Enrollment Manager Updates (February 2024)

System Update Needed

Release Description

Students’ birth dates appeared as the default date of 01/01/1900.

The actual birth dates for approximately half of the students with a 01/01/1900 have been corrected to their actual birth date. Additional work is ongoing to populate additional student date of birth information.

System Update Needed

Release Description

When users would enter a new enrollment under one benefit and switch to another benefit, they were not able to amend the initial enrollment using the old benefit and submit other enrollments with the new benefit and would receive an error.

Users are now able to enter a new enrollment under one benefit and switch to another benefit and then amend the initial enrollment using the old benefit and submit other enrollments with the new benefit without generating an error.

When users would add an amendment to dates or tuition and fees, the auto-generated remark on the amendment would indicate the date the amendment was being submitted, not the date on which the original was submitted.

When users add an amendment to dates or tuition and fees, the auto-generated remark on the amendment now correctly indicates the date the original enrollment was submitted.

For Flight Training, users would mistakenly select "Enter number of hours" in the "Prior training time" dropdown, it required the user to enter hours and would not allow them to go back and choose a different option such as "None."

Users now have the ability to select a different option in the "prior training time" dropdown if the incorrect selection was made earlier when adding a flight enrollment.

When users selected any filters such as facility, status, or program on the Enrollments tab, they did not work.

Users can now utilize the filters on the Enrollments tab.

Users were incorrectly able to submit graduation terminations with a future amendment effective date.

Users can no longer submit graduation terminations with a future amendment effective date. An error message "The amendment effective date cannot be a future date" is now generated for the user.

The “Programs” dropdown in Enrollment Manager was not displaying all available programs at a facility.

The Programs dropdown in Enrollment Manager now displays a list of all available programs at a facility regardless of training type selected by user.

Enrollment Manager was not saving or displaying the VA file number that was entered when creating a CH35 enrollment on the print page when that enrollment or amendment was submitted.

Enrollment Manager now saves and displays the VA file number that was entered when creating a CH35 enrollment on the print page when that enrollment or amendment is submitted.

Enrollment Manager did not allow users to enter and save VR&E counselor emails that contained apostrophes.

Enrollment Manager now allows users to enter and save VR&E counselor emails that contain apostrophes.

Release Description

When entering a CH35 benefit for the student the user must now also include the qualifying Veteran's first name and last name (suffix is an optional field). Note: The user is not required to add the qualifying Veteran’s name to any students already added as a CH35 beneficiary.

Users will now have a confirmation field for the social security number to ensure that the number was entered correctly. The second SSN field is validated against the first entry when creating and adding new students.

The term "Current Benefit" on the Benefits tab of Enrollment Manager has been updated to “Last Benefit Paid.

The term "Pending Benefit" on the Benefits tab of Enrollment Manager has been updated to “Benefit student wants to use.

When users submit an enrollment under a new benefit type, once the enrollment is processed or acceptance is given by the external system, the new benefit type will be listed as the Last Benefit Paid in Enrollment Manager.

System Update Needed

Release Description

When users would add a student to a school, the success banner displayed all schools the student had ever been associated with.

When users add a student to a school, the success banner now only displays that school.

Users did not have the ability to update benefit type for CH35 students when they have exhausted one source of entitlement or are switching between multiple sources.

Users can now update benefit type for CH35 students when they have exhausted one source of entitlement or are switching between multiple sources on the benefits tab by selecting the “Edit” button.

Users could not view enrollment term dates listed in chronological order (order of oldest to most recent by begin dates) on 22-1999 print PDFs when different enrollments are submitted on the same day for a claimant.

Users can now view enrollment term dates listed in chronological order (order of oldest to most recent by begin dates) on 22-1999 print PDFs when different enrollments are submitted on the same day for a claimant.

Users could not view draft or submitted enrollments listed in order of most recent begin dates to the oldest on the enrollments tab.

Users can now view draft or submitted enrollments listed in order of most recent begin dates to the oldest on the enrollments tab.

When a user exported a student list on the “Search My Student” page to a CSV file, the file included all the schools the students have been certified by, not just the current school, making the list ineffective for the compliance surveys.

Users can now export a student list on the Search My Student page in Enrollment Manager to a CSV file and see details based on the school selected.&nbsp

Users could edit students' contact information fields for students that already exist on file.

Users can no longer edit the students' contact information fields – which include address, date of birth, email and phone number – when values exist on file. Users can add these fields only if the student does not exist on file.

When a student’s current or pending benefit was CH35, there was no option to select CH35 on the "update benefit type" dropdown, causing delays in enrollments.

Users are now able to update their benefit type from one CH35 benefit to another by selecting the "update benefit type" dropdown on the benefits tab.

When submitting guest student enrollments and the parent and guest campuses had the same name, the submit button was disabled and a "Valid Parent Facility is required" error was displayed, causing delays in enrollment submission.

Users are now able to submit guest student enrollments at guest campuses with the same name as the parent facility given the facility IDs are different.

Users were unable to print amendments when another amendment was in progress.

Users are now able to print amendments when another amendment is in progress.

Users were able to edit students' name fields once they exist in Claimant service.

Users are no longer able to edit students' name fields once they exist in Claimant service.

The awards table incorrectly displayed the awards status of non-CH33 students as either past, current, or future on the benefits tab.

The awards table now correctly displays the awards status of non-CH33 students as either past, current, or future on the benefits tab.

The OJT/APP monthly certification print PDF was displaying the "Electronically received by VA" date as “N/A.”

The OJT/APP monthly certification print PDF now displays "Electronically received by VA" date as the date file was sent to ECAP for processing.

The “Credits and tuition” section of the "Add enrollment" page did not display a validation message when resident and online credit fields were null/blank.

The “Credits and tuition” section of the "Add enrollment" page now displays the validation message “The sum of the residence and online credit fields must be greater than zero” in red text when resident and online credit fields are null/blank.

Duplicate enrollment records were being sent to Electronic Certification Automated Processing (ECAP) for OJT/APP claims.

Duplicate enrollment records are no longer being sent to Electronic Certification Automated Processing (ECAP) for OJT/APP claims.

Hours were being doubled for flight monthly certifications that were processed by SCO Assistants.

Hours are no longer being doubled for flight monthly certifications that were processed by SCO Assistants.

The “Mitigating Circumstances” dropdown was displaying the extra option "Unknown or unsupported mitigating circumstances" when doing an amendment.

The “Mitigating Circumstances” dropdown no longer displays the extra option "Unknown or unsupported mitigating circumstances" when doing an amendment.

This release implemented a timeout warning in Enrollment Manager. Users will now receive an inactivity warning message two minutes prior to their session expiring in Enrollment Manager. This warning message gives users the option to “stay logged in” and extend their session before being logged out.

System Update Needed

Release Description

Users of Enrollment Manager were unable to submit amendments for term dates that start in the future.

Users of Enrollment Manager are now able to submit amendments for term dates that start in the future.

When users updated their student's benefit type, they were able to save without any warning regarding past or future enrollments.

Users can now see the following text when making changes to their student's benefit type: "Changing the Benefit Type updates your student's active Benefit Type for enrollments submitted in the future. It does not update past submissions.

When users selected the discard edits button on an OJT enrollment it cleared the hours, but the pop-up modal with the options to “cancel or discard and close” did not appear as it does for the IHL/NCD enrollment.

Users can now select the discard edits button on a new OJT, IHL or NCD enrollment with the pop-up modal appearing with the option to “Cancel” or “Discard and close.” If the user selects the "Discard and close" button, the values on the page are cleared and the user is navigated to the student's profile on the enrollments tab.

When users entered a custom remark similar to a VBA remark, no warning message was displayed, and they were able to save the custom remark.

Users are no longer able to enter a custom remark with similar verbiage to a VBA remark without receiving the warning message: “This looks similar to the VBA Remark ‘Student Called to Active Duty.’ If this fits your needs, please select the VBA Remark instead and remove this Custom Remark.”

When users clicked on “Resources for Schools page,” “Education Liaison Representatives” or the VA U.S. Department of Veterans Affairs logo the hyperlinks would redirect the page instead of opening in a new browser tab or window.

Users can now click on the following hyperlinks: “Resources for Schools page,” “Education Liaison Representatives” or the VA U.S. Department of Veterans Affairs logo, and the resulting external pages will automatically open in a new window. 

When users viewed enrollments for flight students the oldest monthly certification was listed at the top and the most recent monthly certification was listed at the bottom.

Users can now see the most recent monthly certification listed at the top and the oldest listed at the bottom of a student’s Enrollments tab when that student has multiple flight certifications for a given flight enrollment.

When CH31 students were enrolled in two facilities concurrently the system would override the enrollment and replace one course with another forcing an incorrect rate of pursuit and subsistence allowance.

Users are now able to enroll a CH31 student concurrently at multiple facilities.

When users saved the current monthly certification as a draft, they were able to submit certifications for a future month without an error.

Users are no longer able to submit OJT/APP monthly certifications with dates in the future month and will receive an error submitting a month that has not happened yet. Users are now only able to save certs as a draft if prior to the first day of the next month.

Student information displayed out of order, displaying as First Name, Middle Name, Last Name.

Users can now see their student's information displayed in the order of Last Name, First Name, Middle Name. 

Users were able to submit less than half-time enrollments for CH30 and CH35 students without entering tuition and fees.

Users can now see the tuition and fees fields as required when submitting enrollments for schools that operate on quarter hours when training time is less than half time for CH30 or CH35 students.

When users updated the Bio Information Screen, the suffix dropdown displayed in no particular order.

Users can now see the suffix dropdown of the bio-info screen displayed in the following order:

1) Select One

2) Jr.

3) Sr.

4) II

5) III

6) IV

7) Other

When the user selects "Other” a textbox appears allowing the user to enter their own suffix value.

When users at VET TEC facilities tried to add multiple enrollments, they filled out all information but were unable to submit the enrollment and received no error message.

Users now see an error message "VET TEC facilities cannot utilize the multiple enrollment feature; each enrollment must be submitted individually” when attempting to add multiple enrollments a VET TEC facility. 

When users entered a reduction in total hours, an error message generated "Hours changed between online and residence courses" displaying the wrong error message.

Users now receive the appropriate error message when there is a reduction or increase in the total number of credit hours when submitting an amendment.

When users selected the facility dropdown, it listed all schools the student was associated with regardless of the facilities association.

Users now only see facilities they are associated with that the student has also been enrolled at when selecting the facility dropdown on the enrollments tab.

When users added enrollments, they were able to add them for any students regardless of association to their facility. Once all fields were entered the submit enrollment button was disabled, preventing submission.

Users now have the add enrollment button enabled for students associated to their facility and can only add enrollments for those associated students.

When users submitted flight enrollments and entered zero values in the hour fields, the field validations would not clear when attempting to update the hour values. The submit button was disabled, preventing submission.

Users now have the ability to submit flight enrollments when any of the hour values are updated to a value greater than zero. 

When users tried submitting flight certifications against amendments with a change in hours, an error message was generated, preventing submission.

Users now have the ability to submit monthly flight certifications against a flight amendment with a change in hours.

When users documented notes the character limit on the notes field was 125 characters, preventing users from entering detailed notes.

Users now have the ability to enter 1,024 characters in all the notes fields when submitting enrollments and amendments. 

When users tried submitting flight certifications against amendments with an increase in hours, an error message was generated stating “the cumulative hours exceeded the value of the original enrollment” preventing submission.

Users now have the ability to submit monthly flight certifications against a flight amendment with a change in hours. 

When users submitted monthly flight certifications for skipped months with zero hours or terminations with zero hours, these certifications were processed in ECAP as enrollments, duplicating the original certifications.

Users can now submit monthly flight certifications for skipped months with zero hours and these certifications will be processed.

When users tried to submit enrollments for students at foreign schools, an error message "Error! This enrollment should not have a custom remark" was generated, blocking submission.

Users can now submit enrollments for students at foreign schools successfully with the auto-generated remark "Tuition and Fees is in foreign currency" on the enrollment details page. 

When users wanted to select dual simulator as a category only full flight simulator was displayed.

Users can now select dual simulator as a category when adding flight enrollments.

When users filtered to submitted status, a space was missing between Dual, Dual simulator, Solo and Ground hours.

Users can now see adequate spacing between Dual, Dual simulator, Solo and Ground hours labels when adding flight enrollments.

When users entered multiple enrollments in two enrollment lines without deleting the third enrollment line, users were unable to submit the enrollment.

Users can now enter two enrollments when adding multiple enrollments without having to delete the third enrollment line. 

When users added enrollments using unnamed pre-set terms, the begin and end dates auto populated on the enrollment defaulting to the first unnamed preset on the preset enrollment list.

Users can now add new enrollments using pre-set terms and the begin and end dates that auto populate on the enrollment match the pre-set selected terms.

Users were able to submit a future Amendment Effective Date for graduation termination.

Users can no longer submit graduation terminations with a future Amendment Effective Date and receive an error message "The amendment effective date cannot be a future date" is generated for the user.

When users selected the discard draft button, the pop-up modal will display a warning message "There is flight certification data in this form" regardless of it being IHL enrollment or amendment data.

Users at IHL facilities are now able to view the appropriate message on the pop-up modal that is displayed when they select the discard draft button of a draft amendment or enrollment.

When an enrollment with multiple terms was submitted, the resulting print form 22-1999 did not display the student's SSN.

Users are now able to view students' SSN on the enrollment print forms when multiple enrollments are submitted at once.

Users were unable to change OJT program to Apprenticeship.

Users are now able to update the program name for OJT/APP training type with the correct program names as required.

User was unable to terminate a future flight enrollment that was submitted erroneously.

Users are now able to terminate flight enrollments submitted erroneously by terminating the certification and the user gets an error message "Please add at least one line item for Flight Instruction" when no flight instruction has been added to the certification. The user is then unable to submit that certification until the flight instruction has been added.

When users tried submitting multiple enrollments by manually entering data in each row and not using pre-sets, the submit button was disabled.

Users are now able to submit multiple enrollments at once without using pre-set enrollments.

Users were only able to submit amendments when enrollments were in submitted or processed status and would generate an error when the enrollment was in VA review status.

Users are now able to submit flight amendments successfully against flight enrollments with the status of the enrollment as VA review.

The STEM checkbox was not displayed when student was CH33 and IHL or NCD.

Users are now able to select the STEM checkbox for a CH33 IHL or NCD student when adding such student to an additional school or program.

When users submitted an amendment, only the amendment information was displayed on the resulting print PDF.

Users are now able to see the original enrollment information displayed on a 22-1999 amendment print PDF.

Training time (TT) was displayed on the print PDFs for CH33 enrollments.

Users are now able to view all enrollment print PDFs (22-1999) and see that TT for non-33 and FTE (full-time equivalent) for CH-33 is in the correct/same position on each document.

When a print PDF had two different remarks, there was no spacing between them. 

There is now visible spacing between auto-generated remark and VBA remark on an enrollment print PDF.

A user could input duplicate rates for the same training period, resulting in payouts based on total submitted charges for the enrollment.

The system no longer allows for duplicate rates to be saved for the same training periods. Upon clicking Save for duplicate rates an error message is displayed: “Please update the hours as the rate already exists for this training period."

The default order of sorting names when searching for a student was names in uppercase letters were listed first.

The search result of a student list in Enrollment Manager is now sorted in ascending order of last name and then first name.

The text inside the Add multiple enrollments box did not fit.

The label "Add multiple enrollments" now properly fits into the text button on the enrollments tab.

The Yellow Ribbon and Tuition and Fees field accepted values in 1 decimal place.

The Yellow Ribbon and Tuition and Fees field now accept values in 2 decimal places.

When users entered a zero value for CH30 and CH35 students with training time less than half time, an error message "Tuition and Fees required" was generated.

The Tuition and Fees amount field now accepts a zero value for CH30 and CH35 students with training time less than half time.

When a SCO Assistant submitted a monthly flight certification for review, the SCO had to open the “View details" page to see all details and to see the full flight simulator category displayed.

Users can now view monthly flight certifications submitted by an SCO Assistant for review and see the full flight simulator or flight training device category displayed on the page.

Users could approve flight certifications that were submitted by an SCO Assistant in any order.

Users of Enrollment Manager are now only able to submit monthly flight certifications that have been submitted for review by an SCO Assistant in ascending order of months.

When users submitted OJT monthly certifications where the RPO values were unknown, the enrollments were not submitted properly or processed by VA. 

OJT monthly certifications with unknown RPO values are now being routed to RPO 351 so that it can be properly processed.

Users were able to input phone number entries that were too short to be considered valid and the fields appeared black on the bio info page.

Enrollment Manager now allows phone numbers with a minimum of 10 characters and a maximum of 20 characters.

Withdrawn campuses were displayed in the parent facility dropdown when users were adding guest students to their school.

Enrollment Manager no longer displays withdrawn facilities in the parent facility dropdown when users are adding guest students to their schools.

Users now have the ability to see the "Add custom remarks" button displayed at all times when the following VBA remarks are selected: “Incarcerated Student, Dual Degree Program, Tuition and Fees is in foreign currency, or Compliance Survey.”

Users now have the ability to see the Objective type, Program name, Benefit type and Enrollment ID on the View Details page without going to the print page.

Users now have the ability to see the Objective type where applicable, Program name and Benefit Type when adding an enrollment on the enrollments tab.

Users now have the ability to see the benefit type under which enrollments and amendments were submitted on the enrollment cards.

Users now get a warning message "VET TEC Programs must be more than 6 weeks in length" when submitting VET TEC enrollments with enrollment duration less than 36 days. The warning message does not prevent enrollment submission.

VA Education Benefits Chatbot can now respond to users regarding inquiries about changing a program, they know how to change or update a student's program.

The VA Education Benefits Chatbot can now respond to inquiries around EM User Guide Assistant Access, so that SCO assistants can be added.

Chatbot Billie can now answer questions about changes to Enrollment Manager Remarks and provide additional information to VA if a SCO believes a custom remark is necessary.

Authorized users of Enrollment Manager now have the ability to export their student list into a CSV file.

The following VBA remarks in Enrollment Manager:

• This student is receiving Tuition Assistance Top-Up. Tuition and Fees is the remaining out of pocket expenses
• Remedial Training Course(s) taken. Applies to CH35 and VR&E students only

Have now been updated to:

• Student is using Ch30 Tuition Assistance Top-Up. Reported T&F is the remaining out of pocket expenses
• Remedial Training Course(s) taken. Required for VR&E students only

These updates were done to indicate that tuition assistance top-up applies to only CH30 students while remedial training now applies to VR&E students only due to a policy change. Additionally, users can now see the new VBA remark "Correcting previously terminated enrollment. Notice of Change in Student Status(s) to follow." Applying this remark will offramp the enrollment for manual processing.

Users are now able to see awards information displayed for CH30/CH1606/CH35 students displayed on the benefits tab. The awards information displayed include: Begin date, end date, training type, training time, monthly rate, and award status.

When users updated their student's benefit type, they were able to save without any warning regarding past or future enrollments.

Users can now see the following text when making changes to their student's benefit type: "Changing the Benefit Type updates your student's active Benefit Type for enrollments submitted in the future. It does not update past submissions.

When users selected the discard edits button on an OJT enrollment it cleared the hours, but the pop-up modal with the options to “cancel or discard and close” did not appear as it does for the IHL/NCD enrollment.

Users can now select the discard edits button on a new OJT, IHL or NCD enrollment with the pop-up modal appearing with the option to “Cancel” or “Discard and close.” If the user selects the "Discard and close" button, the values on the page are cleared and the user is navigated to the student's profile on the enrollments tab.

When users entered a custom remark similar to a VBA remark, no warning message was displayed, and they were able to save the custom remark.

Users are no longer able to enter a custom remark with similar verbiage to a VBA remark without receiving the warning message: “This looks similar to the VBA Remark ‘Student Called to Active Duty.’ If this fits your needs, please select the VBA Remark instead and remove this Custom Remark.”

When users clicked on “Resources for Schools page,” “Education Liaison Representatives” or the VA U.S. Department of Veterans Affairs logo the hyperlinks would redirect the page instead of opening in a new browser tab or window.

Users can now click on the following hyperlinks: “Resources for Schools page,” “Education Liaison Representatives” or the VA U.S. Department of Veterans Affairs logo, and the resulting external pages will automatically open in a new window. 

When users viewed enrollments for flight students the oldest monthly certification was listed at the top and the most recent monthly certification was listed at the bottom.

Users can now see the most recent monthly certification listed at the top and the oldest listed at the bottom of a student’s Enrollments tab when that student has multiple flight certifications for a given flight enrollment.

When CH31 students were enrolled in two facilities concurrently the system would override the enrollment and replace one course with another forcing an incorrect rate of pursuit and subsistence allowance.

Users are now able to enroll a CH31 student concurrently at multiple facilities.

When users saved the current monthly certification as a draft, they were able to submit certifications for a future month without an error.

Users are no longer able to submit OJT/APP monthly certifications with dates in the future month and will receive an error submitting a month that has not happened yet. Users are now only able to save certs as a draft if prior to the first day of the next month.

Student information displayed out of order, displaying as First Name, Middle Name, Last Name.

Users can now see their student's information displayed in the order of Last Name, First Name, Middle Name. 

Users were able to submit less than half-time enrollments for CH30 and CH35 students without entering tuition and fees.

Users can now see the tuition and fees fields as required when submitting enrollments for schools that operate on quarter hours when training time is less than half time for CH30 or CH35 students.

When users updated the Bio Information Screen, the suffix dropdown displayed in no particular order.

Users can now see the suffix dropdown of the bio-info screen displayed in the following order:

1) Select One

2) Jr.

3) Sr.

4) II

5) III

6) IV

7) Other

When the user selects "Other” a textbox appears allowing the user to enter their own suffix value.

When users at VET TEC facilities tried to add multiple enrollments, they filled out all information but were unable to submit the enrollment and received no error message.

Users now see an error message "VET TEC facilities cannot utilize the multiple enrollment feature; each enrollment must be submitted individually” when attempting to add multiple enrollments a VET TEC facility. 

When users entered a reduction in total hours, an error message generated "Hours changed between online and residence courses" displaying the wrong error message.

Users now receive the appropriate error message when there is a reduction or increase in the total number of credit hours when submitting an amendment.

When users selected the facility dropdown, it listed all schools the student was associated with regardless of the facilities association.

Users now only see facilities they are associated with that the student has also been enrolled at when selecting the facility dropdown on the enrollments tab.

When users added enrollments, they were able to add them for any students regardless of association to their facility. Once all fields were entered the submit enrollment button was disabled, preventing submission.

Users now have the add enrollment button enabled for students associated to their facility and can only add enrollments for those associated students.

When users submitted flight enrollments and entered zero values in the hour fields, the field validations would not clear when attempting to update the hour values. The submit button was disabled, preventing submission.

Users now have the ability to submit flight enrollments when any of the hour values are updated to a value greater than zero. 

When users tried submitting flight certifications against amendments with a change in hours, an error message was generated, preventing submission.

Users now have the ability to submit monthly flight certifications against a flight amendment with a change in hours.

When users documented notes the character limit on the notes field was 125 characters, preventing users from entering detailed notes.

Users now have the ability to enter 1,024 characters in all the notes fields when submitting enrollments and amendments. 

When users tried submitting flight certifications against amendments with an increase in hours, an error message was generated stating “the cumulative hours exceeded the value of the original enrollment” preventing submission.

Users now have the ability to submit monthly flight certifications against a flight amendment with a change in hours. 

When users submitted monthly flight certifications for skipped months with zero hours or terminations with zero hours, these certifications were processed in ECAP as enrollments, duplicating the original certifications.

Users can now submit monthly flight certifications for skipped months with zero hours and these certifications will be processed.

When users tried to submit enrollments for students at foreign schools, an error message "Error! This enrollment should not have a custom remark" was generated, blocking submission.

Users can now submit enrollments for students at foreign schools successfully with the auto-generated remark "Tuition and Fees is in foreign currency" on the enrollment details page. 

When users wanted to select dual simulator as a category only full flight simulator was displayed.

Users can now select dual simulator as a category when adding flight enrollments.

When users filtered to submitted status, a space was missing between Dual, Dual simulator, Solo and Ground hours.

Users can now see adequate spacing between Dual, Dual simulator, Solo and Ground hours labels when adding flight enrollments.

When users entered multiple enrollments in two enrollment lines without deleting the third enrollment line, users were unable to submit the enrollment.

Users can now enter two enrollments when adding multiple enrollments without having to delete the third enrollment line. 

When users added enrollments using unnamed pre-set terms, the begin and end dates auto populated on the enrollment defaulting to the first unnamed preset on the preset enrollment list.

Users can now add new enrollments using pre-set terms and the begin and end dates that auto populate on the enrollment match the pre-set selected terms.

Users were able to submit a future Amendment Effective Date for graduation termination.

Users can no longer submit graduation terminations with a future Amendment Effective Date and receive an error message "The amendment effective date cannot be a future date" is generated for the user.

When users selected the discard draft button, the pop-up modal will display a warning message "There is flight certification data in this form" regardless of it being IHL enrollment or amendment data.

Users at IHL facilities are now able to view the appropriate message on the pop-up modal that is displayed when they select the discard draft button of a draft amendment or enrollment.

When an enrollment with multiple terms was submitted, the resulting print form 22-1999 did not display the student's SSN.

Users are now able to view students' SSN on the enrollment print forms when multiple enrollments are submitted at once.

Users were unable to change OJT program to Apprenticeship.

Users are now able to update the program name for OJT/APP training type with the correct program names as required.

User was unable to terminate a future flight enrollment that was submitted erroneously.

Users are now able to terminate flight enrollments submitted erroneously by terminating the certification and the user gets an error message "Please add at least one line item for Flight Instruction" when no flight instruction has been added to the certification. The user is then unable to submit that certification until the flight instruction has been added.

When users tried submitting multiple enrollments by manually entering data in each row and not using pre-sets, the submit button was disabled.

Users are now able to submit multiple enrollments at once without using pre-set enrollments.

Users were only able to submit amendments when enrollments were in submitted or processed status and would generate an error when the enrollment was in VA review status.

Users are now able to submit flight amendments successfully against flight enrollments with the status of the enrollment as VA review.

The STEM checkbox was not displayed when student was CH33 and IHL or NCD.

Users are now able to select the STEM checkbox for a CH33 IHL or NCD student when adding such student to an additional school or program.

When users submitted an amendment, only the amendment information was displayed on the resulting print PDF.

Users are now able to see the original enrollment information displayed on a 22-1999 amendment print PDF.

Training time (TT) was displayed on the print PDFs for CH33 enrollments.

Users are now able to view all enrollment print PDFs (22-1999) and see that TT for non-33 and FTE (full-time equivalent) for CH-33 is in the correct/same position on each document.

When a print PDF had two different remarks, there was no spacing between them. 

There is now visible spacing between auto-generated remark and VBA remark on an enrollment print PDF.

A user could input duplicate rates for the same training period, resulting in payouts based on total submitted charges for the enrollment.

The system no longer allows for duplicate rates to be saved for the same training periods. Upon clicking Save for duplicate rates an error message is displayed: “Please update the hours as the rate already exists for this training period."

The default order of sorting names when searching for a student was names in uppercase letters were listed first.

The search result of a student list in Enrollment Manager is now sorted in ascending order of last name and then first name.

The text inside the Add multiple enrollments box did not fit.

The label "Add multiple enrollments" now properly fits into the text button on the enrollments tab.

The Yellow Ribbon and Tuition and Fees field accepted values in 1 decimal place.

The Yellow Ribbon and Tuition and Fees field now accept values in 2 decimal places.

When users entered a zero value for CH30 and CH35 students with training time less than half time, an error message "Tuition and Fees required" was generated.

The Tuition and Fees amount field now accepts a zero value for CH30 and CH35 students with training time less than half time.

When a SCO Assistant submitted a monthly flight certification for review, the SCO had to open the “View details" page to see all details and to see the full flight simulator category displayed.

Users can now view monthly flight certifications submitted by an SCO Assistant for review and see the full flight simulator or flight training device category displayed on the page.

Users could approve flight certifications that were submitted by an SCO Assistant in any order.

Users of Enrollment Manager are now only able to submit monthly flight certifications that have been submitted for review by an SCO Assistant in ascending order of months.

When users submitted OJT monthly certifications where the RPO values were unknown, the enrollments were not submitted properly or processed by VA. 

OJT monthly certifications with unknown RPO values are now being routed to RPO 351 so that it can be properly processed.

Users were able to input phone number entries that were too short to be considered valid and the fields appeared black on the bio info page.

Enrollment Manager now allows phone numbers with a minimum of 10 characters and a maximum of 20 characters.

Withdrawn campuses were displayed in the parent facility dropdown when users were adding guest students to their school.

Enrollment Manager no longer displays withdrawn facilities in the parent facility dropdown when users are adding guest students to their schools.

Users now have the ability to see the "Add custom remarks" button displayed at all times when the following VBA remarks are selected: “Incarcerated Student, Dual Degree Program, Tuition and Fees is in foreign currency, or Compliance Survey.”

Users now have the ability to see the Objective type, Program name, Benefit type and Enrollment ID on the View Details page without going to the print page.

Users now have the ability to see the Objective type where applicable, Program name and Benefit Type when adding an enrollment on the enrollments tab.

Users now have the ability to see the benefit type under which enrollments and amendments were submitted on the enrollment cards.

Users now get a warning message "VET TEC Programs must be more than 6 weeks in length" when submitting VET TEC enrollments with enrollment duration less than 36 days. The warning message does not prevent enrollment submission.

VA Education Benefits Chatbot can now respond to users regarding inquiries about changing a program, they know how to change or update a student's program.

The VA Education Benefits Chatbot can now respond to inquiries around EM User Guide Assistant Access, so that SCO assistants can be added.

Chatbot Billie can now answer questions about changes to Enrollment Manager Remarks and provide additional information to VA if a SCO believes a custom remark is necessary.

Authorized users of Enrollment Manager now have the ability to export their student list into a CSV file.

The following VBA remarks in Enrollment Manager:

• This student is receiving Tuition Assistance Top-Up. Tuition and Fees is the remaining out of pocket expenses
• Remedial Training Course(s) taken. Applies to CH35 and VR&E students only

Have now been updated to:

• Student is using Ch30 Tuition Assistance Top-Up. Reported T&F is the remaining out of pocket expenses
• Remedial Training Course(s) taken. Required for VR&E students only

These updates were done to indicate that tuition assistance top-up applies to only CH30 students while remedial training now applies to VR&E students only due to a policy change. Additionally, users can now see the new VBA remark "Correcting previously terminated enrollment. Notice of Change in Student Status(s) to follow." Applying this remark will offramp the enrollment for manual processing.

Users are now able to see awards information displayed for CH30/CH1606/CH35 students displayed on the benefits tab. The awards information displayed include: Begin date, end date, training type, training time, monthly rate, and award status.

Printed CH35 files displayed only the claimant's SSN as the VA File number.

Enrollment Manager now correctly prints CH35 enrollment files by displaying both Veteran's SSN and Payee Code (VA File number) and the claimant's SSN.

DGI system would overwrite enrollment periods when the same preset enrollment was used to enroll a student at both a main and an extension/branch campus.

DGI system no longer overwrites enrollment periods when the same preset enrollment is used to enroll a student at both a main and an extension/branch campus.

Read-only users were able to enter student data.

Read-only users are no longer able to enter or edit student data.

Enrollment Manager did not allow flight hours to be entered and was unable to process claims over $0.01.

Users now can enter flight hours for Flight Monthly Cert Total charges equal or greater than $0.01 without issues.

VBA remark was known as "Second Certification for Attendance Verification."

"Second Certification for Attendance Verification" has now been updated to "Second Certification for Enrollment Verification" in the VBA remark dropdown in Enrollment Manager.

Printed enrollment forms used a font size of 6 which was difficult to read.

The font size of the printed enrollment forms has been increased to 11.

Printed enrollment forms displayed the school’s mailing address instead of the school’s physical address.

Schools’ physical addresses are now correctly displayed on all printed enrollment forms.

The Enrollment Manager benefits tab was displaying as blank for users.

Enrollment Manager now displays the student's benefit type, benefit level when applicable, VR&E counselor email for CH31 students, and non-33 award line information for CH30, CH35 and CH1606 students on the benefits tab.

When a student's program card was inactive or had no academic information record, users had to add them back to their school and update their program cards with a new program or benefit type.

Users can now submit enrollments for students once associated with their facility, whose program cards were now inactive either because they switched programs or benefit types by selecting the "add enrollment" button on the enrollment tab.

Users were only able to submit amendments when flight enrollments were in “Submitted” or “Processed” status and an error would generate when the enrollment was in “VA review” status.

Users can now submit amendments successfully against flight enrollments with the status of the enrollment as “VA review.”

When users selected "Add multiple enrollments" in Enrollment Manager, the facility code would not prepopulate on the enrollment screen and the user had to manually add a facility.

When users select “Add multiple enrollments,” a facility/facility code now pre-populates in the facility dropdown based on the student's academic information records.

When a student switched from one program to another, the user would have to re-associate the student to the school and then add the student to the program.

Users can switch a student from one program to another on the program's tab without having to re-associate the student to the school.

When users were on the benefit's tab of the student's profile, the BDN VAONCE award lines for all students with a benefit type of CH1606, CH30, or CH35 was not displayed.

Enrollment Manager now displays the BDN VAONCE award lines for all students with a benefit type of CH1606, CH30, or CH35 on the benefits tab.  
 

User received an error message with incorrect instructions when updating a student's academic info record from one benefit type to another.

Enrollment Manager now displays the following message when a user tries to update a student's record who is enrolled in the same program with different benefit types: "This student has multiple records under the same program with different benefit types. To correct this, on the Programs Tab, click on “Update student” academic info and select “Edit” for the program card with the old benefit, and make sure “Active” checkbox is unchecked. Be sure to save and submit."

To add multiple enrollments, users had to select a dropdown with three options; "Add enrollments", "Add one enrollment", "Add multiple enrollments" which caused confusion as the "Add multiple enrollments" option was an extra non-functional button.

Users of Enrollment Manager now have the option of adding single and multiple enrollments by selecting the "Add enrollment" and "Add multiple enrollments" respectively on the enrollments tab.

Chatbot Billie's “Find a student” intent has been updated to include additional user inquiries to better assist with finding a student.

Chatbot Billie can now provide users who ask about contacting a live representative with information to access the Ask VA portal for authenticated users and/or the SCO Hotline.

Chatbot Billie’s response to user inquiries around "vacation period" has been updated and now informs the users of the length of time to be considered a vacation period and where to find additional information in the SCO Handbook regarding the topic.

Users of Enrollment Manager can now select four new additional remarks from the "VBA remarks" dropdown when submitting amendments, corrections, and terminations. The additional remarks are:  

• Second Certification for Attendance Verification
• Change to Tuition & Fees
• Correcting / Updating / Amending Previous Enrollment
• Graduated / Received Diploma or Certificate / Completed Objective

Previously, these remarks were being written as custom remarks thereby impacting automation and causing processing delays.

Authorized users of Enrollment Manager can now filter their students based on a date range which ensures that all enrollments with begin and end dates that fall within the search period are returned in the search results. Additionally, users can now see the facility code listed along with the facility name.

There were no error messages notifying users that they were unable to submit certain preset enrollments.

Users now receive an error message stating, "Maximum begin date for enrollment is more than 180 days," preventing them from submitting preset enrollments more than 6 months in the future.

Users were unable to add guest students to their school.

Users can now select the “Guest Student” checkbox when adding a guest student to their schools.

Users were able to submit new IHL/NCD enrollments with no hour values.

Users now must enter at least one hour value greater than zero when submitting new NCD enrollments.

When a user added a guest student to a school, the objective type was “guest student.”

Users are now able to select the correct training type and objective type for guest student enrollments. They can now also view the hours and tuition & fees fields on the printed 1999B for guest students.

When the objective type was marked as unknown, an error message would prevent the user from submitting an amendment.

Users of Enrollment Manager are now able to submit amendments for migrated students even when their objective type is unknown.

When users entered "zero" for Tuition & Fee after refund when terminating a VET TEC enrollment, an error message was generated.

Users can now enter "zero" as a valid amount for the Tuition & Fee after refund when terminating a VET TEC enrollment.

Users were unable to edit a student’s academic information card if it was not associated with any enrollment or had an unknown objective type.

Users can edit or delete a student’s program if the student’s academic information card is not associated with any enrollment or when the card has unknown or missing information.

Read-only users were able to navigate to the create pre-set enrollment link and create pre-set enrollments in error.

Read-only users are no longer able to create pre-set enrollments.

Read-only users were able to enter student data in error.

Read-only users are no longer able to enter or edit student data.

Enrollment certs displayed the incorrect date of claim on print PDF.

Users can print the PDF versions of their enrollments with the accurate date of claim, reflecting the same date of claim (Electronically received by VA).

When users printed a flight enrollment print 22- 1999 form, the student's name would display in the order of first name, middle name, last name causing confusion and inaccurate claims processing if the names matched another student's name.

Enrollment Manager displays a student's name in the order of last name, first name, middle name on a flight enrollment’s printed 22-1999 form.

When users submitted a graduation amendment, the Yellow Ribbon amount was zeroed out and the field was disabled.

When a user processes a graduation termination, Enrollment Manager now disables the Yellow Ribbon field while displaying the actual Yellow Ribbon amount reported on the enrollment.

Users who submitted OJT or APP enrollments greater than 1 year from the begin date, an error message was erroneously generated causing confusion.

Enrollment Manager accurately generates the following error message for OJT enrollments greater than 780 days (26 months) from begin date and Apprenticeship enrollments greater than 2920 days (8 years) from begin date: “Please review enrollment dates accuracy as the current entry falls outside the normal range of time period for education objective."

Enrollment Manager displayed a "Find and add a student" button or "add a student" link on the SCO dashboard.

Users are now able to select their school from the facility dropdown and search for the students on the students' tab based on the selected facility.

Users now have the ability to add multiple IHL or NCD enrollments at once by selecting the "Add multiple enrollment" option from the "Add" dropdown on the enrollments tab.

Users can now delete draft enrollments, allowing them to clear out abandoned drafts from their queue so that they are not submitted in error.

Users can edit or delete a student’s program if the student’s information card is not associated with any enrollment or when there is unknown or missing information.

Users can now update and save their students' unique student IDs when associating them to different schools.

Users now see the dual simulator hours field populated in the summary section on both flight enrollment and flight monthly certifications at all times.

Enrollment Manager now displays the same fields on the multiple enrollments page as on single enrollments.

Users can now add the name of the degree-granting facility when adding guest students to their school.

Users are now able to select the appropriate objective types when associating guest students to their schools.

Users can edit and update the VR&E counselor email addresses for CH31 students.

SCOs at VET TEC facilities are now able to terminate enrollments due to "Unsatisfactory attendance, conduct, or progress” by selecting any of the following reasons: "Conduct, Medical Reasons, Performance, Personal Reasons, Secured Employment, or Unsatisfactory Attendance". The selected reason is then written on the student's enrollment record and printed on the 22-1999b form for compliance purposes.

Users now can print multiple enrollments at once in one batch and order them by beginning and end date of enrollments, as well as print each saved draft enrollment from a batch as an individual enrollment. This means that all enrollments in a batch are properly accounted for in a printed PDF while not adding steps for the user.

Users are now able to enter notes and remarks that default to the first enrollment in the batch. This is to ensure that if the user has multiple notes and remarks, such enrollments can be submitted individually.

Users can now see validations for vacation periods on the multiple enrollments page.

Enrollment Manager can auto populate the currency and custom remark when reporting Tuition & Fees for foreign schools. The auto-populated custom remark ensures that all foreign enrollment claims are off-ramped and properly processed.

Search results do not show facility code, which prevent Education Liaison Representatives (ELRs) from assigning correct schools.

Search results now show the facility code when received by ELRs. 

Users were able to edit inactive programs.

Users can edit programs when the migrated VA Online Certification Enrollment (VA-ONCE) system data has a mismatch in either objective or program name without getting "duplicate program" error.

“Date signed” is wrong in On-The-Job Training (OJT) print view of monthly certifications.  

Enrollment Manager now displays the correct “date signed” by the School Certifying Official (SCO) on the OJT monthly certification print 22-6553d-1 form.

When a student had zero hours of monthly certifications, the user had the option of selecting any flight instruction for which there was no certification.  

Enrollment Manager now defaults to ground instruction when a student has no hours of monthly certifications submitted.  

When a student's academic information card is edited, the student's benefit type automatically saved as Post- 9/11 GI Bill (Chapter 33) regardless of the student’s current benefit type, causing errors in processing.

Enrollment Manager now correctly saves and displays a student's benefit type when the program name is changed. 

When users save as a draft, an amendment that was a termination for unsatisfactory attendance, progress or conduct, the date of last day of the term was being saved, affecting claims processing.

Enrollment Manager now correctly saves an amendment that is a termination for unsatisfactory attendance, progress or conduct with the actual amendment's effective date. 

The system was not accepting a c-file number for new Survivors’ and Dependents’ Educational Assistance (DEA) program (Chapter 35) students.

SCOs can use a c-file number to search for Chapter 35 students in Enrollment Manager.

The system was overriding enrollment periods when the same preset enrollments were used to enroll student after submission.  

The Digital GI (DGI) system will no longer overwrite enrollment periods when the same preset enrollment is used to enroll a student at both a main and an extension/branch campus. 

Credits for the prior training field only displayed when the student had prior training time which did not allow for consistency on forms.

Users now see “none” displayed in the credit for prior training field on the OJT/Apprenticeship (APP) 22-1999 print forms prior to obtaining a credit.

Users were not able to update student/biographical information when adding a student to a school because the save button was greyed out.

User can now update their students’ last name and change students’ ID when adding a student to a school.

When users were adjusting an enrollment, they would receive an error message that would navigate the user to the programs tab, but the “update academic info” button would be disabled, preventing users from submitting affected claims.

Users can now update and submit students’ academic information when completing an amendment on an enrollment.

When users associated a student to another facility, they were unable to update the student’s ID to a new facility, receiving the error that the student’s enrollment contained wrong information.

Users can now update students’ IDs after associating student to new facility from another.

When users submitted an enrollment, the system allowed them to press the submit button multiple times, each time creating a new duplicate enrollment record.

Users no longer have the option to create additional enrollments each time they press submit.

When users updated students’ benefit type after saving, it displayed the current benefit type as opposed to the updated benefit type.

Users are now able to edit and update their students’ benefit type appropriately.

Users received an error message preventing submission when trying to submit flight monthly certifications, with two training periods and different hours.

User now must add the student to the new facility by updating the academic information card on the programs tab and creating a new academic information card. 

Users receive an error message preventing submission when trying to submit flight monthly certifications with two training periods and different hours.

Users can submit flight monthly certifications with hours that are under the total allowable program cost without receiving an error message.

When users tried to submit Veteran Employment Through Technology Education Courses (VET TEC) enrollments that were more than 28 weeks long, a warning message would display and disable the submit button.

Users are now able to submit VET TEC enrollments regardless of the length of the program warning message displayed.

Users of Enrollment Manager were unable to submit OJT/APP monthly certifications for partial months (certifications with term dates that didn't begin on the 1 and end on the 30/31 of the month) as the submit button was disabled.

Users can now submit OJT/APP monthly certifications for partial months.

Enrollment Manager now generates an email to the Veteran Readiness and Employment (VR&E) Counselors when enrollments or amendments are submitted for their students.

Users can now enter Yellow Ribbon values for Non-College Degree (NCD) students for training types at Institutions of Higher Learning (IHL) facilities.

Now, when amendments are made to a submitted enrollment 1999 form, an auto-generated comment is inserted on the printed 1999 form, making it easy to distinguish between original enrollments and amendments with a date change, tuition and fees change or full-time modifier for graduate amendments.

Users now can create new enrollments and amend previous enrollments for existing VRRAP students. 

Because of the VRRAP sunset, users are prevented from creating new VRRAP students or changing existing students’ benefit type to VRRAP. 

Chatbot Billie now provides users with step-by-step instructions for how to update a student’s program in Enrollment Manager and for how to find a student in Enrollment Manager. The chatbot also shares helpful tips for locating students, such as checking the spelling of the name and entering information in each field.

Incorrect date is listed on ECAP/print PDF, showing the date the SCO submitted the document, not the date the file was processed.

Files for ECAP and Corporate Waco-Indianapolis-Newark-Roanoke-Seattle (CWINRS) interface now contain accurate claim date. 

Example - the date upon which the files are transferred to and received by the system.

When Non-Chapter 33 amendments are made to a submitted enrollment, the resulting 1999 form lists the same term twice.

Enrollment Manager now shows amendments separately from original enrollments on the printed 1999 forms, making it easy for users to identify the original enrollments and amendments made to them.

When submitting enrollments for a student associated with multiple facilities and enrolled in different programs, all records were printed on one 22-1999 form.

Separate enrollments are now printed on separate 22-1999 forms when written to The Image Management System (TIMS) by the automation workflow. 

The list of “your actions” on the SCO’s dashboard cannot be sorted or filtered in any way.

Users now have the ability to use the dashboard’s facility dropdown to filter the "your actions” list to a single facility’s pending or in progress enrollments, certifications and amendments.

No warning message appeared when adding new students under the age of 18.

 A warning message is now displayed when an SCO creates a new student under the age of 18.

There was no validation message when user clicks away from unsaved or unsubmitted data on any enrollment forms.

A pop-up modal has been implemented with a message prompting the user to stay on the page or discard data.

There was no warning message when OJT length of enrollment period exceeds 780 days (26 months).

A warning message is displayed when an OJT enrollment length falls outside of the normal range for that training type.

Flight enrollment certificate and ratings field does not have dropdown.

Users now have the ability to select a certificate and ratings value from a dropdown list of options when submitting a flight enrollment.

The amendment page form does not prevent a mismatch between amendment reason and the actual change that caused the amendment.

Error messages are now displayed when submitting an amendment if the increase or reduction in hours does not match the selected amendment reason.

When reporting a graduation, users are able to input values for credit hours, tuition and fees, change term dates and amendment effective date.

These enrollment fields will be disabled when an amendment is a completion termination.

No warning message received when entering an enrollment more than 3 years in length. 

Users now have the ability to see a warning message when adding, editing, or viewing NCD enrollments with a length exceeding three years.

OJT/APP certificates have a missing expiration date.

Users are now able to view the expiration date on a printed 22-6553d form of an OJT/APP monthly certification.

User received an error message when trying to submit amendments with a reduction in resident hours.

Users can now submit amendments with a reduction in resident hours without receiving an unnecessary error message.

Flight instruction line items allowed partial sets of dates.

Users are now able to submit flight certifications by entering flight instruction line items with begin and end dates that fall anywhere within that month.

Warning prevented VET TEC enrollment submission.

User can now submit VET TEC enrollments regardless of the length of the program warning message displayed.

The user was unable to select the correct reduction reason when trying to amend a future begin date for a reduction on first day of term.

Users are now able to select the correct amendment reason "pre-registered but reduced prior to first day of term" when amending an enrollment with a future begin date.

Filter in the notes tab did not list all schools/campuses.

Users are now able to filter and add notes by facility name on the notes tab.

Users could not submit Edith Nourse Rogers STEM Scholarship (STEM) enrollments without the required STEM Classification of Instructional Programs (CIP) code.

Users are no longer required to enter CIP codes for current and existing STEM students.

Users could submit enrollment begin dates more than 6 months in advance.

Users are no longer able to submit enrollments that start more than 6 months in advance.

SCO access request forms did not include a field for facility code on form.

The UAM screen has been modified to include the school's facility code in SCO access requests. By providing the facility code, the ELR will be able to locate the appropriate 22-8794 form to approve or deny the request.

Selecting "graduation" as a reason did not disable fields in enrollment body.

Enrollment Manager now displays the values for hours, tuition and fees and yellow ribbon amount (if applicable) with the fields disabled when amendment type is a completion termination.

Enrollment details pages don’t list name of SCO that submitted the certification.

Enrollment Manager now displays the name of the SCO who submitted an enrollment or amendment on the "view details" page of the amendment or enrollment.

Every student benefit type is labeled as "pending".

System now reflects approved and active benefit types for students on the benefits tab and the benefits box without it being labeled as "pending".

The "State" dropdown for a new student when providing the student’s address did not list states in alphabetical order.

Users can now view all states in alphabetical order when adding a new student on the "create a new student” page.

Unable to use keyboard to scroll to top of screen when in Enrollment Manager.

Users are now able to scroll to the top of the screen with the use of a keyboard.

Error received when amending a term objective type.

Users are now able to edit students' objective type in the academic information card without getting an error.

In the students tab, addresses were listed as "XX" in the viewing pane.

Enrollment Manager now correctly displays the full address of a student in the student pane and student information tabs.

Amendment reason and Mitigating Circumstances (MITC) reason populated on correction amendments where not applicable.

Enrollment Manager no longer populates amendment reasons and MITC reasons which are not valid on correction amendments.

Allowed future effective date changes to terms.

Enrollment Manager no longer allows any future effective dates when submitting amendments, terminations or graduations/completions.