VETERANS BENEFITS ADMINISTRATION VETERANS BENEFITS ADMINISTRATION COMPLIANCE SURVEYS GI Bill ® is a registered trademark of the United States Department of Veterans Affairs (VA) The absence of the registration symbol ® does not constitute a waiver of VA's trademark rights in that phrase

VETERANS BENEFITS ADMINISTRATION Why Have Compliance Surveys? 1 The purpose of a compliance survey is to prevent deficiencies and violations, as well as to identify and correct them when they are found, in other words, to ensure the integrity of the GI Bill  Insure facilities and their approved programs comply with the law.  Cooperate with the State Approving Agency.  Verify prompt and accurate payments are made.  Identify training issues and provide needed assistance.  Correct discrepancies.

VETERANS BENEFITS ADMINISTRATION Why Have Compliance Surveys? SAA Compliance Survey Assistance: As authorized by Public Law , section 203, the SAAs will also schedule and conduct compliance surveys. VA and SAA personnel will work in partnership to plan and coordinate the SAA compliance visit schedule and compliance activity consistent with applicable statute, regulations, manuals and procedures each fiscal year. Equal Opportunity Reviews: Equal Opportunity reviews will continue to be completed 2

VETERANS BENEFITS ADMINISTRATION When Are Surveys Conducted? 100% of facilities with 300 or more VA students100% of active NCD, OJT, Apprenticeships and Flight *Additional surveys as determined by VA ** 3 As required annually by 38 U.S.C. Sec. 3693(a) Active means the facility has VA students enrolled who are also receiving education benefits. Any Community Colleges with contracted flight courses should be included.

VETERANS BENEFITS ADMINISTRATION Choosing Files For Survey Minimum number of student files is 10 unless there are fewer than 10 student records available. (Plus one similarly situated non-beneficiary) Student files randomly selected. Maximum number of student files is 45. Expanded sample is same number as initially surveyed. 100% expansion is possible. 4

VETERANS BENEFITS ADMINISTRATION How Are Surveys Conducted RemoteOn-Site 5

VETERANS BENEFITS ADMINISTRATION How Are Surveys Conducted REMOTE 6

VETERANS BENEFITS ADMINISTRATION How Are Surveys Conducted PURPOSE 1.To make more efficient use of time 2.To minimize funding required for travel PARTICIPATION 1. On-site compliance surveys are preferred. Remote surveys are allowable based on concurrence of the Assistant Director for Oversight and Outreach or designee. Remote surveys can only be conducted on institutions other than Flight and Correspondence. 7

VETERANS BENEFITS ADMINISTRATION How Are Surveys Conducted ONSITE 8

VETERANS BENEFITS ADMINISTRATION Facility The school gathers copies of requested records. If feasible may also provide access to the school’s electronic records keeping system through a dual monitor work station. May notify beneficiary students of the survey and relay information on how to contact VA. Students can voluntary interview with VA during on-site surveys. Provides a quiet work area for surveyors. VA VA schedules on-site compliance surveys. Provides names of student records to be surveyed. Notifies school by mail, telephone and/or . 9 Initiating Surveys

VETERANS BENEFITS ADMINISTRATION Records for Compliance Surveys Academic VA Financial Aid Files Student Payment Records Application for Admission Program Curriculum Students Unofficial Transcripts Prior Credit Evaluation -AARTS, SMARTS, CCAF Tuition and Fees Payment Ledger Registration Information Drop/Add Slips Evidence of Remedial Training Copy of Catalogs and Schedules of Classes (Residence or Distance) for survey period Attendance Records (if applicable) List of offered scholarships 10

VETERANS BENEFITS ADMINISTRATION Areas of Review 1.Is program approved and are courses taken in the degree plan? 2.Was prior credit evaluated and the student notified of the results? 3.Were term dates certified accurately? 4.Were credit/clock hours accurately certified? 5.Were status changes promptly reported? 6.Were standards of progress enforced? 7.Other issues (Tuition and Fees, POE, Yellow Ribbon, 85/15 rule, Work- study, independent study/online, etc.) 11

VETERANS BENEFITS ADMINISTRATION Prompt And Accurate Payments Prompt Reporting (Within 30 Days) Amendments, VA Form 1999 Adjustments, VA Form 1999b Terminations, VA Form 1999b Non College Degree Leave of Absence, VA Form 1999b Graduations, VA form 1999b Accurate VA Form 1999 Tuition, Fees, Yellow Ribbon Program and Objective Codes Number of Hours and Type of Hours Chapter of Benefit File and Social Security Number Term Dates 12

VETERANS BENEFITS ADMINISTRATION Term Dates Resident January 7, 2013, to May 20, 2013 First day of class is , and last day of finals is Certify January 7, 2013, to May 19, Online January 15, 2013, to May 19, 2013 Certify these dates. 13 Resident and Online Student is enrolled in 6 hours Residential and 6 hours Online. Certify January 07, 2013, to May 19, 2013 (R) – January 15, 2013 to May 19, 2013 (D)

VETERANS BENEFITS ADMINISTRATION Common Errors Late Reporting Inaccurate Term Dates Inaccurate Tuition and Fees 14

VETERANS BENEFITS ADMINISTRATION Common Errors (cont.) Scholarships Enrollment Changes Inappropriate Courses 15

VETERANS BENEFITS ADMINISTRATION Exit Interview Surveyor will discuss each discrepancy with school officials 16 Recognize School Official’s Efforts Identify/Provide needed Training Discuss every Discrepancy

VETERANS BENEFITS ADMINISTRATION Compliance Tips < 30 Day Self ReviewAccurate Forms Updated Degree Plans Organized Files Compliance 17

VETERANS BENEFITS ADMINISTRATION Resources at SCO Handbook VA ONCE Quick Reference User Guide SCO Hotline: FAQs ELR SAA eBenefits

VETERANS BENEFITS ADMINISTRATION Compliance Surveys Questions? 19 GI Bill ® is a registered trademark of the United States Department of Veterans Affairs (VA) The absence of the registration symbol ® does not constitute a waiver of VA's trademark rights in that phrase