HomeMy WebLinkAboutContract 45261 (2)VA Once Memorandum of Understanding - (U.S. Department of Veterans Affairs) Page 1 of 4
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE DEPARTMENT OF VETERANS AFFAIRS
AND
The City of Fort Worth Police Academy
VA -ONCE (VA ONline Certification of Enrollment)
Electronic Transfer of Enrollment Information by
Educational Institutions to the Department of Veterans Affairs
I. PURPOSE
This is an agreement between the Department of Veterans Affairs, hereinafter referred to
as VA, and
The City of Fort Worth Police Academy , hereinafter referred to as the
institution. The purpose of this agreement is to establish an alternative procedure for the
institution to use to make certifications to VA of enrollments and changes in enrollments
of students of the institution who seek to receive benefits under educational assistance
programs administered by VA.
Under current procedures, a majority of institutions use the VACERT program to
electronically transmit enrollment information to VA. The other institutions prepare such
certifications in written form, the institution's certifying official signs them, and presents
them to VA in that form. The alternative procedure authorized under this agreement
permits the institution to use an Internet program known as VA -ONCE, to submit the
certifications solely by electronic means.
II. AGREEMENTS BY VA
VA agrees to accept, instead of certifications made on printed forms prescribed by VA
for that purpose or certifications generated by the VACERT program, certifications
created by the institution Using the VA -ONCE program in the form of electronic
certification documents or written computer -generated documents signed by the
institution's certifying official(s). VA also agrees to maintain the history file of
enrollment activity on its VA -ONCE server.
III. OBLIGATIONS AND AGREEMENTS OF INSTITUTION
The institution, by executing this agreement and in consideration of the agreement of VA
to accept the alternative VA -ONCE generated written or electronic documents submitted
by the institution, agrees to comply with all applicable laws, regulations, and VA
requirements pertaining to certifications of enrollments and notices of change in student
status, even though the provisions of those laws, regulations, or requirements do not
appear on the certifications created by the VA -ONCE program.
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VA Once Memorandum of Understanding - (U.S. Department of Veterans Affairs) Page 2 of 4
The institution acknowledges that by using the VA -ONCE program it is subject to all the
duties and liabilities pertaining to educational institutions found in 38 U.S.C. sections
3684 and 3685 38 CFR sections 21 4203 21.4209, 21.7156, 21.7307, 21.7656, 21.7807,
and 21.5200; all certifications applicable to the institution certifying on comparably
prescribed VA forms otherwise in use at the time of the certifications; and any other
provisions of law or regulations that apply.
The tnstttution certtfies that it has appropriate resources, including hardware, software,
and staff, to effectively use the VA -ONCE program instead of traditional certification
procedures. The institution must provide an appropriate web browser which can be
obtained free from several vendors.
The institution agrees to take reasonable precautions to safeguard against unauthorized
access to VA -ONCE, and to prevent improper use or disclosure of passwords. The
institution also agrees to notify VA immediately upon learning of any unauthorized
access, unauthorized use, or disclosure of a password. The institution further agrees to
notify VA immediately if any authorized certifying official leaves that position so that
VA can suspend the certifying official's user ID and password.
To the maximum extent permitted by the law applicable to the institution, the institution
hereby agrees to hold harmless the Department of Veterans Affairs from any claim for
damages based on use of the VA -ONCE program.
IV. ACTION
Upon receipt of the signed agreement from the institution, and executed by VA, VA will
furnish each designated certifying official with his or her own user ID and password that
will be necessary to access the Internet -based program.
V. OVERSIGHT
If the institution electronically sends files to the regional processing office, VA will
continually monitor the quality and timeliness of the information. VA will notify the
institution of problems detected during the receipt and processing of these files
The institution agrees to infonn VA of any problems found with the VA -ONCE program
that could jeopardize the accuracy, integrity or confidentiality of the information
contained in files electronically sent to the regional processing office.
VI. WITHDRAWAL
The institution may withdraw from this Memorandum of Understanding (MOU) at any
time by notifying VA in writing 60 days beforehand. After withdrawing from this MOU,
the institution is required to timely submit certifications using VA Form 22-1999,
Enrollment Certification
VII REVIEW/CHANGES
VA will conduct periodic reviews of this Memorandum of Understanding as deemed
necessary Changes of this Memorandum of Understanding shall be in writing and
approved by the signatories or theft successors.
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VA Once Memorandum of Understanding - (U.S. Department of Veterans Affairs) Page 3 of 4
'III. SECURITY
Data for VA -ONCE is stored behind the Veterans Benefits Administration (VBA)
firewall and thus falls under its approved data protection storage procedures. When the
institution sends data over the Internet it will be encrypted using Secure Sockets Layer
(SSL) technology, an accepted industry standard. Access to the data will be protected and
controlled by unique user names and passwords. Passwords will follow the VBA standard
of strong passwords.
Executed by the The City of Fort Worth Police Academy
this 16 th :4, day of December 'f} , 2013 •
JadorSr
By: C7c
- ChW. Daniels, Assistant City Manager
Phone Number: 817-392-6199
E-mail Address: Charles.w.daniels@fortworthtexas.gov,
Executed by the Department of Veterans Affairs
this day of
By:
Director Muskogee Regional Processing Office a
School Name: The City of Fort Worth Police Academy
School Address: 1000 Calvert
Fort Worth, Texas
76107
Facility Code: 15068643
Certifying Official's Name: Stephen Aaron Smith
Phone Number: 817-871-6500
E-mail Address: Stephen.Smith@fortworthtexas.org
Certifying Official's Name:
•
•
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Phone Number:
E-mail Address:
Certifying Official's Name:
Phone Number:
E-mail Address:
Certifying Official's Name:
Phone Number:
E-mail Address:
Certifying Official's Name:
Phone Number:
E-mail Address:
VA -ONCE MOU (MARCH 2008)
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ACCEPTED AND AGREED:
APPROVAL RECOMMENDED:
By: ever
Jeffrey .Halstead
Chief of Police
Date: (Zs 2313
APPROVED AS TO FORM
AND LEGALIT
B
-1
Maleshia Farmer
Sr. Assistant City Attorney
Contract Authorization:
M&C: 124 WO
Date Approved:
ATTEST:
By: /
Mary J. Kayset/ a v
City Secretary
VA -ONCE (VA Online Certification of Enrollment)
CFW and Department of Veterans Affairs
flFFICtAL RECORDI
CIfi `;' SECRETARY