VA Certifying Officials
Topics we will cover:
• Key People
• Roles of the SAA and the VA
• Description of Current Programs
• Application Forms
• Enrollment Certification Form
• Notice of Change in Student Status
• Other Approval Items
• VA Certifying Official
• The Certifying Official is the training
institutions representative responsible for
completing all paperwork necessary to
certify the enrollment and changes in
enrollment for students eligible for VA
• Department of Veterans Affairs
• The Government Agency responsible for
determining eligibly for VA education
benefits and for authorizing payment for
• The four RPO‟s are responsible for
processing education claims.
• Department of Veterans Affairs
• Lead Education Liaison Representative (ELR) for
California – Daryl Carson
• ELR - Ray Hawley
• Compliance Survey Specialists:
• Mike Farrell, Emile Vinet, (Northern CA.)
• Robert Curry, Michael Chang, (LA Area)
• Julie Ritter, Gordon Fernandez, and Randy Lazaro
cover the (San Diego/Riverside Area)
• Program Support Assistant: Shane Ferrebee
• Our Office Address:
Department of Veteran Affairs
California Center for Education Services
8810 Rio San Diego Drive
San Diego, CA 92018
Phone (619) 400-5330
Fax (619) 400-5447
Helpful Numbers & Addresses
This number is used to reach the Muskogee
Education Office. The office is open from 8:00
a.m. to 5:00 p.m. CST, Monday - Friday. This
number is used to check on VA education related
problems and can be given to students.
1.888.442.4551 or 1.888.GIBILL.1
Interactive Voice Response (IVR):
For non-education related VA information & questions
San Diego Website:
VA GI BILL WEBSITE:
• State Approving Agency (SAA)
• The SAA is responsible for reviewing the
training facility, and the courses &
programs of education, to determine if
they can be approved for the payment of
VA education Benefits. (Only course
that have been approved by the SAA can
be paid by VA.) SAA officials also visit
the school to assist you and to check
your records. Contact the SAA with any
questions concerning the approval of new
catalogs, programs or courses.
• Students who are eligible to receive VA
education benefits may fall in one of the
• Active duty service person
• Active Selective Reservist or National
• Veteran‟s dependent (spouse, surviving
spouse, or child)
• Disabled veteran
Roles of the
SAA and the VA
SAA‟s responsibilities include:
• Inspecting schools and determining their
qualifications to offer instruction under law
administered by VA;
• Approving, suspending, or withdrawing
approval for programs of education;
• Monitoring the schools and providing
technical assistance to schools in approval
• Conducting site visits to ensure compliance
with the law.
ELR‟s responsibilities include:
• Working with the SAA by reviewing SAA
approvals and solving complex issues with the
• Transmitting the approval information for each
school to the Regional Processing Office
through WEAMS and establishing and
maintaining files of approved courses at
• Working with the schools by conducting liaison
visits and providing training to certifying
• Conducting compliance surveys to ensure
compliance with the law.
STATE OF CALIFORNIA-STATE AND CONSUMER SERVICES AGENCY ARNOLD SCHWARZENEGGER. Governor
BUREAU FOR PRIVATE POSTSECONDARY
AND VOCATIONAL EDUCATION
Physical address: 400 R Street, Suite 5000, Sacramento, CA 95814-6200
Mailing Address: P.O. Box 980818, West Sacramento, CA 95798-0818
Phone: (916) 445-3427 FAX: (916) 323-3776
November 29, 2005 School code:
Subject: Revised Approval- Institution of Higher Learning (nIL) Degree Programs; Amended
Your application to train veterans and eligible persons at
under Title 38 U~S. Code, is approved by the Bureau for Private
Postsecondary and Vocational Education (BPPVE), effective August 26,2005, based on the 2004-
This approval is granted in accordance with the responsibilities delegated to BPPVE under Title 38, Chapter 36, U.S. Code Sections 3671(a) and
As a condition of approval, the institution must keep written records of the progress for each enrolled veteran or eligible person (CFR 21.4253(d)(2)).
Students who wish to receive veteran benefits
MUST submit a statement of previous training to the school for consideration. The institution must
keep a written record on file that shows the previous education and training of the veteran or eligible person and clearly indicate that applicable
training of the veteran or eligible person has been
evaluated. Documentation must reflect that appropriate credit has been given by the institution for previous training, and the veteran and the
Department of Veterans Affairs (DV A) notified within two terms of enrollment (CFR 21.4253(d)(3)).
Your application is approved as follows:
•IHL Degree program: see attached list
•Combination programs and/or double majors, in accordance with CFR 21.4253, page 56-58,
•Independent Study courses, in accordance with CFR 21.4267, page 71, courses numbered 299
•Professional internship/clinical pastoral, in accordance with CFR21.4265(e), pages 56, 134
•Teacher certification programs, CFR 21.4253 (a) (4), pages 90
The above programs are approved as accredited under Section 3675, Chapter 36, Title 38, U.S. Code. No IHL programs other than
those listed above are approved for this institution.
•Field Experience, page 51
•Year Course in Israel, pages 139-141
•The Department of Continuing Education, pages 143-144
This catalog/bulletin approval shall remain in effect, in both content and policy, as certified true and correct by the institution. Any
changes or revisions to the catalog/bulletin must be submitted to the
DEPARTMENT OF VETERANS AFFAIRS
California Center for Education Services
8810 RIo SAN DIEGO DRIVE SAN DIEGO, CA 92108
In Reply Refer to: 377/22
Dear Training Coordinator:
Your establishment has recently been approved to train eligible veterans and dependents under the GI Bill and dependents
education assistance programs. We are unable to conduct an on-site orientation visit at the present time. We will, however,
plan a visit in the future when we are in your area.
GETTING THE BENEFITS STARTED
In order to get the benefits started, the veteran or other eligible person will need to file an appropriate application. For veterans who
have never used their benefits, the appropriate application is VA Form 22-1990 or VA Form 22-5490 for other eligible dependents. For
veterans who have used their benefits previously, the appropriate application is VA Form 22-1995 or VA Form 22-5495 for other eligible
dependents. In addition to the veteran or other eligible dependent completing an application, you must complete an enrollment
certification form (VA Form 22- 1999).
The following information is provided to assist you in knowing where to send the paperwork for veterans in training.
For veterans under the Montgomery GI Bill-Active Du~y (chapter 30 of Title 38 U.S.C.), the Montgomery GI Bill.Selected
Reserve (Chapter 1606 of title 10 U.S.C.), Post-Vietnam Era Educational Assistance (Chapter 32 of title 38 U.S.C.), and
Dependents' Education Assistance (Chapter 35 of title 38 V.S.C.), application forms and other related documents will be
processed by the Muskogee VA Regional Office. Enrollment Certifications (VA Form 22- 1999), Notices of Change of
Student Status (VA Form 22-1999b), education benefit claims, tutorial assistance claims (VA Form 22-1990t), Application
forms (V AF 22-1990; 22-5490; 22-1995 & 22-5495) and other related documents should be mailed to:
Department of Veterans Affairs
P.O. Box 8888
Muskogee, OK 74402-8888
Vocational Rehabilitation (Chapter 31 of Title 38 U.S.C.), benefits will be processed by your LOCAL V ARO located in San Diego,
Los Angeles and Oakland Ca. Call 1-800-827-1000 to obtain the telephone number for Vocational Rehabilitation staff in your area.
WHO TO CONTACT IF PROBLEMS ARISE
If your trainee is experiencing problems with his/her VA education payments or has other questions about their VA
Educational Benefits they should call our toll free number at 1-888-442-4551 for assistance.
If you as a certifying official have any questions, you are encouraged to call our Educational Services Staff at
(619)-400-5330, FAX (619) 400-
5447. This is a restricted number. It is for the exclusive use of school
officials. This number is NOT to be given to veterans because we do not have the staffing to handle these requests.
Description of Current Education
• Chapter 30, Montgomery G. I. Bill – Active Duty
Educational Assistance Program (MGIB)
• Chapter 31, Vocational Rehabilitation
• Chapter 32, Post-Vietnam Era Veterans’ Educational
Assistance Program (VEAP)
• Chapter 35, Survivors’ and Dependents’ Educational
Assistance Program (DEA)
• Chapter 1606, Montgomery G. I. Bill – Selected Reserve
Educational Assistance Program (MGIB-SR)
• Chapter 1607, Montgomery G.I. Bill- Educational
Assistance for Certain Reserve Components
Montgomery G. I. Bill Active Duty
Educational Assistance Program
(MGIB) Chapter 30
• Served on active duty after June 30, 1985
• Must fulfill one‟s basic service obligation
• Must have completed high school.
• Received an honorable discharge
• Service pay is automatically reduced by
$100 per month for 12 months.
• May have kickers or make additional
Post-Vietnam Era Veterans‟
Educational Assistance program (VEAP)
• First entered on active duty after
December 31, 1976 and before July 1,
• Contributed to VEAP while on active
duty and before April 1, 1987
• Maximum contribution of $2700
• Government matches $2 for $1
Survivors‟ and Dependents‟
Educational Assistance Program
(DEA) Chapter 35
• Eligibility is based on the
death, permanently and
totally disabled, or
Montgomery G. I. Bill Selected Reserve
Educational Assistance Program
(MGIB-SR) Chapter 1606
• Based on a 6-year Selected Reserve
obligation after July 1, 1985
• Must have completed high school
• Remain a member in good standing
Montgomery G.I. Bill Selected Reserve
educational Assistance for Certain
Reservists Chapter 1607
• Certain individuals activated
after 9/11/2001, either eligible
for education benefits or for
• Go to the GI Bill Website
Student questions concerning
eligibility to VA benefits should be
referred to the VA:
• VA toll-free Education Phone number:
1.888.442.4551 (1.888.GI Bill 1)
• Do not try to make determinations of
basic eligibility. The benefit programs
change frequently, so it is best to refer
the student directly to the VA for
questions about basic eligibility in
Months of full time benefits
• Eligible VA students receive 36 months of full time
education benefits. Monthly entitlement is prorated.
Students attending 3/4 time receive 48 months, and 1/2
time students receive 72 months.
• Chapter 31 - VA Vocational Rehabilitation determines the
number of months.
• Chapter 35 - have 45 months of eligibility
• Chapter 30 - also has some exceptions
• Note: Students with eligibility under more than one VA
educational program may receive a maximum of 48 months.
If the student is unsure how many months remaining
entitlement, refer the student to the toll-free VA
Education Phone number: 1.888.442.4551.
Chapters 30 and 32 - Eligible veterans have 10 years
from the date of last discharge or release from active
Chapter 35 Child - Generally have 8 years from date
found eligible if found eligible between ages 18-26.
Chapter 35 Spouse - Generally 10 years from date of
vets service-connected death or date VA determined
service-connected, whichever is later.
Chapter 1606 – Generally 14 years from the eligibility
date if eligibility begins on or after 10/1/92.
Benefits are paid in arrears
The student receives payment for the
month of September at the beginning of
Exception: Advance Payment
VA benefits can be paid for enrollments up
to one year prior to the date VA receives a
Where benefit checks are sent
VA benefit checks are sent directly to the address
the student has indicated on the application or
that is shown on the certification.
• Advance Payment.
• Direct Deposit: Chapter 30, chapter 1606 & 1607
students can have their checks deposited directly
into their bank account. Ch.35 No, Sorry
Benefit checks are NOT paid to the school. They
are paid to the recipient, and although it is
intended to help defray educational costs, it can
be used any way the student wishes.
Ch 30, 32, 1606 & 1607:
• VA Form 22-1990
• VA Form 22-1995
• VA Form 22-1999
• VA Form 22-5490
• VA Form 22-5495
• VA Form 22-1999
Responsibilities of the
Certifying Officials are responsible for
the accurate and prompt certification of
enrollments, and the changes in
enrollment of eligible students to the VA.
How do you certify a student?
You can certify a student for VA benefits by:
• Filling out and mailing VA Form 22-1999,
Enrollment Certification, or
• Electronic certification through VA-ONCE
Ask the student if they have ever
received VA education benefits before?
• If the student says “YES”, then:
Have them fill out an application, VA Form 22-1995 or
22-5495 for Chapter 35.
• If the student says “NO”, then:
Have them fill out an application, VA Form 22-1990 (22-
5490 for Chapter 35).
• Ask them which chapter they are eligible for, if known.
• If they are Chapter 31, they do not need to fill out either
form. Refer them to the vocational rehabilitation specialist.
• Explain the student‟s responsibilities regarding withdrawals
affecting a change of status, maintaining satisfactory
progress, and taking only courses applicable toward the
Completing The Form
1. Name of Student
2. VA File Number
Usually a student‟s social security number, but
may be a VA claim number. Chapter 35
students are also assigned a suffix number or
letter (10 or W for spouse and 41, 42, 43, etc.
or A, B, C, etc. for children.)
Exceptions: Chapter 35 dependents and some
veterans are also assigned a separate number.
4. Social Security Number
5.Type of Training
Select “Undergraduate” for
programs, and post-
baccalaureate courses required
to gain admission to a graduate
Select “Graduate or
Advanced Professional” for
graduate degree programs
programs required to obtain
a teacher credential
Degree (NCD)” for
6. Name of Program
Provide the complete name of the program as
stated in WEAMS and your SAA Approval
A program must be a degree or certificate
granted by your school and approved by the
State Approving Agency (SAA).
Enter degree AND major for bachelor and
master degree program: “BA History” or “MS
If the student‟s objective is a certificate,
enter the complete name of the certificate.
7A. Credit for Previous Training
VA Form 22-1999 must reflect the
amount of credit allowed for previous
education, training, or experience.
**One of the criteria for approval of any
school for veterans‟ training is that it
evaluate and report prior credit.
VA regulations state: -----
The school maintains 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
proportionately, and the person and the
Department of Veterans Affairs so
-- Authority: 38 U.S.C. 3675(b) & 38 U.S.C. 3676(b)
What does all that mean?
Schools are required to evaluate and grant
“appropriate credit” for previous training (for
VA students) and, to notify VA of their
“Appropriate credit” means any education,
training, or work experience the student had
prior to beginning the program now being
certified that would shorten the program at
Your school must request transcripts
from all schools that the student has
previously attended and an evaluation
must be made by the appropriate
Students do not have the right to
request that credit not be granted
when they have successfully
completed a course.
Think of this as a 2-step process.
The first step would be to determine what credit
your school will accept.
The next step would then be to review all of the
credit accepted and determine which of those
credits would actually apply to the program that
this student is pursuing.
REMEMBER, never leave the prior credit section
of the initial 22-1999 (Enrollment Certification)
That makes us think you…
• have overlooked that box or,
• that you didn‟t address
previous training at all.
Also, the prior credit space should never
contain such responses as “N/A”.
Generally, prior credit should have been
reported by the school within 3 quarters,
2 semesters, or 24 weeks after the
student begins the current program. It is
usually reported on VA Form 22-1999.
The school may show a number of
different comments in the prior credit box
of the VA Form 22-1999 (Enrollment
Certification). These may include:
• Pending – shown on initial enrollments unless
prior credit is already known.
• None – If no credit is being granted.
• Actual number of credits being granted – may
be shown in semester/credit hours, quarter
hours, clock hours, etc.
• Previously Reported – Shown on subsequent
enrollment certifications after the initial
evaluation has been reported.
During compliance reviews, schools may be
required to provide a basis for reviewing
prior credit. This may include…
who evaluated previous training at the school,
how did they determine what credit was
how were you notified.
7B. Is Student Matriculated
at Your Facility ?
For VA purposes, a student
is matriculated when
formally admitted as a
degree seeking student.
8. Enrollment Dates (a.-b. Begin & End
• Enter the beginning date and the ending date of each
quarter, semester, or session on a separate line. A
quarter or semester is the first day of class through
the last day of final exams.
• If a course doesn‟t follow the standard quarter or
semester format, enter the actual beginning date,
ending date, and the credit for the course on a
• Courses with different beginning and/or ending dates
should be on separate lines, listed chronologically by
the beginning date.
9A. Credit Hour Courses in Residence,
Independent Study or TV
Enter the number of credits the student
will earn each quarter or semester at
your institution. Certify only credits that
apply toward completion of the student‟s
degree or certificate program.
NOTE: Do not certify here for credits
taken at any other school that will be
transferred in to apply to your program.
That coursework should be reported as
Have these course been approved by the SAA?
If it has been approved by the SAA, enter the
number of credits in the R/D column. Annotate
the course name / course code / # of credits in
the Remarks section.
The Certifying Official is verifying that the basic
Mathematics, English, and reading course(s) are
needed by the student in order to pursue a
program of education at the school.
10. Clock Hour Courses
Benefits are paid based on clock hours of
attendance per week.
If clock hours per week vary and the benefit
amount is effected, the variance must be
reported for calendar weeks, Sunday
through Saturday, between the beginning
and ending dates. This will result in multiple
enrollment lines on the enrollment
11. Charges for Periods of Instructions
When training time is less than 1/2 time or
the student is on active duty, tuition and
fees must be reported. The amount
reported should be the actual amount
charged to the student for each enrollment
12. Training Time
Required entry ONLY for veterans pursuing a
graduate degree, certificate or postdoctoral
13A/B. Additional Information for High School and
Farm Co-op Courses
14A/B. Advance Payment (A/P)
If an Advance Payment is being requested by the
student, the Certifying Official should submit the
Enrollment Certificate at least 30 days, but not
more than 120 days prior to the beginning date of
the term. Note: Schools must elect to participate
in the Advance Payment Program.
An advance payment provides payment for the first
partial and first whole month of enrollment if
requested by the student. The check is sent
directly to the school. After the student is
registered, the student is given the advance pay.
The school will also be sent VA Form 22-1999v to
certify delivery of the check.
15A/B. Accelerated Payment Request
(Chapter 30 only)
• Veterans and servicepersons must
complete Items 15A and 15B to request
• Accelerated pay can only be paid to
claimants in a high tech program
• The cost of the program must exceed
twice the amount of education benefits
• If courses are not certifiable
towards an approved program of
education, and the veteran insists
on being certified, use language
such as “Course not required for
the declared objective. Certified
at the insistence of the veteran.”
17. Contract School or Branch Location
• Complete Item 17 only if
course(s) are contracted out
to another school or are given
at a branch location other
than shown in Item 18b.
18A. Signature and Title of
The certifying official indicates by their signature that the
courses being certified to VA for the student are approved
by the SAA and are acceptable toward meeting the
graduation requirements in the program of study being
pursued. The signature also confirms that the course
certified is not a repetition of any course previously
satisfactorily completed by the student except as
permitted by VA regulations.
The signed Enrollment Certification also shows the
educational institution‟s agreement to promptly report any
enrollment changes which will affect the educational
18B. Name and Address of School
18C. Telephone Number of
18D. Date Signed
18E. Facility Code
X – X – XXXX - XX
How are enrollment changes handled?
• Each active student record should be verified
monthly to determine that nothing has changed.
• Notify VA if a student adds or drops a course
which affects training time by completing a
“Notice of Change in Student Status,” VA Form
• Any VA student who is not making satisfactory
progress or who receives an “I” or unreported
grade that will not be turned into a punitive
grade within one year of assignment should be
reported to VA.
Notice of Change
in Student Status
(VA Form 22-1999b)
The Notice of Change in Student Status
(VA Form 22-1999b) is divided into two
“Termination” & “Adjustment „‟
• Termination means the student is no longer in
school. The last date of attendance and the
reason for termination should be reported.
• Adjustment means a change needs to be made to the
data previously certified. The day the change is effective
and the type of adjustment should be reported.
• NOTE: If training time drops to less than 1/2-time,
tuition and fees must be reported.
• All withdrawals must be reported.
1. Name of Student
2. Address of VA Office Having
3A. VA File No. (Usually a student‟s social
3b. Chapter 35 Suffix
4. Social Security No.
A. Last Date of Attendance
Enter the actual last date of attendance.
For college level courses you may use one of the
following methods to determine the last date of
– attendance records;
– grading reports;
– last date on which examination or other papers filed;
– last date of activity in the instructor‟s records; or
– a statement from the student as to the last day of
his or her attendance.
5B. Reason for Termination
Check the appropriate box:
– Withdrawal Before Beginning of Term
– Withdrawal or Interruption
– Withdrawal During Drop Period
– Withdrawal After Drop Period –
Nonpunitive Grade Assigned
• If a student withdraws after the drop period, report the
adjustment or termination as “After Drop Period – Non-
punitive Grades Assigned.”
• A non-punitive grade is a grade that does not count as
earned credit and that is not calculated into the
student‟s grade point average.
• If the grade is non-punitive, mitigating circumstances are
an issue. Check “Yes”, “No”, or “Unknown” in the
mitigating circumstances box.
-Withdrawal After Drop Period –
Punitive Grade Assigned
• A punitive grade is a
grade that is calculated
into the student‟s grade
point average, or
standards of progress.
Termination on First Day of Term
• If the student terminates the first day of the term
after attending class, the student should be paid for the
break and for that first day. Report the termination
reason as “Withdrawal During Drop Period” and report
the “Last Date of Attendance” as the first day of the
• If the student didn‟t attend class and withdraws on the
first day, the student shouldn‟t be paid for the break and
for the first day. Report the termination reason as “End
of Term” and report the “Last Date of Attendance” as
the last day of the previous term the student attended.
Termination on First Day of Term
• If a new student is certified for the
first time before the term begins and
the student does not start the term,
report the termination reason as
“Other”, and report the Last Date of
Attendance as the first day of the
term. In remarks, write “Student did
5B- Unsatisfactory Attendance,
End of Term
– Other (Explain in Item 8, Remarks)
NOTE: Punitive grade – a grade calculated into the grade
point average or used in Standards of Progress.
Nonpunitive grade – a grade NOT calculated into the
grade point average.
NOTE: F grades received for academic failure do not need
to be reported
5C. Last Date Credit
Accrued (For NCD Only)
For NCD programs
operating on a term, block,
or unit basis, enter the
last date the student
accrued credit toward
6. Adjustment of Credit or
A. Date Adjustment is Effective
B. Type of Adjustment
Check the appropriate box.
– Increase on First Day of Term
– Reduction (Noncollege)
• Reduction on First Day of Term:
If a student withdraws from a course
on the first day of the term, report
the adjustment as a “Reduction on
First Day of Term” and report the
effective date as the first day of the
- Reduction During Drop Period
If a student withdraws during the school‟s
drop period, identify the adjustment or
termination as “During Drop Period”. The
drop period is the period at the beginning of
a quarter, semester, or term when a student
can withdraw and the withdrawal is not
recorded on the student‟s transcript.
Reduction During Drop Period
Again: (1) For VA purposes the drop
date cannot be more than 30 days
from the beginning date of the
quarter, semester, or term. (2) If
there isn‟t a drop period and the
student drops during the term,
report the drop as “After Drop
Period” as described below.
– Reduction After Drop Period –
Punitive Grades Assigned
A punitive grade is one which is assigned a value
when computing the requirements for graduation.
A common example is an “F” grade which has a
quality point value of “zero.” If a student
reduces his or her training after the school‟s
officially designated drop period or more than
30 days after the start of the term, whichever
is earlier, and a punitive grade or grades are
assigned, this block should be checked.
Student Completed Term Non-punitive
Grades Assigned For One Or More
• If a student completes a term but received non-
punitive grades for one or more courses, this block
should be checked. For example, a student may
have completed 12 credits but for 6 of those
credits they received a non-punitive “NC” grade.
The last date of the term should be shown in Item
6A; 12 would be entered in Item 6C, Credit Hours
Before Adjustment; and 6 entered in Item 6D,
Credit Hours After Adjustment.
Student Completed Term But Non-punitive
Grades Assigned For One Or More Courses
• Grades like “P” (Pass) or “S”
(Satisfactory) are not calculated into
the student‟s grade point average, but
do count as credit earned. Since these
grades are earned credit, they are not
considered “non-punitive grades” that
need to be reported to VA.
Student Completed Term But Non-punitive
Grades Assigned For One Or More Courses
• If the 1999b is an adjustment, the reason is “Student Completed
Term But Non-punitive Grades Assigned For One Or More
Courses.” If the student earned 9 credits and received 3 non-
punitive credits, report the adjustment as 12 to 9 credits.
• If the 1999b is a termination, select “Other” or “Unsatisfactory
Attendance, Conduct, or Progress” as the reason as appropriate.
In remarks, report the number of credit hours completed and the
number of non-punitive credit hours earned. Example: “Student
earned 6 credits and received 6 non-punitive credits, reducing him
(or her) from 12 to 6.”
Student Completed Term But Nonpunitive Grades
Assigned For One Or More Courses Continued …
Other: If this block is used, Item 8, Remarks, should
also be completed explaining the reasons. This box is
used for any adjustment type not covered by the other
boxes in this section. For example, Incomplete grades
“I” are not converted to credit grade(s) within one
calendar year, or Incomplete “I” grades converted to
credit grade(s) or to punitive, failing grade(s). The
certifying official should indicate whether the grade(s)
assigned are punitive or non-punitive.
C. and D. Credit Hours
Show a breakdown of credit hours as shown
on VA Form 22-1999, Enrollment
Certification, if necessary. If the student is
taking noncredit, remedial, or deficiency
courses, or open circuit/Independent Study
courses, show these hours in addition to the
Example: Before Adjustment - After Adjustment
6 credit hours 3 credit hours
3 deficiency hours 3 deficiency hours
E. Training Time After Adjustment
For graduate and advance professional
F. and G. Clock Hours
Show a breakdown of clock hours as shown on
VA Form 22-1999, Enrollment Certification, if
Before Adjustment After Adjustment
18 clock hours 15 clock hours
H. Revised Ending Date
This date is based on the change of clock hours.
7. Charges for Period of Enrollment
Complete this item only when required
A student starts a term at full time but reduces to less
than half time in the third week.
Report the beginning and ending dates of the term in Item
Report the customary charges for the ADJUSTED load only
in Item 7b.
8. Mitigating Circumstances
These are unavoidable or unexpected events that
directly interfere with a student‟s pursuit of a
course and are beyond his/her control.
If a student drops a course or withdraws from
school after the drop period and receives a non-
punitive grade, VA will reduce benefits effective the
first day of the term unless mitigating
circumstances are found.
If you know what the student‟s mitigating
circumstance is, describe the circumstance in
Use this space to provide any needed
clarification. It is important to clarify the
student‟s status for terms after the one in
which a change occurred.
Example: A student certified for the
entire school year withdraws during the fall
term. If the student is still enrolled for
the spring term, please make a statement
to the affect in Item 8, “Remarks.”
10A. Date Signed
10B. Signature and Title of Certifying
The certifying official indicates by
their signature that the courses
being certified to VA for the
student are approved by the SAA
and are acceptable toward meeting
the graduation requirements in the
program of study being pursued.
10C. Name and Address of School,
including Facility Code
• Tony Tiger enrolled at Ecert University in
the BS Computer Science program. He
began attending on January 16, 2005.
• Before serving in the military, Tony had
attended Casino University
• Of the 50 hours he completed at Casino U,
45 are evaluated as transferable to Ecert U.
However, only 35 hours will count towards
his BS in Computer Science.
• The student started the Spring 2005 term in
13 semester hours, and will be certified by
the school official using the VA Form 22-
• While in the school VA office, Tony also
enrolled in 6 hours for the Summer 05 term.
• On May 2, 2005, Tony notified the school
official that as of May 2, 2005, he dropped 2
hours from the Spring 05 semester due to a
change in his required work schedule. The
school official complete a VA Form 22-1999b
to report the adjustment from 13 to 11 hours
to the VA for the Spring 05 term.
Later the same day, the school official realized
that he had forgotten to change Tony‟s program
(as had also been requested) to BS
engineering/math beginning the Summer 05
He completed a VA form 22-1995 for his files
and reported the change on the same VA form
22-1999b used earlier. With the change of
program, prior credit would need to be re-
evaluated and “PC = pending” was also reported.
• While he was doing this, the SCO saw that
he had previously reported the wrong
Summer 05 term ending date. He checked
his school‟s catalog dates as approved by
the SAA and ELR. He then changed Tony‟s
Summer 05 term dates on the same VA
A 22-1999 and 22-1999B that are hand
certified should not be submitted on the
same day. If information of student‟s
status change is obtained by the School
Certifying Official on the same day, then
everything can be shown on a single 1999.
In this case the 22-1999 had already
been put in the 05-02-05 mail, so 22-
1999b was sent next day, 05-03-05.
Retention of VA Records
VA student records must be kept for 3 years
following the last date the student is certified.
Records need to be kept longer than three years
only if a written request to keep the records longer
is received from the Department of Veterans
Affairs or the General Accounting Office 30 or
more days before the end of the 3-year period.
This requirement is in the Code of Federal
Regulations (38 CFR 21.4209(f)).
Note: Although VA requires that records be kept
for 3 years, record retention regulations for
individual states may require that VA records be
kept more than 3 years.
What records do I keep?
Suggested Content & Organization of
VA Student Folder
Records must be kept for VA students. These
records will be reviewed during a VA compliance
survey. We recommend the content format on the
following slide be used for VA student folders. All
this information is necessary for accurate
certification to VA.
Contents should be in chronological order. This will
make it more convenient for anyone working with
the folder (school official, SAA, VA, etc.)
• A copy of student‟s application for admission to
• Copies of transcripts from ALL colleges and
schools previously attended and your school‟s
• A summary grade report of the student‟s
progress at your facility.
• Copies of degree plans for all certified
objectives with ALL credits posted.
• Left Side
• Copy of remedial/deficiency test scores and
justification for any remedial/deficiency courses
certified to VA.
• Course substitution form(s) from the department when
• Course elective approval(s) from the department when
• Copies of drop slips and/or withdrawal forms when
• Other school documentation.
• Copies of VA Form 22-1990 or 22-5490 if available.
• Copies of VA Form 22-1995 or 22-5495 if available.
• Copies of ALL enrollment certifications (VAF 22-1999).
• Copies of ALL notices of changes in student status
• Any correspondence from the Department of Veterans
Affairs which you may have received for the student.
Overpayments, Debt Collection,
and Lost Checks
• First Demand Letter
• Time Limits
• Compromise Offers
• Denials of Waivers
•If the check is outstanding (not cashed), a
courtesy disbursement check will be issued
to the student.
•If the Treasury finds that the check was
negotiated (cashed), they will send a
photocopy of the check, front and back,to
the beneficiary with a claim form to