📚 Quick Reference Guide System

VASCO Standalone Tool #31 - Instant access to key VA certification information

Training Time Quick Reference

Undergraduate (Semester)

Full-Time: 12+ credits
3/4 Time: 9-11 credits
1/2 Time: 6-8 credits
<1/2 Time: 1-5 credits
Note: <1/2 time not eligible for MHA

Graduate (Semester)

Full-Time: 8+ credits
3/4 Time: 6-7 credits
1/2 Time: 4-5 credits
<1/2 Time: 1-3 credits

Clock Hour Programs

Full-Time: 18+ hours/week
Conversion:
• Undergrad: 37.5 clock hrs = 1 credit
• Graduate: 25 clock hrs = 1 credit
• Vocational: 30 clock hrs = 1 credit
Important: Training time determines MHA rate and benefit month usage!

VA Benefit Chapters Comparison

Chapter Name Tuition Coverage MHA? Book Stipend? Key Info
33 Post-9/11 GI Bill Up to max in-state or $28,937 YES YES ($1,000/yr) Most comprehensive; Yellow Ribbon eligible
30 MGIB-AD ~$2,210/month to student NO NO Fixed monthly payment
1606 MGIB-SR ~$443/month to student NO NO Guard/Reserve members
35 DEA ~$1,488/month to student NO NO Dependents of disabled vets; 45 months
31 VR&E Full tuition (direct to school) YES (subsistence) YES (actual cost) Requires rehab plan; 48 months possible

Critical Deadlines

Status Change Reporting

Deadline: Within 30 days
Applies to: Withdrawals, drops below half-time, graduations, suspensions
Method: Enrollment Manager amendment or Form 22-1999b
Penalty: Non-compliance citation

Initial Certification

Goal: Within 5 business days of receiving all documents
VA Processing: 30 days typical
First Payment: 4-6 weeks after term start

SAP Reviews

Frequency: End of each enrollment period
Minimum GPA: 2.0 (cumulative)
Completion Rate: 67% of attempted credits
Warning: Must notify student and VA if failing

Document Retention

Minimum: 3 years from term end
DD-214s: Permanent (recommended)
Certifications: 3 years
Audit Records: 3 years post-audit

VA Forms Quick Reference

Form Number Name Used For Who Completes?
22-1990 Application for Benefits Initial Ch 33 application Student
22-1995 Request for Change Change program/school Student
22-1999 Enrollment Certification Initial/continuing enrollment School (via Enrollment Manager)
22-1999b Status Report Changes, SAP, termination School
22-5490 DEA Application Chapter 35 benefits Student (dependent)
22-5495 DEA Change Change program (Ch 35) Student

Key Contacts

VA Education Call Center

Phone: (888) 442-4551
Hours: M-F 8am-7pm ET
For: Payment questions, general inquiries

VA Debt Management

Phone: (800) 827-0648
Hours: M-F 8am-7pm ET
For: Overpayments, debt questions

Enrollment Manager Support

Website: vaonce.vba.va.gov
Support: Through system help desk
For: Certification system issues

Veterans Crisis Line

Phone: (800) 273-8255, Press 1
Text: 838255
Hours: 24/7
For: Student mental health emergencies

SAP (Satisfactory Academic Progress) Rules

Per 38 CFR § 21.4277: Students must meet both quantitative and qualitative standards

Quantitative Standard (Completion Rate)

Formula: (Credits Earned / Credits Attempted) × 100

Minimum: 67% completion rate

Example: 20 credits earned / 30 credits attempted = 66.7% = FAILING SAP

Qualitative Standard (GPA)

Minimum: 2.0 cumulative GPA (on 4.0 scale)

Note: Some programs require higher GPA for graduation, but 2.0 is VA minimum

Action Required if Failing SAP:
1. Send warning letter to student
2. Report to VA via Form 22-1999b
3. Student placed on academic probation (1 term)
4. If no improvement: Benefits terminated

Common Calculations

Rate of Pursuit

Formula: (Credits Enrolled / Full-Time Credits) × 100
Example: 9 credits / 12 credits = 75% = 3/4 time
Use: Determines training time and benefit months used

Book Stipend (Ch 33)

Annual Max: $1,000
Per Credit: $1,000 / 24 credits = $41.67/credit
Example: 15 credits × $41.67 = $625.05
Note: Capped at $1,000 per academic year

Benefit Months Used

Full-Time (16 weeks): 4.0 months
3/4 Time (16 weeks): 3.2 months
1/2 Time (16 weeks): 2.0 months
Formula: (Weeks / 4) × Training Time %

Break Pay (MHA)

Rule: MHA continues if break <28 days
Requirements: Enrolled before AND after break
Example: 25-day break between terms = MHA continues

Common Issues & Solutions

Issue Cause Solution Prevention
Payment Delay Incomplete docs or VA backlog Verify all docs submitted; call VA Submit certifications early
Student Debt Withdrawal after payment Report change immediately; counsel student Explain debt risks upfront
SAP Failure Low GPA or completion rate Academic probation; refer to tutoring Monitor progress each term
Wrong Training Time Incorrect credit count Submit amendment in Enrollment Manager Double-check credits before certifying
Eligibility Exhausted 36 months used Check for extensions; refer to financial aid Monitor entitlement monthly
Missing COE Student didn't apply to VA Help student apply; check VA.gov Verify COE before certifying