First-Time VASCO Survival Guide: Your First 90 Days
Everything you need to know to succeed as a new School Certifying Official
Congratulations on your appointment as a VA School Certifying Official! Whether this role was assigned to you unexpectedly or you volunteered for it, you're about to embark on one of the most rewarding positions in higher education. You'll help veterans, service members, and their families access the education benefits they've earned through their service.
But let's be honest: the first few months can be overwhelming. The VA has its own language, processes, and systems that can feel like learning a foreign language. This guide will help you navigate your first 90 days and set you up for long-term success.
🎯 What You'll Learn
- ✓ How to get your Enrollment Manager access set up
- ✓ The 5 most important things to do in your first week
- ✓ How to process your first certification (step-by-step)
- ✓ Common beginner mistakes and how to avoid them
- ✓ Where to find help when you're stuck
Week 1: Setup and Orientation
Your first week is all about getting access to systems, learning the landscape, and understanding your responsibilities.
Days 1-2: System Access and Account Setup
1️⃣Request Enrollment Manager Access
Enrollment Manager is the online system you'll use for all certifications. Getting access takes 1-2 weeks, so start immediately:
- Contact your institution's previous VASCO to identify your Education Liaison Representative (ELR)
- Email your ELR requesting Enrollment Manager access
- Include: Your name, title, email, phone, institution name, and facility code
- Complete any required training modules they send
2️⃣Identify Key Campus Partners
You can't do this job alone. Schedule meetings with:
- • Registrar's Office: For enrollment verification, transcripts, academic calendars
- • Bursar/Financial Aid: For tuition/fee information, billing coordination
- • Admissions: To identify prospective VA students early
- • IT Department: For system access and file management
- • Veterans Services (if separate): For student support coordination
3️⃣Get Access to Internal Systems
Request access to:
- • Student Information System (SIS) with appropriate permissions
- • Degree audit system
- • Financial/billing system
- • Document management system
- • Shared drive for VA student files
Days 3-5: Learn the Fundamentals
4️⃣Study VA Benefit Chapters
Don't try to memorize everything—just understand the basics of each:
Most common. Covers tuition (up to cap), housing allowance, books stipend. Training time rounds to nearest 10%.
Monthly payment to student based on training time. No tuition payment to school. Report exact training time percentage.
For disabled veterans. Requires VRC approval for all courses. No tuition cap. Report exact training time.
Less common. Monthly payment based on training time. Report exact percentage.
5️⃣Review Existing Documentation
If the previous VASCO left documentation, review:
- • Certification procedures and checklists
- • Student file organization system
- • Common questions and answers
- • Contact information for VA personnel
- • Institutional policies for VA students
- • Yellow Ribbon agreement (if applicable)
Weeks 2-3: Shadow and Learn
If the previous VASCO is still available, use this time to shadow them through every task. If not, reach out to VASCOs at nearby institutions or your regional NAVSCO network.
Key Activities for Weeks 2-3:
🎓 Watch a Complete Certification
Observe from start to finish: reviewing COE, calculating training time, entering in Enrollment Manager, documenting the file. Ask questions throughout.
📧 Review Student Communications
Read previous email exchanges to understand common student questions and appropriate responses. Note the tone and level of detail provided.
📊 Understand Reporting
Learn how to run reports in Enrollment Manager: enrollment lists, pending certifications, error reports. These will be your daily management tools.
🔍 Review Past Compliance Issues
If your institution has had compliance surveys or audits, review them to understand what the VA scrutinizes and how to avoid future issues.
Week 4: Your First Certification
By week 4, you should have Enrollment Manager access and be ready to process your first certification. Start with a straightforward case—a full-time undergraduate Chapter 33 student with no complications.
Step-by-Step: Your First Certification
Collect Required Documents
- ☑️ Student's Certificate of Eligibility (COE)
- ☑️ Current class schedule
- ☑️ Certification request form (if you use one)
- ☑️ Transfer credit evaluation (if applicable)
Verify Eligibility
Check the COE for:
- • Student name matches enrollment records
- • Benefit chapter and eligibility percentage
- • Remaining entitlement (months)
- • Benefit expiration date (delimiting date)
Calculate Training Time
Formula:
Training Time = (Student's Credits ÷ Full-Time Credits) × 100
Example: 12 credits ÷ 12 FT = 100%
Chapter 33: Round to nearest 10% (95% becomes 100%, 94% becomes 90%)
Other chapters: Report exact percentage
Verify Program Applicability
Confirm all courses count toward the student's degree:
- • Check degree audit or consult with advisor
- • Ensure courses aren't repeats (beyond institutional policy)
- • Verify developmental courses don't exceed one per subject area
Enter Certification in Enrollment Manager
Key fields to complete:
- • Student identification (SSN, name, DOB)
- • Term dates (use official academic calendar)
- • Training time percentage
- • Tuition and fees (mandatory fees only)
- • Course details (number, title, credits)
- • Notes documenting special circumstances
Review and Submit
Before hitting submit:
- • Run Enrollment Manager validation check
- • Verify all dates and numbers are correct
- • Double-check training time calculation
- • Review for typos in student information
- • Save confirmation number after submission
Document and Notify
- • Save all documents to student's file
- • Note confirmation number and submission date
- • Email student confirming certification submitted
- • Update your tracking spreadsheet
🎉 Congratulations!
You've completed your first certification! The next ones will feel progressively easier. Don't be discouraged if it took an hour or more—with practice, you'll get it down to 15-20 minutes per certification.
Common Beginner Mistakes (And How to Avoid Them)
❌ Mistake #1: Using Wrong Full-Time Definition
The Error: Assuming 12 credits = full-time for everyone
The Reality: Graduate students often have different full-time thresholds (typically 9 credits). Some programs have unique definitions. Always verify with your registrar.
How to Avoid:
Create a reference sheet listing full-time definitions for undergraduate, graduate, and any special programs. Keep it visible while certifying.
⚠️ Mistake #2: Certifying Non-Applicable Courses
The Error: Assuming all courses a student takes count toward VA benefits
The Reality: Only courses required for or applicable to the student's approved program count. Electives beyond program requirements, courses for fun, or excessive repeats don't qualify.
How to Avoid:
Always review the degree audit before certifying. When in doubt, consult with an academic advisor to confirm course applicability.
🔄 Mistake #3: Forgetting to Submit Amendments
The Error: Student drops a course but you don't report it to the VA
The Reality: Federal law requires you to report enrollment changes within 30 days. Failure to do so creates overpayment debt for the student.
How to Avoid:
Set up weekly checks of your VA students' enrollment status. Create a calendar reminder to review for drops, adds, and withdrawals every Monday morning.
📊 Mistake #4: Poor Documentation
The Error: Not keeping detailed records of certifications and communications
The Reality: VA compliance surveys can happen at any time. You need a complete audit trail showing what you certified, when, and why.
How to Avoid:
Create a filing system from day one. Use Enrollment Manager notes field extensively. Keep copies of all COEs, schedules, and correspondence. Maintain for 3 years.
Essential Resources for New VASCOs
📚 Official VA Resources
- • Enrollment Manager Training: Online modules provided by your ELR
- • School Certifying Official Handbook: Comprehensive VA guide
- • WEAMS: Database of approved programs and courses
- • VA Education Call Center: 1-888-442-4551 (for questions)
- • GI Bill Comparison Tool: Student resource you should know about
🤝 Professional Networks
- • NAVSCO (navsco.org): National association for VASCOs
- • Regional NAVSCO Chapters: Local networking opportunities
- • NASVCO Conference: Annual training event (highly recommended!)
- • State VASCO Groups: Many states have email lists/meetings
- • LinkedIn Groups: Search for "VA School Certifying Officials"
💡 Free VASCO Assistant Resources
Calculators:
- • Training Time Calculator
- • Eligibility Calculator
- • Credit Hour Converter
Templates:
- • Certification Checklist
- • Email Templates
- • Compliance Tracker
Your 30-60-90 Day Goals
30 Days: Foundation Building
- ✓ Enrollment Manager access granted and working
- ✓ Processed at least 5 certifications with supervision
- ✓ Met with all key campus partners
- ✓ Created or updated student filing system
- ✓ Understand the basics of all benefit chapters
- ✓ Know how to contact your ELR when you need help
60 Days: Growing Confidence
- ✓ Processing certifications independently
- ✓ Submitted your first amendment successfully
- ✓ Handled a complex case (VR&E, Yellow Ribbon, or non-standard term)
- ✓ Established regular communication with VA students
- ✓ Created tracking systems for deadlines and amendments
- ✓ Joined NAVSCO or a regional VASCO group
90 Days: Full Operation
- ✓ Managing full caseload without supervision
- ✓ Proactively identifying and resolving issues
- ✓ Training others (work-study students, backup staff)
- ✓ Improving processes and documentation
- ✓ Building relationships with students and earning their trust
- ✓ Feeling confident in your VASCO identity!
Final Advice from Experienced VASCOs
"Don't be afraid to ask questions. The VA Regional Office staff are genuinely helpful, and fellow VASCOs are incredibly generous with their knowledge. Nobody expects you to know everything on day one."
"Document everything from the beginning. Future-you will thank present-you when a compliance survey comes in or when you need to reconstruct what happened with a student six months ago."
"Remember: you're not just processing paperwork. You're helping veterans and their families access education benefits they've earned through service. That mission makes the challenging days worthwhile."
"Join NAVSCO as soon as possible and attend the annual conference. You'll learn more in three days there than you could learn in six months on your own. Plus, the network you build is invaluable."
You've Got This! 💪
Being a VASCO is challenging, rewarding, and incredibly important work. Yes, the first few months will feel overwhelming at times. That's completely normal. Every experienced VASCO went through the same learning curve.
Take it one day at a time, ask for help when you need it, and remember why you're doing this: to serve those who served.
Continue Your Learning
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