0.003/15/95 KEN BALLARD 1.0 INTRODUCTION ------------ THE VETERAN SUBSYSTEM IS DESIGNED TO AUTOMATICALLY DETECT ANY CHANGE IN ENROLLMENT STATUS OF VETERANS OR DEPENDENTS AND REPORT THE CHANGE TO THE VETERANS ADMINISTRATION REGIONAL OFFICE. ONCE THE VETERAN HAS BEEN CERTIFIED TO RECEIVE BENEFITS, HIS RATE OF ATTENDANCE (FULL-TIME, HALF-TIME, ETC.) AND LENGTH OF ENTITLEMENT IS ENTERED INTO THE DATABASE AND USED TO MEASURE ANY CHANGE IN STATUS. ALL VETERANS ARE RECERTIFIED IN THE FALL TERM OF EACH YEAR. A PROGRAM IS RUN WEEKLY THEREAFTER TO REPORT ANY ADDING OR DROPPING OF CLASSES. OTHER PROGRAMS ARE RUN TO CHECK FOR CHANGES IN ATTEN- DANCE OF SPECIAL SESSION CLASSES, DEVELOPMENTAL STUDIES CLASSES, AND CHANGES IN CURRICULUM. AS CHANGES OCCUR THAT HAVE TO BE RE- PORTED TO THE VA, A NOTICE OF CHANGE IN STATUS (FORM 22-1999B) IS PRINTED THAT SHOWS THE CHANGES. THIS FORM CONTAINS THE PRIMARY INFORMATION UPON WHICH THE VETERAN'S PAY IS BASED. THE SYSTEM ALSO GENERATES 1999B FORMS FOR VETERANS THAT HAVE GRADUATED AND ALSO FOR THOSE THAT DID NOT RETURN FROM THE LAST TERM. ANOTHER FEATURE OF THE SYSTEM IS THAT VETERAN ATTENDANCE CARDS ARE PRINTED FOR COURSES TAKEN BY VETERANS IN CERTIFICATE AND DIPLOMA PROGRAMS. THESE CARDS ARE USED BY FACULTY MEMBERS TO RECORD AB- SENCES IN THESE CLASSES THAT ARE CONSIDERED TO BE BELOW COLLEGE LEVEL. THE VA PAYS FOR CLOCK HOURS ATTENDED IN THESE PROGRAMS AS AS OPPOSED TO CREDIT HOURS ENROLLED IN FOR DEGREE PROGRAMS. THE SYSTEM HAS THE CAPABILITY OF MONITORING REPEATED CLASSES TAKEN BY VETERANS AND PRINTING A LIST FOR THE VETERANS' AFFAIRS OFFICE TO TAKE APPROPRIATE ACTION. DECISIONS ON REPEATED CLASSES MUST BE MADE ON A CASE-BY-CASE BASIS BECAUSE SOME CLASSES CAN BE REPEATED LEGITIMATELY, I.E., PHYSICAL EDUCATION CLASSES. CLASSES CAN ALSO BE REPEATED ONCE FOR WHICH AN "R" GRADE WAS RECEIVED. * 2.0 SUBSYSTEM NARRATIVE ------------------- BEFORE A VETERAN CAN RECEIVE VETERANS BENEFITS HE MUST FIRST BE CERTIFIED BY THE VETERANS OFFICE. THE VETERANS OFFICE CERTIFIES EACH STUDENT ACCORDING TO HIS RATE OF ATTENDANCE (FULL-TIME, 3/4 TIME, 1/2 TIME, OR BELOW 1/2 TIME). THE STUDENT'S MILITARY STATUS DISCHARGE DATE, VETERAN FILE NUMBER, AND CERTIFCATION STATUS ARE ENTERED INTO THE DATA BASE. AFTER A STUDENT HAS BEEN ENTERED AS A VETERAN THE VETERAN SUBSYSTEM THEN KEEPS TRACK OF ALL CHANGES IN STATUS FOR EACH VETERAN THROUGHOUT THE TERM. AT THE END OF THE DROP/ADD DATE TWO PROGRAMS ARE RUN TO PRO- DUCE VETERAN CHANGE IN STATUS FORMS, 1999B. ONE PROGRAM PRODUCES 1999B FORMS AND A LIST OF VETERANS WHO DID NOT RETURN FROM THE LAST TERM. THE FORMS ARE SENT TO THE VETERANS ADMINISTRATION OFFICE TO OFFICALLY NOTIFY THEM THAT THE STUDENT IS NOT RETURNING. THE LIST WHICH IS FOR THE VETERANS AFFAIRS OFFICE SHOWS THE STATUS OF EACH VETERAN AS OF LAST TERM AND ALSO INDICATES IF THE VETERAN DID NOT RETURN BECAUSE OF GRADUATION. THE PROGRAM CHANGES THE VET- ERANS CERTIFICATION TO INACTIVE, AND THE VETERAN CREDIT HOUR, VET- ERAN CLOCK HOUR, AND VETERAN DEVELOPMENTAL CLOCK HOUR TO ZERO. THE CHANGE IN STATUS FORM SHOWS THE LAST DATE OF ATTENDANCE AS THE LAST DAY OF CLASS FOR THE PREVIOUS TERM, AND THE REASON FOR TERMINA- TION AS 'END OF TERM OR COURSE'. IF THE STUDENT HAS GRADUATED THE TERM AND YEAR OF GRADUATION IS SHOWN IN THE REMARKS SECTION OF THE 1999B FORM. THE SECOND PROGRAM TO BE RUN AT THE DROP/ADD DATE PRODUCES CHANGE IN STATUS FORMS FOR VETERANS WHOSE STATUS HAS CHANGED SINCE LAST TERM OR WHO ARE ENROLLED IN SPECIAL SESSION, DEVELOPMENTAL OR CO-OP CLASSES (OPTIONAL) WHETHER OR NOT THEIR CERTIFICATION STATUS HAS CHANGED. ANY VETERAN WHO WAS ENROLLED IN ANY OF THE ABOVE CLASSES LAST TERM AND IS NOT ENROLLED THIS TERM WILL HAVE A CHANGE IN STATUS FORM PRINTED. THE CHANGE IN STATUS FORM FOR THE FIRST RUN OF THE TERM SHOWS THE DATE ADJUST- MENT IS EFFECTIVE AS THE START DATE OF THE TERM, THE CURRICULUM THE STUDENT IS ENROLLED IN, THE CREDIT, NON-CREDIT AND CLOCK HOURS BEFORE THE PROGRAM IS RUN AND AFTER. IF THE STUDENT IS CERTIFIED AS BELOW HALF-TIME THEN THE AMOUNT OF TUITION INCLUDING ACTIVITY FEE IF ANY IS SHOWN. THE NUMBER OF DAYS PER WEEK THE STUDENT IS IN CLASS IS SHOWN IF THE STUDENT IS ENROLLED IN A BELOW COLLEGE LEVEL PROGRAM, OR A CERTIFICATE OR DIPLOMA PROGRAM. THE STUDENTS CLASSES ARE SHOWN IN THE REMARKS SECTION. FOR EACH CLASS THE DEPARTMENT, COURSE, BEGINNING AND ENDING DATE, CREDIT OR NON-CREDIT HOURS, DAYS THE CLASS MEETS, AND THE LAST DATE OF ATTENDANCE IF THE THE STUDENT DROPS THE CLASS ARE SHOWN. EACH COURSE THAT IS A SPECIAL SESSION OR DEVELOPMENTAL STUDIES IS FLAGGED. ONCE A WEEK AFTER THE DROP/ADD DATE A PROGRAM IS RUN TO PRINT CHANGE IN STATUS FORMS FOR VETERANS WHOSE STATUS HAS CHANGED BY ADDING OR DROPPING CLASSES SINCE THE LAST TIME THE PROGRAM WAS RUN. A CHANGE IN STATUS FORM WILL ALSO BE PRINTED IF ANY CHANGE IN CLASS REGISTRATIONS OCCUR SINCE THE LAST TIME THE PROGRAM WAS RUN REGARD- LESS IF THERE WAS A CHANGE IN CERTIFICATION STATUS. THIS MEANS A STUDENT COULD DROP A 3 CREDIT CLASS AND ADD A 3 CREDIT CLASS. THERE WOULD BE NO CHANGE IN CERTIFICATION STATUS BUT THERE IS A CHANGE IN CLASS REGISTRATIONS. THE CHANGE IN STATUS FORM FOR THE WEEKLY RUN SHOWS MOST OF THE SAME INFORMATION THAT THE FIRST RUN OF THE TERM SHOWS. THE EXCEPTIONS ARE THAT THE DEVELOPMENTAL AND SPECIAL SESSIONS COURSES ARE NOT FLAGGED, IF A STUDENT DROPS ALL OF HIS CLASSES THEN THE DATE OF LAST ATTENDANCE IS THE LAST DAY OF THE PREVIOUS TERM, IF THE MAJORITY OF THE CLASSES ARE DROPPED THEN THE DATE OF LAST ATTENDANCE IS THE LAST DATE OF AT- TENDANCE FOR THAT TERM. SEVERAL OTHER PROGRAMS ARE RUN AT THE DROP/ADD DATE. THE FIRST PRODUCES A LISTING SHOWING ALL THE CLASSES THE STUDENT HAS ENROLLED IN FOR THAT PARTICULAR TERM. THE SECOND PROGRAM PRODUCES A REPORT SHOWING THOSE STUDENTS NOT ENROLLED IN A DEGREE, CERTIFICATE, OR DIPLOMA CURRICULUM. THE REPORT IS USED TO RESEARCH AND CORRECT THE PAPERWORK FOR THESE STUDENTS SINCE A VETERAN MUST BE ENROLLED IN AN APPROVED CURRICULUM TO REMAIN CERTIFIED TO RECEIVE BENEFITS. THE LAST PROGRAM RUN AT THE DROP/ADD DATE GEN- ERATES A REPORT SHOWING VETERANS CURRENTLY ENROLLED IN COURSES WHICH THEY HAVE COMPLETED SATISFACTORILY IN A PREVIOUS TERM WITH A GRADE OF A, B, C, D, OR S. A CLASS IN WHICH A GRADE OF 'R' HAS BEEN RECEIVED IS ALLOWED TO BE REPEATED ONCE. REPEATING THE 'R' GRADE CLASS MORE THAN ONCE WILL CAUSE IT TO APPEAR ON THE REPORT. ONCE A MONTH ATTENDANCE CARDS ARE PRINTED FOR EACH CLASS IN WHICH THE VETERAN HAS ENROLLED. THE VETERAN AFFAIRS OFFICE SENDS THE CARDS TO THE INSTRUCTORS WHO CIRCLE THE DATES THAT THE VETERAN WAS NOT IN CLASS. THE INSTRUCTOR THEN RETURNS THE ATTENDANCE CARDS TO THE VETERANS AFFAIRS OFFICE WHO THEN TABULATE ALL THE CLASSES THAT THE VETERAN HAS MISSED. IF A VETERAN MISSES ALL CLASSES FOR A DAY HE DOES NOT RECEIVE ANY FUNDS FOR THAT DAY AND THE VETERANS ADMINISTRATION OFFICE IS NOTIFIED. AT THE END OF THE TERM TWO MORE PROGRAMS ARE RUN. THE FIRST PRODUCES A LIST OF ALL VETERANS WHO HAVE WITHDRAWN WITH A GRADE OF 'W' AT THE END OF THE TERM. THE SECOND PROGRAM PRO- DUCES A LIST OF VETERANS WHO HAVE GRADUATED. THE LIST IS USED TO DETERMINE IF THE VETERAN HAS ANY REMAINING BENEFITS AND TO VERIFY THAT THE VETERAN IS RETURNING TO COLLEGE UNDER A NEW CURRICULUM. WHEN A VETERAN IS NO LONGER RECEIVING BENEFITS THE VETERANS AFFAIRS OFFICE CHANGES THE STUDENT'S CERTIFICATION STATUS. WITH THE NEW CERTIFICATION STATUS THE VETERAN IS STILL ON THE SYSTEM AS A VETERAN BUT NONE OF THE VETERAN SUBSYSTEM PROGRAMS WILL SELECT THE STUDENT AS A VETERAN. NO CHANGE IN STATUS FORMS WILL BE PRODUCED UNTIL THE STUDENT HAS BEEN RECERTIFIED BY THE VETERANS AFFAIRS OFFICE. ONCE A STUDENT HAS BEEN CERTIFIED AS A VETERAN, THE VETERANS AFFAIRS OFFICE THEN HAS THE OPTION OF RUNNING OTHER SIS PROGRAMS. THE STUDENT INQUIRY SCREEN CAN BE USED TO SEE WHICH CLASSES THE STUDENT HAS TAKEN, HIS ADVISOR, AND HIS ACADEMIC STATUS. MAILING LABELS CAN BE PRODUCED BASED ON THE STUDENTS VETERAN FILE NUMBER, OR CERTIFICATION STATUS. THE STUDENT PROFILE SUMMARY CAN BE RUN AGAINST ALL VETERANS ENROLLED FOR A TERM AND BREAKDOWNS BY SEX, RACE, JURISDICTION, CURRICULUM, AGE, STUDENT TYPE, AND HIGH SCHOOL WILL BE GENERATED. THESE ARE JUST SOME EXAMPLES OF OTHER PROGRAMS THAT CAN BE USED TO SUPPORT THE OPERATION OF THE VETERANS AFFAIRS OFFICE. * 2.1 SYSTEM FLOWCHART ---------------- RUN IMMEDIATELY AFTER DROP/ADD FOR 10 WEEK SESSIONS _____________ |___VET300__| _____________ _____________ __|___________| | | | DISK | |___VET311__| |__________| S I S |__________| BACKUP | | NON-RETURN|_| | DATA BASE | | FILE | | VETS 1999B| |___________| |___________| |___________| | | | ______|______ | |___VET320__| |_