School Training Class Enrollment Process

School Training Class Enrollment Process
Note: Green underlined text designates new information or changes

Class Enrollment Process
This module includes 11 topics: Topic 1: Introduction Slide 5 Section 1: Module objectives Section 2: Prerequisites Topic 2: Class Enrollment Process Overview Slide 8 Section 1: Definition Section 2: Automated Checks Section 3: Other Features Topic 3: LOI School Class Enrollment Process Slide 13 Section 1: Key Process Steps Section 2: Application Status Notification Topic 4: Non-LOI School Class Enrollment Process Slide 16

Modules Topics (continued) Topic 5: Class Enrollment Business Policies Slide 19 Section 1: The Basics for LOI Schools Section 2: The Basics for Non-LOI Schools Topic 6: Holds Slide 24 Section 1: Overview Section 2: Types and Descriptions Section 3: Business Policies Topic 7: Registration Rejections (LOI Schools Only) Slide Section 1: Overview Section 2: Reasons and Descriptions Topic 8: Enrollment Drop/Withdrawal Actions Slide 37 Section 3: Drop Action Reasons and Descriptions

Module Topics (continued) Topic 9: Withdrawals Slide 42 Section 1: Drops and Withdrawals Overview Section 2: Military Withdrawal Section 3: Business Policies Topic 10: Reference Documents Slide 48 Section 1: Technical Specifications Section 2: Step-by-step Instructions Topic 11: Module Summary Slide 52 Section 1: Class Enrollment Process

Topic 1: Introduction Topic 1 Introduction

Section 1: Module Objectives
Topic 1: Introduction Section 1: Module Objectives This module is a high-level overview of the processes related to student registration and enrollment in a class. After completing this module, you should be able to: Recall the steps in the class enrollment/Tuition Assistance (TA) Request process and related sub-processes Recall how to reject registration requests via File Transfer Protocol (FTP) or online - Letter of Instruction (LOI) Schools Only Recognize hold types Recognize enrollment and drop-action reasons Recognize withdrawal types

Section 2: Prerequisites
Topic 1: Introduction Section 2: Prerequisites You should have successfully completed these training modules: GoArmyEd Overview Secure FTP Overview (LOI Schools Only) Customer Relationship Management Process Familiarity with registration request and registration rejection file layouts is also useful and suggested for LOI Schools.

Topic 2: Class Enrollment Process Overview Class Enrollment Process

Topic 2: Class Enrollment Process Overview
Section 1: Definitions GoArmyEd is the system of record for all enrollment-related transactions. Soldiers must use GoArmyEd to request TA-funded classes at all schools. LOI School - An LOI School is a high volume Soldier enrollment school that has signed a Letter of Instruction (LOI) with the Army, agreeing to a set of standards for integrating class enrollment and registration data with GoArmyEd. An LOI School uploads its course schedule to GoArmyEd along with its class cost information. Soldiers enroll and withdraw from classes at an LOI School through GoArmyEd rather than through the school directly. Non-LOI School - A Non-LOI School typically has a lower annual volume of Soldier enrollments. Soldiers using TA at a Non-LOI School complete a Request TA form in GoArmyEd. Some Non-LOI Schools have been authorized by HQ ACES to upload classes and tuition rates into GoArmyEd. As a result, depending on the School, the Soldier may or may not have to enter information about the class, including class cost, into the Request TA form since the class information and/or tuition rates auto populate. Soldiers present the approved Request TA form to his or her school as a promissory note when registering for TA-funded classes in lieu of paying tuition out of pocket. Soldiers must withdraw from classes directly with the Non-LOI School and drop his or her TA Request through GoArmyEd.

Section 1: Definitions (continued)
Topic 2: Class Enrollment Process Overview Section 1: Definitions (continued) Non-LOI Schools will be required to have a user account with GoArmyEd to process invoices, receive payment for approved TA requests, report graduations, and submit grades online through their GoArmyEd user account. Holds are placed on a Soldier’s Student Record when certain events occur. GoArmyEd automatically detects conditions that result in both hold placement and release. If holds have been placed on a Student Record, the student will not be able to enroll in classes until the holds are resolved and released. A hold does not prohibit a Soldier from completing a class in which he or she is already enrolled. When the student initiates the registration request, GoArmyEd conducts a number of automated checks to enforce Army regulations related to the Soldier’s use of TA. Soldiers who pass the automated checks are allowed to continue the registration request process.

Section 2: Automated Checks
Topic 2: Class Enrollment Process Overview Section 2: Automated Checks Automated checks are to ensure: Soldier’s record is not on hold for unresolved financial recoupments to the Army Soldier is not enrolled in more than 16 semester-hours (SH) per fiscal year Class is not a duplicate of a class already completed by the Soldier and that it meets the Soldier’s degree plan requirements Class end date is not greater than the Expiration of Term of Service (ETS) date Undergraduate Classes - Army TA Grade Point Average (GPA) for TA-funded undergraduate classes is not less than 2.0 after 15 SH of TA-funded classes have been completed Graduate Classes - Army TA GPA for TA-funded graduate classes is not less than 3.0 after six SH of TA-funded classes have been completed Student Agreement (SA)/Documented Degree Plan is submitted prior to the end of the sixth SH taken with the home school or prior to nine SH completed with any school NOTE: Soldiers enrolled in Drop-down, Other or External degree plans completing six SH at home school or nine SH at any school must use the Course Planner tool to ensure that they are taking courses that advance them towards their degree.

Section 3: Other Features
Topic 2: Class Enrollment Process Overview Section 3: Other Features Other GoArmyEd features available during the Soldier’s enrollment process include: Pop-up notifications to students concerning enrollment checks and payment requirements Automated confirmation concerning holds, enrollment and drop actions, withdrawals, and completion of the registration request process for Soldier’s attending LOI Schools A daily registration file is provided to LOI Schools via FTP. The file includes information concerning enrollment, drop, Soldier component status, and withdrawal requests. The file also includes both the portion of tuition covered by TA and the portion of tuition that the school must collect from the Soldier. Schools will review the registration requests and use specific reason codes when submitting registration rejection data either online or via FTP file. Non-LOI Schools are able to search for and retrieve a Soldier’s approved Request TA form from his or her password protected view of GoArmyEd for Soldiers taking TA-funded classes at their school.

Topic 3 LOI School Class Enrollment Process

Section 1: Key Process Steps
Topic 3: LOI School Class Enrollment Process Section 1: Key Process Steps The LOI School class registration and enrollment process involves the following process steps: The Soldier submits the Registration Request. After taking six semester hours at their home school or nine semester hours at any school, Soldiers in Drop-down and Other degree plans enroll into classes using their approved Course Planner (see slide 17 and 18 for additional enrollment instructions). GoArmyEd creates the Registration Request FTP file. The school retrieves the Registration Request FTP file. The school enters accepted Registration Requests into its Student Information System. The school sends rejection data for denied registration requests online or via FTP file. The Soldier receives enrollment confirmation or rejection notification s from GoArmyEd. Note: If a school wishes to reject a Soldier AFTER the class start date, the rejection must be submitted via an FTP file. The online rejection process will work only for rejection notifications processed prior to the class start date.

Section 2: Application Status Notification
Topic 3: LOI School Class Enrollment Process Section 2: Application Status Notification All LOI Schools will use the Admissions Decision screen to record a Soldier admission request that is denied. Only schools that have designated with IBM that they have an active admissions process for one or more degree levels will need to formally admit a Soldier using the Admission Decision screen for that degree level (e.g., for a graduate, bachelor’s, associate, or certificate-level program at the school). LOI Schools should use the “Admissions Decision” link in the Soldier’s Student Record to access the Admissions Decision screen and record an admissions decision. While the Application Status screen and Admissions Decision screen generate automated s to Soldiers, schools also may use the Communications Tracking Summary (CTS) to communicate additional counseling information to Soldiers during the admissions process. The CTS can be accessed from the CTS Notes tab on the Soldier’s Student Record screen. If admission is denied because of an incomplete application, the school should record the reason in the CTS.

Topic 4 Non-LOI School Class Enrollment Process

Topic 4: Non-LOI School Class Enrollment Process
Section 1: Key Process Steps There are several ways to request Tuition Assistance in GoArmyEd. Depending on the school and the degree, the Soldier will automatically be routed to one of the following processes: Step 1: On the Soldier’s GoArmyEd homepage they will select “Request TA” or the “Course Planner” button if their Course Planner has been approved. Note: If you have access to the Degree Progress Report and Auto Advisor, you will not see the Course Planner button. Step 2: A quarterly TA Statement of Understanding (TA SOU) must be acknowledged prior to enrolling in a class. When this screen appears, carefully read the document. You will not be permitted to use TA until you complete the step.

Topic 4: Non-LOI School Class Enrollment Process
Section 1: Key Process Steps Step 3: Depending on the next screen that appears, view the recommended training on how to enroll in a class. If only the “School” field is marked with an asterisk (*) select the “View Reference Documents” link in the Training Resources Section to view the How to enroll in a Class through GoArmyEd video or select PDF to access Step-by-step Instructions. If ALL the fields are marked with an asterisk (*), select the “View Reference Documents” link in the Training Resources Section to view the How to request tuition assistance through the Tuition Assistance Request process in GoArmyEd video or select PDF to access Step-by-step Instructions. The Class Planner tab appears. Select the “How to enroll into classes using Course Planner” link directly on the Course Planner screen to access Step-by-step Instructions.

Topic 5: Class Enrollment Business Policies

Section 1: The Basics for LOI Schools The following business policies apply to the class enrollment/TA Request process for LOI Schools: GoArmyEd is considered the Soldier’s system of record Schools only process add, drop, or withdrawal requests for a class when those actions are initiated through GoArmyEd Schools are expected to record GoArmyEd class enrollments, registration rejections, drops, and withdrawals in his or her Student Information Systems If a record has not previously been established at the school for the Soldier when a class registration request is received, the school should create a Student Record in school’s Student Information System using the Common Application data appended to the registration request file Schools will be prompted to enter their Average Tuition Costs via a message on their dashboard.

Section 1: The Basics for LOI Schools (continued) LOI Schools must check their FTP outgoing/regrequests folder daily and process registration requests in a timely manner. The registration request file includes student identification information, class identification information, the portion of tuition to be covered by TA, and the portion of tuition to be paid by the Soldier directly to the school. Registration rejections must be reported to GoArmyEd either online or via FTP within three business days of the registration request date by LOI Schools. Schools are encouraged to use the GoArmyEd Communications Tracking Summary (CTS) to inform students of any additional requirements for class enrollment, including user name and password for online classes prior to the class start date.

Section 2: The Basics for Non-LOI Schools The following business policies apply to the class enrollment/TA Request process for Non-LOI Schools: Soldiers will register for classes directly with his or her school after receiving approval of his or her Request TA form. Soldiers must withdraw from classes directly with the Non-LOI School and drop his or her Request TA form through GoArmyEd. Schools will review a Soldier’s approved Request TA form to confirm the information on the Request TA form is accurate (e.g., class name, number, start date, and cost match the Soldier’s registration). If the class on the approved Request TA form does not advance a Soldier toward his or her degree or is not accurate, the school should not accept the Request TA form and should advise the Soldier to correct it with his or her Army Education Counselor. Schools will not require a Soldier to pay tuition for the portion of the TA-funded class that the Army has agreed to pay. They will accept the Request TA form as a promissory note from the Government and invoice the Army for tuition payments.

Section 2: The Basics for Non-LOI Schools (continued) If a Soldier cancels an approved Request TA form in GoArmyEd prior to the class start date, the class will not appear as a line item on the school’s invoice. If there are fees associated with the class that were incurred by the Soldier, the school will need to bill the Soldier directly. If a Soldier drops an approved Request TA form in GoArmyEd after the class start date, the class will appear on the school’s invoice. The school will be able to invoice the Army in accordance with its own refund policies. Schools are encouraged to use the GoArmyEd Communications Tracking Summary (CTS) to inform students of any additional requirements for class enrollment, including user name and password for online classes prior to the class start date.

Topic 6: Holds Topic 6 Holds

Topic 6: Holds Section 1: Overview A hold is placed on a Soldier’s Student Record when GoArmyEd detects that a Soldier is non-compliant with Army Regulations regarding the use of TA benefits. If a hold has been placed on a Soldier’s Student Record, the Soldier will not be able to enroll in classes until all holds are resolved and released. On an exception basis, Army Education Counselors can release a hold for a limited time to enable a Soldier to enroll in a class. Army Education Counselors can manually place and temporarily defer most holds by using the “Holds” link available on the Student Record page.

Section 2: Types and Descriptions
Topic 6: Holds Section 2: Types and Descriptions This table lists the types of holds and reasons for them. Type of Hold Reason for Hold How to Resolve Admission Denied Student was denied admission to his or her most recent program/plan. Meet with an Army Education Counselor and school to discuss why your admission request was denied, remedy any deficiencies, reselect same home college/degree plan or select a different home college and/or degree plan. Army Education Request Placed on the student’s account directly by an Army Education Counselor. Soldier needs to meet and discuss with an Army Education Counselor Certificate Limit Reached Students enrolled in a Certificate level degree program will be placed on a Certificate Semester-hour (SH) hold when they exceed 21 SH in Certificate level courses. Meet with an Army Education Counselor to discuss next educational goals. The hold will be removed when the Soldier’s degree plan is changed or when the Soldier falls below the SH threshold. Soldiers on CHL holds can continue to enroll in undergraduate and/or graduate level courses through GoArmyEd. Course Dropped After School’s Drop Deadline Course dropped after school’s drop deadline and may be subject to recoupment or refund. Work with instructor and Army Education Counselor to explore options before processing a withdrawal. Course Grade - Fail Received a failing grade. Repay Army for TA-funded portion of class tuition. Course Grade - INC Received an Incomplete grade. Complete outstanding assignments and tests as quickly as possible. Communicate regularly with instructor. Follow up with instructor once you have completed all assignments. An “I” grade is resolved once your instructor posts your passing grade to your GoArmyEd Student Record. If “I grade not resolved within 120 days of class end date, repay Army for TA-funded portion of class tuition.

Section 2: Types and Descriptions
Topic 6: Holds Section 2: Types and Descriptions This table lists the types of holds and reasons for them. Type of Hold Reason for Hold How to Resolve Course Grade - Withdraw Received a grade of “W”. Withdrew from class after drop deadline. Work with instructor and Army Education Counselor to explore options before processing a withdrawal; ; repay Army for the TA-funded portion of the class Degree Completed Degree/certificate requirements have been completed. Meet with an Army Education Counselor to discuss your next educational goals and request a new degree plan. ETS Date Passed End of Term of Service (ETS) date has expired. Repay the Army for TA-funded portion of class tuition. Expiration of Service Agreement (ESA) Applied if the ESA-date in a Soldier’s record is on or before the requested course end-date. The course request is not processed and the Soldier is placed on TA request hold. Soldier must contact their Personnel Administration Center (PAC) to review or update the service end-date. Graduate Army TA GPA < 3.0 Army TA GPA is < 3.0 after six SH hours of TA-funded graduate classes completed Soldier can enroll in classes through GoArmyEd, but will be required to pay for classes out of pocket until his or her Army TA GPA is ≥ 3.0. The hold will be lifted automatically when the Soldier’s GPA is ≥ 3.0. Graduate Limit Reached Soldiers will be placed on a Graduate Semester-hour (SH) hold when they take 39 SH after entering a master’s degree plan. Soldiers should meet with an Army Education Counselor if they have further questions

Types and Descriptions (continued)
Topic 6: Holds Types and Descriptions (continued) This table lists more types of holds and reasons for them. Type of Hold Reason for Hold How to Resolve Military Withdrawal Limit Placed on a Soldier’s account due to processing two withdrawals for military reasons with Army cost in the current fiscal year. Soldiers should meet with an Army Education Counselor to discuss their options. Missing Battle Assembly Hold applies only to Army Reserve Soldiers when they have accrued nine or more unexcused unit training assemblies Soldier should visit their Unit Administrator if data is in error to have it corrected in the Integrated Total Army Personnel Database (ITAPDB). Program Management System-wide hold applied due to temporary TA funding shortage. You will be permitted to enroll in courses but they will not be processed unless TA funds are restored. Meet and discuss with your Army Education Counselor. Student Agreement Hold A Student Agreement (SA)/Document Degree Plan (DPP) has not been uploaded in GoArmyEd by the end of six semester-hours taken at the home school or prior to the Soldier completing nine semester-hours at any school using TA funds. School has not uploaded SA/DPP in GoArmyEd for Solders pursing fully-developed degree plan with LOI school. Soldier’s SA/DPP is not approved in GoArmyEd. Soldier must upload the SA/DPP in his or her Course Planner and it must be approved for Other, Drop-down and Non-LOI school degrees. LOI School-Fully Developed Degree Plan: Work with the school to complete an SA/ Documented Degree Plan. When the SA/DDP is uploaded by the School to the Soldiers record, the hold is removed within 24 hours. Other, Drop-down Degrees and Non-LOI school degrees – Soldier uploads SA/DPP in Course Planner and must be approved. The hold is removed within 24 hours.

Types and Descriptions (continued)
Topic 6: Holds Types and Descriptions (continued) This table lists more types of holds and reasons for them. Type of Hold Reason for Hold How to Resolve Quarterly TA Statement of Understanding (SOU) Soldier has not submitted his or her electronic quarterly Tuition Assistance (TA) Statement of Understanding (SOU) Select the radio button acknowledging that he or she understands the terms of the TA SOU and enters his or her secure password as an electronic signature. Undergraduate Army TA GPA < 2.0 Army TA GPA is < 2.0 after 15 SH of TA-funded undergraduate classes completed Soldier can enroll in classes through GoArmyEd, but will be required to pay for classes out of pocket until his or her Army TA GPA is ≥ 2.0. The hold will be lifted automatically when the Soldier’s GPA is ≥ 2.0. Undergraduate Limit Reached Soldier will be placed on an Undergraduate Semester-hour (SH) hold when one of the following scenarios occurs: a) A Soldier takes 130 SH paid for in full or partially by TA; or b) A Soldier reports a graduation from a bachelor’s level degree and is not in a master’s-level degree plan in GoArmyEd. Soldiers should meet with an Army Education Counselor to discuss their next educational goals and request a new degree plan

Section 3: Business Policies
Topic 6: Holds Section 3: Business Policies The following business policies apply to holds: Schools do not place or release holds directly on a Student Record. Only an Army Education Counselor can manually place or defer a hold. Soldiers are expected to resolve any issues related to a hold. Schools may receive a CRM case to provide information in support of a Soldier’s attempt to take action on resolving a hold. (This applies to LOI Schools only.)

Topic 7: Registration Rejections (LOI Schools Only)

Section 1: Overview Registration rejections must be identified and reported to GoArmyEd within three business days of the registration request date. Schools have two options for submitting rejections: Create a rejection FTP file and submit it to the FTP incoming/rejections folder. Use the Submit “Registration Rejections” link on GoArmyEd in the Soldier's Student Record to submit rejections online. Schools must use a valid GoArmyEd rejection reason. When a rejection is submitted, the Soldier’s class registration is dropped, and the rejection reason is noted. An that includes the rejection reason is automatically sent to the Soldier. Schools can review the text by referring to the Soldier’s Communications Tracking Summary (CTS) available in the CTS Notes tab of the Student Record page. The table on the following page lists valid GoArmyEd rejection reasons.

Section 2: Reasons and Descriptions Following are descriptions for registration rejection. Rejection Code Description Explanation REJ-ACADSUSP Student on academic suspension School has placed student on academic suspension. REJ-ADMISSNDND Admission denied The school has denied admittance to the school or program REJ-BADCLSSLVL Incorrect class level Graduate student has enrolled in an undergraduate class REJ-CLASSCANCL Class has been cancelled School cancelled class section REJ-CLASSUNAV Class is unavailable The chosen class is either cancelled or full REJ-ENRERROR School Enrollment error School enrolled student in wrong class or wrong class section REJ-GRADNO Not active in graduate program Evaluation of acceptance to graduate program not completed. REJ-GRADONLY Graduate enrollment only Undergraduate student has enrolled into a Graduate level course REJ-INSTPOL Unable to enroll due to Institutional policy Institutional policy does not allow student to enroll in the course. Contact school for details.

Section 2: Reasons and Descriptions (continued)
Topic 7: Registration Rejections (LOI Schools Only) Section 2: Reasons and Descriptions (continued) Following are more descriptions for registration rejection. Rejection Code Description Explanation REJ-LAB Concurrent enrollment needed Student has enrolled in a course that requires a concurrent registration in a co-requisite class REJ-MTRLNTRCVD Course materials not received Student did not receive course materials in tie to permit satisfactory progress in the class REJ-NOCLASS Course not needed Student has enrolled in a course that is not included in his/her degree map REJ-NONPYMNT Student did not pay their bill Student did not pay their portion of tuition and/or fees owed to the school REJ-NOTREGSTRD Not registered at school Student failed to register for the class also directly with the school REJ-NOSCHLCHRG School not charging for the class School not charging for the class because of extenuating circumstances, including military requirements and personal health reasons REJ-NOSHOW Student did not attend the class REJ-NOTEST Placement test Placement test results not received or indicates student not ready to take course

Topic 7: Registration Rejections (LOI Schools Only) Section 2: Reasons and Descriptions (continued) Following are more descriptions for registration rejection. Rejection Code Description Explanation REJ-NOTRANSC Transcripts not received and/or admission not confirmed School has not received student's official transcripts or confirmed admission REJ-POST911BLL Post -9/11 GI Bill funding used to pay for class Student has elected to use Post-9/11 GI Bill in lieu of Tuition Assistance REJ-PREREQ Lack of prerequisites Prerequisites for course not met REJ-RATE Incorrect rate was charged REJ-REQMET Student already completed requirement Student has already completed requirement for the course or is enrolling in duplicate course REJ-STNTENRERR Student Enrollment error Student enrolled in wrong or inappropriate class or class section REJ-STNTINACTV Student not active at the school Student needs to be readmitted before enrolling in a class REJ-STNTACDPRB Student on Academic Probation Due to low GPA, student may take only a limited number of classes each term 35

Topic 7: Registration Rejections (LOI Schools Only) Section 2: Reasons and Descriptions (continued) Following are more descriptions for registration rejection. Rejection Code Description Explanation REJ-STNTDSMSSD Student has been dismissed Student has been dismissed from the school REJ-TIMECNFLCT Time Conflict Class overlaps or meets at same time as another class in which student is enrolled REJ-TOOMANYCRS Number of courses not allowed in term Student has requested enrollment in too many courses for the given term REJ-TRANS Transfer credit Student has already received transfer credit for the course 36

Topic 8: Enrollment Drop/Withdrawal Actions

Section 1: Overview When a Soldier enrolls in or drops a class, the following occurs: The type of action (enrolled or dropped) is indicated in the LOI School registration request file as the Registration Request Action: E (enrolled) or D (dropped). The reason for the action is indicated in the LOI School registration request file as the Enroll Action Reason. LOI Schools are required to record the transaction in their Student Administration Systems so that GoArmyEd and school data align. That will be important when schools generate and validate their invoices. Soldiers process enrollments and drops directly with Non-LOI Schools. When an enrollment or drop occurs, an is automatically sent to the Soldier as confirmation. Schools are encouraged to use CTS to inform Soldiers of any additional requirements for class enrollment, including user name and password for online classes. The tables on the following pages list valid GoArmyEd enrollment and drop action reasons.

Section 2: Reasons and Descriptions The table below lists current enrollment action reasons, codes, and descriptions.

Section 2: Reasons and Descriptions (continued) The table lists current enrollment action reasons, codes, and descriptions. If new codes are added, they will be reflected in the Registration Requests technical specification document posted to GoArmyEd.

Section Drop 2: Reasons and Descriptions (continued) This table lists more of current enrollment action reasons, codes, and descriptions.

Topic 9: Withdrawals Topic 9 Withdrawals

Topic 8: Drops and Withdrawals
Section 1: Drops and Withdrawals Overview Soldiers use GoArmyEd to drop or withdraw from a class. When a drop or withdrawal is processed, GoArmyEd tracks the reason. A drop is processed using the same process as a withdrawal. The only difference between a drop and a withdrawal is timing. A drop occurs when the Soldier cancels the registration request before any financial obligation with the school is incurred. Dropped classes do not appear on the school’s invoice because 0% of TA is paid to the school. A withdrawal occurs when the Soldier cancels a registration request after a financial obligation with the school has been incurred. The amount owed the school will appear on the school’s invoice. Depending on when the Soldier withdraws, Soldiers may be recouped by the Army for the cost of tuition that was paid by the Army to the school.

Section 1: Drops and Withdrawals Overview (continued) There are two reasons for drops and withdrawals: Personal Military Following are further details concerning those two reasons: Withdrawals — Personal A personal withdrawal is requested when a Soldier is unable to complete a class and no longer intends to attend the class. Depending on when the Soldier withdraws, he or she may be recouped by the Army for the cost of tuition paid to the school.

Section 2: Military Withdrawal A Military Withdrawal is defined as follows: Withdrawal for military reasons (WM) is requested when a Soldier is unable to complete a class for reasons associated with military actions, for example, deployment. All military withdrawals will be reviewed by an Education Services Officer (ESO). Schools will be able to invoice for the class in accordance with their refund policy. Usually an LOI school will withdraw the Soldier from the class when a WM is received. If a military or personal withdrawal request is received past the school’s withdrawal date (e.g., if a school has a policy against withdrawals past a certain date), schools are not required to process the withdrawal in their Student Administration Systems. LOI Schools that choose not to accept the drop or withdrawal and instead record a final grade may submit grades for dropped or withdrawn classes through FTP grading or by creating a helpdesk case. The Soldier’s name will not appear on the LOI School’s grading roster. Schools often refrain from reporting a failing grade for a Soldier, both to GoArmyEd and in the student’s permanent school transcript, when the withdrawal is for an excused military reason.

Section 3: Business Policies Below are policies related to class withdrawals: Soldiers must process a withdrawal for military (WM) reasons directly through GoArmyEd. When a Soldier processes a military withdrawal, and it is approved, they may not be required to repay the Army for the TA used to fund the class from which they withdrew. Soldiers must process his or her withdrawal requests directly with Non-LOI schools and drop his or her TA Request in GoArmyEd. A WM Hold will be applied to a Soldier’s record when withdrawing from a class for military reasons with Army costs. A WM Hold does not prevent a Soldier from processing additional WMs. A WM Hold will be applied to a Soldier’s record when processing two withdrawals for military reasons with Army costs per fiscal year. Soldiers should meet with an Army Education Counselor to discuss their options. A WM processed by Army Education users will not count toward the two military withdrawals processed by a Soldier within a fiscal year that would result in a hold. Should a school invoice the Army for a zero amount, the WM will not count toward the two withdrawals for military reason limit.

Section 3: Business Policies (continued) A helpdesk case should be created to address any questions regarding a WM decision or appeal LOI schools are expected to update their student information systems when receiving withdrawal requests from GoArmyEd 47

Topic 10: Reference Documents

Section 1: Technical Specifications
Topic 10: Reference Documents Section 1: Technical Specifications The following technical specifications are located on GoArmyEd and can be accessed by selecting the “View Reference Documents” link below or on the homepage. LOI Schools Only: Registration Requests (Technical Specifications – Registration Requests) - Provides technical details for the nightly registration request file. The registration request file includes a row for each class registration request and drop that was processed the previous day. The registration request file is located in your school’s FTPoutgoing/regrequests folder. LOI Schools Only: Registration Rejections (Technical Specifications – Registration Rejections) - Provides technical details regarding the school’s submission of class rejections, rejection codes, and resolution of rejection errors.

Section 2: Step-by-step Instructions
Topic 10: Reference Documents Section 2: Step-by-step Instructions You can access Step-by-step Instruction documents by selecting the “View Reference Documents” link below or on the GoArmyEd homepage. The link will open the Reference Documents screen on GoArmyEd, where you can select either a printable or an accessible version of a document. LOI Schools Only: Processing FTP Registration Rejections addresses the process, business policies, error resolution, and troubleshooting steps for processing class enrollment registration rejections that are submitted via an FTP file. LOI Schools Only: Processing Web Registration Rejections addresses the process, business policies, and troubleshooting steps for processing class enrollment registration rejections that are submitted via the “Submit Registration Rejections” link on GoArmyEd. Creating and Tracking Communications addresses the process for using the GoArmyEd Communications Tracking Summary to view registration and rejection s automatically sent to Soldiers.

Section 2: Step-by-step Instructions (continued)
Topic 10: Reference Documents Section 2: Step-by-step Instructions (continued) LOI Schools Only: Refer to the Secure FTP Overview Step-by-step Instruction if you need refresher information about accessing, uploading, or downloading registration request or rejection data. Refer to the applicable Customer Relationship Management (CRM) Step- by-step Instructions if you need refresher information about creating, tracking, or managing CRM cases.

Topic 11: Module Summary Topic 11 Module Summary

Section 1: Class Enrollment Process
Topic 11: Module Summary Section 1: Class Enrollment Process You have completed the Class Enrollment Process module. In this module, you have learned about the following: The steps in the class enrollment process and related sub-processes How LOI Schools reject registration requests via FTP or online How to recognize hold types Recognize enrollment and drop action reasons Recognize withdrawal types

School Training Class Enrollment Process

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