Veterans Affairs

The veterans educational assistance programs and services at Athens State University are based on the rules, regulations, policies and procedures of the U.S. Department of Veterans Affairs (VA) and as such are subject to change without notice.

Athens State University is a participating member in the Principles of Excellence Program. Educational institutions participating in the Principles of Excellence program agree to the following guidelines:

Provide students with a personalized form covering the total cost of an education program.
Provide educational plans for all military and Veteran education beneficiaries.
End fraudulent and aggressive recruiting techniques and misrepresentations.
Accommodate Service members and Reservists absent due to service requirements.
Designate a point of contact to provide academic and financial advice.
Ensure accreditation of all new programs prior to enrolling students.
Align institutional refund policies with those under Title IV, which governs the administration of federal student financial aid programs.

Athens State University does not engage in fraudulent and aggressive recruitment of military students including, but not limited to, providing compensation to individuals for securing military enrollments or engaging in high-pressure recruitment tactics.

For questions regarding veterans programs, contact the Office of Veterans Affairs: (mail) Athens State University, Office of Veterans Affairs, 300 North Beaty Street, Athens, AL 35611; (phone) 256-233-8271; (email) carolyn.carthen@athens.edu. Students may also visit the Veterans Affairs webpage at https://www.athens.edu/resources/student-services/veterans-affairs/. The Veterans Affairs Office is located on the lower-level of the Sandridge Student Center.

Veterans Educational Assistance Programs
Covered individuals are required to provide a “Certificate of Eligibility (COE).”

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 website at http://www.benefits.va.gov/gibill.

Montgomery GI Bill® - Active Duty Educational Assistance Program (Chapter 30 of Title 38, U. S. Code)
Montgomery GI Bill® - Selective Reserve Educational Assistant Program (Chapter 1606, formerly Chapter 106, of Title 10, U.S. Code)
Post 9/11 GI Bill® - Chapter 33
Vocational Rehabilitation - Chapter 31: This program provides educational assistance to disabled veterans who are in need of vocational rehabilitation. To be eligible a veteran must have a service-connected disability entitling him/her to these benefits. An award authorization must be received by the Office of Veterans Affairs before benefits can be used.
Survivors and Dependents Educational Assistance Program (Chapter 35 of Title 38, U. S. Code): Paperwork for state benefits (tuition, fees, books) should be processed through the Athens State Business Office. Federal benefits (monthly checks) should be processed through the Office of Veterans Affairs.
Fry Scholarship - a provision of the Post 9/11 GI Bill®

Per Public Law 115-407 Sec. 103 for terms beginning August 1, 2019 and later, students utilizing VA education benefits shall not be charged a penalty, including assessment of late fees, denial of access to classes, libraries, or other institutional facilities, or be required to borrow additional funds because of the individual’s inability to meet their financial obligations due to the delayed disbursement of a payment to be provided by the Department of Veterans Affairs. Information on the estimated cost of attendance can be found on the Athens State University website.

Selection of Major or Program
In consultation with a success coach from within the Student Success Center or an academic advisor, each veteran or eligible dependent student must select and plan a program in accordance with the Athens State University catalog. Assistance in determining a course of study or a change of program will be furnished by the Office of Veterans Affairs in consultation with the appropriate academic advisor.

Prior Credit Evaluation Requirements
Athens State University is required by the Department of Veteran Affairs to obtain a written record of the previous education and training completed by veterans and other eligible persons receiving VA benefits. Students are required to submit official transcripts of courses and training prior to the end of their second term of enrollment at Athens State University. The Athens State University Office of Veterans Affairs will not submit certification for VA educational funding after the second term if all transcripts have not been received, evaluated and applied appropriately.

Certification of enrollment by the Office of Veterans Affairs prior to evaluating all prior credit could result in VA overpayment to the school and student. Any overpayment created through non-compliance with veteran policies is subject to repayment, and such overpayment can cause a delay in the payment of further benefits.

Veteran students are not allowed to receive VA Educational benefits for courses in which they have earned credit or that are not required for their degree or program. Veteran students are not allowed to repeat courses in which they have a passing grade unless a higher grade is required to pursue their course of study.

Evaluation of Military Credit
The Department of Veterans Affairs requires Athens State University to review all credit that may applicable towards a student’s degree. This includes military credit; therefore, Active Duty, Reserve, Veterans and National Guard students must request that a copy of their official military transcript to be sent to Athens State University. Students can request a copy of their military transcript to be sent to Athens State University by submitting a request to Joint Service Transcripts at https://jst.doded.mil/jst/. Air Force students must request transcripts from the Community College of the Air Force.

Failure to provide a copy of military transcripts will delay or prevent the certification of courses for VA benefits.

Information about Military Transcripts: military transcripts retrieved through Joint Services (JST)
https://www.military.com/education/timesaving-programs/the-joint-services-transcript.html and/or through www.ebenefits.va.gov.

Repeated Courses for Veterans Receiving Educational Benefits
If a veteran student fails a required course, the student may receive payment for repeating that course. However, according to VA regulations, the student cannot repeat a course just to improve a passing grade and still receive payment for that course. (See also Repeated Courses in the Academic Policies section of the catalog.)

Standards of Academic Performance
Veterans or other eligible students receiving VA benefits are subject to the same standards of academic performance and conduct as are other University students. For additional information, see the Academic Policies section of the catalog.

Withdrawal Requirements
In addition to following the University’s policy Withdrawal from Courses, students who receive veterans benefits must notify the Office of Veterans Affairs when withdrawing from a course or when dropping or adding courses during registration periods. Each withdrawal or drop resulting in a reduction in the course load must show the effective date of the change and the reason for the change.

Tuition Rates for Veterans and Members of the United States Armed Forces
In compliance with 38 U.S.C. §3679 (c), Public Law 114-315, the Choice Act, and other provisions of 38 U.S.C., in-state tuition rates apply to a student who, at the time of admission to the University:

Is a member, the spouse of a member, or a minor whose supporting person is a member of the United States Armed Forces on full-time active duty stationed in Alabama under orders other than attending school; or
Has been a member of the Alabama National Guard for a period of at least 2 years immediately preceding the first day of classes for the academic term of admission, and continues to be a member of the Alabama National Guard while enrolled at Athens State University; or
Is a veteran of the Armed Forces of the United States, provided that the veteran has become a resident of Alabama (as evidenced by documentation of a physical address in Alabama while enrolled) and satisfies at least one of the following conditions:
- The veteran has served on active duty for a continuous period of time, not less than two years, and has received an honorable discharge as verified by a United States Department of Defense Form 214 within five years of enrolling at Athens State University; or
- The veteran is currently serving in a reserve component of the United States Armed Forces, as verified by a memorandum from the commanding officer of the veteran student; or
- The veteran has been assigned a service-connected disability by the United States Department of Veterans Affairs; or

Is a veteran using educational assistance under either chapter 30 (Montgomery GI Bill® – Active Duty Program) or chapter 33 (Post-9/11 GI Bill®), of title 38, United States Code, who lives in Alabama while attending a school located in Alabama (regardless of his/her formal State of residence) and enrolls in the school within three years of discharge or release from a period of active duty service of 90 days or more, as well as
- such person while he or she remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same school. The person so described must have enrolled in the school prior to the expiration of the three-year period following discharge or release as described above and must be using educational benefits under either chapter 30 or chapter 33, of title 38, United States Code; or

Is anyone using transferred Post-9/11 GI Bill® benefits (38 U.S.C. § 3319) who lives in Alabama while attending a school located in Alabama (regardless of his/her formal State of residence) and enrolls in the school within three years of the transferor’s discharge or release from a period of active duty service of 90 days or more, as well as
- such person while he or she remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same school. The person so described must have enrolled in the school prior to the expiration of the three-year period following discharge or release as described above and must be using educational benefits under either chapter 30 or chapter 33, of title 38, United States Code; or

Is anyone using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. § 3311(b)(9)) who lives in Alabama while attending a school located in Alabama (regardless of his/her formal State of residence); or
Is anyone using transferred Post-9/11 GI Bill® benefits (38 U.S.C. § 3319) who lives in Alabama while attending a school located in Alabama (regardless of his/her formal state of residence) and the transferor is a member of the uniformed service who is serving on active duty; or

Effective for courses and terms beginning after March 1, 2019, is anyone using educational assistance under chapter 31, Vocational Rehabilitation/Employment (VR&E).

Effective for courses and terms beginning after August 1, 2022, is anyone using educational assistance under Chapter 35, VA Survivor’s and Dependents’ Educational Assistance.

This policy shall be read to be amended as necessary to be compliant with the requirements of 38 U.S.C. 3679(c) as amended. Information on the estimated cost of attendance can be found on the Athens State University website.

Complaint Policy for Students Receiving VA Education Benefits
For students receiving VA education benefits, any complaint against the school should be routed through the VA GI Bill® Feedback System by going to the following link: https://www.benefits.va.gov/GIBILL/Feedback.asp. The VA will then follow up through the appropriate channels to investigate the complaint and resolve it satisfactorily.

Payments to Students Receiving Veteran Benefits

Receipt of Checks
A student who completes an Application for Education Benefits or Change of Place of Training Form at the beginning of the semester should expect a VA processing period of about 6 weeks. If the estimated time has elapsed, the student should contact the Office of Veterans Affairs immediately and, if the case warrants, an inquiry will be made to the Regional Office.

Payment
Athens State University does not participate in the advance payment plan for veterans or eligible dependents; therefore, tuition and fees must be paid in full by the published payment date. Veteran students receiving Vocational Rehabilitation are eligible to register without payment of tuition and fees providing that an award authorization from the VA Vocational Rehabilitation office has been received prior to the payment due date for the semester. Post 9/11 veteran students must provide a letter from the Department of Veterans Affairs showing the percentage for which he or she is eligible; this percentage will determine if the student will need to pay any tuition and/or fees.

Overpayments
Each veteran or dependent receiving benefits should be aware that it is his or her responsibility to comply strictly with the policies and procedures which govern the receipt of educational benefits. Any overpayment created through non-compliance with veteran policies is subject to repayment, and such overpayment can cause a delay in the payment of further benefits.

Responsibilities of Students Receiving Veterans Benefits
It is the responsibility of veterans and dependents receiving VA benefits to notify the Office of Veterans Affairs via email of the following:

Catalog changes
Change of address
Changes in enrollment or class schedule (including drops and/or adds, withdrawals)
Change of major or program
Course substitution (approval must be obtained prior to enrolling in the course)
Enrollment/class schedule for each semester or term, including any enrollment at other institutions as a Visiting or Transient student while attending Athens State University
Projected graduation date
Veterans educational benefits eligibility changes

Military Withdrawal Policy

Students may request a withdrawal to fulfill a U.S. military obligation for active military duty service, whether voluntary or involuntary, in the Armed Forces, including service in the National Guard or Reserve, on active duty, active duty for training, or full-time National Guard duty under Federal authority, for a period of more than 30 consecutive days under a call or order to active duty of more than 30 consecutive days. Students must notify the Registrar’s Office and provide documentation of the call to service.

Students called to active military duty during an academic term may:

1. Request retroactive withdrawal to the beginning of the semester, with a full refund of tuition and fees.

2. If at least 75 percent of the term has been completed:

A. Request the faculty member assign a grade for the course based on the work completed. The final decision about grading is left to the faculty member.

B. Request an "I" and have a minimum of two weeks after returning to campus to complete the course.

Spouses of service members called to active duty

Spouses of service members called to active duty qualify for the same withdrawal options that apply to service members. Students should notify the Registrar’s Office and provide documentation of the call to service.

Military Readmission Policy

Students returning from active military duty may be readmitted per the readmission provisions in the Higher Education Opportunity Act of 2008 (Section 484C of the HEA) and implementing regulations in 34 CFR Section 668.18: A student can be promptly readmitted, providing he or she withdrew to fulfill a U.S. military obligation, was not dishonorably discharged from the uniformed services, and the cumulative length of absence and of all previous absences from undergraduate studies due to military service did not exceed five years. These students will be restored to the educational status they had prior to military duty, without the loss of academic credits earned, scholarships or grants awarded, or tuition and other fees paid prior to the commencement of military duty per Alabama Code S3 31-12-3.

Students are encouraged to submit a Readmission Application and military documentation.