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General Information
What happens if I withdraw from a course? What if I fail a course?
If you withdraw from a course the DVA may require you to repay the money for this course retroactive to the first day of class unless you withdrew due to reasons beyond your control. If the DVA accepts your reason for withdrawing as being beyond your control you will be paid through the last day of attendance. If this is the first instance that you withdrew, the DVA may consider that mitigating circumstances exist without explanation from you for withdrawing from a course or courses totaling not more than 6 semester hours.
Note: You must report any changes in your class schedule to your VA certifying official in order to avoid overpayment of your educational benefits.
In accordance with new guidelines set forth in the updated DoD Memorandum of Understanding (MOU) regarding Tuition Assistance (TA), effective September 5, 2014, if you withdraw from any course that has been paid for with TA, VWCC is required to return any unearned portion of the TA to the DoD. The college will determine the amount of TA that is earned based on the number of days you remained enrolled in each course, and return any monies above that amount. This will result in a debt to the college that you will be responsible for paying before you will be able to receive any additional services from the school. Keep in mind that this debt will be in addition to the debt you will have with the DoD for the same course.
If you fail a course and the course is required for graduation, the VA will pay you to repeat it. They will not recover the money that they already paid you for the course you failed provided you maintain satisfactory academic progress as measured by your cumulative grade point average and the number of credits that you have attempted. If your progress becomes unsatisfactory, your benefits will be suspended until you regain satisfactory progress for your degree program.
Can I enroll in any courses that I want?
Once you select a degree program and are placed into that program, you will be guided in your course selection by the requirements for graduation for that specific degree in the college catalog. It is important that you have your prior credits evaluated early so that you do not register for a course that you have already completed. The DVA will not pay for a course for which you have already received benefits. They will also not pay for a course that cannot be used in your degree program. You can enroll in any additional classes you choose; however, those courses will not count toward your enrollment status/pay rate.
Can I change my degree program?
Yes. The DVA allows you to make a change of curriculum. You will need to select a new program of study, have all your previous credits evaluated and complete a VA Form 22-1995 (Request for Change of Program or Place of Training). Dependents must complete a Form 22-5495 if they change programs.
The Guard pays my tuition and books. What do I need to do to get that?
The Cashier’s Office handles state and federal tuition assistance. To start the process, you need to contact your unit’s education officer. Once you have completed the paperwork they require, be sure to check with the cashiers to be sure they have received the contract from your unit.
Do my benefits cover Digital Course Material Fees?
Digital course material fees are NOT covered by VA benefits or VMSDEP. For more information regarding these fees and a list of what classes have them included go to: https://www.virginiawestern.edu/students/vwcc-access-program/.
How do I report tuition and fees for my TA approval?
TA will only pay the tuition portion of your charges. All fees are the student’s responsibility. Effective with the Fall 2024 semester, tuition should be reported as $165.40 per credit (in-state) or $354.00 (out-of-state). Fees should be reported as $14.59 per credit (in-state) or $40.59 per credit (out-of-state). Depending on your TA application/branch of service, you may have to manually calculate these amounts on the application. Please contact the Military Student Center with any questions or to request required documentation of your charges.
A full breakdown of all tuition and fees can be found here. (PDF)
Can I get both TA and the GI Bill?
Yes. You can collect state TA and still receive your GI Bill. However, depending on the benefit you are receiving, you may not be able to collect both federal TA and your GI Bill for the same course(s). Contact your unit’s education officer for more information to determine what will be the best benefit for you.
Can I receive financial aid at the same time?
Yes. We strongly encourage all students to apply for financial aid, even when receiving veterans’ benefits. If you qualify, you can receive both. It’s not “double dipping.”
Note: Because of certain laws regarding the programs, Post-9/11 GI Bill recipients and students attending under Voc. Rehab may not qualify for state grants to attend VWCC. You can, however, receive federal grants (Pell) and loans.
I’ve heard I can get free tuition since my parent/spouse is deceased/disabled. How do I do that?
The VMSDEP program replaced the old War Orphans program. To qualify the student’s parent or spouse must be rated at leas 90% disabled due to military service. Additional requirements, such as Virginia residency, may apply. For more information, and to submit an on-line application, please go to https://www.dvs.virginia.gov.
What benefits do I get under VMSDEP?
Tier 1 of VMSDEP provides a waiver of tuition at a Virginia public college.
Tier 2 of VMSDEP provides a waiver of tuition at a Virginia public college AND an additional stipend (contingent on funding).
I get Chapter 31: VR&E. What do I have to do?
You still need to complete the Certification Request for VA Educational Benefits each semester. Your Chapter 31: VR&E counselor will send an authorization form to the VA certifying official for your tuition and books. The certifying official will then verify you are in the correct classes, complete the paperwork, and return it to your Chapter 31: VR&E counselor.
How do I get my books and supplies under Chapter 31: VR&E?
The VA certifying official will send a copy of the completed paperwork to the bookstore, and they will set up your charge account for those items. You will simply need to tell them you have VA money and they will allow you to purchase what you need.
Certification Request
I am having issues logging into MyVWCC. What should I do?
Contact the Help Desk at 540-857-7354. They can help reset your password or your account if needed.
When do I verify my enrollment?
You’ll need to verify your enrollment at the end of every month after your school starts. For example, if your school starts on August 5, you’ll need to verify your enrollment on or after August 31.
If you were enrolled in school for any part of the month, you’ll need to verify your enrollment for that month. For example, if your school ends on May 5, you’ll need to verify your enrollment for the month of May on or after May 5.
I intend to use Chapter 30-MGIB/Chapter 35 DEA/Chapter 1606-Reserve/National Guard, and it says I must have a form of payment in place. What does that mean?
These benefits pay the student directly at the end of each month for time they spend in class. Since all money is sent directly to the student, some method of payment must be set up with the school for tuition to be paid. This includes but is not limited to, paying out-of-pocket, setting up a payment plan, using financial aid, etc.
I use Chapter 31-VR&E, and it says my VRE Counselor must submit a purchase order. What is that?
This is a verification from the VA to the school that you have been approved to take the courses you plan on attending, and that the VA will pay for them accordingly. Unlike the other GI bills, the school MUST have this confirmation from your counselor to certify your benefits and have your courses paid for by the VA.
I use Chapter 33-Post 9/11 GI Bill, and it asks me “What is your entitlement percentage?”. What does this mean?
If a service member served less than the minimum amount of time in active service required to qualify for full benefits, they only receive a percentage of those benefits. For example, if the time needed to receive full benefits is 3 years, and a service member only served as active duty for 1 year and 6 months for their entire career, they would only receive 50% entitlement at discharge.
I receive less than 100% entitlement percentage. What does this mean for me?
This means that the VA is only willing to pay for a percentage of your tuition equal to your entitlement. For example, if your tuition costs $1000, and you have 70% entitlement. The VA will pay for 70% of that cost of tuition, which would be $700 in this case. You would be financially responsible for other 30% still left to be paid for.
What if I don’t know what my entitlement percentage is?
Your percentage will be printed on your Certificate of Eligibility. You can also find that information on VA.gov or by calling the Department of Veterans Affairs.
I have a Certificate of Eligibility available. Can/should I attach it to this form?
Yes.
Can I take only distance courses as a Chapter 33 user?
Yes, BUT you will receive a reduced BAH. If you sign up for a class that meets on campus at least ONCE during the semester, you will still receive full BAH. All other benefits are unaffected by this.
Can I take classes outside of my program?
Yes, but they will not be paid for by the VA. You would be responsible for paying for those yourself.
Can I take developmental classes?
Yes, but they must be in-person and you must have a documented need to take them.
Can I get paid to retake a class I have already passed to get a higher grade?
No, you cannot receive benefits for a class taken now for which you have previously received a passing grade, whether here or at another institution. Unless a required grade is specifically stated in the college catalog as a requirement to your degree. Failed classes can be retaken and paid for by the VA.
Will the VA pay for non-credit courses?
No. However, VMSDEP users still get tuition waived for non-credit courses.
Will the VA pay for workforce classes?
It depends on the course. Speak with an advisor first. Alternative funding options are available for workforce classes.
I submitted my certification request. How long until the VA pays me?
Payments are processed in the order received. You will be paid no earlier than the last calendar day of the month after classes start. Processing times increase at the beginning of a term, so your first payment may be delayed.
What determines how much I get paid by the VA?
The VA determines your pay rate based on the dates of the classes and number of credits you’re taking. Speak with the Military Student Center for more details.
What is the difference between 16-week and 7-week courses in terms of credits?
Students are paid based on their rate of pursuit. With our 7-week classes, students will be considered full-time if they are registered for at least six credit hours in the first 7 weeks and six credit hours in the last 7 weeks. Students may be eligible for payments for the week in-between sessions if also taking 16-week courses. Please email military@virginiawestern.edu for more information.
What happens if the number of credits I’m taking changes at any point during the semester?
Assuming the number of credits is below 12, you will be prorated by the VA for the current number of credits you are taking. If the number of credits stays at or above 12, no changes occur.
Do I have to submit this form each semester I intend to use benefits?
Yes, but only if you intend to use benefits.
If I add/change/drop a course, do I have to resubmit the form?
Yes, you must fill out an adjustment (not new) certification request as soon as you make the change.
What happens if I add/change/drop a course and don’t report it?
You could end up owing a debt to the VA and/or the school depending on the circumstances.
What happens if I am at risk of failing a class and/or want to withdraw from a class?
Speak with the Veteran Liaison in the Military Student Center so they can discuss your situation.
What happens if I just stop going to class?
You will likely fail the class/be forcibly withdrawn, and then owe a debt to the VA and/or school depending on the circumstances.
What happens if I end up with a debt to the VA?
The amount you owe will be taken out of future education benefit payments until the debt is gone. Once the debt is gone, any payments given afterwards will return to their regular amount.
What happens if I end up with a debt to the school?
You would be required to pay the school back. Please speak with the Virginia Western business office or the Military Student Center to discuss potential options at your disposal.
Have another question or having difficulty and need assistance? Call the Military Student Center at 540-857-6278 or email us at military@virginiawestern.edu. Our team is available to help Monday through Friday, 8 AM to 5 PM.
GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at www.benefits.va.gov/gibill.
Contact Us
Military@virginiawestern.edu
Webber Hall W212
540-857-6278
Fax: 540-857-6208
Hours
Mon-Fri: 8:00 AM-5:00 PM
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