NAVPA 2009

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• NAVPA 2009
• Basic Training Workshop

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Objective
At the end of this presentation you will be able
to better assist your VA students.
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Topics To Be Covered

• Key Partners and Roles
• Education Programs VA Offers
• How to Apply for These Programs
• Enrollment Certification Form
• (VA Form 22-1999)
• Notice of Change of Student Status Form (VA Form
  22-1999B)

• Lost Checks
• Case Studies

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VA Key Partners

• School Certifying Officials
• State Accrediting Agency
• U.S. Dept. of VA
• Education Officer
• Assistant Education Officers
• Chief Education Liaison Officer (CELO)
• Education Liaison Representative (ELR)
• Education Compliance Survey Specialist (ECSS)
• Ed. Claims Examiner (VCE)Adjudicators
• Ed. Case Manager Tech (ECM)Call Center

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Which Office Will Process the Claim?
(Foreign Schools)
(PR and VI)
(AK , HI, Guam Samoa, and Manila)
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What Happens When a Claimant Applies?
Application
RPO
The Image Management System
Claimant
VCE
U. S. Treasury Austin, TX
Authorizer
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Responsibilities of the Certifying Official
As the Certifying Official, you are responsible
for the accurate and prompt certification of
enrollments and changes in enrollment of eligible
students to the VA.
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Basic Responsibilities

• Keep VA informed of the enrollment status of
  veterans and other eligible persons.
• Keep SAA informed of new programs, changes in
  programs, institutional changes, etc.
• Apprise supervisors of any internal problems
  which may affect service to VA students.
• Keep up to date on current VA rules and benefits.
• Assist VA students in applying for education
  benefits.
• Maintain records of VA students and make
  available for inspection.

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Keep VA Informed of Each Students Enrollment
Status

• Must monitor unit subjects pursued to certify to
  VA only those subjects which apply to the
  students program.
• Must monitor students grades to insure (s)he is
  making satisfactory progress and report
  unsatisfactory progress.
• Must monitor students conduct and report when
  student is suspended/dismissed for unsatisfactory
  conduct.

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Keep SAA Advised of School Changes

• New programs and changes in current programs.
• Changes in academic policies and procedures.
• Changes of address, phone numbers, certifying
  officials.
• Any other information the SAA requires.

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Assist VA Students

• Disseminate and/or post information on VA
  education benefits and programs, and contact
  points.
• Insure that VA students are fully aware of their
  responsibilities to the school and VA.

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ELR Duties

• Receiving, reviewing, and taking appropriate
  actions on all approval notices submitted by the
  SAA
• Maintaining working relationships with officials
  at schools and job training establishments and
  promptly informing them of changes in VA policies
  and procedures.
• Scheduling and monitoring the completion of
  required compliance surveys
• Scheduling and conducting liaison visits with
  schools and job training establishments or other
  govt. offices on as needed basis

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SAA Duties

• Approving programs of education and training for
  veterans, servicepersons, and other eligible
  persons
• Supervising approved schools and job training
  establishments
• Withdrawing the approvals of programs that fail
  to maintain the standards and conditions upon
  which approval was granted
• The SAA is not responsible for the approval of
• programs under Chapter 31 Voc/Rehab program.

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Current VA Education Programs

• Chapter 33- Post 9/11 GI Bill
• Chapter 30 - Montgomery GI Bill (MGIB)
• Chapter 1606 - Montgomery GI Bill-Selected
  Reserve (MGIB-SR)
• Chapter 1607 - Reserve Educational Assistance
  Program (REAP)
• Chapter 35 - Dependents Educational Assistance
  Program (DEA)
• Chapter 31 - Vocational Rehabilitation
  Employment (VRE)

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INCENTIVE KICKERS BUY-UP PROGRAM

• A veteran may also be entitled to an incentive
  kicker which is payable at the service
  departments discretion.
• It is 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)
• Kickers 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.

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POST 9/11 GI-Bill Veterans Educational
Assistance Act of 2008

• Identified as Chapter 33
• Entitled to 36 months of education benefits.
• Current rate of payment
• a tuition fees payment (paid directly to the
  school) not to exceed the tuition fees at the
  most expensive state Institution of Higher
  Learning (IHL)
• a monthly housing allowance based on the Basic
  Allowance for Housing (BAH) for an E-5 with
  dependents. This amount is based on the ZIP code
  of the location of the school the beneficiary is
  attending
• an annual book stipend of 1,000 paid
  proportionately based on enrollment
• Delimiting Date 15 years from date of
  separation

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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

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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 be participating satisfactorily.
• Reservists may be eligible for an incentive
  kicker at service departments discretion.

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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.
• It can either be 40, 60 or 80 of Ch30 monthly
  rate.

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Chapter 35 - Dependents Educational Assistance
Program

• Available to the spouse, surviving spouse,
• or dependent child of a veteran who
• Is 100 permanently and totally disabled
• as a result of a service connected disability,
• Died while rated as 100 permanently and
• totally disabled as a result of a service
• connected injury,

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Chapter 35 Eligibility (Continued)

• Died as a result of a service connected
• injury while on active duty, or
• Was held as a POW or was MIA (as
• determined by the Secretary of Defense)
• for 90 days or more (benefits end when
• that status ends).

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Chapter 35 Benefits (Continued)

• Receive 45 months of full time benefits
• Receive 5 additional months of benefits for high
• school, remedial, refresher or deficiency
  training
• Spouses have 10 yrs from the date of the
• veterans death or 100 PT rating to use
• benefits
• Surviving spouses of veterans killed on active
• duty have 20 years to use benefits
• Children generally have to use benefits between
• 18 and 26

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Entitlement

• 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
• Ch35-receives 45 months of regular benefits
• 5 months of remedial training benefits.
• Ch 33 TOE- Those transferees may get benefits
• transferred from both parents and can exceed 48
• months

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Delimiting Dates

• Chapter 33 - Eligible veterans or transferees
  have 15 years from veterans date of discharge
• Chapter 30 - Eligible veterans have 10 years
  from their date of discharge.
• Chapter 35 child - Generally have 8 years from
  date s/he is found eligible, if found eligible
  between ages 18-26.
• Chapter 35 spouse - Generally 10 years from date
  of veterans service-connected death, or date VA
  determined service-connected disability is
  permanent and total, whichever is later.

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Delimiting Dates (Continued)

• Chapter 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.
• Chapter 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.
• If the student is unsure, have them call the VA.

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Payments for Ch 30, Ch 35,1606, and 1607
Are Paid in ArrearsThe student receives payment
for the month of September at the beginning of
October, etc.Exception Advance Payment
Payments
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VA Education Benefits Can Be Used To Pay For

• Degrees at approved schools
• Non-college certificates or diplomas
• Apprenticeships and On the Job Training
• programs (Except CH 33)
• Correspondence courses
• Flight school training (Except CH 33)
• Cost of a license or certification test

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• VA Education Benefits Can Be
• Used To Pay For

• Tuition Assistance Top Up of DODs tuition
• assistance program (CH 30 and 33 only)
• Accelerated payment of certain high tech
• courses leading to employment in a high
• tech industry (MGIB Ch 30 only)
• Work study benefits for students enrolled at
  least
• ¾ time
• National Exams such as GRE, SAT, LSAT, CLEP,
• AP, and GMAT (MGIB, VEAP and DEA at this
• time)

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Licensing and Certification Tests

• VA will reimburse the cost of approved tests
  taken for licensing and or certification up to a
  maximum of 2000.
• Under the Post 9/11 Ch 33 GI Bill, claimants
  may only get reimbursed for 1 test

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Tuition Assistance Top Up Active Duty (Chapter 30
Only)

• Commonly referred to as TATU
• VA will pay the difference between
• what DOD pays for tuition assistance
• and the actual cost of the course
• DOD pays anywhere from 75 to
• 100 of the cost of courses for this
• program

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Accelerated Payment

• VA will reimburse up to 60 of the cost of
• certain high tech high cost courses
• leading to employment in a high tech
• industry if the total cost of the course will
• exceed 200 of the regular MGIB
• payments that would otherwise be paid for
• the length of the course.

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Work Study

• VA will pay work study students who
• are training at ¾ training time or
• greater
• The work studys duties must be VA
• related
• The student is paid the federal or
• state minimum wage which ever is
• higher

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Once VA receives an application for education
benefits, and eligibility is granted, the RPO
will mail a Certificate of Eligibility to the
student. The certificate will include the name
of the educational benefit, the amount of
entitlement, the delimiting date, and other
important information.NOTE Due to privacy
concerns, the claimants full SSN is no longer
printed on the letters. Also, the certificate
may state Take this letter to your school.
Your school must certify your enrollment before
you can get paid.
Certificate of Eligibility
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Helpful Numbers Addresses

• This number is used to reach the Education Call
  Center located in Muskogee, OK. The office is
  open from 800 a.m. to 500 p.m. CST, Monday -
  Friday. This number is used to check on VA
  education related problems and can be given to
  students.
• 
  
  Call..1.888.442.4551 or 1.888.GIBILL.1
  Direct Deposit..1.877.838.2778
• Interactive Voice Response (IVR).1.877.823.2378
• For non-education related VA information
• questions1.800.827.1000

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• Where to Obtain Additional Information

Education Benefits Service..http//www.gi
bill.va.gov VA-ONCE Website.https//vaonce.vba.
va.gov/
vaonce_student/default.asp Work
Study Atlanta. 1.404.929.3117/3010 Muskoge
e.. 1.918.781.7878 St Louis..
1.314.552.9861 Buffalo. 1.716.857.3147
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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.

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Who Do I Contact?

• VA Certifying Officials or students who have
  questions regarding payment issues and/or status
  of a claim can call
• 1.888.442.4551 (1.888.GI Bill 1)
• Questions regarding how to fill out VA
• forms or VA guidelines/regulations
• Your ELR
• Note Please do not give number out to students.

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Information Resources

• Atlanta Certifying Official's Handbook
• St Louis Certifying Official's Handbook
• WAVES Handbook
• Provides step-by-step process for certifying VA
  enrollments, and information about VA education
  programs, benefit payments, policies and
  procedures, and other useful information.
• Updated frequently with relevant information.
• Can be downloaded from the GI Bill website.

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• 1.Log on to www.gibill.va.gov
• 2.Click on GI Bill Information for Education
  Professionals
• 3. Click on Information Resources

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Questions?
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VA Forms
APPLICATIONS CERTIFICATIONS

• VA Form 22-1990- Application for VA Education
  Benefits
• VA Form 22-1990E- Application for Transfer of
  Eligibility Benefits
• VA Form 22-5490- Application for Survivors and
  Dependents Education Assistance (CH 35)
• VA Form 22-1995- Request For Change Of Program Or
  Place Of Training
• VA Form 22-5495 Request for Change of Program
  or Place of Training Survivors and Dependents
  Education Assistance (CH 35)
• VA Form 22-1999- Enrollment Certification
• VA Form 22-1999b- Notice of Change in Student
  Status

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When to use VA Form 22-1990 or 22-1995

• Ask the student, Have you ever received VA
  education benefits before?
• If the student says YES Veteran completes
  22-1995. Dependent completes 22-5495. (These
  forms stay in the schools student file). If
  student is changing programs at YOUR school, VA
  does not need 95.
• If the student says NO Veteran completes
  22-1990. Dependent completes 22-5490.
• Have the STUDENT complete the application.
• Chapter 31 veterans do not need to fill out
  either form. Refer them to the vocational
  rehabilitation specialist.

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How to Certify a Student

• You can certify students for VA benefits by
• Filling out and mailing VA Form 22-1999
  enrollment certifications,
• or
• Electronically certifying students enrollment
  information through VA-ONCE.

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VA-ONCE

• VA-ONCE is the VAs secure system for
• electronically submitting student enrollments
• and changes in enrollment over the internet.
• Additional information on VA-ONCE and on training
  opportunities can be found at
• www.gibill.va.gov
• Information for Education Professionals
• VA-ONCE

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How to Fill Out VA Form 22-1999Side A

• Name of Student
• 2. VA File Number
• This is usually a students social security
  number, but may be a VA claim number. Chapter 35
  students are also assigned a suffix (payee)
  number/alpha letter (10 and W for spouse, 41, 42,
  43, etc. and A, B, C, etc. for children.) For Ch
  33 Transfer of Entitlement cases, please provide
  veterans SSN
• 3. Current Address of Student
• 4. Social Security Number

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22-1999 (continued)

• 5. Type of Training
• Select undergraduate for undergraduate degree
  programs, and post-baccalaureate courses required
  to gain admission to a graduate degree program.
• Select graduate or advanced professional for
  graduate degree programs and post-baccalaureate
  programs required to obtain a teacher credential
  certification.
• Select noncollege degree (NCD) for certificate
  programs.
• Select guest student if your schools course
  is approved, by letter/form, to be accepted and
  applied towards a degree at another (parent)
  school.

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22-1999 (continued)

• 6A. Name of Program
• Provide the complete name of the program as
  stated in your approval notification. A program
  must be a degree or certificate granted by your
  school and approved by the State Approving Agency
  (SAA).
• Enter degree major for associates, bachelors
  or masters degree program (i.e.AAS Info Tech,
  BA History or MS Biology).
• .

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22-1999 (continued)

• 6B. Is student matriculated at your facility?
• For VA purposes, a student is matriculated when
  formally admitted as a degree seeking student.
• A student may only be certified as
  non-matriculated for 2 semesters or 3 quarters.

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22-1999 (continued)

• 6C. Is Parent School Letter on File?
• Is student doing concurrent enrollment?
• If so, is your school the primary (degree
  granting) school or the secondary school?
• The primary school will provide to the
  supplemental school a letter stating that they
  will accept the transfer credit. If you are the
  supplemental school make sure you certify only
  the credits taken at your institution after you
  receive the Parent School Letter.
• Both schools must keep a copy of the letter in
  students file.
• See WAVES Handbook for more details and a sample
  letter.

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22-1999 (continued)

• Yellow Ribbon Recipient- If student is
  participating in this program at your school,
  mark yes.

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22-1999 (continued) Enrollment Data

• 8. Enrollment Dates (A-B. Begin End Dates)
• Enter the beginning date and the ending date of
  each quarter, semester, or session on a separate
  line. A quarter or semester is the first day of
  term through the last day of final exams (per
  catalog).
• If a course doesnt follow the standard quarter
  or semester format, enter the actual beginning
  date of class, ending date, and the credit for
  the course on a separate line.
• Courses with different beginning and/or ending
  dates should be on separate lines, listed
  chronologically by the beginning date.

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22-1999 (continued) Enrollment Data

• 9A. Credit Hour Courses in Residence
• Enter the number of credits the student will
  earn each quarter or semester at your
  institution. Certify only credits that apply
  toward completion of the students degree or
  certificate program. Only certify hours taken in
  Residence.
• Do not certify credits taken at any other school
  that will be transferred in to apply to your
  program.

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22-1999 (continued) Enrollment Data

• 9B. Credit Hour Courses Taken By Distance
  Learning
• Example Courses Taken On-line
• Do not certify online remedial courses as VA does
  not pay for these courses
• 9C. Non-Credit Remedial Deficiency/Refresher
  Hours

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22-1999 (continued) Enrollment Data

• 10. Clock Hours Per Week
• Benefits are paid based on clock hours of
  attendance per week.
• If clock hours per week vary and the benefit
  amount is affected, the variance must be reported
  for each calendar week, Sunday through Saturday,
  between the beginning and ending dates. This
  will result in multiple enrollment lines on the
  enrollment certification.

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22-1999 (continued) Enrollment Data

• 11A. Charges for Periods of Instruction-Tuition
• Tuition-Must be reported when students training
  time is less than 1/2 time, student is on active
  duty, using Post 9/11 GI Bill (CH33),or student
  is incarcerated. The amount reported should be
  the actual amount charged to the student for each
  enrollment period certified.
• 11B. Fees
• Includes any mandatory charges (other than
  tuition, room, and board) that are applied by an
  institution of higher learning

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22-1999 (continued) Enrollment Data

• 12. Yellow Ribbon Program
• If student is eligible for this program at your
  school, please enter the amount your school is
  contributing for that semester or term
• 13. Training Time
• Only enter information in this box if student is
  in Graduate or Advanced Professional training

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22-1999 (continued) Enrollment Data

• 13A/B. Additional Information for High School
• Farm Co-op Courses
• 14A/B. Advance Payment (A/P)
• STUDENT MUST SIGN AND DATE ONLY IF ELECTING
  ADVANCE PAYMENT. (Paper copy)
• If an Advance Payment is being requested by the
  student, the Certifying Official should submit
  the Enrollment Certification at least 30 days,
  but not more than 120 days, prior to the
  beginning date of the term.
• An advance payment provides payment for the first
  partial and first whole month of enrollment if
  requested by the student. The check is sent
  directly to the school. After the student is
  registered, the student is given the advance pay.
  The school will also be sent VA Form 22-1999v to
  certify delivery of the check.

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22-1999 (continued) Enrollment Data

• 14A. High School Approved on a Unit Basis
• 14B. Farm Cp-op Only
• 15A. Advance Pay Request
• If you are filling out the paper form, the
  student must sign this section.
• 15B. Date Signed

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22-1999 (continued) Enrollment Data

• 16A. Accelerated Payment Request
• 16B. Date Signed
• 17. Remarks

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22-1999 (continued) Enrollment Data

• 18. Name And Address of Contract School or Branch
  Location
• The school must complete this item if the
  student is enrolled at a contract school or
  attends a branch location other than the branch
  that is certifying the enrollment. 

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22-1999 (continued)

• 19A. Facility Code
• X-X-XXXX-XX
• 19B. School Name and Address
• 19C. Telephone Number of Certifying Official
• 19D. Signature of Certifying Official
• The signed Enrollment Certification also shows
  the educational institutions agreement to
  promptly report any enrollment changes which will
  affect the educational assistance allowance.
• VA-ONCE - Enrollment documents received
  electronically through the VA-ONCE system are
  acceptable as to signature and title.
• 19E. Date Signed

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Important Facts to Remember about Certifying

• The primary function of the School Certifying
  Official is to promptly (within 30 days of the
  change) report enrollment or changes in student
  enrollment status to the VA.
• To submit any changes you will use a VA Form
  22-1999B

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VA Form 22-1999B Notice of Change in Student
Status

• Sections 1-4 of the form is students info.
• Section 5 DATES OF TERM AFFECTED
• A. BEGIN DATE B. END DATE
• Section 5 TERMINATION (Complete Items A and
  B, and
• C if applicable)
• (Should be 6 but form is incorrectly numbered)
• is only filled out if the student stopped
  attending school. If the student reduced,
  increased hours, received non-punitive grades at
  the end of term, skip this section and go
  directly to number 7.

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22-1999B Termination (cont.)

• 5A - LAST DATE OF ATTENDANCE
• note the last date of attendance for the
  affected term.
• For college level courses any of the following
  methods may be used to determine the last date of
  attendance
• attendance records
• grading reports
• last date on which examination or other papers
  filed
• last date of activity in the instructors
  records
• a statement from the student as to the last day
  of his or her attendance.

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22-1999B TERMINATION (cont.)

• 5B - REASON FOR TERMINATION
• Withdrawal Before Beginning Of Term
• Withdrawal During Drop Period
• Withdrawal After Drop Period-Non Punitive
• Grades Assigned (if checked, complete Item 9
  11)
• Withdrawal After Drop Period-Punitive Grades
  Assigned
• End Of Term Or Course
• Unsatisfactory Attendance, Conduct, or Progress
• Graduation
• Withdrawal Or Interruption (Noncollege Degree
  Programs not on term basis- see Instructions)
• Other-(Explain in Item 12, Remarks)

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Helpful Definitions to Know

• Non-Punitive Grade A grade that doesnt count
  as earned credit isnt considered in progress
  standards for graduation. A withdrawal after the
  drop period is non-punitive if it isnt
  calculated into the students GPA or it isnt
  considered in academic progress criteria like
  probation and suspension.
• Punitive Grade as a grade that doesnt count as
  earned credit, but is used in determining a
  students progress toward graduation
  requirements.
• See WAVES Handbook for more information.

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VA Form 22-1999B TERMINATION (cont.)

• 5C. LAST DATE CREDIT ACCRUED
• (For non-college degree courses only)
• NCD programs operating on a term, block, or unit
  basis, enter the last date the student accrued
  credit toward graduation.

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VA Form 22-1999BAdjustment Continued

• 7. ADJUSTMENT OF CREDIT OR CLOCK HOURS (Complete
  Items A, B and C thru H as applicable)
• Date Adjustment Is Effective
• Type Of Adjustment
• Increase
• Increase On First Day Of Term
• Reduction On First Day Of Term
• Reduction During Drop Period
• Reduction After Drop Period-Nonpunitive Grades
  Assigned (If checked, complete Item 9 11)
• Reduction After Drop Period-Punitive Grades
  Assigned
• Student Completed Term, But Nonpunitive Grades
  Assigned For One or More Courses (If checked,
  complete Item 8)
• Reduction (Noncollege Degree Programs not on term
  basis-see Instructions)
• Other (Explain in Item 9, Remarks)

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VA Form 22-1999BAdjustment (Cont.)

• C. CREDIT HOURS BEFORE ADJUSTMENT
• D. CREDIT HOURS AFTER ADJUSTMENT
• TRAINING TIME AFTER ADJUSTMENT
• (For graduate and advance professional)
• Full Time ¾ Time ½ Time
• Less Than ½ Time ¼ Time or Less
• F. CLOCK HOURS OR HIGH SCHOOL UNITS BEFORE
  ADJUSTMENT
• G. CLOCK HOURS OR HIGH SCHOOL UNITS AFTER
  ADJUSTMENT
• H. REVISED ENDING DATE

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VA Form 22-1999BAdjustment (Cont.)

• CHARGES FOR PERIOD OF ENROLLMENT
• (Complete this item for in-service students,
  students whose training load after adjustment is
  less than ½ time and all chapter 33 students that
  have a change in status. List the charges for
  the adjusted load by school year, term, or other
  period. This item does not apply to students
  receiving chapter 32 or 1606 benefits)
• A. TUITION
• B. FEES
• C. YELLOW RIBBON
• (Chapter 33 only)

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VA Form 22-1999BAdjustment (Cont.)

• DO PREVIOUS CERTIFICATIONS FOR SUBSEQUENT TERMS
  REMAIN UNCHANGED?
• Yes No
• 10. CALLUP TO ACTIVE DUTY
• (Complete if student called to active duty - see
  Instructions)
• STUDENT CALLED UP No Credit Granted
• STUDENT CALLED UP Credit Granted

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22-1999B (Cont.) Mitigating Circumstances

• 11. DOES THE STUDENT CLAIM THAT TERMINATION OR
  ADJUSTMENT ACTIONS INVOLVED MITIGATING
  CIRCUMSTANCES?
• YES NO UNKNOWN
• (If YES, attach student's statement together
  with the student's supporting evidence)
• Note When student reduces or withdraws after
  the drop/add period w/ non punitive grades, we go
  back to the first day of the term and either stop
  or adjust the benefit accordingly. If mitigating
  circumstances are accepted, we will reduce or
  stop the benefit the day the adjustment was
  effective and this will reduce or offset any debt
  incurred.

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22-1999B (Cont.)

• 12. REMARKS
• This section can be used for additional
  clarification as required above.
• IT IS HEREBY CERTIFIED THAT the students status
  changed on the date indicated and in accordance
  with the facts shown above.
• 13A. DATE
• 13B. SIGNATURE AND TITLE OF CERTIFYING OFFICIAL
• 13C. NAME AND ADDRESS OF SCHOOL OR TRAINING
  ESTABLISHMENT (Include Facility Code)

80
What Records Do I Have To Keep???
81
Record Keeping

• VA student records must be kept for 3 years
  following the last date for which the student is
  certified.
• Note Although VA requires that records be kept
  for 3 years, record retention regulations for
  individual states may require that VA records be
  kept more than 3 years.

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What Records Need to Be Kept???

• Transcripts
• Degree Audit Worksheets / transfer credit
  evaluations.
• Correspondence from VA, student and/or
  instructors.
• VA certification forms

83
Maintain Student VA Records Make Available to
VA SAA

• Retain file of VA papers submitted records of
  academic progress, program pursuit, etc.
• Maintain records for at least three years
  following the students last date of attendance.
• Insure that your records are kept in a safe place
  and that the privacy of your VA students is
  protected.
• Make available all school records (VA non-VA)
  to representatives of the SAA and VA.

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COMPLIANCE SURVEYS

• A review of records pertaining to students in
  receipt of VA education benefits, conducted by
  the ELR or ECSS. The purpose is to ensure that VA
  paperwork is being completed correctly and timely
  and VA guidelines/regulations are being adhered
  to.

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LOST CHECKS

• To report a missing check please have the student
  contact
• 1-888-442-4551
• If a check is outstanding (not cashed) a courtesy
  disbursement check will be issued to the student
• If Treasury finds the check has been negotiated
  (cashed) they will send a photocopy (front and
  back) of the check and a claim form to complete
• Students can sign up for Direct Deposit by
  calling
• 1-877-838-2778

86
Questions??
87
Case Study 1A Hard Copy Certification

• Joe Veteran has a SSN of XXX-XX-XXXX. His home
  address is 125 Basic Street, Wagoner, OK 75555.
  He is enrolled at Ecert University located at A
  Very Cool Place in Muskogee, OK 12345. Your
  schools facility Code is 31313131 and your phone
  number is 555-555-5555. He has come to you, the
  SCO, showing you a Certificate of Eligibility
  under Chapter 30. Joe is enrolled in a
  Bachelors of Science in Computer Science. He
  will begin the Spring 2010 semester beginning
  01/10/10 through 5/10/10 with 9 credit hours,
  which include 3 remedial hours. He needs you to
  send a 22-1999 enrollment form to the VA. Joe
  has also told you that he is currently on active
  duty with the Air Force. His tuition is 500.00
  and fees for Fall 09 are 500.00.
• Please find the 22-1999 that has been provided to
  you in the brown folder and certify this
  student!!!!!!

88
Judy Hernandez
Judy Hernandez
89
CASE 1A on VA ONCE
90
Case 1 on VA ONCE
Once you fill out students BIO screen and go to
CERTS page, simply click on Cert then New to
enter a new enrollment
91
VA ONCE
3. Click on Submit
2. Click on complete
1. Enter information in this area
92
VA ONCE
After you have submitted the enrollment you can
print enrollment in this section
Before you can print, you must first highlight
the term by clicking on it twice
93
XXX-XX-XXXX
This section has N/A as you no longer have to
report prior credit to VA, but your school must
evaluate it and info must be kept in students
file!!
N/A
11-15-09
94
Case 1B Hard Copy Certification

• The same student, Joe Veteran, has now decided
  that he wants to withdraw from the 3 remedial
  hours for the spring 2010 semester on 01/12/10
  which happens to be during your drop add period.
  Tuition for 6 hours is 250.00 and fees for 6
  hours are 250.00
• He has come into your office to inform you of
  this change.
• Please send in a change of enrollment form
  (22-1999b located in the brown folder) to inform
  the VA of this change.

95
Judy Hernandez
96
CASE 1B ON VA ONCE
97
2. Then Click on Adjust
1. Highlight the term that you are adjusting
1.To adjust click on the term affected twice and
click on a drop down
98

2. Then Click Complete and Submit
1.Enter new hours then insert effective date and
reason
99
01-12-2010
100
Case Study2A Hard Copy Certification

• Susie Smith has a father who is 100 permanent
  and total on his VA disability rating. She is
  eligible for Ch 35 benefits and has provided you
  a Certificate of Eligibility. Her VA File is C
  88 88 8888-41 and her SSN is XXX XX XXXX. She
  lives at 111 N. Training St. in Fort Gibson, OK
  74464.
• She enrolled in 12 credit hours for the semester
  beginning 08/15/09 through 12/13/09 also at Ecert
  University (Refer to Case 1A for address and
  facility code).
• Of those 12 hours she has taken a 3 hr course in
  basket weaving which doesnt apply towards her
  degree of Bachelor of Science in Nursing, but she
  has always been interested in it, so decides to
  take it ?.
• Please certify this student with 22-1999 provided
  in brown folder.

101
Why werent all of the hours certified?
Judy Hernandez
102
CASE 2A ON VA ONCE
103
(No Transcript)
104
08-15-09
105
Case 2B Hard Copy Certification

• Susie has now come into your office on 11/1/09 to
  notify you that her mother is severely ill and
  her grades in 3 of the 9 hours you certified, are
  failing grades due to the fact that much of her
  time is spent in the hospital. Because of the
  circumstances, her instructor will allow her to
  withdraw and take a W which will not affect her
  GPA.
• You must now report the reduction to the VA.
• Please fill out a Change of Enrollment Form
  located in the brown folder.

106
Judy Hernandez
107
Case Study 2B on VA Once
108
(No Transcript)
109
11/01/2009
110
Case Study 3A Hard Copy Certification

• Adrienne Brody is a CH 33 recipient and has
  brought you a COE showing he is eligible at the
  100 rate. His address is 800 Quartz Circle in
  Wagoner, OK 74462. His phone number is
  [phone].
• He has enrolled in a BS in Animal Science and is
  taking 12 credit hours in residence for the
  semester beginning 01/01/10 to 05/12/10. Your
  school charges 120 per credit hour (total 1440)
  and the fees charged are 65. Please certify this
  student.

111
12
Judy Hernandez
Judy Hernandez
112
(No Transcript)
113
Remember to report tuition and fees separately!
114
12-10-09
115
Case Study 3B Hard Copy Certification

• You have now received information after the
  Spring 2010 semester is over, from the
  registrars office, stating that Adrienne has
  been administratively withdrawn and has received
  a W in all of his classes which do not affect his
  GPA.
• Please fill out a 22-1999B to report this change

116
0
12
x
05-12-10
117
CASE 3B ON VA ONCE
118
(No Transcript)
119
Notice when you click on this reason it
automatically puts in the last date of the term
120
05-12-2010
121
Questions