Welcome! [supportsystem.livehelpnow.net]supportsystem.livehelpnow.net/resources/23351/SOC GoArmyEd Non-LOI... · –Opening Helpdesk/CRM cases –Training Documents 6. Overview of

The Army’s Virtual Gateway to Education – Anytime, Anywhere

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Welcome!Welcome to the July 2018

GoArmyEd Non-LOI School Training

This webinar will be recorded. The recording will be sent to schools soon after the call and will also be available in the SOC Knowledge Base.

There will be time for questions after the presentations.

To ask a question:

Select the Chat icon in the top right of your WebEx screen to access the Chat panel.

Type your question in the Chat box and select the “Send” button.

Note: All audio lines will be on mute during the webinar

GoArmyEd - The Army’s Virtual Gateway to Education – Anytime, Anywhere

GoArmyEd Non-LOI School Training

July 2018

Subject Matter Experts

Headquarters Army Continuing Education System (HQ ACES)

Servicemembers Opportunity Colleges (SOC) GoArmyEd Team


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Agenda

1. Welcome – Stephanie Kahne

– Introductions – HQ ACES and SOC-GoArmyEdTeam

– When to Contact SOC

2. The GoArmyEd Non-LOI School – Susan Wolozyn

– Functionality in GoArmyEd

– Responsibilities

• Grading

• Invoicing: Cost Verification & Tuition Rates

• Degree Programs

• Student Agreements

• Reporting Graduations

3. Course/Class Upload

4. Overview of GoArmyEd homepage – Patricia Taylor

– GoArmyEd Homepage

– POC Management

– Explanation of School User Roles

5. How to get help (Self-help vs Helpdesk)

– Green Question Mark

– Opening Helpdesk/CRM cases

– Training Documents

6. Overview of Degree Programs – Brianna Tringale

– The DPM tool and VIA

– How to Add/Edit/Delete Degree Programs

5. Student Agreements

– eFile

– Course Planner

– SOC DNS Assistance-Web/Phone

6. Protecting PII – Stephanie Kahne

7. Question and Answer session

8. Closing & Reminders


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Servicemembers Opportunity Colleges (SOC)GoArmyEd Team

▪ Stephanie Kahne, SOC GoArmyEd Lead

▪ Brianna Tringale, SOC GoArmyEd Liaison

▪ Patricia Taylor, SOC GoArmyEd Liaison

▪ Susan Wolozyn, SOC GoArmyEd Liaison

GoArmyEd Introductions

Webpage: www.goSOCed.org

Contact Phone number: 1-800-892-7205 x3

http://www.gosoced.org/


• Assistance with adding new school users or POC change

• Invoicing Concerns

• Cost Verification Requirements

• Posting Grades

• Course Planner Assistance

• General Questions

• Opening a CRM case

• Any questions on the use of GoArmyEd

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When to Contact SOC?


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Functionality in GoArmyEd

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The GoArmyEd Non-LOI School


Functionality in GoArmyEd (continued)

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Non-LOI Schools agree to adhere to a standard set of business rules and processes relating to Soldiers using TA at their schools.

• Use GoArmyEd to communicate to Soldiers any documents required for admission

• Review TA Requests and Course Planners (when applicable)

• Generate an invoice electronically for TA-funded classes and submit quarterly to the Army for review

• Post class grades in GoArmyEd for both TA-funded and Student-funded classes

• Receive invoice approval emails from the Army through GoArmyEd notifying the GPC POC of the approved amount and a credit card number the school will use to receive electronic payment


Responsibilities – Grading Policy

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• Schools are responsible for submitting grades – Web-Based Grade Roster

– “View Ungraded Classes” or “View Soldier Grades” on the Pending Actions dashboard

– “Manage Soldier Grades” in the School Resources section

• Submitted grades will auto-populate and are reflected on Student Record under the Education or All tabs.

• Submit valid GoArmyEd grade values within 14 days of the class end date.

• Submit final grade values for incomplete grades within 120 days of a class end date


General Invoicing

All of the following business policies apply to TA-funded classes:

• GoArmyEd is the system of record for all Soldier TA request actions.

• Enrollments initiated in your school’s system will not be available for invoicing unless or until a Soldier has an approved TA Request form.

• Tuition is payable up to the amount authorized on the TA Request form.

• Tuition costs not covered by TA cannot be invoiced to the Army and should be collected by your school directly from the Soldier.

Responsibilities – Invoicing

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Enrollments must meet the following two criteria to be eligible for invoicing:

1. Class is greater than 19% complete

2. Enrollment has not yet been invoiced or amount has been adjusted since the enrollment was originally invoiced


1. Must list tuition and fees separately.

2. Acceptable cost verification includes:

– A personalized receipt or screenshot from your school’s online account

– A personalized invoice from your school’s online account

– A statement of tuition and fees from your online student account

3. Must list all classes with the start dates, end dates, and number of credit hours for each.

Responsibilities – Invoicing (continued)

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TA is not authorized to pay for any fees, including fees

that are bundled into tuition.

System-generated Cost Verification


Tuition Rate Upload

Non-LOI schools have the ability to preload their tuition rates based on residency and course level:

• Graduate

• Upper Undergraduate

• Lower Undergraduate

• Certificate

• High School

HQ ACES will activate the Tuition Rate Upload flag.

Responsibilities – Invoicing (continued)

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Army Regulation 621-5: Soldiers must select a home school and degree goal in GoArmyEd to ensure TA is being used to advance the Soldier toward the degree goal.

VIA uses Soldier personnel and educational data, school information, and survey and labor market data to assists the Soldier with selecting a degree program and home school that is the best possible fit and value for him or her.

Responsibilities – Degree Programs

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School information for degrees is entered by your school using the Degree Program Management (DPM) tool.

Maximize the value of VIA and your school’s visibility to Soldiers by entering your degree programs into GoArmyEd!


• Soldiers are required to upload a copy of a Student Agreement (SA) or Official Degree Plan into Course Planner after the Soldier has completed (through GoArmyEd):

– 6 semester hours (SH) at the home college

OR

– 9 SH overall

• SA hold is placed if the SA/DDP is not uploaded and approved to Course Planner by the deadline

• Home college or degree plan change requires a new SA/Official Degree Plan for the new degree plan before the Soldier has completed his/her next 6 or 9 SH

Responsibilities – Student Agreements

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Soldiers must use the Course Planner tool to ensure that they are taking courses that advance them towards their degree.


• School are responsible for official degree audits and degree conferrals.

• To ensure that Soldiers do not take classes that are no longer advancing them toward their degrees, schools must submit graduated reports any time a Soldier:

– Has completed all their degree plan requirements and has submitted an approved application to graduate (if required by school policy)

– Has an expected graduation date and has applied to graduate based on the school’s normal timelines

• Schools should submit expected-to-graduate data any time a Soldier is within 6 to 12 SH of graduating.

Responsibilities – Graduation Reporting

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Note: A graduated Soldier is placed on automatic hold and instructed to visit an Army Education Counselor after the school reports that the Soldier’s degree is completed.


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Batch upload

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A course is a program of instruction, while a class is a subset/section of a course that has both the attributes of the course as well as the specific information for that class section (day, time, name of classroom, instructor).

• Courses are loaded into the Course Planner

• Enrollments occur at the class level

Course & Class Upload

Soldier Course/Class Management > School Resources menu


HQ ACES must activate the Course and Class Entry flag in your school’s profile to be eligible to upload files or enter courses online.

Course is required in GoArmyEd first in order to upload any class sections.

Manual Upload

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GoArmyEd Homepage

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Key features accessed through your homepage include:

•Student Records for all Soldiers who have declared your school as their home school, taken a class at your school and who still require a grade

•Review Course Planner

•Review Request TA forms

•Training and Communications

•Degree Program Management

•Manage Tuition Rates and Residency

•TA Invoices

•Grading Administration

Overview of GoArmyEd Homepage

NOTE: If granted access by HQ ACES, only administrative staff that have been designated with special user rights by the school’s Primary POC for GoArmyEd will have access to these features.


Point of Contact Management

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Making changes to any of your school’s POC information is done by the Primary Point of Contact (PPOC) using links under the School User Administration menu.

• Ensure your school’s PPOC is always up to date in GoArmyEd

• Update PPOC information using the Points of Contact (POC) Management link

Designate up to 2 Alternate (Secondary) POCs

Designate up to 3 GPC POCs

Current PPOC can designate a new PPOC (Designate New Primary POC link)

• Will deactivate current PPOC account.

If current PPOC account is inactive, or if your school’s currently designated PPOC has left, open a CRM case to request a PPOC change to the new PPOC.


POC Management (continued)

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Use the “School User Management” link from the School User Administration menu to:

• Make attribute/role updates

• Activate and deactivate accounts

• Add new users


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Overview of GoArmyEd Homepage-Trisha

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School User Role Description Links in School Resources

Primary POC Ability to complete school account set-up, maintain school

account set-up data, delegate the Primary POC role to another school employee, and provide user rights to other authorized

employees at the school such as the Invoice Administrator,

Course Administrator, and GPC POC roles. The Primary POC

will also be the Army’s contact for questions.

All

Secondary (Alternate) POC Acts as Primary POC in the absence of the Primary POC. He or

she will have the ability to maintain school set-up data and provide user rights to others at the school.

All

Invoice Administrator Can create an invoice, submit an invoice, and view invoice

history on behalf of your school. The Primary POC for the school may designate as many Invoice Administrators as deemed

necessary

Soldier TA Invoice

TA Invoice HistoryRefund Previously Approved TA

Invoice

Tuition Rates

Course Administrator Can post grades, reject TA Requests, upload courses/classes,

input degrees in the Degree Program Management tool, and report graduations for Soldiers attending your school. The

Primary POC for the school may designate as many Course

Administrators as deemed necessary.

Degree Program Management

Degree Program UploadManage Soldier Grades

Soldier Course/Class Management

TA Request Queue

TA Government Purchase

Card (GPC) POC

Will receive emails from GoArmyEd

notifying him or her when an invoice has been approved by the Army. This email will include the amount that has been approved

and instructions for accessing the credit card number the school

will use to process electronic payment. The Primary POC for the

school may designate a maximum ofthree GPC POC roles.

TA GPC Information

Explanation of School User Roles


Green Question Mark IconThere are several ways to get help to address GoArmyEd related issues/questions:

You can select the Green Question Mark icon to view Step-by-step Instructions, Technical Specifications, and view Instructional videos.

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Opening Helpdesk/CRM CasesFrom this page, you can also open a

CRM case in regards to an issue or to request guidance. Select the "Create Helpdesk Case" link to open a case.

You will receive an email notification when the case is resolved.

You may also call the GoArmyEd Helpdesk using the number(s) in this link.

How to Get Help (Self-help vs. Helpdesk)


Select the "Training" link located in School Resources section to view Training Modules. You may also access the Step-by-step Instructions/Technical Specifications from this page or by selecting the "Reference Documents" link.

Training Documents

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Degree Program Management (DPM) Tool and VIA

Schools are encouraged to add degree program offerings to the GoArmyEd Degree Program Management (DPM) tool to increase visibility to Soldiers by making degree programs available for selection in VIA

VIA helps Soldiers identify their civilian career path and allows them to select or change their home school and degree program.


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DPM – Adding, Editing, and Deactivating Degree Programs

Primary and Secondary POCs and Course Administrators can add, edit, and deactivate degrees.

There are two options for adding new degree programs to the DPM:

• Manual entry via the “Degree Program Management” link

• Batch upload via the “Degree Program Upload” link”


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Adding Degree Programs

Adding Degree Programs Using “Degree Program Management”:

1. Select the “Degree Program Management” link.

2. Select the “Add a New Value” tab. 3. Enter degree program

information. Some fields will populate with data from your School Profile.

4. Select “Activate Degree Program”.5. Select “Submit”.


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Adding Degree Programs

Adding Degrees Using “Degree Program Upload”:

• Best for schools with a large number of degrees to upload and those that have the technical resources to produce flat files.

• Technical Specifications are available at the “File Upload Instructions” link on the “Degree Program Upload” page.


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Editing Degree Program Data

Updates to degree programs may only be done using the “Degree Program Management” link.

1. Search for and select the degree program to be updated. 2. Edit the degree program data. 3. Select “Submit”.


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Deactivating Degree Programs

Degrees cannot be deleted from the DPM, but they can be deactivated. Schools should deactivate degrees that are no longer being offered or are in teach-out.

1. Search for and select the degree program to be updated. 2. Select “Inactivate Degree Program”.3. Select “Submit”.


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Student Agreements

Schools are required to provide Soldiers with a Student Agreement/Official Degree Plan prior to completion of 6 credit hours.

Student Agreements/Official Degree Plans must be a PDF and include:• Student Name• Degree Title/Major• Degree Requirements • Requirements completed, including transfer credit applied


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Student Agreements - eFile

Student Agreements must be uploaded to the Soldier’s eFile. Schools can upload the pdf files directly, or Soldiers can upload the student agreement provided to them by the school. To upload a Student Agreement to a Soldier’s eFile:

1. Navigate to the Soldier’s Education Record and select the eFile tab.

2. Completed the required fields and upload the file.

Student Agreements may be named “Student Agreement/Documented Degree Plan”, “Degree Plan”, etc.

Soldiers must have an approved student agreement/official degree plan and Course Planner prior to the completion of six semester hours to continue to request TA. All files uploaded must be in pdf format.


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Course Planner

Soldiers upload eFile Student Agreements into Course Planner for approval. Army Education Counselors, or schools that have been granted the ability by HQ ACES, can approve degree plans and Course Planners.


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SOC Degree Network System (DNS) Student Agreements

Institutions that are part of a SOC Degree Network are required to submit student agreement data to SOC and provide Soldiers with a student agreement before completion of 6 credit hours.

The SOC DNS Student Agreement data is in addition to the eFileStudent Agreement in GoArmyEd.

For more information and assistance with SOC DNS student agreements:

• Visit www.goSOCed.org/student-agreements.

• Open a Helpdesk ticket or search the SOC Knowledge Base at https://www.gosoced.org/Home/Home/Help.

• Call 1-800-892-7205.

http://www.gosoced.org/student-agreements

https://www.gosoced.org/Home/Home/Help


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PII Tip of the Day is back on the Message Center for all users:

Note: If a full name is used with other information like rank, phone number, email, 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, eFiledocuments and other uploaded items in the system and remove PII.

Personally Identifiable Information (PII)


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Use the WebEx Chat panel to submit your questions.

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To open the Chat panel:

Select the Chat icon in the top right of your WebEx screen to access the Chat panel.

Type your question in the Chat box and select the “Send” button.

Ensure that the question is being sent to “Everyone”.

To ask a question:

Open Questions


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Reminders

▪ Training Documents are available for help on www.goarymed.com

▪ SOC is an available resource for assistance

▪ This training is recorded and is available at www.goSOCed.org in the

SOC Knowledge Base

• Next Non-LOI School Call is scheduled for 5 Sept 2018 1:00-2:30 EST

• Thank you for your time today

http://www.goarymed.com