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Education Benefits Standards

These standards highlight essential information for understanding, using and receiving your veterans’ education benefits at Yavapai College. Please read this information carefully.


  Academic Requirements

Program of Study

  • You must declare a VA approved Program of Study with Yavapai College to be eligible for veterans or survivors and dependents education benefits.
  • Your Academic Advisor helps you select a Program of Study that meets your educational needs and career goals and records that in Degree Works.
  • Meet with an Academic Advisor before submitting your checklist to Yavapai College Veterans Services.
  • Benefits are only payable for courses required for your declared Program of Study and which you have not successfully completed with a grade of C or better previously.

Changing Your Program of Study

  • A Change of Program occurs when you make a change to your educational, professional or vocational goal.
  • The VA is notified every time you change your Program of Study. Excessive program changes may result in suspension of your benefits at the discretion of the VA.
  • If the Program of Study listed in your Degree Works does not correspond with that stated on your Benefits Request Form, we are not able to certify your enrollment to the VA.
  • Changing your program of study may also change how transfer credits are applied. Prior military transcripts and other college transcripts must be re-evaluated for the new or additional program of study and your Yavapai College transcript updated with this new information.
  • Please contact your Academic Advisor if you have questions about the applicability of a course to your new program of study, or if you need assistance with prerequisites.

Official Transcripts

  Selecting Your Courses Each Semester

Eligible Courses

  • Meet with your Academic Advisor each semester to select your classes and ensure that they are required for your VA approved Program of Study.

Yavapai College can only certify enrollment for:

  • Courses that are part of your declared program of study.
  • Eligible classes will appear in the main body of your Degree Works plan. Any classes that fall into the Degree Works section labeled “Not applicable to Current Degree plan” are not eligible for veterans’ education benefits unless they meet one of the criteria below.
  • Prerequisites to courses that are part of your declared program of study, for example MAT 092 Beginning Algebra for an Associate of Arts degree
  • Developmental courses (below 100 level) recommended as the result of ACCUPLACER placement testing and taken in a traditional classroom format. Veterans’ education benefits do not pay for below 100 level courses taken online or in a hybrid (online and classroom) format.
  • The semester in which you graduate with your declared degree, you can “round out” your enrollment to full time with courses not required for your declared degree.

Yavapai College cannot certify enrollment for:

  • Courses that you have previously taken and passed at Yavapai College.
  • Courses for which you receive transfer credit.
  • Electives in excess of the number required for your degree.
  • Your third semester enrollment without all prior transcripts, including your military transcript, received and evaluated. If we certify your enrollment in a course and later receive transfer credit that satisfies the same requirement, you will owe money to the VA.
  • Courses for which you receive transfer credit.
  • Developmental courses (below 100 level) recommended as the result of ACCUPLACER placement testing and taken in a hybrid (online and classroom) or online format. These courses must be taken in a traditional classroom format to be certified.

Rounding Out:

  • The semester in which you are expected to graduate with your declared degree, you can “round out” your enrollment to full time with courses not required for your declared degree. However, if you do not earn your degree in the expected graduation semester, the rounding out option is forfeited.

Concurrent Enrollment:

  • You may take courses that apply to a single program of study at two different colleges.
  • If the beginning and ending dates of the semester are not exactly the same for both colleges, this will affect your pay.
  • It is your responsibility to meet with an Academic Advisor for prior approval of courses taken at another college.
  • The school that will grant the degree is your “parent” school. All other schools are “supplemental” schools.
  • To receive veterans’ education benefits for all your eligible classes, it is your responsibility to request that your parent school send a Parent School Letter VA Form 315 to your supplemental school authorizing them to certify your enrollment in the courses taken at the supplemental school.
  • If Yavapai College is your parent school, our Veterans Services Office has no way of knowing that you are enrolled at another college. You must meet with your Yavapai College Academic Advisor and submit VA Form 315 Parent School Letter to Yavapai College Veterans Services Office along with your Benefits Request Form for the semester in order to have all your eligible credits certified.
  • If Yavapai College is your supplemental college, you are responsible for contacting your parent school for a Parent School Letter VA Form 315. Yavapai College Veterans Services has no way of knowing that your enrollment is eligible for benefits if your primary school does not provide the proper documents. It is your responsibility to follow up on this process.
  • Your veterans’ education benefits will not pay for two different programs of study at two different schools.

College-Level Examination Program® (CLEP):

  • You can receive college credit for what you already know by earning qualifying scores on any one or more of the 33 CLEP examinations.
  • Please contact Yavapai College Testing for information on the courses.

*Credit Hour Equivalents

For VA purposes:

  •  
    • A standard semester is in session between fifteen and nineteen weeks. If your classes are in session for that length of time, the VA uses the number of credit hours the college designates.
    • A non-standard semester is in session less than fifteen weeks or more than nineteen weeks. The VA calculates a credit equivalency to determine your rate of pay for non-standard semester or class.
    • Fall and spring semesters at Yavapai College are standard sixteen week semesters.
    • The summer semester at Yavapai College is non-standard eight week semester.
    • During any semester, the college may conduct individual classes in a non-standard format.
    • The Aviation program (AVT prefix) offers classes in a non-standard 12-13 week summer semester.
  • Because non-standard semester classes taken during a standard semester can cause your rate of pay to fluctuate, we recommend that you take only standard semester classes. When this is unavoidable, please check with Yavapai College Veterans Services for information on your rate of pay.
  • Federal financial aid (Pell Grant and Student Loans) does not use the same calculation. If you are also receiving federal financial aid (Pell Grant or Student Loans) please check with the Yavapai College Financial Aid Advisor for more information.

Course Length

  • Enroll in full semester length courses (15-16 weeks in fall and spring semesters or 8 weeks in summer semester) whenever possible because classes that have different start and end dates from the standard semester may cause a fluctuation in your pay. When the course ends, it is no longer counted by the VA as part of your enrollment.
  • The Department of Veterans Affairs calculates credit equivalents for non-standard semester courses. Three credits over ten weeks are not three credits for VA purposes.
  • If you are unable to enroll in standard semester length courses, contact Yavapai College Veterans Services to determine how you will be paid during the semester.

Enrollment Changes – Dropping or Adding a Course or Withdrawing from college

  • As required by law, you must report all enrollment changes, including complete withdrawal from classes, to the Veterans Services Office immediately by completing a revised Benefits Request form.
  • Changes may affect your eligibility for benefits and rate of pay.
  • The VA pays you to participate in class. If you do not complete a class for which you were certified you will owe money back to the VA.

Repeating a Courses

  • If you fail a course, you may repeat it once using your veterans’ education benefits. Taking a course a third time will result in an overpayment to the Department of Veterans Affairs. Please contact the Yavapai College Veterans Services for details.
  Requesting Your Benefits Each Semester

Benefits Request Form

  • You must submit the Online Benefits Request Form each semester authorizing Yavapai College to certify your enrollment to the VA. You can access the online form by logging into the YC website and clicking on My Services -> Students -> My Financial Aid. Click on the button called "Semester Veterans Benefits Request". You can also access the online form directly by following this link and logging in.
  • Do not submit this form until you have finalized your semester registration and completed the Yavapai College Veterans Services application requirements.
  • An email confirmation of your enrollment certification will be sent to your YC scholar email address.
  • Failure to submit this form means your enrollment will not be certified to the VA and no benefits will be paid.
  • VA Vocational Rehabilitation Chapter 31: In addition, the college must have a VA Form 28-1905 on file which is valid for the semester and Program of Study in which you are enrolled. Without this form, your classes will be dropped for nonpayment. The college invoices tuition and fees directly to the VA. The Yavapai College Bookstore bills the cost of your textbooks directly to the VA. If you require additional supplies or equipment not available for purchase through Yavapai College, you must discuss the process with your VA Vocational Rehabilitation Case Manager.

Monthly Verification

  • If you are receiving benefits under MGIB Chapter 30, VEAP Chapter 1606, or REAP Chapter 1607 must verify your enrollment on or after the last day of the month to receive your benefits.
  • *Chapter 35 Survivors and Dependents must verify if you are enrolled in a certificate program only.
  • If there were no changes to your enrollment during the previous month use Interactive Voice Response (IVR) at 877-823-2378.
  • If there were changes to your enrollment the previous month use Web Automated Verification of Enrollment (WAVE) at www.gibill.va.gov or speak with an Education Case Manager at 1-888-442-4551.
  • Chapters 31, 33 and *35 are currently exempt from this requirement.
  Paying for Tuition, Fees & Textbooks

Tuition and Fees

  • The system will automatically drop you from courses in overnight processing if you do not pay your balance in full the same day you register for classes.
  • The only exception is fall registration when your tuition payment is temporarily deferred until July.
  • Sign up for the Veterans Payment Plan to hold your classes and defer your tuition and fees using the instructions "How to Set-up a Payment Plan".
  • The Veterans Payment Plan will automatically adjust when you make changes to your schedule.
  • If the Veterans Payment Plan does not show up as an option:
    • You have not completed the application requirements for Yavapai College Veterans Services as outlined in New Applicant Instructions or
    • You have been awarded enough Federal Financial Aid to pay your balance in full.
  • If the system dropped from your classes for nonpayment:
    • Re-register for new classes and complete the Veterans Payment Plan immediately.
    • If your classes are now full, you must register for a different section or a different class. Please see your Academic Advisor if you need assistance making new choices.
  • For assistance with the Veterans Payment Plan, please contact the Bursar's Office at 928-776-2138
  • VA Vocational Rehabilitation Chapter 31: In addition, the college must have a VA Form 28-1905 on file which is valid for the semester and Program of Study in which you are enrolled. Without this form, your classes will be dropped for nonpayment. The college invoices tuition and fees directly to the VA. The Yavapai College Bookstore bills the cost of your textbooks directly to the VA. If you require additional supplies or equipment not available for purchase through Yavapai College, you must discuss the process with your VA Vocational Rehabilitation Case Manager.

Textbooks

  • The Yavapai College Bookstore offers a deferred payment option for students receiving Veterans Education Benefits. You may purchase all, some or none of your textbooks through the Yavapai College Bookstore.
  • The amount you charged at the Yavapai College Bookstore is added to your Veteran’s Payment Plan and the college will charge your credit card or deduct from your bank account on the deadline date specified on your Veteran’s Payment Plan. Please be sure funds are available on that date.
  • Post 9/11 textbook allowance is paid directly to you by the Department of Veterans Affairs. Therefore, you are responsible to pay for your textbooks by the payment deadline.
  • This option is only available during the dates listed on the 2016-17 Calendar.
  • Buying in person - tell the bookstore cashier that you are receiving Veterans Education Benefits and present a copy of your Veterans Payment Plan confirmation page.
  • Ordering online -select the payment method "Financial Aid" at the checkout screen to use the deferred payment option.
  Other Financial Resources

Financial Aid

  • You may also apply for additional federal and state financial aid and scholarships.
  • Eligibility for state and federal financial aid is based on financial need.
  • Eligibility for scholarships may be based on financial need, academic performance or your field of study.
  • For applications and information, visit the Yavapai College Financial Aid website.

VA Work Study

  • If you're a full-time or 3/4-time student in a college degree, vocational, or professional program, you can “earn while you learn” with a VA work-study allowance.
  • Not available to VRAP students.
  Benefit Payments
  • You can view your VA Payment History by signing up for eBenefits.
  • Education and housing benefits are paid at the beginning of each month for the previous month of attendance.
  • Your benefits can be paid as early as the beginning of the first full month of classes if all the required documents have been received and processed by Yavapai College and the Department of Veterans Affairs.
  • The VA may take up to six weeks after electronic certification by the college and student verification (Chapter 30, 1606 and VRAP) to begin paying your Veterans Education Benefits. Please register early and plan accordingly.
  • Post 9/11 Chapter 33 Education Benefits are paid based on your percentage of eligibility as confirmed in your Certificate of Eligibility. Your eligibility percentage applies to all Post 9/11 benefits:
    • Tuition and fees are paid directly to the college.
    • Textbook allowance is paid directly to you.
    • Monthly Housing Allowance (MHA) paid directly to you at the beginning of each month for the previous month of attendance in eligible classes.
  • 85/15 Rule 38 Code of Federal Regulations 21.4201(6)(h)
    • This rule states that no more that 85% of students in any program of study may be veterans using their Veterans Education Benefits or students receiving support from the college. Prior to certifying your enrollment to the Department of Veterans Affairs, we must verify this ratio. If this is the first semester in your degree or certificate program at Yavapai College, we must verify this ratio prior to certifying your enrollment for the semester.
    • If that program of study fails to meet the acceptable ratio as of the drop/add period for that semester, Yavapai College will be unable to certify enrollment for new students in that program.
    • Currently Aviation programs are affected by this regulation.

Payment of Federal Financial Aid to Post 9/11 students

  • If you are using the Post 9/11 benefit and have also been awarded federal financial aid prior to the first day of the semester, you will receive your federal financial aid less any tuition charges owed (if Post 9/11 is less than 100%) textbook, room and board charges, after the drop/ add period each semester.
  • If you are awarded federal financial aid after the first day of the semester, please contact the Bursar at 928-776-2138, for instructions on how to receive your federal financial aid.
  How your Months of Eligibility are Used

Rate of Pursuit (Post 9/11 chapter 33)

  • The VA calculates your rate of pursuit by dividing the credit hours (or credit hour equivalents*) being pursued by the number of credit considered to be full-time by the school. The resulting percentage, rounded to the nearest tenth, is the student’s rate of pursuit.
    • For VA purposes, full time in fall or spring semester is twelve credits that are in session for the entire fifteen to sixteen week semester.
    • For VA purposes, full time in the eight week summer semester is six credits in session for the entire eight week semester.
  • Your Monthly Housing Allowance is paid if rate of pursuit is more than 50% and prorated for a rate of pursuit less than 100%.
  • Your Post 9/11 Chapter 33 veterans’ education benefits are used up based on your rate of pursuit.
    • You use one month of your eligibility for each month you are enrolled full time with a rate of pursuit at 100%. You use .80 of a month of your eligibility for every month you are enrolled in classes at a 80% rate of pursuit and so on. This means that if you attend less than full time, your months of benefits are reduced proportionately.

Training Time (Chapters 30, 32, 35, 1606, 1607, and VRAP)

  • These veterans’ education benefits are used up based on training time Chapters 30, 32, 35, 1606, 1607, and VRAP.
  • In a standard semester (15-19 weeks), VA measures training time as follows:
    • 12 credits are full-time
    • 9-11 credits are ¾-time
    • 6-8 credits are ½-time
    • 4-5 credits are less than ½-time (<½-time)
    • 1-3 credits are ¼-time or less (<¼-time)
  • You use one month of your eligibility for each month you are enrolled full time. You use .75 of a month of your eligibility for every month you are enrolled in classes at ¾-time and so on. This means that if you attend less than full time, your months of benefits are reduced proportionately.

Delimiting Date

  • Your delimiting date is the last date you are able to use your veterans’ education benefits. It is like an expiration date. If you still have months of eligibility, but have reached your delimiting date, those benefits expire.
  • Your delimiting date is on your VA Certificate of Eligibility.
  Academic Standards

Tutorial Assistance

  • Yavapai College offers group and drop in tutoring at the Learning Center for classes in which you are enrolled.
  • If you need private tutoring you may receive additional VA tutorial assistance to defer the cost of private tutoring services.
  • VA tutorial assistance is not available to students receiving Chapter 1607 or VRAP.

Final Grades

  • Eligible grades for veterans’ education benefits are A, B, C, D, and S (pass).
    • D grade is not transferrable and does not count toward your Program of Study. Please meet with your Academic Advisor for instructions.
    • D and F grades are only eligible for benefits if you continued to participate until the end of the term and fulfilled all the requirements of the course including taking the final exam and completing all final projects.
  • If you fail a course, you may repeat it once using your veterans’ education benefits. Taking a course a third time will result in an overpayment to the Department of Veterans Affairs. Please contact the Yavapai College Veterans Services for details.
  • The VA will not pay for classes with a “grade” that does not calculate into your grade point average. The VA considers these “non-punitive” grades.
  • At Yavapai College, a designation of drop (student withdrawal before the first day of class), W (student withdrawal prior to mid-semester), Y (administrative withdrawal by your instructor or the registrar) or U (unsatisfactory) are “non-punitive” grades.
  • The VA will not pay for you to repeat a course for which you already earned a grade of C or better at Yavapai College or elsewhere.
  • Incomplete (I) grades must be converted to a letter grade within the contract period to be eligible for benefits.

Academic Standards

  • Yavapai College and the VA have a minimum cumulative GPA (grade point average) requirement of 2.00 or C.
  • Failure to maintain the required GPA will result in academic probation. You are still eligible for education benefits while on academic probation. However, standards that allow a student to remain in a probationary status for than two consecutive terms without defined improvement in academic standing do not meet minimum requirements for VA approval. See the current catalog for the Standards of Academic Progress.
  • GPA calculation information is available online.

VA Educational Counseling Services

  • Available to veterans and their qualifying dependents through the Department of Veterans Affairs Phoenix Office, in addition to the career and educational counseling services offered by Yavapai College.
  • Plan your individual career goals, determine the type of education most suited to those goals, and select schools or training facilities that offer the appropriate educational programs. Call 602-827-1000 to schedule an appointment.
  Debts and Overpayments

http://www.gibill.va.gov/benefits/debt_info.html

Repayment of Benefits

  • You are responsible to pay back any Veterans Education Benefits to which you are not entitled as determined by the VA.
  • The VA usually recovers overpayments by withholding future benefits until your outstanding debt is paid.
  • When your debt is repaid, those months of eligibility should be reinstated to your veterans’ education benefits. Your ebenefits status statement should reflect this.
  • If you are notified that you have been overpaid, please contact the DVA Debt Management Group at 1-800-827-0648 or email dmc.ops@va.gov to discuss other repayment options.

Petition for Mitigating Circumstances

  • If you fail to meet your responsibilities due to mitigating circumstances, you may submit a Statement in Support of Claim VA Form 21-4138 directly to the VA within thirty days for evaluation.
  • You may also submit a Financial Status Report, VA Form 5655 if it is a financial hardship to repay your debt.
  • You may be required to repay all or part of benefits for the semester if you fail to provide acceptable documentation.
  • A student is automatically granted mitigating circumstances for up to six credit hours the first time they withdraw.