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Topics in VA Educational Programs

Topics in VA Educational Programs. Audits Process Improvement Update on Veterans Administration Issues Loretta Chrzan-Williams Director, Student Accounts Monroe Community College. About Monroe Community College . Located in Rochester, New York Enrollment for FY 2012 14,800 FTE

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Topics in VA Educational Programs

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  1. Topics in VA Educational Programs • Audits • Process Improvement • Update on Veterans Administration Issues Loretta Chrzan-Williams Director, Student Accounts Monroe Community College

  2. About Monroe Community College • Located in Rochester, New York • Enrollment for FY 2012 • 14,800 FTE • 35,219 unduplicated headcount

  3. Veteran Population Fall 2012 762 up 22% from Fall 2011 Spring 2013 818 up 6% from Spring 2012

  4. How did a nice girl like me get stuck with VA Certification? • VA Certification was handled by our Vets Office – located within Counseling Center • VA Audit in May 2011 revealed error rate over 60% • Certification was then reassigned to Student Accounts Office

  5. Major Audit Findings Failure to report registration status changes within 30 day limit Failure to properly report remedial and distance learning hours Non-allowable fees certified Erroneous reporting of start/end dates (mini-terms)

  6. Our Challenge • Create cross-functional team to review roles • Create new Technical Assistant position in SAO to handle VA Certification • Create new Coordinator position for Veterans Services housed within Counseling Center

  7. Our challenge, continued… • Develop electronic process to track Vets from intake to certification in VA Once • Develop reports to track all registration activity for students flagged as Vets

  8. Our process • Veterans intake through Vets Office within Counseling Center • Documents scanned into Imaging system • SCO accesses Imaging files and processes incoming certifications • Standing reports run regularly to extract registration changes • VA Once is updated with changes weekly/as needed

  9. News you can use • Annual audits by VA if Vet population > 300 • Updated School Certifying Office Handbook to be released shortly • Issues with Debt Collection Letters/Treasury Offset are being addressed • Improvement in backlog at VA • Uploading data into VA Once will likely not happen any time soon

  10. Questions? Contact information: Loretta Chrzan-Williams lchrzanwilliams@monroecc.edu 585-292-2288 Thank you for attending !

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