May 1, 2018
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The Virginia Department of Veterans Services (DVS) is the state agency charged with the responsibility of administering state programs for veterans and is the official State Approving Agency (SAA) that approves institutional programs of education and training for payment of benefits under the various laws administered by the U.S. Department of Veterans Affairs (VA). WWRC is an authorized Institution of Higher Education for the delivery of workforce education and training programs under these VA laws, as approved by the SAA for Virginia. These governance procedures establish internal protocols and business processes for the Center's identification, qualification, and processing of benefits under the Veterans Education and Training Programs.
All designated School Certifying Officials are required to attend training at least once, if not more often as a refresher, to understand roles, responsibilities and expectations under the DVS Veterans Education and Training Program. Training topics include: compliance surveys; approval requirements and criteria; reporting requirements and school liability; record keeping requirements; completion of VA Forms; advance payments; and, VA-ONCE applications. Click HERE to view WWRC's Designation of Certifying Official(s).
When there is a change in personnel serving as a School Certifying Official, the new designation must be submitted to DVS on VA Form 22-8794 in a timely manner. Each VA Form 22-8794 must include all names, if more than one, since the new form supersedes the old one.
Roles and Responsibilities
Designated WWRC staff members serving as a School Certifying Official are expected to:
At the beginning of each calendar year, the VA prints a listing of students who were certified at least once and received VA educational benefits during the previous calendar year. The Lead WWRC SCO shall review and confirm names on the list and note any discrepancies to the VA. Schools are provided a Reporting Fee based on the number of students who were certified to the VA at least once during the year and who received VA educational benefits. Per 38 U.S.C. 3684(c), Reporting Fees must be used for the purpose of certifications or otherwise supporting programs for veterans. Funds are intended to help schools cover the cost of administering their VA programs. Proper use of the Reporting Fees is verified during compliance surveys.
WWRC shares the expected roles and responsibilities of a School Certifying Official across the Admissions, Rehabilitation Counseling, and Vocational Training Departments, with a designee within the Vocational Training Department as the identified Team Lead. Roles and responsibilities for the WWRC consumer receiving VA benefits, along with expectations by Center area, are documented in the Table below and illustrated in the subsequent Functional Flow Chart.
See also related AGM 2.4.10: WWRC Education and Training Refund Policy Implementation, where applicable.
Roles/Responsibilities Table: WWRC Participation in the Virginia Department of Veterans Services (DVS) Veterans Education and Training Programs
Pre-Admissions Tech (PAT) will identify if VA benefits are indicated from the application package and, if so, enter to AWARE.
PAT will notify designated department Student Financial Rep (SFR) who will review the Award letter and contact/verify with VA (is it active and can we proceed to set up?)
Administrative Level – Assign School Certifying Official (SCO) to serve as :
Stay abreast of current VA rules and benefits, read & maintain VA bulletins, & attend VA training opportunities with other WWRC SCOs. Keep WWRC SCO colleagues informed of changes that may impact their designated role(s). Maintain most current "Designation of Certifying Officials" form and submit for posting in the AGM, as well as share with WWRC SCO colleagues.
Ensure records retention for at least 3 years following student's last date of attendance.
Assign departmental SCO to use VA-ONCE system to notify the VA of change in program or student status for individual(s) receiving VA benefits. Includes:
Self-Certify clock hours (last day of each month*): verify through VT Instructor for each certified enrollment period & call VA Hotline:
*If the last day falls on a weekend, call the next business day. Must be completed to receive funds for the prior month (paid directly to student)
Designated departmental School Certifying Official (SCO) will certify initial veteran enrollment through online VA-ONCE system and notify other WWRC SCOs (VT and RC) of enrollment.
Student Level - Instructor
Verify clock hours completed with student for each certified enrollment period