MAXIMIZING YOUR SCHOOL S GOARMYED EXPERIENCE

Transcription

1 MAXIMIZING YOUR SCHOOL S GOARMYED EXPERIENCE COUNCIL OF COLLEGE AND MILITARY EDUCATORS 27 MARCH 2018 PRESENTER: MS. STEPHANIE KAHNE, MBA - SOC GOARMYED TEAM LEAD

2 SOC GOARMYED TEAM Stephanie Kahne SOC GoArmyEd Team Lead Patricia Taylor SOC GoArmyEd Liaison Susan Wolozyn SOC GoArmyEd Liaison Brianna Tringale SOC GoArmyEd Liaison 2

3 Overview of GoArmyEd School Responsibilities Graduation Reporting Late Grades Degree Program Management (DPM) Tool Training Documents in GoArmyEd Personally Identifiable Information (PII) Reminder Use of PDF Notes of Interest Degree Revision Process Fully Developed Degree Plans (FDDP) Customer Relationship Management (CRM) Case Management Secure File Transfer Protocol (SFTP) Application Status Page Questions SOC GoArmyEd Contact Information TOPICS FOR DISCUSSION 3

4 PRIMARY RESPONSIBILITIES OF GOARMYED SCHOOLS TA Request Receive TA Request TA Request Approve TA Request Invoice Quarterly TA processing Grades Post Grades within 14 days of Class end date Graduation Report Graduation 4

5 LETTER OF INSTRUCTION (LOI )VS NON-LOI Key Differences Courses & classes loaded by school Soldier registration process student simply selects available classes TA is immediately approved or rejected based on an established automated system of checks and balances. Process mass transactions on a large scale (SFTP) Customer Relationship Management (CRM) able to open cases for self & student, maintain CRM queue to connect directly with other stakeholders Broadcast Message able to send a broadcast out to all students taking classes at the school Individual classes loaded by student (unless the Non-LOI uses the Course / Class Upload) Soldier registration process student submits TA Requests TA Requests manually approved individually by Army Education Counselor (unless the Non-LOI uses the Uniform Tuition Rate Upload) Process individual transactions (TA Requests except Course/Class Upload) CRM only able to open cases for self & student, no CRM queue Broadcast Message not available to Non- LOIs 5

6 GRADUATION REPORTING-ALL SCHOOLS Graduation Reporting Web Graduation Reporting 6

7 GRADUATION REPORTING CONTINUED To ensure that Soldiers do not take classes that are no longer advancing them toward their degree, schools must submit graduation reports any time a Soldier meets the following graduation criteria: Have completed all degree requirements If required by the school, submitted an approved application for graduation Grad reporting must include a Graduation Grade Point Average (GPA) and any honors received Please open a CRM if any concerns arise from uploading Graduation Report Early graduation reporting is allowed Please add a note using Communication Tracking Summary (CTS) feature with the date and reason for the early reporting _ACES_QR_CTS_Notes_Final.pdf OI_SBSI_CTS.pdf 7

8 LATE GRADES-ALL SCHOOLS Grades-14 Days to Submit, Rejections for No Enrollment 8

9 LATE GRADES CONTINUED If the Soldier has not completed the class and costs are not due, must reject the class from the Registration Rejection page or use the Registration Rejection Exception page if the class has been dropped or was never enrolled. Submitted within 14 days after a class end date for each Soldier listed on the class roster including Soldiers listed as Self Pay. When a class is listed on the invoice and the invoice window is open, the school cannot reject a class from the Registration Rejection page but must reject the enrollment using the invoice tool. Schools may use the "Remove" feature on the invoice and select "Save" so they can reject the class using the Registration Rejection tool can resolve a grade hold and allow for re-enrollment in the class without waiting for the invoice approval. Rejecting a class will result in either the school refunding the TA costs to the Army if it has been invoiced or no payment for the class if it has not been invoiced. If no grade is posted 45 days after the class end date, the Soldier s Student Record is automatically placed on hold. The Soldier will be unable to register for additional classes until the missing grade is resolved or posted. 9

10 DEGREES ENTERED INTO DPM ARE VISIBLE IN VIA-ALL SCHOOLS Many schools have not uploaded their schools' degrees into the DPM tool. Active degrees uploaded in the DPM tool are visible to students in VIA for selection. If a degree is not uploaded and activated by the school in the DPM tool, the Soldier will need to manually enter the degree in VIA, which often leads to errors. Please ensure that your school does not activate degrees manually entered by Soldiers. Degrees entered by students have a numerical degree title. Manually entered by Student 10

11 DEGREE PROGRAM MANAGEMENT CONTINUED Example of how an Active Degree in DPM Reflects in VIA 11

12 DEGREE PROGRAM MANAGEMENT CONTINUED Schools may view multiple DPM training resources by selecting the green question mark icon located the top of the page while logged into GoArmyEd. Then select the Reference Documents (Training Materials) link. There are several training materials and technical specifications about the Degree Program Management tool available from the GoArmyEd Reference Documents page: Degree Program Management Tool Overview and FAQs: Adding and Modifying Degree Information in GoArmyEd: Technical Specifications Uploading Degree Program Data: / 12

13 TRAINING DOCUMENTS-ALL SCHOOLS Training Document Location 13

14 PERSONALLY IDENTIFIABLE INFORMATION (PII) REMINDER-ALL SCHOOLS Recent Tip of the Day to all within GoArmyEd Note: If a full name is used with other information like rank, phone number, , and/or school, among other data, it can help a hacker and be used in a malicious way. Remind the Student as well as yourself to use GoArmyEd ID in cases, efile documents and other uploaded items in the system and remove PII. 14

15 HOW TO CONVERT EXCEL/WORD TO PDF-ALL SCHOOLS It is now mandated that all documents loaded to efile be in the pdf format to prevent changes to the files 15

16 CONVERT FILE TO PDF CONTINUED 16

17 NOTES OF INTEREST-ALL SCHOOLS Course vs class Course is the overall Course Prefix, number and Title Class is the offered section-eng 101 Online 1/1/18-3/1/18 Instructor Mr. Smith TA Funds Should be applied first, an approved TA is similar to a promissory note Tuition only scholarship apply first then Federal TA Soldiers can us other funds to pay other expenses and purchase books Cost Verification-Non-LOI Schools only Must have tuition listed for the course without any fees Must be official from the institution 17

18 REVISION PROCESS FOR FULLY DEVELOPED DEGREE PLANS-LOI SCHOOLS FDDP requirements are built into GoArmyEd, assisting in the creation of the Student Agreement, while Drop Down Degree Plans use the Course Planner. FDDP allows for automated Tuition Assistance, ease of course approval and is appropriate for degrees with high enrollment. Schools may revise their FDDP and/or de-activate degrees each quarter (Oct-Dec, Jan-Mar, Apr-Jun, Jul-Sept). The school's SOC GoArmyEd Liaison will contact each school at the start of a revision quarter to request revisions requested by the school. The SOC GoArmyEd Liaison will work with the school during the revision process to ensure accuracy and timeliness in the submission of revised degree plans. Remember any FDDP changes, including title changes for degrees need to be reported to the SOC GoArmyEd Liaison during the quarterly revision process. In an effort to streamline processes, FDDP Revision only uses the Degree Map pdf and no longer requires the workbook. 18

19 FULLY DEVELOPED DEGREE PLAN-LOI SCHOOLS Schools must not inactivate Fully-Developed Degree Programs (FDDPs) in the GoArmyEd Degree Program Management (DPM) tool. To inactivate an FDDP: FDDPs can only be inactivated if the degree is no longer offered at your school or is in a teach-out plan. If a FDDP meets these conditions, notify SOC during the quarterly revision process. 19

20 CRM CASE MANAGEMENT-LOI SCHOOLS CRM Creation and Resolution, Add Note Feature 20

21 CRM CASE MANAGEMENT CONTINUED Closing a Case or to Add a Note 21

22 CRM CASE MANAGEMENT CONTINUED Closing a Case 20 February

23 CRM CASE EXPECTATIONS FOR LOI SCHOOLS Use CRM to report and track concerns or questions related to an individual Soldier or themselves Create a CRM case on behalf of a Soldier from the Student Record Support Summary Monitor their CRM queues daily Resolve a case within three business days after assuming ownership Review the Soldier s Student Record before adding notes or resolving the case. Direct case notes to the user and fully explain actions taken on the case. Cases requiring to be escalated to another service provider for resolution must include detailed information concerning actions taken and actions needed for resolution. For CRM cases returned for more information, if no response is received within 30 days, the case is closed automatically. An is sent to the user for whom the case was created. When the CRM case is closed, the user receives an that includes the case resolution. Each closed-case includes a link to the GoArmyEd customer satisfaction feedback survey. 23

24 SECURE FILE TRANSFER PROTOCOL (SFTP)-LOI SCHOOLS Sent from Your School to SFTP Review technical specifications document related to upload process will provide file formatting details Document Repository File format -.csv vs.txt One of the most common errors received is related to the Date Fields DD-MMM-YYYY is the only valid format 24

25 Current and Prospective Student Roster SFTP CONTINUED Sent from IBM to Your School Outgoing > reports folder (cur_prosp_stu_rostercampus_mmddyyyy.lis) Updated weekly Common Application information Student Agreement due dates Requirement term information Registration/Class Enrollment files Outgoing > regrequests folder and Outgoing > archive > regrequests (EAUSR016_CAMPUS_MMDDYYYY_HHMMSS.txt) Sent daily depending on enrollment activity, archived same day Common Application and enrollment information Course and Class report files (2 separate files) Courses: Outgoing > reports folder (campus_courses.txt) Classes: : Outgoing > reports folder (campus_ta_classes.txt) Updated daily Comprehensive listing of all your school s GoArmyEd courses and classes, including status (i.e. Inactive, Saved, Active, Error) 25

26 APPLICATION STATUS PAGE-LOI SCHOOLS 26

27 APPLICATION STATUS PAGE CONTINUED There are many students placed on hold due to a lack of Student Agreement in GoArmyEd. LOI Schools can use the Application Status page to communicate with students about required documents that are missing from their admission applications i.e High School transcript, College transcripts, Joint Service Transcript (JST), test scores, essay, etc. To access the Application Status page: Retrieve the Student Record using the Student Management section of your GoArmyEd homepage. 27

28 APPLICATION STATUS PAGE CONTINUED Select the Application Status link located in the Related Links section. 28

29 APPLICATION STATUS PAGE CONTINUED School users can submit comments in the following sections on the Application Status page. After the school user selects Submit, the student is sent an notification with the information listed on the Application Status page. The student can also view the information directly on the Application Status page within his or her Student Record. 29

30 QUESTIONS/COMMENTS Questions. Comments. Feedback? * Last Minute add- Reminder all enrollments must be done the day before the start date of the class. 30

31 CONTACT INFORMATION SOC Website Telephone EXT 3 for GoArmyEd Stephanie.Kahne@ibm.com 31