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Chemeketa Community College
Best Practices Chemeketa Community College
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First Meeting with Student
Ask for copy of certificate of eligibility & copy of placement test scores If application not yet submitted, provide: Copy of application ( / ) VONAPP instructions GI Bill comparison chart (if unsure about chapter) P/C Eval information (civilian/military) Includes directions to order JST/CCAF transcript Information pamphlet
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First Meeting w/Student
Identify student’s degree/program If student is unsure or is planning on a limited enrollment degree, we recommend AGS Cover academic progress requirements Explain what VA will/won’t pay for Explain what student needs to turn into us and when FERPA Chapter 35
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New Students Receive an 18 page pamphlet that covers
Steps to follow when applying for benefits Prior credit evaluation requirements/deadlines Both military and civilian schooling Limited Enrollment programs Direct deposit, enrollment verification Credit hour/rate of pursuit (full/part-time) Part of Term classes and impact on benefits How to request an advance (if eligible) Base tuition & fee costs
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New Students Satisfactory academic progress
SAP appeals/mitigating circumstances Use of student accounts Other financial aid resources VA payment policy Reporting CH33 tuition & fees Monthly rate payment table Dual enrollment/Primary School Letters Repeating a course/requesting an “R” grade Avoiding overpayment of benefits
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Satisfactory Academic Progress
All students receiving GI Bill benefits sign a SAP agreement that: Outlines federal regulations on academic standards (CFR) Lists minimum academic standards Defines Probation and Suspension Explains how to clear suspension Explains their right to submit an appeal Acceptable mitigating circumstances Page 75, SCO Handbook
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Satisfactory Academic Progress
Students who fail to meet minimum standards and are placed on Academic Probation: Notified by to their student account Tells them generically why they are on probation 1 or more “F” grades, GPA of less than 2.0 or both Identifies resources available to assist them College tutoring lab, tutoring reimbursement from VA, counseling center, study skills classes What they must do to clear their probationary status What happens if they don’t meet minimum standards next term Their probationary status has been reported to VA Cert for next term not submitted until grades are received and probation is cleared
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Satisfactory Academic Progress
Students who fail to meet minimum standards and are placed in a suspended status: Notified by to their student account Tells them exactly why they are suspended What resources are available to assist them College tutoring lab, tutoring reimbursement from VA, counseling center, study skills classes What they must do to clear their suspended status Students already certified are terminated, sent an and notified by letter Usually only those students who fail all classes
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Satisfactory Academic Progress
Students placed in a probationary or suspended status: Student folders are color coded Probation = Red Suspended = Blue
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Other Emails to Students
s sent to all students using CH30, CH1606 & CH1607 to remind them to verify their enrollment (phone call/W.A.V.E.) Sent 2 to 3 days before last day of month s sent to all a week before registration begins Reminds them to register Reminds them to submit needed paperwork Gives them a copy of required paperwork
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Student File Copy of initial application Copy of COE
Destroyed when COE provided Copy of COE Placement test scores Copy of PC eval Evaluation worksheet Transcripts Evaluation request Degree Audit
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Student File SAP Agreement
1999s, BRs, term invoices (CH33/less than ½ time) Correspondence between school & student File log
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Emails to Voc Rehab Students
Reminds them to register Tells them cert not submitted until they pick up their book/supply authorization Tells them when book store will open Reminds them to have CM approve all courses not required for degree/program CM must approve in writing to us before cert is submitted and book/supply authorization provided Can be an issue if they wait until last minute or their CM is not quick to respond
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Email Distribution Lists
Separated by benefit chapter Student account only Mandated by college registrar CH30, 1606, & 1607 updated monthly CH31, 33 and 35 updated as needed throughout the term
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Reporting CH33 Tuition & Fees
Credits reported when students submits BR* CH33 T&F costs not reported until 3rd week of term Done in conjunction with registration audit Costs for POT classes are not reported until 2nd day of term and continued registration is verified Copy of student’s invoice stapled to 1999 when T&F reported * unless student is on probation
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Registration Audits Every term we have multiple students who make schedule changes (adds, drops or total withdrawals) and don’t tell us If a dropped class changes their status we don’t contact the student before/after 1999b submitted Four registrations audits each term 3rd week of term (CH33 T&F costs reported) 1st day after end of standard drop period 7th week of term 9th week of tem (after last day to drop w/o grade)
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Website I maintain the Veterans portion of the college website
Allows me to quickly and accurately update information that impacts students receiving benefits
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Remote Certification Chemeketa has 1 SCO (me)
If a Cert/Change of Status has to be done while I’m on travel/vacation: Staff at the school prepare a “Remote Cert Request” and it to my school account I review and cert remotely Requires me to check work daily while on travel/vacation
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VA Work Studies Advantages Disadvantages Training
Good source of “free” labor Can be used for a variety of projects in our office Disadvantages Not all students make acceptable work studies Attitude, academics, interaction with other students Training Sitting “side-saddle with SCO SCO Handbook/Desk Manual
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Handouts Comparison Charts
CH33 vs CH30 CH33 vs 1607 CH35 vs Fry Things to know about Prior Credit evaluations Ordering military transcripts JST CCAF FERPA release CH35 Benefit information sheets/amounts VA Form (Direct Deposit)
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