Stonehill College is dedicated to serving student veterans, active duty military, Guard/Reservists and their eligible dependents within the college community. The Registrar’s Office provides specialized support in VA Educational Benefit Certification, referrals to College resources and other agencies, assistance with credit for prior learning, and support and advocacy for the veteran and military affiliated population. Students who wish to apply for educational benefits must contact the VA Certifying Official in the Registrar’s Office, Duffy Academic Center, room 112. Student’s receiving educational benefits are required to attend classes and maintain satisfactory academic progress in order to continue receiving education benefits. Furthermore, students must notify the VA Certifying Official of any changes made to their enrollment status.
Approval Criteria
Title 38 USC 3672, 3675, 3676
Prior Credit Requirement
38 CFR 21.4253 C (2)
• Accredited institutions are only required to include their prior credit or transfer credit policy in the event if they have such policies currently in practice at their institution.
• An approved institution must maintain a written record of previous education and training of the veteran or eligible person, which clearly indicates that appropriate credit has been given by the school for previous education and training, with the training period shortened appropriately. The record must be cumulative in that the results of each enrollment period (term, quarter, or semester) must be included so that it shows each subject undertaken and the final result (i.e. passed, failed, incomplete or withdrawn).
Refund Policy
38 CFR 21.4254 C (13) & 38 CFR 21.4255
• If an accredited institution has a refund policy, it must be clearly stated in the catalog. The policy must also indicate the amount of unused funds the student should anticipate receiving based on when the withdrawal was requested.
• The refund policy should clearly state the process the student(s) must complete to receive a refund for unused funds.
• The policy must include a timeline for processing the refund request and provide the student(s) with a date of when they should anticipate to receive the refund.
Standards of Academic Progress
38 CFR 21.4254 (6)
• Policies should include definition of terms
• Policy should clearly define the criteria for “good academic standing” and “unsatisfactory academic standing”.
• Grading system used by the institution must be clearly defined and must include the types of grades a student will find on a grade report or transcript. The “letter grade” with grade point equivalent or grade points must be clearly defined.
o Punitive Grade: Grade included in the computation of the student’s Grade Point Average (GPA) and influences their ability to meet graduation requirements.
o Non-Punitive: Grade that does not affect GPA and for which VA education benefits CANNOT be used. Such grades include incomplete, audited, and non-credit courses.
• Academic probation Policy
o The policy must clearly define and include the following criteria:
▪ Under what circumstances a student will be placed on academic probation
▪ How long the student will remain on academic probation
▪ What conditions must be met by the student to be removed from academic probation
▪ Policy must include conditions for continued enrollment for a student that is on probation.
o Academic probation policy may also include the following:
- Probation may involve a combination of falling below an acceptable, cumulative GPA, and the number of the credits a student has taken
- There may be a requirement for the student to meet with their academic advisory or establish a plan for improvement.
• Academic Suspension and Reinstatement
o A student on academic probation that does not raise their GPA to an acceptable level after one term may be put on academic suspension
o The period of academic suspension should last for one or more terms
o Conditions for reinstatement should be clearly outlined for the student
o The method by which the student is notified of their suspension, the conditions for reinstatement, and their right to appeal the suspension should be clearly defined and outlined.
Attendance Policies
38 CFR 21.4254
• Accredited institutions are only required to include an attendance policy if one is currently enforced by their institution.
Grounds for Disapproval
Title 38 USC 3679 (e)
Veterans Benefits and Transition Act of 2018 S.2248 Section 103.1.(b)
• A Covered Individual is any individual who is entitled to educational assistance under chapter 31, Vocational Rehabilitation and Employment, or chapter 33, Post-9/11 GI Bill ®benefits.
• Your policy must ensure that your educational institution will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrow additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement funding from VA under chapter 31 or 33.
• Your policy must permit any covered individual to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility for entitlement to educational assistance under chapter 31 or 33 a “certificate of eligibility” can also include a “Statement of Benefits” obtained from the Department of Veterans Affairs’ (VA) website - eBenefits, or a VAF 28-1905 form for chapter 31 authorization purposes) and ending on the earlier of the following dates:
o The date on which payment from VA is made to the institution.
o 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility.
Title 38 USC 3679 (c)
The Veterans Access, Choice and Accountability Act of 2014
• For courses, semesters, or terms beginning after July 1, 2017, public institutions of higher education must charge qualifying veterans, dependents, and eligible individuals tuition and fees at the rate for in-state residents. Any institution not meeting this requirement will be disapproved by the U.S. Department of Veterans Affairs (VA) for the Post-9/11 G.I. Bill® and the Montgomery G.I. Bill®.
• For courses, semesters, or terms beginning after March 1st, 2019, public institutions of higher education must charge individuals using education assistance under chapter 31, Vocational Rehabilitation and Employment (VR&E) the in-state residential rate.
Title 38 USC 3679 (D)
Programs leading to Licensure or Certification
• A facility must publicly and prominently disclose any conditions or additional requirements, including training, experience, or examinations for Nonaccredited programs of the study that prepare students for:
o A state licensure or certification
o Employment pursuant to a board or agency for an occupation that requires approval, licensure, or certification
GI Bill® Trademark Policy
• The trademark symbol ”®” should be placed at the upper right corner of the trademarked phrase in the most prominent place at first usage; such as the title of a brochure, form, or the very top of a Web page and the following trademark attribution notice must be prominently visible: ”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 https://www.benefits.va.gov/gibill.”
• Use of the registered trademark symbol is not required each time the mark appears in a single document or on a Web page. However, the symbol should be prominent on all individual documents and Web pages.
• The GI Bill® trademark is not to be incorporated or included in company or product names, trademarks, logos or internet domain names.
• The term ”GI Bill®” is to be used solely to promote official VA benefit programs and services and must include the proper trademark symbol.
• Use of the trademark attribution notice, indicating that the mark and all associated services belong to VA, is required and shall be taken as evidence that use of the mark is in good faith.
• No entity shall use the GI Bill® trademark in any manner that directly or indirectly implies a relationship, affiliation, or association with VA that does not exist.
• Disparagement or misrepresentations of VA services through use of the mark, or by the use of confusingly similar wording, are strictly prohibited.
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 https://www.benefits.va.gov/gibill.
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