📚 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: Ch. 33 MHA requires more than 1/2 time (6 credits = no MHA); above 50%, MHA is prorated by rate of pursuit
3/4 Time: 9-11 credits
1/2 Time: 6-8 credits
<1/2 Time: 1-5 credits
Note: Ch. 33 MHA requires more than 1/2 time (6 credits = no MHA); above 50%, MHA is prorated by rate of pursuit
Graduate (Semester)
Full-Time: 8+ credits
3/4 Time: 6-7 credits
1/2 Time: 4-5 credits
<1/2 Time: 1-3 credits
3/4 Time: 6-7 credits
1/2 Time: 4-5 credits
<1/2 Time: 1-3 credits
Clock Hour Programs
Measured by weekly clock hours (38 CFR 21.4270(a)):
• Shop practice integral: 22 hrs/week full-time, 16-21 for 3/4, 11-15 for 1/2
• Theory predominates: 18 hrs/week full-time, 13-17 for 3/4, 9-12 for 1/2
• Never add clock hours and credit hours together
• Shop practice integral: 22 hrs/week full-time, 16-21 for 3/4, 11-15 for 1/2
• Theory predominates: 18 hrs/week full-time, 13-17 for 3/4, 9-12 for 1/2
• Never add clock hours and credit hours together
Important: Rate of pursuit determines Ch. 33 MHA (none at 50% or less, prorated to the nearest 10% above 50%) and benefit month usage!
VA Benefit Chapters Comparison
| Chapter | Name | Tuition Coverage | MHA? | Book Stipend? | Key Info |
|---|---|---|---|---|---|
| 33 | Post-9/11 GI Bill | Full in-state tuition, or up to the private-school cap (current VA rate) | YES | YES ($1,000/yr) | Most comprehensive; Yellow Ribbon eligible |
| 30 | MGIB-AD | Fixed monthly payment to student (current VA rate) | NO | NO | Fixed monthly payment |
| 1606 | MGIB-SR | Fixed monthly payment to student (current VA rate) | NO | NO | Guard/Reserve members |
| 35 | DEA | Fixed monthly payment to student (current VA rate) | 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 |
Dollar amounts change every year. Confirm the current VA rate on the official VA benefit rate tables.
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
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
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
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
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
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
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
Support: Through system help desk
For: Certification system issues
Veterans Crisis Line
Phone: Dial 988, then press 1 (or text 838255)
Text: 838255
Hours: 24/7
For: Student mental health emergencies
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
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, benefit months used, and Ch. 33 MHA (must exceed 50%; rounded to the nearest 10%)
Example: 9 credits / 12 credits = 75% = 3/4 time
Use: Determines training time, benefit months used, and Ch. 33 MHA (must exceed 50%; rounded to the nearest 10%)
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
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 %
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
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 |