VASCO Assistant - VA School Certifying Officials Software

VA Certification Checklist

Student Name:

Term:

1. Student Information Verification

0/4

Verify student identity - Confirm name, SSN, and date of birth match Certificate of Eligibility (COE)
Review Certificate of Eligibility - Check benefit type (Ch 33, 30, 31, 35, 1606), eligibility dates, and entitlement remaining
Confirm program approval - Verify student's program is VA-approved in WEAMS database
Check prior credit evaluation - Verify transfer credits have been evaluated and applied to student's program

2. Enrollment Details

0/5

Verify enrollment dates - Confirm term start date, end date, and student's actual enrollment date
Count credit hours - Calculate total credits enrolled (including labs, independent study, internships)
Verify courses apply to program - Confirm all courses count toward degree/certificate requirements
Check course modality - Document in-person, online, or hybrid delivery for each course
Identify nonstandard terms - Flag accelerated, compressed, or self-paced courses requiring special handling

3. Training Time Calculation

0/4

Determine full-time threshold - Verify your institution's full-time definition for undergraduate/graduate students
Calculate training time percentage - Use formula: (Student Credits / Full-Time Credits) x 100
Apply rounding rules - Round to nearest 10% for Ch 33, exact percentage for other chapters
Handle clock hour conversions - Convert clock hours to credit hours if applicable (typically 30 clock hours = 1 credit)

4. Enrollment Manager Data Entry

0/5

Enter student information accurately - Double-check SSN, name spelling, and date of birth
Select correct term dates - Use official academic calendar dates, not student's add/drop dates
Enter tuition and fees - Include only VA-approved mandatory fees; exclude optional charges
Document course details - Enter course numbers, titles, credits, and delivery method for each course
Apply Yellow Ribbon if applicable - Confirm Yellow Ribbon agreement and enter correct amount

5. Pre-Submission Review

0/4

Run validation checks - Use Enrollment Manager built-in validation to catch errors before submission
Compare to previous certifications - Review student's prior enrollments for consistency
Verify deadline compliance - Confirm certification will be submitted within required 30-day window
Have second person review - Ask colleague to verify key data points for complex certifications

6. Post-Submission

0/5

Save confirmation number - Record Enrollment Manager submission confirmation in student file
Document certification date - Note submission date in institutional records or tracking system
Notify student - Inform student that certification has been submitted to VA
Monitor for errors - Check Enrollment Manager for error messages or return notifications within 5-7 business days
Set reminder for changes - Calendar midterm/end-of-term dates to submit amendments if needed

7. Special Circumstances (If Applicable)

0/5

VR&E students (Ch 31) - Verify courses have been pre-approved by Vocational Rehabilitation Counselor
Study abroad programs - Confirm program approval in WEAMS and proper reporting procedures
Thesis/dissertation credits - Apply appropriate training time rules for research-only enrollments
License/certification programs - Verify non-degree program is VA-approved for student's benefit chapter
Cooperative education - Document work phase vs. academic phase and certify appropriately

Notes & Observations

Document special circumstances, questions for the VA, or follow-up actions needed:

Certified By (Print Name):

Date:

How to Use This Interactive Checklist

Automatic savingYour progress is automatically saved to your browser. Return anytime to continue where you left off.
Track progressWatch the progress bar at the top to see your completion percentage in real-time.
Check boxes as you complete each stepDo not skip steps. Each item addresses a common certification error that could result in overpayment or debt.
Print with your dataClick the print button to create a PDF with all your completed items and notes included.

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VA Certification Checklist

VA Certification Checklist

1. Student Information Verification

2. Enrollment Details

3. Training Time Calculation

4. Enrollment Manager Data Entry

5. Pre-Submission Review

6. Post-Submission

7. Special Circumstances (If Applicable)

Notes & Observations

How to Use This Interactive Checklist

Related Resources

Training Time Calculator

Training Time Best Practices

Chapter 33 Guide

Tired of Manual Checklists?