Update on the DVR Training Grant Effective Fall 2016


From: Dressel, Meredith - DWD
Sent: Wednesday, June 1, 2016 11:42 AM
To: DWD DL DVR All


Subject - Update on the DVR Training Grant Effective Fall 2016

Effective Date

This replaces and combines information contained in other posted training grant and post-secondary information.

Why is this change being made?

To provide updated instructions to reflect the process for fall 2016 and to combine into one guidance piece all available information related to administrative approval for private and out of state school.

What are the changes?

Updated Instructions for Fall 2016:

Each school will have a single training grant form to use for processing via email. Training grants will no longer have prepopulated budgets for each school based on credits or "at home" or "away" living arrangements. There will be pre-populated training grant forms with the correct email address for processing on the V drive beginning July 1.

Continuing this fall, an expedited payment can be made to UW system, Wisconsin Technical Colleges, Wisconsin Non-Profit schools accredited through the Wisconsin Association of Independent Colleges and Universities (WAICU) and Wisconsin based Tribal Colleges. The Payment Guide will be updated to reflect current information for processing training grants after July 1.

NO TRAINING GRANTS SHOULD BE SENT TO ANY SCHOOL FOR FALL PROCESSING UNTIL AFTER JULY 1, 2016.

Instructions for Summer School:

If a DVR student will attend summer school with DVR funds, please check with the student regarding payment dates. In some cases summer school needs to be paid ahead of the census date identified in the payment guide. Please follow the Summer School Attendance and Work Activities Guidance.  

Administrative Review:

In addition, a guidance piece has been developed that outlines the process for staff to obtain Administrative Approval for Private and Out-of State School. The information contained is not new but does provide a process outline.

Training Grant Signatures and Processing:

For the academic school year, the training grant calculation process will continue as it has via email from DVR to the financial aid offices. DVR staff can begin now to obtain signatures on the Print Version of the training grant form and complete that section including the school information. It is strongly encouraged that you provide a copy of the Responsibility Checklist and Training Grant letter to DVR Consumers so that they understand what is expected.

DO NOT SEND TRAINING GRANT FORMS TO CCP UNTIL AFTER SCHOOL CENSUS DATES.

Updates to all of the checklists, payment guide, tools and other guidance are in process and will be completed on the Training Grant webpage. Check revision dates to insure that you are using the correct versions of these resources. The Payment Guide will include information about all schools that can receive an expedited payment to assist you in completing the payments to those schools.

Updated information IRIS based training grant process for 2017-2018:

The training grant value stream mapping team identified a goal of reducing emails, increasing accuracy and reducing the time necessary to exchange information for training grant processing. A team of DVR staff and various school staff have developed an IRIS based system to process training grants. It is expected that that system will be available next summer for use in fall 2017. Highlights of the new system include, auto creation of a purchase order for the training grant, use of messaging to exchange information, access for FAO's to process and make changes to training grants, a new per credit calculation to reduce over awards, a custom to do list to track training grant progress, a summary landing page to include census dates, financial aid and payment status.

There will be training for staff and school financial aid offices next spring!

Questions can be directed to your WDA Director or Kathleen Enders: kathleen.enders@dwd.wisconsin.gov

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