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REMARKS FROM DR. RAYMER Once more, thanks for all you do to support Soldiers. Getting a degree can be intimidating, lengthy and costly. What you do to support Soldiers is crucial to expedite this important process of higher education - whether it be working an invoice, facilitating enrollment, helping Soldiers select a degree or any of the other myriad of activities involved with completing an academic degree. We appreciate all your efforts and engagement with us in making this process result in more educated Soldiers

May 2019

LOI SCHOOL WEBINAR RECORDING AND SLIDE INFORMATION

The presentation slides are available HERE

Click here to view the recording GoArmyEd LOI School Recording

Recording password is BhVqUs3s

GoArmyEd LOI

School

Newsletter

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Topics of Discussion

from HQ ACES ACES Information

Update on Modernization of GoArmyEd

As a reminder, we are in the process of the modernization of GoArmyEd. This project is moving forward, and inputs are being accepted from HQ ACES and Education Center Staff, as well several schools.

School Advisory Board

Nineteen schools were invited to assist in providing inputs to HQ ACES regarding the modernization of GoArmyEd. These schools are working with the contractor to share ideas, lessons learned, and suggestions. Based on the expertise of HQ ACES, ACES, and school staff, the modernization is progressing. The intention is to have the modernization of GoArmyEd completed next year. The School Advisory Board will continue as a resource in assisting in the creation of the new modernized GoArmyEd. HQ ACES would like to acknowledge all 100+ members of the board and thank them for their time and suggestions.

Update on changes in GoArmyEd

HQ ACES is aware Student Agreements produced after 30 April 2019 contain a full Social Security Number (SSN). If any Student Agreement is to be uploaded, please remove or redact the SSN from the document. Since the 21 May 2019 call, the full SSN has been changed on Student Agreements to only display the last 4 of the SSN.

Headquarters – Army Continuing Education System (HQ ACES)

Dr. Pamela Raymer, Chief, HQ ACES

Steve Clair, Deputy Chief, Policy, Programs, and Incentives Branch Chief, HQ ACES Ron Ortiz, GoArmyEd Systems Branch Chief Trent Stanfield, Finance Branch Chief/Budget Officer Derek Jackson, Tuition Assistance Policy Program Manager Gary Remington, SOC/Postsecondary Program Manager Bree Charlot, Counseling Program Manager Jason Bise, Education Services Specialist, GoArmyEd Branch Russ Mott, Education Services Specialist, GoArmyEd Branch Jennifer Kucan, Education Services Specialist, GoArmyEd Branch Richard Cadwell, Education Services Specialist, GoArmyEd Branch Irina Rader, APT/Academic Testing Program Manager Sophia Sweeney, CP 31/ACES Credentialing Program Manager Amy Moorash, Chief, HQ IMCOM ACES Ken Hardy, Chief, Education Services Branch, National Guard GoArmyEd School Support Stephanie Kahne, GoArmyEd Lead, Anna Catelli, GoArmyEd School Support Project Manager Patricia Taylor, Su-mei Hodges, Susan Wolozyn, Tania Betancourt-Urquiaga, GoArmyEd School Support Liaisons IBM Nicole Puskar, Customer Relations Lead Diana Duparl, Bethany Moore, Ruth Perez, Customer Relations Analysts

PRESENTERS

Opening CRM Cases Please open cases related to a specific student under their GoArmyEd Student Record instead of the school user account. By opening the case under the Soldier’s Student Record, GoArmyEd users can research information easier, and the Soldier can view the information.

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Credential Assistance (CA) Program

Credential Opportunities Expanding

The Limited User Test (LUT) is doing well in Ft. Hood and in Texas. In June 2019 the LUT will expand to Kentucky and will be open to Active Duty service members stationed at Ft. Campbell. National Guard and Reserve residing in Kentucky will be able to participate as well. All 1600+ credentials will be available to these Soldier to obtain. Schools should familiarize themselves with Army COOL. The Army COOL program identifies credential programs and their alignment with Military Occupational Specialty (MOS) codes and institutions offering these credentials.

Topics of Discussion from IBM SOC/School Support Name Change & Case Queue Impacts

The SOC Degree Network System (DNS) and Career and Technical Education (CTE) resource list was sunset on 29 March 2019. All GoArmyEd processes will remain the same. The name of the Servicemembers Opportunity Colleges Liaisons team changed to GoArmyEd School Support. When escalating a Helpdesk case, you will now select “Escalate to School Support” from the drop-down as the primary category under Select New Action.

• School Support cases route to GoArmyEd School Support

• School Inquiry cases route to LOI schools

• Policy Questions route to HQ ACES

GoArmyEd Tutorials

“GoArmyEd Tutorials” link, formerly known as the “Training” link, contains Quick Reference guides (QRs), Step-by-Step-Instructions (SBSIs) and instructional videos to help users navigate through different pages and processes in the system: https://www.goarmyed.com/student_support/student_support_training.aspx

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Newly Redesigned Hip Pocket Guide Brochures Available

This Hip-Pocket Guide Brochure replaces the wallet card. It provides detailed information on the common processes that Soldiers will perform as they register for and take classes. This document acts as a self-help tool for Soldiers.

Graduation Reporting

Opening Helpdesk Cases to Report Graduations

If you are unable to report a Soldier’s graduation using the “Graduation Reporting” link on the Soldier’s record, please open a Helpdesk case using the “Technical Issue” Case Type and include:

• Date of degree conferral

• GPA

• Degree Title - If the degree title displayed on the Soldier’s record is different that the degree plan you are attempting to report the graduation for, note this in the case.

• Honors (if applicable)

• Screenshot of the error received when attempting to report the graduation A helpdesk case with the above information must also be opened if the degree plan displayed on the Student Record is different than the degree for which the graduation is being reported.

Conferral Date After Degree Effective Date

A graduation CANNOT be reported if the conferral date is after the degree effective date shown on the Student Program/Plan History page.

Note: All users can download a PDF version of the Hip Pocket Guide Brochure from the GoArmyEd Marketing Resources page, located at https://www.goarmyed.com/common/goarmyed_marketing_resources.aspx.

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CAGE Codes Check your Commercial and Government Entity (CAGE) code in GoArmyEd to ensure it is up-to-date. If the CAGE code is near the expiration date, renew it before it expires at www.sam.gov. CAGE code updates may take up to 48 hours to appear in GoArmyEd. TA payment to your school will be delayed if your CAGE code expires. Note: There is no charge to renew your Cage Code. Primary and Secondary POCs (PPOCS and SPOCs) can view the CAGE code status on their “School Profile Management” page.

Reminders

School Logos

Schools can upload their logos to GoArmyEd to appear on the public homepage. Logo image requirements are available HERE

Protecting Personally Identifiable Information (PII)

PII includes, but is not limited to, social security number, date of birth, place of birth, mother’s maiden name, and biometric records. All GoArmyEd users should ONLY use the GoArmyEd ID number in cases, eFile documents, and any other uploaded documents. If screenshots are used, please remove all PII.

VIOLATION

YOU WILL BE REPORTED TO THE ARMY

Protecting PII is everyone’s job

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Topics of Discussion from GoArmyEd

School Support Student Agreements

As a school user, when uploading the Student Agreement CSV file in Secure FTP (SFTP), please continue to leave the SOCAD and SOCAD Network fields blank. The titles of the rows will remain, but the data is no longer required. If any data is accidentally put in these fields, it will not transfer to the Soldier's new Student Agreement PDF. Note: The Student Agreement PDF is now back to generating the last four of the SSN. There are no changes to the Student Agreement Input file. The school must still submit using the full SSN.

The Student Agreement Error report will continue to show the full SSN and is available in the schools SFTP folder. Please remain cautious when accessing these reports and manage all PII/FERPA. Prospective and Current Student roster The Prospective and Current Student Roster report is still under review and development to return the full Social Security Number (SSN) to this report. We will continue to monitor this report and keep schools informed.

Graduation Reporting

To ensure that Soldiers do not take classes that are no longer advancing them towards their degree, schools must submit graduation reports anytime a Soldier meet the following graduation criteria: Have completed all degree requirements If required by the school, submitted an approved application for graduation Step-by-step Instructions on Reference Documents page: Web Graduation Reporting If your school is set up for graduation submission via Secure FTP, the technical specifications for the batch file can be found in the Document Repository: Graduation Reporting

LOI User Roles

These are the various roles and attributes for LOI School users. Primary Points of Contact and Secondary Point of Contacts (POC) have the ability to add these roles to different staff members. As a reminder, if you have had change at your institution, please ensure you are deactivating users who have left and reassigning those user roles.

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CRM CASE MANAGEMENT

Please use the links located under the Helpdesk Information section of your GoArmyEd homepage to access cases, rather

than searching for a particular case number. Getting into the habit of using these links will ensure that, when a case

requires an action from you (escalate, close, or return) as the case owner or as the account holder, time is not lost toward

the final resolution of the case.

For cases opened in an account other than your own, access using

• “View CRM Case Queue”

o Escalated to your school (Soldier’s

account)

o Not yet assigned to a user at your school

• “View My Cases”

o Assigned to you

o Returned to you as a previous case

owner

• Close/resolve

For cases opened in your account, access using “Create/Track Helpdesk Cases”

• Returned to you as the account holder

Please take a moment every day to check your school’s Unassigned queue, your My Cases queue, and your Create/Track Helpdesk Cases link to make sure there are no cases that require your immediate attention.

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Course Changes

Schools must ensure course information is accurate in GoArmyEd. A comprehensive listing of all your school’s GoArmyEd courses including status (i.e. Inactive, Saved, Active, Error) is in the Course Report in SFTP. The file is updated daily. Course File: Outgoing > reports folder (campus_courses.txt) Step-by-step Instructions on Reference Documents page: Updating Courses and Classes Updates to courses must be completed in the “Soldier Course/Class Management” (SCCM) tool.

Reminders Next LOI School Webinar:

The next GoArmyEd LOI School Webinar is scheduled in September 2019. Schools will be notified of the exact date in near future.

Getting Help:

For GoArmyEd related issues, please create a GoArmyEd Helpdesk case at www.goarmyed.com.

For GoArmyEd School Support related inquiries, please open a ticket using the “Get Help” link at www.goarmyedschoolsupport.org

Call Q&A Session Summary

1. Q: I understand we still follow the DoD MOU regarding program plans etc. I am unable to find a good URL I can go to regarding the new SOC organization? A: SOC has officially sunset and there is not a new "SOC". The new URL for the GoArmyEd School Support team is www.goarmyedschoolsupport.org

2. Q: Transfers out report lists students who have been graduated by the institution as "program change." Is there a way to change status to completed or something to that extent? A: HQ ACES will research your inquiry. Any updates will be communicated to schools.

3. Q: When submitting a Student Agreement (SA), are we allowed to keep the SSN on the SA or should we avoid entering the SSN on the SA?

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A: In sFTP, you will still be required to include the full SSN when you submit the Student Agreement input file for Fully Developed Degree Plans. In eFile/Course Planner, you will need to redact the SSN from the Student Agreement pdf for Drop-down Degree Plans.

4. Q: What should we do about reporting graduations who have already transferred out of GoArmyEd? A: If the Soldier has an active account in GoArmyEd, schools can submit a graduation file in SFTP. If the school does not have access to submit graduations in FTP, the school will need to open a CRM case under the Student Record with the degree title, GPA, confer date honors (if applicable). If the school wishes to have access to submit graduations in FTP, please open a CRM case.

5. Q: How do we report graduations for students who have already transferred to their next school? Or the degree they

graduated with is not the same as the degree listed in GoArmyEd? A: If the Soldier already changed the home school in GoArmyEd or the degree plan is incorrect, the school will still be able to submit the graduation via SFTP. If the school does not have access to submit graduations in FTP, the school will need to open a CRM case under the Student Record with the degree title, GPA, confer date honors (if applicable). If the school wishes to have access to submit graduations in FTP, please open a CRM case.

6. Q: Will the updated portal allow us to stay logged in longer?

A: RMS security requirement says you must log out after 4 minutes of being idle. It will be more than just page navigation in the future.

7. Q: If a student has graduated for an associate degree and has already made the change to a bachelor’s degree, how do we proceed? A: If the Soldier already changed the degree plan in GoArmyEd, the school will still be able to submit the graduation via SFTP. If the school does not have access to submit graduations in FTP, the school will need to open a CRM case under the Student Record with the degree title, GPA, confer date honors (if applicable). If the school wishes to have access to submit graduations in FTP, please open a CRM case.

8. Q: Regarding SAs and Course Planner, could a reminder be placed on GoArmyEd for the Soldiers that simply uploading the Student Agreement does not satisfy the Course Planner requirement? A: Future enhancements cannot be answered at this time. In the meantime, a TOTD will posted to explain the requirement and this will also be addressed on the next ACES Field Call.

9. Q: Will the updated GoArmyEd system allow the school to see the user who processed a rejection of a class registration? A: Suggestions are taken seriously and will be forwarded to HQ ACES for review. We cannot tell you at this time what will be implemented in the new GoArmyEd system, but we are getting assistance and recommendations from 19 different schools.

10. Q: Can a search feature be implemented for the school training documents to make it easier to find answers? A: Suggestions are taken seriously and will be forwarded to HQ ACES for review. We cannot tell you at this time what will be implemented in the new GoArmyEd system, but we are getting assistance and recommendations from 19 different schools.