VASCO Assistant - VA School Certifying Officials Software

End-of-Term Checklist for VA Students

Term:

Term End Date:

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 students
Review pending amendments: Ensure all mid-term changes have been submitted
Identify at-risk students: Review academic standing reports, contact students on probation
Send end-of-term reminders: Email students about grade reporting, withdrawal deadlines, and next-term planning
Coordinate with faculty: Remind instructors of VA grade reporting requirements, especially for incomplete grades
Note 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 week
Contact students with incompletes: Verify incomplete grades are legitimate, document circumstances
Prepare for grade release: Set calendar reminders for official grade posting date
Review 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 posting
Identify reportable grade issues: Flag all W (withdrawals), F (failing), I (incomplete), and punitive grades
Check for all-failing grades: Contact students who received all F/W grades - potential mitigating circumstances
Review academic probation status: Note students placed on probation or suspension
Compare 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 attendance
Report failing grades: Submit amendments for all F grades, note if part of all-failing pattern
Document incomplete grades: Note incomplete grades in Enrollment Manager, set follow-up date for resolution
Update training time if needed: Recalculate if grade changes affect completed credit hours
Save 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 degrees
Submit graduation amendments: Report actual graduation date to VA within 30 days
Send 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 debt
Academic probation notice: Inform students on probation of impact on VA benefits eligibility
Next-term reminder: Send certification request deadlines for upcoming term
Summer 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 term
Check registration holds: Ensure probation students can register if eligible
Update certification deadlines: Post next term's certification request deadline prominently
Schedule advising appointments: Offer drop-in hours or appointments for benefit planning
Prepare 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 chapter
Update tracking spreadsheets: Complete compliance tracker, deadline log, amendment records
Archive term documentation: File all certification records, correspondence, and reports
Review Enrollment Manager for errors: Check for any outstanding error messages or returned certifications
Submit institutional reports: Provide VA student data to administration if required
Process 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 VA
Students notified of their grade reports and any actions needed
Documentation archived and organized
Next term preparation begun

Notes & Follow-Up Items

Completed By:

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.
Deadline calculatorEnter the grade posting date to automatically calculate your 30-day amendment deadline.
Print with your dataClick the print button to create a PDF with all your completed items and notes included.

Automate End-of-Term Processing

VASCO Pro Software automatically flags students with W/F/I grades, calculates amendment deadlines, generates grade reports, and reminds you of all end-of-term tasks. Turn weeks of work into days.

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End-of-Term Checklist