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UHD Veteran Service Office Administrative Processes
IT Support Request Overview
6/16/2015 UHD Veterans Services Department 1
Resources & Reporting
• Veterans Services Organizational Structure
• Veteran Enrollment Growth
• Veteran Certification Process Snapshot
• Veteran Reports
• Data Tracking & Administrative Problems
• Future Report Development
6/16/2015UHD Veterans Services Department
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Organizational Structure
Director
VA Certifying Official
UHD Student Worker
VA Funded Work Study
Student
VA Certifying Official
VA Funded
Work Study Student
6/16/2015UHD Veterans Services Department
3
VETERAN ENROLLMENT & GROWTH
6/16/2015UHD Veterans Services Department
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0
50
100
150
200
250
300
350
2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015Chapter 30 Chapter 31 Chapter 33 Chapter 35
Chapter 1606 Chapter 1607 Hazelwood
VA – Once Certification Data
Chapter 31: 220Chapter 33: 1213Chapter 35: 250Chapter 30: 669Chapter 1606: 181
2004 -2015 Totals: 6/16/2015 5
UHD Veteran Student Benefits Data
26%
8%
47%
10%
7%
2%
From 2004 to 2015
Chapter 30
Chapter 31
Chapter 33
Chapter 35
Chapter 1606
Hazelwood
6/16/2015 UHD Veterans Services Department 6
Chapter 33 (Post 9/11 GI Bill)
0
50
100
150
200
250
300
350
2010 2011 2012 2013 2014 2015
UH Vet Growth
6/16/2015
Students Certified2010: 105 Students 2011:1302012: 2052013:1932014:3162015: 233
UHD Veterans Services Department7
Chapter 30 (MGIB)
0
5
10
15
20
25
30
35
2010 2011 2012 2013 2014 2015
UH Vet Growth
Students Certified2010: 35 2011: 202012: 192013:102014: 202015: 17
6/16/2015UHD Veterans Services Department
8
Chapter 31 (Voc. Rehab)
0
5
10
15
20
25
30
35
40
45
2010 2011 2012 2013 2014 2015
UH Vet Growth
Students Certified2010: 10 2011: 72012: 192013:252014: 422015: 27
6/16/2015UHD Veterans Services Department
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Chapter 35 (Dependents)
0
5
10
15
20
25
30
35
40
2010 2011 2012 2013 2014 2015
UH Vet Growth
Students Certified2010: 19 2011: 122012: 222013:142014: 362015: 32
6/16/2015UHD Veterans Services Department
10
Chapter 1606(Reserve)
0
5
10
15
20
25
2010 2011 2012 2013 2014 2015
UH Vet Growth
Students Certified2010: 132011: 162012: 142013:152014: 212015: 22
6/16/2015UHD Veterans Services Department
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Admin Processing Tools in Use
• Banner Curriculum, Advising and Program Planning (CAPP): To review enrollment & matriculation
• Fortis: Document Scanning & Repository
• Banner: To review student accounts, print schedules
• VA ONCE: To submit final certifications, adjustments & terminations
• MS Outlook: Correspondence, request processing and electronic form, records, documents repository
• UHD Website: Department overview, information, electronic request forms, instructional materials
6/16/2015UHD Veterans Services Department
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Certification Process
Student Requests Certification on UHD website via
Form Stack
Email is generated and delivered to
department outlook account
Email is printedfrom MS outlook
Email kept in MS Outlook as archive folder/document
repository
Schedule & Fee documents printed
from Banner
Documents are added to paper
folder with notes on enrollment
Enrollment is verified and
reviewed for issues
Enrollment & fee data entered in VA
Once
VA Once Database Certification
Complete
VA Once system transmits to VA for
payment processing
Cert record is printed from VA Once & filed in student folder
Student gets placed on hold list if
Chapter 33 benefit is 100%
Email sent w/ spreadsheet of
Chapter 33 Student names each
semester
Accounting Places holds on Chapt31/33 accounts
VA Issues Payment to UHD
6/16/2015 13
VA Once Process Flow
6/16/2015 14
External Offices Involved in VA Educational Benefit processing
• Student Accounting: VA payment processing, VA debts repayments, hold lists, Hazelwood Act, veteran fees, waivers etc.
• Registrar: out of state tuition waivers, TSI holds, HB269 request processing, early registration for veterans
• Academic Advising: Monitoring veteran student progress, repeated courses, parent institution letters etc.
6/16/2015 15
Department Challenges/Needs
1. Data & Statistical Reporting: No data capture methods to determine baseline to measure veteran student success
2. Inefficient Records/Knowledge Management System: Fortis does not meet the need, MS Outlook is not a document repository
3. Lack of efficient communication to UHD Vets, Hazelwood recipients, or Police Academy Cadets (veterans)
4. Need to transition from paper to digital systems
5. Streamline Student Accounting Processes, Communication & Reporting
6. Monitor Changes in Veteran Student Enrollment
7. Admissions Process for Veteran Students: Veteran Self Identification
6/16/2015 16
IT Support Requested
• Electronic Document/Knowledge Repository
• Veteran data included in Banner IMS
• Veteran Group created in Banner IMS
• OrgSync portal for UHD Veterans’
• Mandatory Reports from Student Accounting (directly impacts Vet Services Dept. ability to provide assistance to students)
• IT department assistance with creating reports from Banner; or implement a standing request for report jobs that staff analysts create
6/16/2015 17
Banner Veteran Reports Requested
• Veteran Applicant Report• Veteran Students Enrolled
by VA code• Veteran Students
Accounts receivable reports
• Veteran Students Drop for non-payment report
• Veteran Students Withdrawn from Class Report
• Veteran Students Withdrawn from Report
• Veteran Students on Probation End of Term Report
• Veteran Student Hold Report
• Veteran Students petitioned to graduate report
• Veteran Students graduated Student report
6/16/2015 18
4927 18
468
244
5739 22
552
276
5432 6
237
0
100
200
300
400
500
600
201430 201435 201440 201510 201520 201530 201535 201540 201610 201620 201630 201635 201640 201710
New Veteran Student Enrollments 2014-2017
1st Term
Former (03)Graduate
Program (14)
HCC JointAdmission
(20)
LSCS JointAdmission
(16)
NewFreshman
(01)
NewFreshman
International(05)
New Transfer(02)
New TransferInternational
(06)
Safety & FireProgram (15)
Transient(04)
UH-UHDTransfer
Program (10)
Admit Type 1 68 11 55 358 1 1346 1 1 16 14
0
200
400
600
800
1000
1200
1400
1600
Admit Type (SSEMTRCK Data)
24 6
7
79
2
60
6
11 31
55
0
AMERICAN INDIAN/ALASKAN
NATIVE
ASIAN BLACK - NON-HISPANIC
HISPANIC NATIVE HAWAIIAN/PACIFIC
UNKNOWN WHITE - NON-HISPANIC
VETERAN STUDENT RACIAL DATA 2014-2017
Veteran Student Racial Data 2014-2017
952
1129
850
900
950
1000
1050
1100
1150
Female Male
Veteran Student Gender Data 2014-2017
Veteran Student Gender Data 2014-2017
1 1
356
63
261
6 24 39 7 41 1 1
1280
0
200
400
600
800
1000
1200
1400
Veteran Student Type Data 2014-2017
Student Type
UC_UNDCLARED
MBA PS CJ GEN. BUS ST BIO P_ST_CSP_HS_PS
YBUS MGT ACC BUS SCM PS ISAE
InterdiscStdy
FINASOCIALWORK
BUS MKT
MAJOR 189 180 146 125 105 101 93 87 81 60 55 51 50 47 41
0
20
40
60
80
100
120
140
160
180
200
Axi
s Ti
tle
TOP VETERAN STUDENT MAJORS 2014-2017
CH1606 CH30 CH31 CH33 CH35 HAZ HAZELWOOD UNCODED
Count of Students 22 40 34 346 23 18 4 1594
0
200
400
600
800
1000
1200
1400
1600
1800
NO
. EN
RO
LLED
CHAPTERS CODED IN BANNER
Houston Humble Katy Spring Cypress Pearland Sugar Land Kingwood RichmondMissouri
CityTomball Killeen
SanAntonio
Series 1 975 96 80 75 64 44 34 33 32 30 26 22 21
0
200
400
600
800
1000
1200
AX
IS T
ITLE
TOP VETERAN STUDENT RESIDENT CITIES 2014-2017
201620 201610 201710 201510 201520 201320 201420 201210 201220 201310
Semeters 427 151 142 122 122 106 104 97 91 91
427
151142
122 122106 104 97 91 91
0
50
100
150
200
250
300
350
400
450
Top 10 Highest Enrollment Terms (SSEMTRCK DATA)
4 2 1 2 2 3 2 17
1 17
2 4 411
2 3
17
4 3
18
71
105
1
13
2 3 1
23
72
1211
1 1
22
12
2 1
34
26
4 2
37
25
17
2 2
63
47
17
14
91
81
19
37
123
1
82
19
17
136
5
66
2
1812
117
2
96
1
17
1
14
134
2
83
2
19
310
100
2
77
0
20
40
60
80
100
120
140
160
19
93
10
19
94
10
19
95
10
19
96
10
19
97
10
19
97
30
19
98
20
19
99
20
20
00
20
20
01
10
20
01
30
20
02
20
20
03
10
20
03
40
20
04
20
20
04
40
20
05
20
20
06
10
20
06
30
20
07
10
20
07
30
20
08
10
20
08
30
20
09
10
20
09
30
20
09
40
20
10
20
20
10
35
20
11
10
20
11
30
20
11
40
20
12
15
20
12
30
20
12
40
20
13
15
20
13
25
20
13
40
20
14
15
20
14
25
20
14
35
20
15
10
20
15
20
20
15
30
20
15
40
20
16
15
Veteran Student Enrollment By Term (SSEMTRCK DATA)
Enrollments
0 BA BAAS BBA BS BSET BSW MA MAT MBA MS MSM PBAC UHD
Degree Name 962 89 45 208 370 16 11 14 5 84 30 23 12 3
0
200
400
600
800
1000
1200
Veteran Student Degrees Pursued
