DUTIES OF A SCHOOL CERTIFYING OFFICIAL Part 1: Julie Harden –South Carolina Education Liaison Representative Atlanta RPO Conference March 24 - 27, 2015

Topics Covered Education Basics Education Programs/Benefits VA Overview Education Services Education Programs/Benefits Responsibilities Students School Certifying Officials VA / SAA

Note: All programs must be approved for VA education benefits Degrees Non College Certificates or diplomas Flight Training Apprenticeships and On-the-Job Training Programs Correspondence Courses 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

VA Education Programs Chapter 30 - Montgomery GI Bill® (MGIB) Chapter 31 - Vocational Rehabilitation & Employment (VR&E) Chapter 33 - Post 9/11 GI Bill® Chapter 33 - Post 9/11 GI Bill®Transfer of Entitlement Chapter 35 - Dependents Educational Assistance Program (DEA) Chapter 1606 - Montgomery GI Bill®-Selected Reserve (MGIB-SR) Chapter 1607 - Reserve Educational Assistance Program (REAP) Marine Gunnery Sergeant John David Fry Scholarship

How Payment Are Made Chapters 30, 35, 1606, & 1607 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

Training Time (chapters 30, 35, 1606, 1607) VA benefits are paid based on training time. For undergraduates in a standard quarter or semester, VA measures training time as follows: 12 credits is full-time 9-11 credits is 3/4-time 6-8 credits is 1/2-time 4-5 credits is less than 1/2-time 1-3 credits is 1/4-time or less

Training Time (CH 30, 35, 1606, 1607) continued VA benefits are paid based on training time. Clock hour training time is measured as follows: 18 Clock Hours Classroom/Theory 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 22 Clock Hours Shop/Practice Predominates: 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

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.

Chapter 33 - Tuition & Fees continued Fees 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.

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

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 without exception Fees for any food or lodging expenses, meal ticket fees, travel Overload fees for course loads that require special permission Transportation/transit system fees that are not required of every student Application for admission fees

Chapter 33 - Tuition & Fees continued Example: Student gross in-State charges $ 4,000 Veteran Discount - 400 Tuition Scholarship -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.

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?

Chapter 33 - VA Reimbursement to School Tuition and fee payments will be issued to the school on behalf of eligible students via Electronic Funds Transfers (EFT). Yellow Ribbon payments are sent separately to schools with a YR Agreement. 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.

Chapter 33 – Distance Learning Individuals only enrolled in distance learning courses will be eligible for a monthly housing allowance equal to 50% of the national average of all Basic Allowances for Housing. Rates will be multiplied by the rate of pursuit rounded to the nearest multiple of 10. The national average in 2014 is $1,509.00. A full time rate for an individual eligible at the 100% eligibility tier would be $754.50 for 2014. Note: Non-degree programs that do not lead to an educational objective may not be approved if they are offered in whole or in part via independent study, distance learning, etc.

Chapter 33 - Yellow Ribbon Only individuals entitled to the 100 percent benefit rate (based on service requirements) are eligible for this funding. Yellow Ribbon is not applicable to anyone on active duty. IHLs may voluntarily enter into an agreement with VA to fund tuition and fees costs that exceed the in-state tuition and fees at a public IHL or tuition and fees charged over and above $20,235.02 at a private IHL. Funds used must be unrestricted and at the full discretion of the school for use, e.g., a donation or grant to the school to provide assistance to veterans may not be used for Yellow Ribbon. Assuming individual state compliance with Section 702, most veterans attending (compliant) state-supported schools would be granted in-state tuition, thus negating the need for YR payments for those students; however, YR may still be utilized for TOE spouses and children

Chapter 33 - Yellow Ribbon Under Yellow Ribbon agreements, VA will match a school’s waiver of the unreimbursed portion of tuition and fees, up to 50% of the unreimbursed portion. Example: At a public school in-state tuition is $200 per credit. The student (out of state) is charged $500 per credit and the pursues 12 credits = $6,000. VA pays the school $2,400 (12 X $200/credit). Of the remaining unreimbursed tuition of $3,600 the school waives $1,800 and VA pays the school $1,800 under Yellow Ribbon. If the school only waives $1,000 in this case, then VA would pay only $1,000 leaving the student to pay the remaining $1,600.

Applications & Certification Forms VA Forms: 22-1990 - Application for VA Education Benefits 22-1990E - Application for Transfer of Eligibility Benefits 22-5490 - Application for Survivors’ and Dependents’ Education Assistance (CH35) 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 (CH35) 22-1999 - Enrollment Certification 22-1999b - Notice of Change in Student Status

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 Requests for copies of student eligibility documentation must be made in writing.

Delimiting Dates CH30 - Eligible Veterans have 10 years from their date of discharge. CH33 - 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. CH35 child - Generally has 8 years from the date she/he is found eligible, if found eligible between ages 18-26. CH35 spouse - Generally 10 years from date of Veteran’s service-connected death, or date VA determined service-connected disability is permanent and total, whichever is later.

Delimiting Dates continued CH1606 - 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. CH1607 - 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. CH31 - Eligible veterans have 12 years from their date of discharge.

Work Study Students who are training/receiving benefits at ¾ time or greater are eligible to apply for VA work study. The work study’s duties must be VA related, at a site approved by VA If student’s application is approved, a contract is issued for a specified number of hours/period of time, to be paid at minimum wage.

Have them log on to www.benefits.va.gov 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.benefits.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.

School Hotline number: 1-855-225-1159 Who Do I Contact? VA Certifying Officials who have questions regarding payment issues or status of a claim can call: School Hotline number: 1-855-225-1159 You can also use your Frequently Asked Questions Account located on the www.benefits.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 14 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

DUTIES OF A SCHOOL CERTIFYING OFFICIAL Part 2: Margaret Shirley-Myers, Alabama Education Liaison Representative Atlanta RPO Conference March 24 - 27, 2015

Responsibilities Students VA/SAA/ELR/ECSS School Certifying Officials

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.

Student Responsibilities Verify monthly attendance through WAVE or IVR For CH. 30, 35 NCD, 1606, 1607 WAVE https://www.gibill.va.gov/wave/index.do IVR 1-877-823-2378 CH. 33 & 35 IHL do not have to verify attendance Ensure SCO’s are aware of enrollment status and any subsequent changes

School Responsibilities Responsibilities for Reporting: Accurate and prompt certification of enrollments & changes in enrollment Use basic forms or VA-ONCE* to keep VA informed Report all enrollments and changes within 30 days Monitor the courses pursued by a student to certify to VA only those courses that apply to the student’s program Monitor student’s academic progress Report when a student is terminated due to unsatisfactory progress Report when student is suspended or dismissed for unsatisfactory conduct or attendance *VA-ONCE usage will be mandatory effective 01/01/2014, the most efficient method for submitting enrollments and changes.

School Responsibilities continued Keep up-to-date on current VA rules and benefits: Provide e-mail address to VA Education Liaison Representative Read and maintain VA bulletins provided by your ELR Attend VA training opportunities Notify ELR with VA Certifying Official changes

School Responsibilities continued Maintain Records for VA Students and make all records available to authorized representatives of the Government for inspection: Retain file of VA papers submitted & records of academic progress, program pursuit, etc. Maintain records for at least three years following the student’s last day of attendance. Keep records in a safe and secure place to ensure privacy of VA students.

School Responsibilities continued A school’s file for a VA student should contain: Transcripts from previous schools with evaluations of transfer of credits Students School Application Copies of all VA paperwork Program Outline Curriculum guide or graduation evaluation form Transcripts at end of each training period Grade Report Summary Drop Slips Registration Slips (add/drop period) Tuition and fee charges Disciplinary Records

How to Certify a Student VA-ONCE You can certify student enrollment for VA benefits electronically through VA-ONCE system. VA-ONCE is VA’s Web-based system and is the preferred method of enrollment submission to VA. VA-ONCE is access through the internet and available to all schools approved for veterans’ training.

What do you need to start? Verify you are a VA Certifying Official Are you receiving VA Education benefits? Do you have access to VA-ONCE? School catalog and addendums Tuition and fee schedules Tuition-specific waivers/scholarships and mandatory fees Academic calendars Graduate or Advanced Professional Training time School’s copy of WEAMS reflecting approved programs, type of training, full-time measurement & instruction methods

What do you need to start? continued Student’s application for admission and enrollment agreement form. Degree plan checklists or degree program audit report. It should reflect courses required for the student’s program of study. It should reflect transferred credit. If the student has pursued more than one program at your school, include degree audit for each program. Substitution forms Primary / Secondary school letters Registration and/or class schedule for the student

What do you need to start? continued Copy of current unofficial transcript Current financial accounts statement reflecting credit/debit transactions detailed enough to specifically identify all charges and the specific source of all payments/credits Yellow Ribbon Information, if needed Information to determine the number of VA students enrolled in the program did not exceed 85% Transfer evaluation data form(s) showing student’s prior schools’ and military credits evaluated and awarded

Program Name The Program of Education certified must be a program offered by your school and approved for VA benefits WEAMS – VA Form 22-1998 Name reflected in school’s catalog if degree is at a deemed approved facility Should be reported as stated in your approval notification Undeclared Major Non-matriculated Students Guest Student

Prior Credit Evaluation Schools are required to grant VA beneficiaries appropriate credit for prior education and training, shorten courses proportionately, and notify the student.  This is found in Title 38, Code of Federal Regulations, Sections 21.4253(d)(3) and 21.4254 (c)(4).  This includes military training and life experiences. Whenever a student initially enrolls in your school or changes programs at your school a credit evaluation must be completed. 

Prior Credit Evaluation continued VA will review credit evaluations during compliance surveys and credit evaluation records must be kept and made available to VA upon request. If a student changes his or her program, the change does not have to be reported by the school or the student.  However, the change of program remains a compliance survey issue.  When a student changes his or her program the change must be made according to your school’s academic regulations, a credit evaluation (all previous credit, including your school’s credit) for the new program should be completed, and all credit certified following the change must apply to the new program.

Enrollment Periods Certify the correct beginning and ending dates. For each quarter, semester, or standard term, the beginning date will be the official begin date of the academic term and the ending date will be the last day of final exams. If a course doesn't follow this standard format, certify the actual begin date and actual end date for the course(s) certified. Courses with different beginning and/or ending dates should be on separate lines, listed chronologically by the beginning date.

School Hotline number: 1-855-225-1159 Who Do I Contact? VA Certifying Officials who have questions regarding payment issues or status of a claim can call: School Hotline number: 1-855-225-1159 The Internet Inquiry System allows you to find answers to Frequently Asked Questions (FAQs) without calling the toll free number. On the GI Bill©website, at http://www.benefits.va.gov/gibill/. If you have any questions about the inquiry system please call VA toll free at 1-888-442-4551 or contact your ELR

The End - or is it The Beginning? QUESTIONS?