETERANS BENEFITS ADMINISTRATION 50
If a Student Has Questions About VA Benefits and Eligibility, You Should: Refer the student to the toll-free VA Education Phone number: 1. 888. 442. 4551 (1. 888. GI Bill 1) or Have them log on to www. gibill. va. gov NOTE: Certifying officials should not try to determine basic eligibility. The benefit programs change frequently, so it is best to refer the student directly to the VA if they have questions about eligibility. VETERANS BENEFITS ADMINISTRATION 51
Who Do I Contact? VA Certifying Officials who have questions regarding payment issues or status of a claim can call: School Hotline number You can also use your Frequently Asked Questions Account located on the www. gibill. va. gov website to correspond with the VA Regional office. This is a safe and secure way to correspond with the VA regional office. See page 13 of SCO Handbook for instructions on how to set up an account if you do not already have one. Questions regarding how to fill out VA forms, VA-ONCE, or VA guidelines/regulations: Your ELR VETERANS BENEFITS ADMINISTRATION 52
Responsibilities § Students § VA/SAA/ELR § School Certifying Officials VETERANS BENEFITS ADMINISTRATION 53
Who is Who § SCO (School Certifying Official): School personnel delegated authority to sign enrollment certifications, documents, and reports relating to VA benefits. § SAA (State Approving Agency): Agency appointed by the Governor to approve programs at schools for VA purposes. § ELR (Education Liaison Representative): VA employee responsible for liaison, approval review and acceptance, and compliance surveys. § ECSS (Education Compliance Survey Specialist): VA employee whose primary function is conducting compliance surveys. VETERANS BENEFITS ADMINISTRATION 54
Student Responsibilities ü Verify monthly attendance through WAVE or IVR For CH. 30, 35 NCD, 1606, 1607, VRAP – WAVE https: //www. gibill. va. gov/wave/index. do – IVR 1 -877 -823 -2378 ü CH. 33 & 35 IHL do not have to verify attendance ü Ensure SCO’s are aware of enrollment status and any subsequent changes VETERANS BENEFITS ADMINISTRATION 55
SAA/VA Responsibilities ü Approving programs of education and training for veterans, servicepersons, and other eligible persons ü Supervising approved schools and job training establishments ü Withdrawing the approvals of programs that fail to maintain the standards and conditions upon which approval was granted ü The SAA is not responsible for the approval of programs under Chapter 31 Voc/Rehab program VETERANS BENEFITS ADMINISTRATION 56
ELR Responsibilities ü Receiving, reviewing, and taking appropriate actions on all approval notices submitted by the SAA. ü Creating and updating records in WEAMS and VA-ONCE. ü Maintaining working relationships with officials at schools and job training establishments and promptly informing them of changes in VA policies and procedures. ü Scheduling and monitoring the completion of required compliance surveys (ECSS). ü Scheduling and conducting liaison visits with schools and job training establishments or other government offices on “as needed” basis. VETERANS BENEFITS ADMINISTRATION 57
School Responsibilities for Reporting: ü Accurate and prompt certification of enrollments & changes in enrollment ü Use basic forms or VA-ONCE* to keep VA informed ü Report all enrollments and changes within 30 days ü Monitor the courses pursued by a student to certify to VA only those courses that apply to the student’s program ü Monitor student’s academic progress ü Report when a student is terminated due to unsatisfactory progress ü Report when student is suspended or dismissed for unsatisfactory conduct or attendance *VA-ONCE usage will be mandatory effective January 1, 2014 for all 58 VETERANS BENEFITS ADMINISTRATION enrollments and changes.
School Responsibilities continued Keep up-to-date on current VA rules and benefits: ü Provide e-mail address to VA Education Liaison Representative ü Read and maintain VA bulletins provided by your ELR ü Attend VA training opportunities VETERANS BENEFITS ADMINISTRATION 59
School Responsibilities continued Maintain Records for VA Students and make all records available to authorized representatives of the Government for inspection: ü Retain file of VA papers submitted & records of academic progress, program pursuit, etc. ü Maintain records for at least three years following the student’s last day of attendance. ü Keep records in a safe and secure place to ensure privacy of VA students. VETERANS BENEFITS ADMINISTRATION 60
School Responsibilities continued A school’s file for a VA student should contain: ü Program Outline ü Transcripts from previous schools with ü Curriculum guide or graduation evaluations of transfer evaluation form of credits ü Transcripts at end of each training ü Students School period Application ü Grade Report Summary ü Copies of all VA ü Drop Slips paperwork ü Registration Slips (add/drop period) ü Tuition and fee charges VETERANS BENEFITS ADMINISTRATION ü Disciplinary Records 61
School Responsibilities continued Apprise supervisor of any internal problems that may affect service to VA students: ü Failure of records office to provide information on a student’s grades, grade changes, academic problems ü Failure of instructors to provide information on attendance/attendance problems ü Failure of other offices to provide information on new programs, changes in current programs, tuition & fees information ü Failure of mail distribution center to forward appropriate mail. VETERANS BENEFITS ADMINISTRATION 62
Questions? VETERANS BENEFITS ADMINISTRATION 63
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