Wisconsin State Approving Agency – Madison, Wisconsin

Compliance Survey Common Reporting Errors

June 2014

This list includes some of the common errors made by school certifying officials (SCO) in the certification and processing of enrollment with the VA.Correctives are in italics.

  1. Failure to accurately and timely report changes in credits, especially withdrawals or cancellations. Report: 1) Ws with LDAs; 2) if your school has published attendance policy: unearned Fs with LDAs.
  2. Errors in reporting T&F amount. Use current term schedule. Report net tuition if a tuition-related scholarship impacts tuition. Only certify mandatory fees that apply to similarly circumstanced students.
  3. Not amending T&F amount when adjusting credits (added/dropped) for a previously certified term.
  4. Reporting the wrong start or end date for non-traditional or traditional terms. Combine classes that ONLY start or end in the same VA week (Sunday thru Saturday); use the academic calendar.
  5. Certifying Late. Report within 30 days of when informed of enrollment or changes to enrollment.
  6. Certifying incorrect fulltime enrollment for graduate students. Use your school’s fulltime rate.
  7. Confusing or combining the mode or type of instruction: Resident Hours vs. Distance Hours vs. R/D Hours (Remedial/Deficiency). Can impact Housing Allowance, among other things.
  8. Confusing and reporting the total number of credits as a particular type of credit. VAONCE will total credits; enter credits only by type of instruction (Resident, Distance or R/D).
  9. Certifying R/D credits that have been taken online line or as independent study.
  10. Certifying R/D classes without academic evidence of need or without institution’s approval.
  11. Errors in reporting the school’s Yellow Ribbon Program (YRP) contribution.
  12. Failure of the Business Office to inform the SCO of correct (current?) tuition and fees.
  13. Failure of the Business Office to inform the SCO of receipt of federal funds for T&F payment.
  14. No documentation to support evaluation and transfer of prior training/credits.Are transfer creditsincluded on the transcript or degree audit report?
  15. Not terminating enrollment due to graduation or end of program (NCD).
  16. Not reporting students placed on academic probation.Usethe Internet Inquiry System (Right Now Web) at
  17. VA 22-1995 or 22-5495 not included in the student folder when a student changes school AND the school uses VAONCE.Copy and insert, if student did not apply through VAONCE.