Claim Raven

M21-5 · Section 2.5

Authorized Training Materials

M21-5 section 2.5. Official source text with a separately reviewed Claim Raven explanation when available.

Claim Raven wrote the explanation that follows. The original VA text appears below it, unchanged.

Read the VA text belowOpen the official VA source ↗

What this means

m21-5:2.5 explains authorized training materials. In plain terms, the official guidance says dROCs will only use training materials and lesson plans available from the VBA Learning Catalog or TMS web site to ensure consistency of training across VBA. It also addresses OAR requires the Training Manager or designee to keep the roll call sheets for the previous and current FY. Training Managers or designees may store electronic versions of attendance roll call sheets locally.

How this may help with a claim

Use m21-5:2.5 as an internal VA audit trail for authorized training materials, not as a promise of a particular result. Compare the actions recorded in your claim file or decision notice with this source-specific detail: DROCs will only use training materials and lesson plans available from the VBA Learning Catalog or TMS web site to ensure consistency of training across VBA. OAR requires the Training Manager or designee to keep the roll call sheets for the previous and current FY. If the record does not show the expected action, identify the missing step precisely when asking VA or an accredited representative to review the file.

What to review in your file

  • Check the file against this official condition: DROCs will only use training materials and lesson plans available from the VBA Learning Catalog or TMS web site to ensure consistency of training across VBA.
  • Confirm that the record or notice addresses this source point: All training delivered as part of the OAR NTC must have a nationally-assigned TMS number. Training provided without a nationally-assigned TMS number does not count toward OAR NTC and is not eligible for excluded time per the VBA Availability Playbook.
  • Document how this stated step or exception applies: In-Person Training Session: OAR requires roll call sheets to record attendance for in-person instructor-led courses.

Important limits

m21-5:2.5 is primarily internal workflow guidance about authorized training materials. It can help identify what VA was expected to document, but it does not by itself create a claimant deadline, a freestanding entitlement, or a guaranteed remedy. The source also states: DROCs will only use training materials and lesson plans available from the VBA Learning Catalog or TMS web site to ensure consistency of training across VBA. While not required to complete ELITE, all DROC instructors must meet at least one of the following training requirements and DROCs must document the requirement satisfaction on an Instructor Recommendation Memo (IRM):

Search terms when useful

Phrases that may help when searching your claim file or this library.

  • Authorized Training Materials
  • m21-5:2.5
  • Training Delivery Materials
  • Attendance Roll Call Instructor-led
  • Training Material Comments Updates
  • Make-up Training
  • Instructor Requirements
  • Qualified Instructor List QUIL

Original VA guidance

The official VA text of this section

5. Training Delivery and Materials

Introduction

This topic contains information about

  • Authorized Training Materials
  • Attendance Roll Call for Instructor-led Courses
  • Training Material Comments and Updates
  • OAR NTC Make-up Training
  • Instructor Requirements
  • Qualified Instructor List (QUIL)
  • Instructor Preparation Expectations
  • Instructor Preparation Time

Change Date

July 1, 2025

2.5. a. Authorized Training Materials

DROCs will only use training materials and lesson plans available from the VBA Learning Catalog or TMS web site to ensure consistency of training across VBA. Stations must teach OAR NTC courses according to the approved lesson plans provided by OAR or other business lines.

All training delivered as part of the OAR NTC must have a nationally-assigned TMS number. Training provided without a nationally-assigned TMS number does not count toward OAR NTC and is not eligible for excluded time per the VBA Availability Playbook.

Reference: do do

2.5. b. Attendance Roll Call for Instructor-led Courses

In-Person Training Session: OAR requires roll call sheets to record attendance for in-person instructor-led courses. The instructor or designated personnel will verify the roll call attendance sheet by certifying all names on the roster were in attendance.

Online Training Session: The instructor or designated personnel can use roll call sheets taken from virtual training sessions to substantiate attendance of individuals participating in an online training session. The instructor or designated personnel will verify the attendance sheet by certifying all names found were in attendance.

Note: OAR requires the Training Manager or designee to keep the roll call sheets for the previous and current FY. Training Managers or designees may store electronic versions of attendance roll call sheets locally.

2.5.c. Training Material Comments and Updates

OAR encourages DROCs to submit comments or suggested training material updates to OAR by emailing VBAWASOARQUALITYTRN@va.gov.

Suggested material updates must include the following information completed on the Field Training Material Review Log

  • lesson title
  • reviewing station and point of contact
  • TMS number
  • slide or section needing the update, and
  • description and reference for the update.

2.5. d. OAR NTC Make-up Training

OAR requires all employees considered to be members of a target audience to complete the mandated training for that position. Therefore, each office must develop a strategy for conducting make-up training sessions as necessary. Procedures for the make-up training sessions should meet the following criteria - the office will:

  • follow the OAR lesson plan for each training item for all training offerings
  • distribute the approved materials and handouts, including online exercises, media demonstrations and/or evaluations, provided by OAR for each training offering, to training participants
  • ensure that, typically, the same instructor will facilitate every offering of a required training item
  • if a session recording is provided as a make-up session, make a subject matter expert (SME) in the training topic available as the point of contact during the training, should questions arise
  • store all session recordings in a central location on each office drive so that any member of the target audience may have access
  • determine station-selected make-up training at the office level and by individual training needs, using approved materials
  • provide make-up sessions as soon as possible and within the same FY for the OAR mandated items, and
  • provide roll call sheets to record instructor-led training attendance, including the name of the SME who facilitated the make-up session.

2.5. e. Instructor Requirements

DROCs are responsible for the scheduling and delivery of instructor-led training by using local instructors. To improve the quality of the training, VBA has initiated an instructor certification program which is aligned with industry standards and ensures employees receive enhanced and consistent training. The Employee Learning Inspires True Excellence (ELITE) Instructor Certification Program is a rigorous instructor candidate training and evaluation program that ensures VBA trainers have demonstrated the essential knowledge and skills needed to conduct effective virtual and face-to-face training.

While not required to complete ELITE, all DROC instructors must meet at least one of the following training requirements and DROCs must document the requirement satisfaction on an Instructor Recommendation Memo (IRM):

  • Certified as an ELITE Master Instructor.
  • Previously attended Foundational Instructor Training (FIT), VA Instructor Development Course, or Virtual Foundational Instructor Training (vFIT) and is currently enrolled in or completing ELITE grandfather requirements (DROCs must upload evidence of certification to the Qualified Instructor List (QUIL) SharePoint site).
  • Completed the 'Train the Trainer' LinkedIn Learning Course, accessible through the Defense Acquisition University (DAU) training platform (DROCs must upload evidence of course completion to the QUIL SharePoint site).
  • To request access to the DAU platform, complete a DAU System Authorization Access Request (SAAR) form to create a Cornerstone on Demand (CSOD) account. It can take up to 24 hours for DAU to process the request.
  • When on the Federal Acquisition Institute (FAI) CSOD page, select "ENROLL IN TRAINING." In the Learning Search window, type "Trainer," select the "Train the Trainer" online course, and select "Register." FAI will confirm registration status when the employee's supervisor approves the request in CSOD. It is extremely important that the CSOD Account has a manager/supervisor listed. Supervisors must approve training requests before employees can register. Please note the VBA PIV card option on the main page does not allow access.

Note: ELITE certification must remain active (i.e., instructors must recertify when required, or meet one of the above requirements). OAR highly encourages ELITE certification and recertification.

Reference: For more information on the ELITE Instructor Certification Program, contact elite@vbatraining.org.

2.5.f. Qualified Instructor List (QUIL)

The QUIL serves as the VBA's system of record for tracking claims processor instructors who meet the minimum requirements outlined in M21-5, Chapter 2, Topic 5.e and the IRM. DROCs must enter qualified instructors into the QUIL prior to selection for participation as an instructor (to include station-selected training, mandated national training, and VIP).

After an instructor has an approved IRM, a designated non-bargaining unit official (Training Manager, VIP Course Coordinator, supervisor, etc.) must enter the instructor and upload the IRM into the QUIL SharePoint site.

2.5.g. Instructor Preparation Expectations

Additional qualified instructor expectations are to:

  • deliver OAR-approved instructor-led training as described in the lesson plans or within the instructor notes of a presentation
  • become familiar with the materials ahead of time by reading all lesson plans, instructor notes, and handouts
  • locate and prepare any sample scenarios, examples of quality errors, or casework to use for demonstration, practice, and on-the-job training, and
  • practice the presentation by, at a minimum, doing a complete walkthrough of the presentation to coordinate between lesson materials and demonstration.

2.5.h. Instructor Preparation Time

Instructors may receive TMS credit for time spent preparing for and instructing courses in accordance with the approved lesson plans. Offices may grant the following credit to instructors.

  • A Training Manager or designee may grant an instructor up to 20 hours of credit for course preparation time each FY. The Training Manager will assign TMS item VA 378223 as completed. This item is a 2-hour item that can be re-assigned as needed to match the actual preparation time. These hours will count toward OAR NTC requirements.
  • Training Managers may also add the item the instructor taught on the instructor's learning plan. Upon successful completion of any online content (assessment, instructor evaluations, etc.), the instructor may receive credit for OAR NTC items taught.

Not legal or medical advice: The M21 manuals are VA operational guidance for staff. They do not override laws, regulations, or court decisions. Claim Raven is not an official VA application and is not affiliated with the U.S. Department of Veterans Affairs.