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Certifying Official Newsletter # 108     

August 17, 2016
 

Changes to VA-ONCE

Reference, VACO, System Advisory: Recent VA-ONCE Changes, dated August 1, 2016.
 
VA-ONCE will now display the date and time a School Certifying Official (SCO) last logged in to the application. A new column has been added to the SCO page titled “Last Login”.
 
SCOs will now be able to run a new report entitled “Weekly Completion Report”. This report will allow SCOs to pull a report that will show all terminations submitted for a week. The report can be broken down by graduation, end of term or course, graduation and end of term or course, or all. It is available in the Reports Section.

Newsletter # 105

Colleges and Universities with previously “deemed approved” programs are asked to review Certifying Official Newsletter #105, May 13, 2016, Special Edition, Program Approval. It is imperative that the procedures outlined in Newsletter # 105 be followed as soon as possible. Required documents attached to Newsletter # 105 should be sent to the SAA as soon as possible for program approval and submission to VA for inclusion in WEAMS.

“Calendar Week”

When a student enrolls in a course for which the first class meeting occurs after the first day of the schools’ term, quarter, or semester, the beginning date of the award of educational benefits for that course may hinge on the concept of “calendar week.” There has been confusion over the meaning of this term and, as a consequence, has been applied inconsistently. VA has issued an advisory to clarify the term, “calendar week,” to ensure uniformity of understanding and application, and to simplify the certification process.
 
Definition: The term “calendar week” will be understood to mean “seven calendar days.” Therefore the following instructions apply:
  • If a student enrolls in a course and the actual first day that the student attends class is no later than the seventh calendar day of the term,
    then the beginning date of the award (or increased award) will be the first day of the term, quarter, or semester in which the student is enrolled.
      
  • For example: If the term starts on Friday, January 1st, then the first day of attendance must be between January 1st and January 7th (i.e., from the first through the seventh calendar day of the term). If the student attends the first class between January 1st and January 7th, the beginning date on the enrollment certification will be the first day of the term, quarter, or semester,
        
  • Another example: If the term starts on Monday, August 22nd, then the first day of attendance must be between August 22nd and August 28th (i.e., from the first through the seventh calendar day of the term). If the student attends the first class between August 22nd and August 28th, the beginning date on the enrollment certification will be the first day of the term, quarter, or semester,
       
  • If a student enrolls in a course and the actual first day that the student attends class is after the seventh calendar day of the term, then the beginning date of the award (or increased award) will be the actual date of the first class scheduled for that particular course. The enrollment certification must have a beginning date of the first date of attendance in this case.
This policy went into effect with VA on any term, quarter, or semester with a start date after April 25, 2016. If your school had a start date after April 25, 2016, and the above policy applies, an amended enrollment certification will have to be submitted for that particular course.
 

Share This Newsletter

This newsletter is being e-mailed to School Certifying Officials at each school. Please share this newsletter with all other Certifying Officials, the Bursar’s or Comptroller’s Office, Financial Aid Office and other interested individuals at your school. It is extremely important that the information in this newsletter receives the widest dissemination in order that veterans receive the GI Bill® and other educational benefits to which they are entitled.
 
"GI Bill®” is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at www.benefits.va.gov/gibill