non-college degree programs · school assigns a non-punitive grade for a course even though student...

VETERANS BENEFITS ADMINISTRATION

Non-College Degree Programs

0WAVES 2019


Web Enabled Approval Management System (WEAMS)

• WEAMS is the central application VA uses to store school, organization, and program approval information

• Approved Programs• Length• Full Time Hours• Effective Date of Approval

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WEAMS

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NCD Programs

Code Type Description Length Mode Full Time Mode Effective Date Withdrawal 431 D Barbering 1500 C 22 C 02/07/2014 Remarks:

431 D Cosmetology 1500 C 22 C 09/01/2017 Remarks:

431 D Hairstylist 1200 C 22 C 12/15/2015 Remarks:

NCD Programs

Code

Type

Description

Length

Mode

Full Time

Mode

Effective Date

Withdrawal

431

D

Barbering

1500

C

22

C

02/07/2014

Remarks:

431

D

Cosmetology

1500

C

22

C

09/01/2017

Remarks:

431

D

Hairstylist

1200

C

22

C

12/15/2015

Remarks:


Open Enrollment (One Year)

• Students can enter and leave a program at any time

• Certify the entire length of the courseBegin End Clock T/F02/04/2019 - 01/17/2020 25 $20,000

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VETERANS BENEFITS ADMINISTRATION4

• Students enter a program at the beginning of a term. Certify based on the terms on which your school operates

Begin End Clock T/F01/01/19 - 05/15/19 25 $1,50006/01/19 - 08/15/19 25 $1,500

Term Basis


Certifying Academic Calendars

• Certify begin and end dates according to the school’s academic calendar

• NCD schools with an irregular schedule will have a separately approved calendar that should be used when certifying begin and end dates

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Common Certification Errors:• If the academic calendar reflects an end

date of Saturday or Sunday, and the school is closed on Saturday and Sunday, meaning no classes are offered these days, then certify through the last day of finals

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Common Certification Errors:• If the school has online courses in which

the student can submit work through Sunday, then it is okay to certify through Sunday if the student is pursuing at least one online course

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Training Time

Non-chapter 33 benefits are paid based on training time. If instruction mostly occurs in the classroom, 18 clock hours per week is considered full-time

• 1 to 4 hours = ¼ time or less• 5 to 8 hours = less than ½ time • 9 to 12 hours = ½ time • 13 to 17 hours = ¾ time • 18 or more hours = full-time

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Training Time

If instruction mostly occurs in the shop or lab, 22 clock hours is considered full-time

• 1 to 5 hours = ¼ time or less

• 6 to 10 hours = less than ½ time

• 11 to 15 hours = ½ time

• 16 to 21 hours = ¾ time

• 22 or more hours = full-time9


Rate of Pursuit

Chapter 33 benefits are paid based on ROP. VA will convert clock hours to credit and then calculate ROP. If classroom training predominates:

• 4 hours = less than 25%• 5 hours = 25%• 9 hours = 50%• 13 hours = 75%• 18 or more hours = 100%

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Rate of Pursuit

If shop or lab training predominates:

• 1 to 5 hours = less than 25%

• 6 hours = 25%

• 11 hours = 50%

• 16 hours = 75%

• 22 or more hours = 100%11


Irregular Weekly Hours

• The number of training hours per week vary. Benefit amount may be affected

• Each variance must be reported based on calendar weeks, Sunday through Saturday

• Can vary from day to day and must be an SAA approved pre-set schedule

• Cannot be a schedule where the student may begin any time

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Irregular Hours Certifications

Begin End Clock01/01/19 - 01/05/19 16 01/08/19 - 01/12/19 12 01/15/19 - 01/20/19 14 01/23/19 - 01/27/19 7

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Online Courses

• May be approved if leading to attainment of a standard college degree

• May be approved for certificate programs at public or nonprofit NCDs

• NOT approved for remedial courses

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Online Courses – Forever GI Bill

• Section 302 – Independent Study at non-IHLs• Authorizes the use of GI Bill educational

assistance to pursue accredited independent study programs at area career and technical education schools

• An independent study program that leads to a certificate must provide training aligned with the requirements of employers in the State or local area

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Online Courses – Forever GI Bill

• Provide a student, upon completion of the program, with a recognized postsecondary credential that is recognized by employers in the relevant industry

• Must meet content and instructional standards as required to comply with the standards developed by a board or agency of a State to prepare an individual for employment, licensure or certification in the State

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Practical Training

• Academic training that includes actual job experience

• Considered resident training• Can be measured in clock hours or credit

hours• Includes externship, internship, and

practicum

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Certifying Practical Training Hours

When practical training is measured in credit by a school, the school can certify the course as credit or as clock hours, whichever is to the student’s advantageIf a student takes a 6-credit student teaching course that requires 30-clock hours attendance a week, certify the course in clock hours. The student is ½-time by credit, but full-time by clock hours.

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Certifying Practical Training

It is possible to certify both credit and clock hours during the same quarter or semester.If a student takes a 3-credit lecture course and a 4-credit internship that requires 12 clock hours per week (where 18 clock hours is full-time) certify 3 credit and 12 clock hours. Seven credits would be ½-time but 3 credits and 12 clock hours would be ¾-time.VA will combine training times for both courses.

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Reporting Tuition and Fees (CH33)

The actual cost for tuition and fees after the application of any waiver, scholarship, Federal, State, institutional, employer-based aid or assistance (other than loans and Title IV funds) that is provided directly to the institution and specifically designated for the sole purpose of defraying tuition and fees.

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Mandatory Fees

Certify all mandatory fees (other than tuition, room, and board) which are charged to all students and are required for completion of the pursued program and not a pre-requisite for admission into the program.

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Tuition and Fees (CH 30,35, and 1606)

• Must be reported for enrollment periods when training time is less than ½-time

• Student is on active duty• Overlapping enrollment periods: any

enrollment period that is less than ½-time by itself

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Certifying Tuition and Fees-Terms/Modules (CH33)

Programs operating on a term or modular basis and charge tuition and fees at the beginning of the program should break down the tuition and fees for each term or module.

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Certifying Tuition and Fees at a NCD School with Modules

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Student is enrolled in a program consisting of 3 modules. Total tuition and fees are $1800.00

Begin End Clock Tuition10/15/2018 11/16/2018 15 $600.0011/19/2018 12/21/2018 15 $600.0012/27/2018 01/16/2019 15 $600.00

VA will make 3 separate tuition and fees payments totaling $1,800.00 (or prorated for student less than 100% eligible).


Certifying Tuition and Fees at a NCD School with Terms

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Student enrolled in a program consisting of 2 terms. Total tuition and fees are $1800.00.

Begin End Clock Tuition01/01/19 05/15/19 18 $900.0006/03/19 08/15/19 18 $900.00


Certifying Open Enrollment (One Year) Program

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Student enrolled in a one year program. Total tuition and fees are $4,000.00.

Begin End Clock Tuition08/04/18 08/04/19 25 $4,000.00


Certifying Holidays

DO report holidays and scheduled breaks using the remarks section of the enrollment certification. Any break that lasts longer than 7 days must be reported.

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Enrollment Changes-Non-punitive Grades

School assigns a non-punitive grade for a course even though student does not withdraw. School must report the non-punitive grade before the earlier of the following dates:• Thirty days from the date on which the school

assigned the grade• Sixty days from the last day of the enrollment

period for which the non-punitive grade is assigned

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Enrollment Changes-Failure to Reenroll

Student’s enrollment was certified for the school year. Student attends through the end of one term but fails to return the following term.

School must report the terminated enrollment within 30 days of the last officially scheduled registration date for the subsequent term.

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Enrollment Changes-Failure to Reenroll

Example:Student originally enrolled 2018-2019 school year; he/she completes the term ending December 20, 2018, but fails to reenroll for the term beginning January 9, 2019. The last officially scheduled registration date for the second term is January 16, 2019. The school would have until February 15, 2019, to submit a timely report.

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Enrollment Changes-Changes Near the Beginning of the Term

Changes occurring during “drop” period.School must report the change to VA:• Within 30 days from the last date of the

“drop” periodOR

• Within 60 days from the first day of the enrollment period, whichever occurs first

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Enrollment Changes - Changes Near the Beginning of the Term

Example:Term begins September 15, 2018. The drop period ends on October 7, 2018. Student reduces on September 25, 2018.

The school had until November 6, 2018, to submit a timely report.

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Enrollment Changes-Unsatisfactory Progress or Conduct

• Must report within 30 days from the dateprogress/conduct becomes unsatisfactory

• If unsatisfactory grades are involved, the 30day period will begin from the date the school official responsible for determining whether a student is making satisfactory progress received the final report indicating approved satisfactory progress standards have not been met

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In no event will a report of unsatisfactory progress (because of unsatisfactory grades) be considered timely if received more than 60 days after the end of the enrollment period.

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Example:Student completed term January 25, 2019. Final grade report on March 1, 2019, showed student’s progress was unsatisfactory as of January 25, 2019.

The school had until March 26, 2019, to submit a timely report.

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Determining the Last Date of Attendance (LDA)

• Report LDA when claimant terminates enrollment or reduces training time

• Report the official date of change in status under the practices of the institution for changes in independent study courses

• Establish a report system to detect enrollment changes soon after they occur and to provide timely reports to the VA

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Determining the Last Date of Attendance (LDA)

Methods to determine LDA:• Attendance records• Grading reports• Last date on which examination or other

papers filed• Last day of activity in instructor’s records• Statement from student as to the last day of

his/her attendance37


Determining the Leave of absense (LOA)

• If you know the date of return then do an amendment and show in remarks

• If student is leaving and you don’t know the return date then the student must be terminated. If student returns, reenroll and submit the certification showing tuition and fees (if any)

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Notification from School of Withdrawal or Reduction

Student reduces training time or withdraws after drop period and receives a non-punitive grade(s), the school should report Mitigating Circumstances if known.

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• NCD course operates on a block or unit basis. The student withdraws and accrues no credit toward completion. The school should report the date the student last accrued credit in the Remarks item

• A school may NOT report the first day of the term as the LDA if the facts are otherwise

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Some schools report a termination for non-payment of tuition and fees but student continues to attend classes. VA educational assistance is based on actual school attendance. If the school allows the student to continue attending classes, do not terminate benefits.

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Graduation Requirements

• Report graduation or program completion information to VA

• Submit a Notice of Change in Student Status. (VA Form 22-1999b)

• Select “End of Term or Course” as termination reason

• Report for students who graduate while using benefits

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NCD Term Problems

The ELR will advise the adjudicator if the course length in WEAMS is accurate. The ELR could have a revised approval pending from the SAA. If so, that approval will be worked, WEAMS updated with new program information, adjudication notified, and VA will process the claim and pay benefits. If there is no approval pending adjudication will be notified and the claim will denied and a letter will be sent to the student and a cc to the ELR and SAA.

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NCD Term Problems• NCD schools operating on a term basis, certify

each term independently with approved beginning and ending dates and number of hours per term

• NCD school CANNOT average clock hours per week. If the approved program hours fluctuate weekly, changes must be certified accordingly

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NCD Term Problems

• DO NOT report changes such as the school being out for one day (like a snow day)

• You may not extend enrollment for students who need additional hours simply because of absences

• If a student failed a portion of the course and has to repeat it, that portion of the course can be re-certified as long as the student continues to meet SOP

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VETERANS BENEFITS ADMINISTRATION46

GI Bill® is a registered trademark of the United States Department of Veterans Affairs (VA). The absence of the registration symbol ®does not constitute a waiver of VA's trademark rights in that phrase.

Questions

Non-College Degree ProgramsWeb Enabled Approval Management System (WEAMS)WEAMSOpen Enrollment (One Year)Term BasisCertifying Academic CalendarsCertifying Academic CalendarsCertifying Academic CalendarsTraining TimeTraining TimeRate of PursuitRate of PursuitIrregular Weekly HoursIrregular Hours CertificationsOnline CoursesOnline Courses – Forever GI BillOnline Courses – Forever GI BillPractical TrainingCertifying Practical Training HoursCertifying Practical TrainingReporting Tuition and Fees (CH33) Mandatory FeesTuition and Fees �(CH 30,35, and 1606)Certifying Tuition and Fees-�Terms/Modules (CH33)Certifying Tuition and Fees at a NCD School with Modules Certifying Tuition and Fees at a NCD School with TermsCertifying Open Enrollment �(One Year) ProgramCertifying HolidaysEnrollment Changes-�Non-punitive GradesEnrollment Changes-�Failure to ReenrollEnrollment Changes-�Failure to ReenrollEnrollment Changes-Changes Near the Beginning of the TermEnrollment Changes - Changes Near the Beginning of the TermEnrollment Changes-Unsatisfactory Progress or ConductEnrollment Changes-Unsatisfactory Progress or ConductEnrollment Changes-Unsatisfactory Progress or ConductDetermining the Last Date of Attendance (LDA)Determining the Last Date of Attendance (LDA)Determining the Leave of absense (LOA)Notification from School of Withdrawal or ReductionNotification from School of Withdrawal or ReductionNotification from School of Withdrawal or ReductionGraduation RequirementsNCD Term ProblemsNCD Term ProblemsNCD Term ProblemsSlide Number 47

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