Model Office

1. University of Southern Mississippi – Gulf Coast Mississippi State University Model Office

2. Model Office • How Chapter 33 Funds Are Processed • Dual Campus – Multiple Facility Codes • University of Southern Mississippi • Dual Campus – One Facility Code • Mississippi State University • Office Design • Mississippi State University

3. Dual Campus – Multiple Facility Codes • The University of Southern Mississippi is a Dual Campus Public Institution with separate facility codes and one Bursar’s Office • Most other institutions have one facility code for all campuses as all degrees are conferred at the main campus. • Southern Mississippi Gulf Coast has several degrees specific to the coast. • Certifying enrollments and disbursing of Chapter 33 funds are handled differently than schools with one facility code.

4. Dual Campus – Multiple Facility Codes • Students concurrently enrolled at both campuses require extra processes. • We certify only those courses offered on the Gulf Coast Campus. Tuition is included on the Certification. • A VA Permission Letter is placed on a shared server for the VACO in Hattiesburg. Included on the letter is the amount of tuition that is being charged. • Hattiesburg’s VACO is notified through IM or E-Mail that the VA Permission Letters are available. • The VACO certifies the enrollment and includes the appropriate tuition charges.

5. Dual Campus – Multiple Facility Codes • Challenges we face with multiple facility codes are: • Students add and drop courses after being certified. • Online courses especially pose issues as some are coded as Hattiesburg while others are coded as Gulf Coast. • For example, students may drop a 3 hour course at Gulf Coast and add a 4 hour course in Hattiesburg. • Adjustments have to be submitted along with appropriate tuition changes for each campus.

6. Dual Campus – Multiple Facility Codes • Obviously, this requires collaboration with the other VACO to ensure timely processing and compliance with the VA regulations. • Now that the certifications have been submitted, we eagerly await the funds from VA.

7. Dual Campus – Multiple Facility Codes • The Bursar’s Office is located in Hattiesburg. All VA Funds are received in this one location. • The Business Office accountant puts the Remittance Advice Detail Report on the shared server. • Additionally, a list of all students’ names, student ID numbers, and VA funds received is e-mailed to each VACO. • Each VACO identifies her particular students from the list and disburses the VA funds received after verifying the amount is still correct for the enrollment.

8. Dual Campus – Multiple Facility Codes • If funds are not disbursed to the student due to changes and/or debt letters being received, the funds are returned with the appropriate documents. • Students that withdrew and/or changed enrollment before the semester and who were concurrently enrolled on both campuses may require both VACO’s to return funds.

9. Dual Campus – One Facility Code • Mississippi State University Operates Under One VA Facility Code • 2 Campuses • Starkville – Main Campus • Meridian – Satellite Campus • VA Representative located in Meridian collects all necessary paper work for those students. • Paperwork for both campuses processed by VACO on main campus (Starkville).

10. Dual Campus – One Facility Code • Mississippi State has a large enrollment of Veterans and Service-members enrolled through Distance Education. • All paperwork processed by VACO on main campus (Starkville). • Our office works closely with the Academic Outreach in helping new/returning students taking courses online.

11. Dual Campus – One Facility Code • Process in Certifying Chapter 33 Enrollments • All paperwork collected and verified by Outreach Coordinator. • Once all paper is verified it is handed over to the VACO for processing. • Once certified, a file is made for each student as long as they are enrolled for tracking purposes.

12. Dual Campus – One Facility Code • Certification of Chapter 33 • Student submits verification of enrollment form signed by his/her advisor • Student schedule checked against degree plan to verify required courses. • Student is certified in VA Once • Paper work placed in student folder to track add/drops

13. Dual Campus – One Facility Code • Center for America’s Veterans and Sponsored Student Office work closely in tracking Chapter 33 payments from the VA. • Report tuition and fees to VA after school add/drop date (6th Day of Class). • Sponsored Student Office is provided a spread sheet with the students receiving Chapter 33 and the percentage of the tuition they should be receiving. • Our office is immediately notified of any discrepancy when payments arrive to determine corrective action needed.

14. Dual Campus – One Facility Code • Handling Debts • VACO tracks drops/withdrawals by running MSU’s drop/withdrawal report every 15-30 days. • Process changes and wait for debt letter from DMC. • Once debt letter is received, debt is verified and student is notified of the debt and the amount. • Sponsored Student Office is notified of the debt and check is printed and returned to DMC along with statement.

15. Office Design / Setup • Center for America’s Veterans – Mississippi State University • Handle all issues for all veterans, service-members and dependents whether they are getting GI Bill Education Benefits or not. • Center was established in August 2006 with a staff of 3. • Currently have a staff of 6 full time employees and 6 student workers.

16. Office Design / Setup Current Organization Structure Director Associate Director Office Associate Veterans Benefits & Program Counselor Veterans Benefits & Program Coordinator Veterans Outreach Coordinator Student Workers

17. Office Design / Setup • Position Descriptions • Director • Over All Responsible For Office • Special Programs • Green Zone • Certificate Program • Associate Director • Manage Day to Day Operations for the Office • Work Flow • Budget • Leave • VACO for all Yellow Ribbon Students

18. Office Design / Setup • Position Descriptions Continued • Associate Director Continued • Manage Scholarships • Tillman • Russell Gains • Tommy Nusz • Center for America’s Veterans • Yellow Ribbon • Manage Non Resident Waiver for Veterans, Service-members and Dependents • Manage Priority Registration Program • Alternate VACO for Students

19. Office Design / Setup • Position Descriptions Continued • Veterans Benefits and Program Coordinator • Primary VACO for All Student Certification • Primary VACO for Chapter 31 • Manage Debt Management Issues • Primary for End of Semester Reports • Maintains VAONCE • Veterans Benefits and Program Counselor • Secondary VACO for All Student Certification • Secondary VACO for Chapter 31 • Secondary for End of Semester Reports • Maintains Student Files

20. Office Design / Setup • Position Descriptions Continued • Office Associate • Manages Student Workers • Manages the Day to Day Transaction for the Office • Travel • Leave • Budget • Assist Where Needed in the Office • Student Workers • Assist With Student In Processing • Campus Tours • Answer Phone • Assist VACO with Student Files

21. Questions