Certifying Officials VA ONCE TOPICS Tips amp Hints Accessing VA Once amp the VA Once Quick Reference User Guide Task Margin amp Help tabs Admin amp Maintenance Screens Student Select Screen ID: 781243
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Slide1
Admin Basics
Oregon Association of Veteran School
Certifying Officials
Slide2VA ONCE –TOPICS
Tips & Hints
Accessing VA Once & the VA Once Quick Reference User Guide
Task Margin & Help tabs
Admin & Maintenance ScreensStudent Select ScreenBio and Certs Screens VA Data, Log & History Tabs
Status Codes
Amend, Adjust, Terminate
Adding Remarks
Slide3VA ONCE –GI BILL Website
Slide4VA ONCE –EDUCATION & TRAINING
Slide5You must log in at least once every 108 days!
VA ONCE –LOG IN
Slide6VA ONCE – HELP
Slide7Check the VA Once Quick User Reference Guide for info on running reports
Here is where you will add & delete your approved programs, enter course and/or objective codes, standard terms etc.
If you have a break period of a week or more you must add a “
remark”
on each student’s certification not just in admin
VA ONCE –MAINTENANCE
Slide8This is a list of your “active” students
VA ONCE –STUDENT SELECT
Slide9You can also sort by HEADER
VA ONCE –SELECT STUDENT Cont.
Slide10VA ONCE –ADD A STUDENT
Slide11If you click “ok”
the student’s file will move to your school’s list of active students
VA Once will not allow more than one file under any SSN
VA ONCE –
FROM A DIFFERENT SCHOOL
Slide12VA ONCE Change SSN #
111-55-9999
VA ONCE –SSN # CHANGE
Slide13Where you enter student’s ID & program info
Where you enter the student’s enrollment info
Where you enter the student’s enrollment info
Non CH33/CH35 Entitlement Data
Log of all actions taken on the student’s file
VA ONCE –STUDENT MAIN SCREEN
Slide14Drop down menu of programs from your Admin
If you have a Guest student check the box and fill out Primary School info
You can add any notes you want here. Only SCOs and ELRs can see them
If you enter the student’s email it will notify them when you certify
VA ONCE –BIO TAB
Student has 4 months then will switch to CH 33
Slide15Click arrow to access terms entered under “standard terms”
R
equired
for
CH33
. Enter
Training/Tuition & Fees
less then half-time
for non CH33
The begin & end date boxes will be filled in automatically
Res:
Resident Credits
Dist
:
Distance/ Web base classes
R/D:
Remedial (very important for CH 35)
Clock:
Input the number of clock hours
per week
the student is ‘
scheduled
’ to attend
VA ONCE –NEW CERT
Slide16VA ONCE –CERT SCREEN Cont.
Slide17Nothing submitted to VA
VA ONCE –CERT STATUS
Remember to click SUBMIT!
Slide18VA ONCE –CERT STATUS Cont.
Slide19VA ONCE – Amend, Adjust, or Terminate
When you
amend, adjust or terminate you send an electronic 1999b
to VA
Slide20VA ONCE
- Amend, Adjust, or Terminate
Cont.
AMEND:
You use the Amend function when
:
You are changing T&F
You are changing term dates
ADJUST:
You use the Adjust function when:
You are changing a students credit or clock hours
You are changing a students credit or clock hours
and
something else
You cannot
adjust
a student down to zero, you must use the
Terminate
function
TERMINATE:
You use Terminate when:
You are completely stopping a student’s certification
Use when graduating a student in VA Once
Once you terminate a cert you can no longer to anything with it
Remember to hit
“
Submit
.”
If you don’t hit submit nothing is sent to VA!
Slide21VA ONCE –ADJUSTING A CERT
Spring 2015,
Tom Cat
reduced from 12 to 9
T&F 9cr = $1800
Last date of attendance (LDA)- 2/15/15
Always update T&F on a reduction!
Slide22VA
ONCE-ADJUSTING CONT.
If you choose the correct reason for adjustment remarks aren’t usually needed
If you know the drop reason provide it
Mr. Tom Cat received
a
“W”
grade
He dropped the class because his shift at work changed which conflicted with the class meeting time
Slide23VA ONCE- SUBMITTING CERT
Click
“
Save
”Click “Complete” if you want to come back to it before submittingClick
“
Submit
” when you are ready to send the cert to VA
Slide24VA
ONCE-STATUS CODE
If the status code is higher than “3” the cert was successfully submitted
Slide25VA ONCE- VA DATA TAB
Slide26VA ONCE- LOG TAB
Slide27VA ONCE- HISTORY TAB
Slide28VA ONCE- ADD REMARKS
Slide29VA ONCE- ADD REMARKS Cont.
Slide30VA
ONCE- ADD REMARKS Cont.
Slide31VA ONCE- ADD REMARKS Cont.
Slide32VA
ONCE- ADD REMARKS Cont.
Slide33VA
ONCE- ADD REMARKS Cont.
Slide34VA ONCE- QUESTIONS?