**CHAPTER 7. MAINTAINING APPROVAL RECORDS ON OLAF**

**SUBCHAPTER I. ADD MODE**

**Paragraph Page**

7.01 Adding Institution Records 7-1

7.02 Adding Compliance Surveys 7-1

7.03 Adding Terms 7-2

7.04 Adding Certifying Officials 7-2

7.05 Adding Programs and Aircraft 7-2

**SUBCHAPTER II. MODIFY MODE**

**Paragraph Page**

7.06 Modifying Institution Records 7-4

7.07 Modifying Compliance Surveys 7-4

7.08 Modifying Terms 7-4

7.09 Modifying Certifying Officials 7-4

7.10 Modifying Programs and Aircraft 7-5

**SUBCHAPTER III. DELETE MODE**

**Paragraph Page**

7.11 Deleting Institution Records 7-6

7.12 Deleting Compliance Surveys 7-6

7.13 Deleting Terms 7-6

7.14 Deleting Certifying Officials 7-7

7.15 Deleting Programs and Aircraft 7-7

**SUBCHAPTER IV. MISCELLANEOUS ACTIONS**

**Paragraph Page**

7.16 Facility Codes and Institution Records 7-9

7.17 Hines Facility File 7-9

**APPENDIX Page**

A. Standard Screen Entries 7-A-1

**CHAPTER 7. MAINTAINING APPROVAL RECORDS ON OLAF**

**SUBCHAPTER I. ADD MODE**

**7.01 ADDING INSTITUTION RECORDS**

**a. General.** The first step is to add the new institution. OLAF
(On-Line Approval File) will not allow ELRs (Education Liaison
Representatives) to enter approved programs, aircraft, certifying
officials, or terms, until an institution exists. It is not necessary to
add a new record to add approved programs of another type of training to
an existing institution. For example, if the SAA (State Approving
Agency) approves an IHL (Institution of Higher Learning) to offer NCD
(Noncollege Degree) programs, the ELR does not have to add a new record.
He or she can modify the IHL record by adding an NCD facility code. (See
par. 7.06 and 7.16 below for additional information.)

**b. Procedure**

\(1\) Click Institutions and Add New. A blank Facility Identity screen
appears. (See chapter 6, fig. 6.06.) Complete the fields on the screen.

\(2\) Click the Approval Information tab. A blank Approval Information
screen appears. (See fig. 6.07.) Complete the fields on the screen. The
ELR can click Add at this time since there are no required fields on the
Issues/Remarks screen. Or, the ELR can go to the Issues/Remarks screen
and complete the screen before adding the record.

\(3\) Click the Issues/Remarks tab. A blank Issues/Remarks screen
appears. (See fig. 6.08.) Complete the fields on the screen. Click Add
after completing the screen. If the ELR clicked Add after completing the
Approval Information screen, he or she has to click Institutions and
Modify before completing the Issues/Remarks screen.

\(4\) When the ELR clicks Add, OLAF checks required fields. It edits
entries for consistency. It checks to see if a record with the same
facility code already exists. If a record with the same facility code
exists, a message appears. If the entries pass the edits and no matching
record is found, a message appears. Click Yes to add another
institution. Click No to return to the Institutional Processing screen.

**7.02 ADDING COMPLIANCE SURVEYS**

**a. General.** Click Surveys. The Survey Selection Dialog screen shown
in figure 6.09 appears. If there are compliance surveys, they appear on
the screen in numerical order by date the compliance survey was
conducted. If there are no compliance surveys, the message \"No records
found\" appears. Click Add to add a new compliance survey.

**b. Procedure**

\(1\) A blank Survey screen appears. (See fig. 6.10.) Complete the
fields on the screen.

\(2\) If there are referrals to Adjudication, Finance, the SAA, the
institution, or other organizations, click on the Ref/Rep Dates tab. A
blank Ref/Rep Dates screen appears. (See fig. 6.11.) Complete the fields
on the screen.

\(3\) Click on the Cases/Notes tab. A blank Cases/Notes screen appears.
(See fig. 6.12.) Enter the number of cases reviewed, the number of cases
with discrepancies, if any, and remarks about the current or future
compliance surveys.

\(4\) Click Add. OLAF checks required fields. It edits entries for
consistency. If the entries pass the edits, a message appears. Click Yes
to add another compliance survey. Click No to return to the Survey
Selection Dialog screen.

**7.03 ADDING TERMS**

**a. General.** Click Terms. The Term Selection Dialog screen shown in
figure 6.13 appears. If there are terms, they appear in numerical order
by the beginning date. If there are no terms, the message \"No records
found\" appears. Click Add to add a new term.

**b. Procedure.** A blank Term Processing screen appears. (See fig.
6.14.) Complete the fields on the screen. After the Start and End dates
are entered, OLAF computes the length of the term in weeks. Check the
calculation. If the term includes vacation periods of more than 7 days,
enter the correct length in weeks in the field. Click Add. OLAF checks
required fields. It edits entries for consistency. If the entries pass
the edits, a message appears. Click Yes to add another term. Click No to
return to the Term Selection Dialog screen.

**7.04 ADDING CERTIFYING OFFICIALS**

**a. General.** Click Officers. The Certifying Officials Selection
Dialog screen shown in figure 6.15 appears. If there are certifying
officials, they appear in order by the priority assigned by the ELR. If
there are no certifying officials, the message \"No records found\"
appears. Click Add to add a new certifying official.

**b. Procedure.** A blank Certifying Officials Processing screen
appears. (See fig. 6.16.) Enter the name of the certifying official and
the priority. Click Add. A message appears. Click Yes to add another
certifying official. Click No to return to the Certifying Officials
Selection Dialog screen.

***NOTE:** The ELR may need to change the priorities after adding one or
more certifying officials.*

**7.05 ADDING PROGRAMS AND AIRCRAFT**

**a. General.** Click Programs and IHL, NCD, OJT, FLT, Aircraft, or
Correspondence. The appropriate selection dialog screen appears. If
there are programs or aircraft, they appear in alpha- betical order. If
there are no programs or aircraft, the message \"No records found\"
appears. Click Add to add a new program or aircraft. The appropriate
processing screen appears.

**b. Facility Codes and Programs.** The first thing OLAF does when an
ELR attempts to add new programs or aircraft is to check for the
corresponding facility code. If the institution does not have a
corresponding facility code, the type is grayed out. For example, if the
ELR tries to add a flight program to an institution without a flight
facility code, the flight and aircraft selections are grayed out. The
ELR needs to enter a flight facility code and click Modify.

**c. IHL Programs.** Click Programs and IHL. The IHL Program Selection
Dialog screen shown in figure 6.17 appears. Click Add. A blank IHL
Processing screen appears. (See fig. 6.18.) Complete the screen and
click Add. A message appears. Click Yes to add another IHL program.
Click No to return to the IHL Program Selection Dialog screen.

**d. NCD Programs.** Click Programs and NCD. The NCD Program Selection
Dialog screen shown in figure 6.19 appears. Click Add. A blank NCD
Processing screen appears. (See fig. 6.20.) Complete the screen and
click Add. A message appears. Click on Yes to add another NCD program.
Click No to return to the NCD Program Selection Dialog screen.

**e. OJT Programs.** Click Programs and OJT. The OJT Program Selection
Dialog screen shown in figure 6.21 appears. Click Add. A blank OJT
Processing screen appears. (See fig. 6.22.) Complete the screen and
click Add. A message appears. Click on Yes to add another OJT program.
Click No to return to the OJT Program Selection Dialog screen.

**f. Flight Programs.** Click Programs and FLT. The Flight Program
Selection Dialog screen shown in figure 6.23 appears. Click Add. A blank
Flight Processing screen appears. (See fig. 6.24.) Complete the screen
and click Add. A message appears. Click on Yes to add another flight
program. Click No to return to the Flight Program Selection Dialog
screen.

**g. Aircraft.** Click Programs and Aircraft. The Aircraft Selection
Dialog screen shown in figure 6.25 appears. Click Add. A blank Aircraft
Processing screen appears. (See fig. 6.26.) Complete the screen and
click Add. A message appears. Click on Yes to add another aircraft.
Click No to return to the Aircraft Selection Dialog screen.

***NOTE:** See paragraph 6.17 for the procedure to link flight programs
and aircraft.*

**h. Correspondence Courses.** Click Programs and Correspondence. The
Correspondence Selection Dialog screen shown in figure 6.28 appears.
Click Add. A blank Correspondence Processing screen appears. (See fig.
6.29.) Complete the screen. After the ELR enters the Rate Per Lesson and
Number of Lessons, OLAF computes the Maximum Cost by multiplying the
rate per lesson by the total number of lessons. Review the computation.
If the cost is correct, click Add. If the cost is incorrect, enter the
correct maximum cost before clicking Add. A message appears. Click on
Yes to add another correspondence course. Click No to return to the
Correspondence Selection Dialog screen.

**SUBCHAPTER II. MODIFY MODE**

**7.06 MODIFYING INSTITUTION RECORDS**

**a. Searching.** Click on Institutions and Modify. The Institution
Selection Dialog screen appears. (See fig. 6.04.) Follow the procedure
in paragraph 6.04 to find the institution.

**b. Procedure.** If the fields the ELR needs to change are not on the
Facility Identity screen, click on the Approval Information or
Issues/Remarks tabs at the top of the screen to obtain the desired
screen. Move the cursor to the desired fields and enter the new
information. Click Modify. OLAF checks to see that all required fields
are complete. It edits entries for consistency. If the entries pass the
edits, a message appears. Click OK. Click Cancel to return to the
Institution Selection Dialog screen.

**7.07 MODIFYING COMPLIANCE SURVEYS**

**a. Searching.** After finding the institution, click Surveys. The
Survey Selection Dialog screen appears. (See fig. 6.09.) Compliance
surveys appear in numerical order by the date the survey was conducted.
Highlight the desired survey and click Modify. The Survey appears. (See
fig. 6.10.)

**b. Procedure.** If the field(s) the ELR needs to change are not on the
Survey screen, click on the Ref/Rep Dates or Cases/Notes tabs to go to
the desired screen. Move the cursor to the desired field or press the
Tab key and enter the new information. Click Modify. OLAF checks the
required fields. It edits entries for consistency. The Survey Selection
Dialog screen appears. The compliance survey the ELR just modified
remains highlighted. Highlight another survey and click Modify to
continue making changes. Click Cancel to return to the Institutional
Processing screen.

**7.08 MODIFYING TERMS**

**a. Searching.** After finding the institution, click Terms. The Term
Selection Dialog screen appears. (See fig. 6.13.) Terms appear in
numerical order by the date the survey was conducted. Highlight the
desired term and click Modify. The Term Processing screen appears. (See
fig. 6.14.)

**b. Procedure.** Move the cursor to the desired field, enter the new
information, and click Modify. If you change the beginning or ending
dates of a term, check the length in weeks. OLAF will not recompute the
length of the term. OLAF checks the required fields. It edits entries
for consistency. If the entries pass the edits, the Term Selection
Dialog screen appears. The term the ELR just modified remains
highlighted. To continue making changes, you must highlight another term
and click Modify. Click Cancel to return to the Institutional Processing
screen.

**7.09 MODIFYING CERTIFYING OFFICIALS**

**a. Searching.** After finding the institution, click Officers. The
Certifying Officials Selection Dialog screen appears. (See fig. 6.15.)
Certifying officials appear in the order of the priority assigned by the
ELR. Highlight the desired certifying official and click Modify. The
Certifying Officials Processing screen appears. (See fig. 6.16.)

**b. Procedure.** Move the cursor to the desired field(s) and enter the
new information. The name of the certifying official with the first
priority will appear on mailing labels. Click Modify. OLAF checks the
required fields. It edits entries for consistency. If the entries pass
the edits, a message appears. Click OK to return to the Certifying
Officials Selection Dialog screen. Click Cancel to return to the
Institutional Processing screen.

***NOTE:** The ELR may need to change the priorities after modifying one
or more certifying officials.*

**7.10 MODIFYING PROGRAMS AND AIRCRAFT**

**a. Searching.** Click Programs and IHL, NCD, OJT, FLT, Aircraft, or
Correspondence. The appropriate selection dialog screen appears. (See
figs. 6.17, 6.19, 6.21, 6.23, 6.25, and 6.28.) If there are programs or
aircraft, they appear in alphabetical order. If there are no programs or
aircraft, the message \"No records found\" appears. Highlight the
desired program or aircraft and click Modify. The appropriate processing
screen appears. (See figs. 6.18, 6.20, 6.22, 6.24, 6.26, and 6.29.)

**b. Procedure.** Move the cursor to the appropriate fields and enter
the new information. Click Cancel to return to the appropriate selection
dialog screen without making any changes. After making the changes,
click Modify. OLAF checks to see that all required fields are complete.
It edits entries for consistency. If the entries pass the edits, the
appropriate selection dialog screen reappears. The program or aircraft
the ELR just modified remains highlighted. To continue making changes,
highlight another program or aircraft and click Modify. Click Cancel to
return to the Institutional Processing screen.

**SUBCHAPTER III. DELETE MODE**

**7.11 DELETING INSTITUTION RECORDS**

**a. Searching.** Click on Institutions and Delete. The Institution
Selection Dialog screen appears. (See fig. 6.04.) Follow the procedure
in paragraph 6.04 to find the institution.

**b. Procedure.** Click Delete. A message appears to confirm the action.
Click Yes to delete the record. Click No to cancel the action. Click
Cancel to return to the Institution Selection Dialog screen.

**c. Changing the Applicable Law Code.** If the SAA withdraws the
approval of an institution, the ELR has the option of changing the
applicable law codes or deleting the record. If the ELR decides to keep
the record and change the applicable law code to 0 (zero) (Not
Approved), he or she should enter the withdrawal date on the Approval
Information screen and delete all approved programs. After 30 days,
delete the record.

***NOTE:** Records with applicable law codes of 0 (zero) are not
included in the Hines facility file extract. (See par. 7.16.) Therefore,
any master records with running awards with facility codes with
applicable law codes of 0 (zero) will appear on the next special audit
of facility codes. (See par. 9.23.)*

**7.12 DELETING COMPLIANCE SURVEYS**

**a. Searching.** After finding the institution, click Surveys. The
Survey Selection Dialog screen appears. (See fig. 6.09.) Compliance
surveys appear in numerical order by the date the survey was conducted.
Highlight the desired compliance survey and click Delete. The Survey
Processing Screen -- Survey appears. (See fig. 6.10.)

**b. Procedure.** Click Delete. A question appears. Click Yes to delete
the compliance survey. Click No to cancel the action. The Survey
Selection Dialog screen reappears. Click Cancel to return to the
Institutional Processing screen.

**c. Multiple Actions.** It is possible to delete more than one
compliance survey. If the compliance surveys are in order on the screen,
highlight the first survey, press the Shift key, and click on the last
compliance survey to delete. If the compliance surveys are not in order
on the screen, highlight the first compliance survey, hold down the
Control key, and click on the other compliance surveys to delete. Click
Delete. A question appears. Click Yes to complete the action. Click No
to cancel it. The Survey Selection Dialog screen reappears. Click Cancel
to return to the Institutional Processing screen.

**7.13 DELETING TERMS**

**a. Searching.** After finding the institution, click Terms. The Term
Selection Dialog screen appears. (See fig. 6.13.) Terms appear in
numerical order by the beginning date of the term. Highlight the desired
term and click Delete. The Term Processing screen appears. (See fig.
6.17.)

**b. Procedure.** Click Delete. A question appears. Click Yes to delete
the term. Click No to cancel the action. The Term Selection Dialog
screen reappears. Click Cancel to return to the Institutional Processing
screen.

**c. Multiple Actions.** It is possible to delete more than one term. If
the terms are in order on the screen, highlight the first term, press
the Shift key, and click on the last term to delete. If the terms are
not in order on the screen, highlight the first term, hold down the
Control key, and click on the other terms to delete. Click Delete. A
question appears. Click Yes to complete the action. Click No to cancel
it. The Term Selection Dialog screen reappears. Click Cancel to return
to the Institutional Processing screen.

**7.14 DELETING CERTIFYING OFFICIALS**

**a. Searching.** After finding the institution, click Officers. The
Certifying Officials Selection Dialog screen appears. (See fig. 6.15.)
Certifying officials appear in the order of the priority assigned by the
ELR. Highlight the desired certifying official and click Delete. The
Certifying Officials Processing screen appears. (See fig. 6.16.)

**b. Procedure.** Click Delete. A question appears. Click Yes to delete
the certifying official. Click No to cancel the action. The Certifying
Officials Selection Dialog screen reappears. Highlight another
certifying official and click Delete to continue deleting certifying
officials. Click Cancel to return to the Institutional Processing
screen.

***NOTE:** The ELR may need to change the priorities after deleting one
or more certifying officials.*

**c. Multiple Actions.** It is possible to delete more than one
certifying official. If the certifying officials are in order on the
screen, highlight the first certifying official, press the Shift key,
and click on the last certifying official to delete. If the certifying
officials are not in order on the screen, highlight the first certifying
official, hold down the Control key, and click on the other certifying
officials to delete. Click Delete. A question appears. Click Yes to
complete the action. Click No to cancel it. The Certifying Official
Selection Dialog screen reappears. Click Cancel to return to the
Institutional Processing screen.

**7.15 DELETING PROGRAMS AND AIRCRAFT**

**a. Searching.** Click Programs and IHL, NCD, OJT, FLT, Aircraft, or
Correspondence. The appropriate selection dialog screen appears. (See
figs. 6.17, 6.19, 6.21, 6.23, 6.25, and 6.28.) If there are programs or
aircraft, they appear in alphabetical order. If there are no programs or
aircraft, the message \"No records found\" appears. Highlight the
desired program or aircraft and click Delete. The appropriate processing
screen appears. (See figs. 6.18, 6.20, 6.22, 6.24, 6.26, and 6.29.)

**b. Procedure.** Click Delete. A question appears. Click Yes to delete
the program or aircraft. Click No to cancel the action. The appropriate
selection dialog screen reappears. Highlight another program or aircraft
and click Delete to continue deleting programs or aircraft. Click Cancel
to return to the Institutional Processing screen.

**c. Multiple Actions.** It is possible to delete more than one program
or aircraft. If the programs or aircraft are in order on the screen,
highlight the first program or aircraft, hold down the Shift key, and
click on the last program or aircraft to delete. If the programs or
aircraft are not in order on the screen, highlight the first program or
aircraft, hold down the CTL key, and click on the other programs or
aircraft to delete. Click Delete. A question appears. Click Yes to
delete the programs or aircraft. Click No to cancel the action. The
appropriate Selection Dialog screen reappears. Click Cancel to return to
the Institutional Processing screen.

**SUBCHAPTER IV. MISCELLANEOUS ACTIONS**

**7.16 FACILITY CODES AND INSTITUTION RECORDS**

**a. General.** OLAF may contain up to 5 facility codes for an
institution The OLAF record must have an entry in the corresponding
facility code field for the ELR to enter a particular type of program.
There are no edits on the facility code fields. On a temporary basis, an
ELR may enter the same facility code in more than one facility code
field. However, if the institution is going to continue to offer more
than one type of training, separate codes should be assigned. (See par.
8.04 for additional information on assigning facility codes.)

**b. Changing Facility Codes.** Use the search procedure in subparagraph
7.06a to find the Facility Identity screen shown in figure 6.06. Move
the cursor to the facility code. Enter the new facility code. Click on
the Issues/Remarks tab. In remarks, enter "Fac code changed eff MM/DD/YY
-- old facility code was X-X-XXXX-XX."

***CAUTION:** OLAF users cannot search for the record using the old
facility code. They must do a name or Zip Code search to find the
record.*

**c. Master Record Facility Code Changes.** If the ELR desires to have
Hines change the facility codes in the records of students receiving
chapter 30, 32, 35, and 1606 benefits, he or she should send an e-mail
to "VAVBAHIN/BDC/CUSV" or a letter to the Hines BDC (Benefits Delivery
Center). The e-mail or letter should identify the old and new facility
codes and request a mass change of facility codes in VA students\'
records. If one facility code is being replaced by 2 codes to identify
different types of training, the ELR should include the type of training
to be converted to the new facility code. Hines will return the copy
after completing the mass change. Send the letter with the following
information to:

Director (201/33F)

VA Hines Benefits Delivery Center

Lock Box 66303

AMF O'Hare, IL 60666

**7.17 HINES FACILITY FILE**

**a. General.** ELRs are responsible for establishing and maintaining
current data for the approved institutions and job training
establishments in their jurisdiction. Once a week, Hines BDC personnel
will download an extract of the OLAF records from the Philadelphia BDC.
The extract will be used to update the Hines facility file. Therefore,
if a record is in OLAF, it is in the Hines facility file.

**b. Uses.** The Hines facility file is used for the names of the
facilities and addresses for advance pay checks, reports mailed to
institutions, the special audit of school codes, and annual reporting
fee payments.

**STANDARD SCREEN ENTRIES**

To maximize the usefulness of OLAF, ELRs should standardize entries on
the screens.

The most important field is the Name. Since OLAF can search for a record
on all or part of the Name, it is important to standardize names
whenever possible. Facilities with the same name should appear in order
on the Alphabetical Listing. To check the names, the ELR should print
the Alphabetical Listing. (See par. 8.07a.)

Whenever possible, use acceptable common names rather than the proper
names. For example, use PENN STATE UNIVERSITY rather than THE
PENNSYLVANIA STATE UNIVERSITY. However, ELRs are cautioned about using
abbreviations that may confuse other users. For example, use STATE UNIV.
OF NY AT BROCKPORT rather than SUNY BROCKPORT.

OLAF records and the corresponding Hines facility file records will be
identical. School officials who desire a mailing address with the name
of an office before the name of the institution should be informed that
OLAF will not allow the ELR to enter an address in that order. The OLAF
name field is 80 characters and the Hines facility file is only 50
characters. The ELR should try to restrict the names of institutions to
50 characters.

The OLAF record has an 80 character address field and a 25 character
city field. The Hines facility file has 2 20-character address fields
and a 20 character city field. ELRs should attempt to enter the address
in the first 40 characters of the address field. ELRs should try to
avoid having entries in positions 20 and 21. Since the Hines extract
will break the address field after the 20th position, an entry that
spans positions 20 and 21 would be on 2 lines of the address. This could
result in mail being returned as undeliverable.

The following example shows what can happen when the ELR enters a name
longer than 50 characters and an address longer than 40 characters.

OLAF Record: Name: UNIVERSITY OF ILLINOIS AT CHICAGO

Address: OSDS/VETERANS AFFAIRS (M/C 320) 1200 W. HARRISON STE. 1600

City: CHICAGO State: IL Zip: 60607--7163

Hines Record: Name: UNIVERSITY OF ILLINOIS AT

CHICAGO

Address: OSDS/VETERANS AFFAIR

S (M/C 320) 1200 W.

City: CHICAGO IL 60607

The suggested change to the OLAF record and the resulting Hines records
are as follows:

OLAF Record: Name: UNIVERSITY OF ILLINOIS AT CHICAGO OSDS/VETERANS

Address: AFFAIRS (M/C) 320 1200 W. HARRISON STE. 1600

City: CHICAGO State: IL Zip: 60607--7163

Hines Record: Name: UNIVERSITY OF ILLINOIS AT

CHICAGO OSDS/VETERANS

Address: AFFAIRS (M/C 320)

1200 W. HARRISON

City: CHICAGO IL 60607

If colleges or schools within universities or branches of universities
have separate approvals, start the Name field with the name of the
university followed by the name of the college or branch.

  ---------------- ------------------------------------------------------
  EXAMPLE:         UNIVERSITY OF MARYLAND, BALTIMORE COUNTY

                   UNIVERSITY OF MARYLAND, EASTERN SHORE

                   UNIVERSITY OF MARYLAND, EUROPEAN DIVISION

                   UNIVERSITY OF MARYLAND, FAR EASTERN DIVISION

                   UNIVERSITY OF MARYLAND, COLLEGE OF LAW

                   UNIVERSITY OF MARYLAND, UNIVERSITY COLLEGE
  ---------------- ------------------------------------------------------

If names are too long, abbreviate them. For simplicity, use the
following abbreviations:

  ---------------------- ------------- ---------------------- -------------
  ACADEMY                ACAD          APPRENTICESHIP         APPR

  ASSISTANT              ASST          ASSOCIATION            ASSOC

  BUILDER                BLDR          BUSINESS               BUS

  CENTER                 CTR           COMMITTEE              COMM

  COMMUNITY              COMM          COMPANY                CO

  CORPORATION            CORP          DEPARTMENT             DEPT

  DIVISION               DIV           ELECTRIC               ELEC

  HOSPITAL               HOSP          INCORPORATED           INC

  INDUSTRY               IND           INSTITUTE              INST

  INTERNATIONAL          INTL          MEDICAL                MED

  RADIOLOGY              RAD           SAINT                  ST

  INSTITUTION            SCH           TECHNOLOGY             TECH

  TOWNSHIP               TWP           TRAINING               TRNG

  TRANSPORTATION         TRANS         UNITED STATES          US

  UNIVERSITY             UNIV          VOCATIONAL             VOC

  WORKERS                WKRS                                 
  ---------------------- ------------- ---------------------- -------------

Some additional standard entries for apprenticeships are:

  ------------------------------------------------------- ---------------
  INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS         IBEW

  JOINT APPRENTICESHIP AND TRAINING COMMITTEE             JATC

  JOINT APPRENTICESHIP COMMITTEE                          JAC
  ------------------------------------------------------- ---------------

An institution record can contain up to 5 facility codes. There are no
edits on these fields, other than the entry must be 8-characters long.
On a temporary basis, an ELR may use the same facility code for approved
IHL and NCD programs. This could cause problems with the facility code,
type training, and course code edits in the BDN (Benefits Delivery
Network). Therefore, ELRs should use the appropriate 8000 or 9000 series
facility codes. A facility record will accept identical 8000 series
codes in more than one facility code field.

***CAUTION:** In order for OLAF to accept entries in approved programs,
the corresponding facility code field must be completed. In other words,
if an ELR attempts to add a correspondence course to an approved
institution, the correspondence facility code field must be completed.*

For IHLs, the ELR should enter the actual number of credit, quarter, or
semester hours in the Undergraduate Full Time field and use the modifier
to identify the type of hours. ELRs may enter either the number of hours
required for full time or AS CERTIFIED in the Graduate Full Time field.

The compliance survey records are used to generate the compliance survey
reports. In order for the reports to contain valid information, the ELR
should enter the last compliance survey performed at the institution.
The related field is the April Active field on the third Institution
Processing screen. The ELR should click on the field if the institution
appears on the April RCS 20-0260 report, Education Trainees at Active
Institutions Under Title 38 and Title 10. If the compliance survey and
the April Active fields are completed, OLAF can generate a report of
active facilities with future compliance surveys scheduled. This should
make it easier for the ELR to develop the annual compliance survey
schedule.

If institutions have certifying officials for different types of
training, the field is large enough to show the name of the certifying
official and the type of training he or she certifies. The ELR is
cautioned that it may be necessary to edit the entries generated by the
mailing label routine before using the labels.

The ELR should enter either approved degrees or approved major fields of
study in IHL programs. At very large IHLs with hundreds of degrees and
thousands of approved majors, it is not practical to try to maintain all
the approved majors in OLAF. The ELR should focus on trying to maintain
the current degree programs. The ELR can enter approved IHL programs
offered by accredited and nonaccredited IHLs on the same screens. The
minimum required entries for IHL programs are the type of degree and
generic course code. For example, if an IHL is approved to offer
associate degrees and all the programs are approved, enter "ALL AA
DEGREES" in the description and "011" in the course code.

Flight program fields have been rearranged for clarity. Some flight
schools charge more for dual instrument training than they do for
non-instrument instruction. If the ELR cannot determine from the
approval how much of the training is dual instrument, the ELR should
enter the total hours of dual instruction in the dual hours field. The
ELR should link approved flight programs and the aircraft approved for
use in those programs. For consistency, the ELR is encouraged to use the
following abbreviations:

  ----------------------------------------------------- -----------------
  AIRCRAFT CATEGORY RATING                              A/C CAT RTG

  AIRCRAFT CLASS RATING                                 A/C CL RTG

  AIRCRAFT TYPE RATING                                  A/C TYPE RTG

  AIRLINE TRANSPORT PILOT                               ATP

  COMBINATION COMMERCIAL & INSTRUMENT RATING            COMM/INST

  COMMERCIAL PILOT CERTIFICATION COURSE                 COMM

  FLIGHT INSTRUCTOR                                     CFI

  FLIGHT INSTRUCTOR -- INSTRUMENT                       CFII

  FLIGHT INSTRUCTOR -- MULTI ENGINE                     CFI -- MEL

  INSTRUMENT RATING COURSE                              INSTRU

  MULTI ENGINE LAND                                     MEL

  SINGLE ENGINE LAND                                    SEL
  ----------------------------------------------------- -----------------

The procedures for printing VA Form 22-1998, OLAF Report, are in chapter
8. There are a couple of things to consider. First, if the ELR enters a
large number of terms and approved programs, the VAF 22-1998 would be a
very long document. Second, if the ELR is changing one or two items, he
or she can avoid printing another VAF 22-1998. For example, if the ELR
is adding future additional terms, he or she can print the term report
with Institution Details and Reports. Or, if the ELR is adding
additional IHL programs, he or she can print the report of approved IHL
programs.

The ELR must click on Reports and Institutional Details to generate a
VAF 22-1998. The completed form appears. The ELR has the option of
printing the entire form or selected pages. The ELR also has the option
of specifying the number of copies he or she wants to print.