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Apprenticeship and On-The-Job Training Certifying Official Newsletter

 August 2016

Registered Apprenticeship Programs 

In life, nothing is constant except change. It is that way here too. Our previous newsletter advised that facilities with Registered Apprentices were to make all changes on a Notification Form for New and Modified Programs form. We recently were advised that that procedure has changed and that all changes, whether to wages, program name, address, or apprenticeship standards are to go through the Pennsylvania State Approving Agency (Veterans and Military Education). Please contact your Education Advisor when you have changes or send an e-mail requesting assistance to

Maintaining Training Progress Records

The Progress Record form provided by the State Approving Agency must be maintained.
  • It is the responsibility of the trainee to complete the form daily.
  • Each month the form must be turned in to the appropriate facility official who should verify the data.
  • Related training, if required, should also be noted or tracked.
  • Do not mail any of these forms to the VA or to the State Approving Agency.
  • The Training Progress Records must be retained at the facility for a period of three years following either the trainee’s completion of the program or his or her termination. 
  • The Training Progress Record will be reviewed during a compliance survey visit from either the VA or SAA.

Approved Program Name

Using the correct program name on the training agreement and Enrollment Certification is key to your employees receiving their VA Education GI Bill® benefits. When the processor in Buffalo receives your veteran certification packet, one of the items checked is the program name. If the name doesn’t match on both the Enrollment Certification and the Training Agreement, a red flag is raised. If the name on the Enrollment Certification and the Training Agreement does not match what the VA has in their system as an approved program name, then the packet is put on ‘hold’ until the issue is resolved.
To find out exactly how your program names are listed, you can go to , scroll down to “search participating employers” which will bring up a map of the United States. Select On-the-Job Training/Apprenticeship from the program type drop down and click on Pennsylvania. Facilities are listed alphabetically. Search for your facility, click on the program link to show your approved programs. If you need assistance, send an e-mail to We will be glad to assist you.
If your approved program has changed, either in name, hours, or work processes, you need to advise the Pennsylvania State Approving Agency (Veterans and Military Education). We will assist in updating your approval with the VA.


The VA changes the version of commonly used forms every so often. Please make sure you use the most current form. Following are the most common forms used and their dates of issue:
22-1990 Application for VA Education Benefits – June 2014
22-1995 Request for Change of Program or Place of Training – June 2014
22-1999 VA Enrollment Certification – June 2011
22-6553d-1 Monthly Certification of On-The-Job and Apprenticeship Training – March 2015
22-8794 Designation of Certifying Official(s) – May 2011
Electronic fillable copies of these forms are available upon request to

Retention of Records

Per VA regulations, training institutions must keep records and accounts pertaining to periods of enrollment of a veteran, reservist, or eligible person. If those records are not available electronically, the paper records must be kept intact and in good condition at the institution for at least 3 years following the end of the enrollment period. The electronic records must be easily accessible at the facility for at least 3 years following the end of the enrollment period.

Record Retention
Q: I know I need to retain ‘records and accounts’ for three years but exactly which records and accounts?

A: The records and accounts that are to be kept for three records include but not limited to the following items:
• VA Enrollment Application
• DD-214 • VA 22-1999 – VA Enrollment Certification
• Signed Training Agreement or Registered Apprenticeship Agreement
• Progress Record • 22-6553d-1 Monthly Certification of Hours for all months worked
• Payroll records showing hours worked
• 22-1999b Notice of Change in Student Status stating that veteran has reached journeyman status or has terminated employment prior to end of training period.

These documents must be available upon request during a compliance survey visit by either the VA or the SAA

The VA has recently published an Informational Guide “Understanding On-The-Job (OJT) Training and Apprenticeship Approval” written for employers and sponsors who are offering or wish to offer OJT or Apprenticeship training to Veterans and beneficiaries. It can be found on the GI Bill® website at

"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