VASCO Assistant - VA School Certifying Officials Software

📅 End-of-Term Timeline

Week Before Finals:Verify student enrollment status, identify at-risk students

Finals Week:Monitor for withdrawals, contact students with incomplete grades

Grade Post Week:Review all final grades, submit amendments, prepare reports

Within 30 Days:ALL grade-related amendments must be submitted to VA

Grade Posting Date:

1. Pre-Finals Week Preparation

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Generate student list: Pull current enrollment report for all VA studentsReview pending amendments: Ensure all mid-term changes have been submittedIdentify at-risk students: Review academic standing reports, contact students on probationSend end-of-term reminders: Email students about grade reporting, withdrawal deadlines, and next-term planningCoordinate with faculty: Remind instructors of VA grade reporting requirements, especially for incomplete gradesNote graduation candidates: Identify students expected to complete their program this term

2. During Finals Week

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Monitor last-minute withdrawals: Check daily for students dropping courses during finals weekContact students with incompletes: Verify incomplete grades are legitimate, document circumstancesPrepare for grade release: Set calendar reminders for official grade posting dateReview next-term enrollment: Begin processing certification requests for upcoming term

3. Grade Review & Verification

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Pull official transcripts: Obtain grade reports for all VA students within 1 week of postingIdentify reportable grade issues: Flag all W (withdrawals), F (failing), I (incomplete), and punitive gradesCheck for all-failing grades: Contact students who received all F/W grades - potential mitigating circumstancesReview academic probation status: Note students placed on probation or suspensionCompare to original certification: Verify grades match enrolled courses and credit hours

4. Critical: Amendment Submission (30-Day Deadline)

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Federal law requires amendments within 30 days of grade posting. Missing this deadline creates compliance issues and potential penalties.

Submit withdrawal amendments: Report all W grades with accurate last date of attendanceReport failing grades: Submit amendments for all F grades, note if part of all-failing patternDocument incomplete grades: Note incomplete grades in Enrollment Manager, set follow-up date for resolutionUpdate training time if needed: Recalculate if grade changes affect completed credit hoursSave submission confirmations: Document all amendment confirmation numbers and dates

5. Graduation Processing

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Verify degree conferral: Confirm students who completed all program requirements received their degreesSubmit graduation amendments: Report actual graduation date to VA within 30 daysSend congratulations communication: Email graduates with info about remaining benefits (if any)Close student files: Archive completed student records per 3-year retention requirement

6. Student Communication

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Grade notification: Email students about grades reported to VA (especially W/F/I grades)Overpayment warnings: Alert students whose grades may result in VA overpayment debtAcademic probation notice: Inform students on probation of impact on VA benefits eligibilityNext-term reminder: Send certification request deadlines for upcoming termSummer session info: Provide information about summer term certification process and deadlines

7. Next Term Preparation

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Review continuing students: Identify which students will return next termCheck registration holds: Ensure probation students can register if eligibleUpdate certification deadlines: Post next term's certification request deadline prominentlySchedule advising appointments: Offer drop-in hours or appointments for benefit planningPrepare new student materials: Update intake forms, orientation materials for incoming VA students

8. Administrative & Reporting Tasks

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Generate term statistics: Create report of certifications, amendments, student count by chapterUpdate tracking spreadsheets: Complete compliance tracker, deadline log, amendment recordsArchive term documentation: File all certification records, correspondence, and reportsReview Enrollment Manager for errors: Check for any outstanding error messages or returned certificationsSubmit institutional reports: Provide VA student data to administration if requiredProcess improvement review: Note what worked well and what could be improved for next term

✅ Final Verification

Before closing out the term, confirm these critical items are complete:

All grade-related amendments submitted (within 30 days)All graduation dates reported to VAStudents notified of their grade reports and any actions neededDocumentation archived and organizedNext term preparation begun

End-of-Term Checklist

End-of-Term Checklist for VA Students

📅 End-of-Term Timeline

1. Pre-Finals Week Preparation

2. During Finals Week

3. Grade Review & Verification

4. Critical: Amendment Submission (30-Day Deadline)

5. Graduation Processing

6. Student Communication

7. Next Term Preparation

8. Administrative & Reporting Tasks

✅ Final Verification

Notes & Follow-Up Items

💡 How to Use This Interactive Checklist

Related Resources

Compliance Tracker

Email Templates

Avoiding Overpayment

Automate End-of-Term Processing