VA Enrollment Information

Enrollment certifications cannot be submitted to the VA until APU receives a copy of a student's Certificate of Eligibility (COE) and they have successfully enrolled in a class. Once the student's COE is processed and they have started classes, the VA School Certifying Official (SCO) will electronically submit their enrollment certification to the VA. All VA enrollment certifications will be submitted after the session add/drop period. Once a student's enrollment has been submitted, they will receive an email from the VA as verification.

Enrollment Verification

The VA requires that any student using GI Bill® benefits verify their enrollment monthly at the end of every month after their courses begin. Students can verify their enrollment online, via text message, via email, or by calling the Education Call Center (ECC) at 888-442-4551. For more information regarding monthly enrollment verification, students can visit the VA website.

Using Tuition Assistance and GI Bill® Benefits

Federal law prohibits active duty servicemembers from receiving VA education benefits for the same course tuition for which they receive Military Tuition Assistance (TA). If a student is using Chapter 33 benefits, TA must be applied to the registration first, and any remaining tuition can be submitted to the VA under Chapter 33 benefits. Active duty servicemembers who are eligible for Chapter 30 benefits can use non-active-duty TA in conjunction with VA education benefits. Students who are using Chapter 30 benefits and who are approved for active duty TA may use Tuition Assistance Top-Up if the course cost is not fully funded by TA.

Students who wish to apply for TA Top-Up should contact VAQuestions@apus.edu to request a TA Top-Up Request Form. APU will submit an enrollment certification to the VA to include the amount of tuition and fees not funded by TA. Please note that the use of Top-Up will exhaust a portion of a student's GI Bill® benefits. For more information regarding the Top-Up option, please visit the VA website.

VA Payments

Students using Montgomery GI Bill® benefits (Chapters 30, 35, and 1606) will receive monthly payments from the VA based on their monthly enrollment status. Payments are sent from the VA after students have verified their monthly attendance. APU requires students using Chapters 30, 35, and 1606, to make payment arrangements with the university prior to the start of courses. An enrollment certification will not be submitted to the VA until payment arrangements have been finalized.

Tuition and fees for Chapter 33 are paid directly to APU. If a student is not receiving the 100% benefit rate, payment arrangements for the remaining amount will need to be made to the university prior to course access being granted.

Current VA payment rates are viewable online.

If the Department of Veterans Affairs (VA) has not made payment within 90 days of APU submitting an enrollment certification, APU will not impose any penalties on students including assessment of late fees, denial of access to courses, library resources, or other student services. Additionally, there is no requirement that a covered individual borrow additional funds due to delayed VA payment. This information pertains to students with a primary payment type of Post 9/11 GI Bill®  or Veteran Readiness and Employment (VR&E Chapter 31). Additionally, if APU is notified by the VA that the student has exhausted VA entitlements or is not eligible for VA education benefits, the student will be responsible for tuition and fees and APU collection policies will apply. 

Monthly Housing Allowance (MHA)

Post 9/11 GI Bill® students (other than those on active duty) will receive a monthly housing allowance for online courses, which is equal to half of the national average for MHA. Students must be enrolled at a rate of pursuit greater than half-time (.51%) to receive this benefit. The housing allowance is pro-rated based on the student's enrollment status, percentage of eligibility, and dates of course enrollment.

Using VA Benefits at Multiple Institutions

The VA requires students to declare an institution at which they will receive a degree or certification. VA education benefits cannot be used at multiple institutions without declaration of a primary or "parent" school and subsequent secondary or "guest" school. For more information regarding using benefits at APU and another institution, please contact VAQuestions@apus.edu

VA Consent to Submit Enrollments

When a student selects a VA payment option at the time of registration, they are consenting that they wish to have their enrollment for that particular course(s) submitted to the VA on their behalf. Students who register selecting a payment option other than VA will be prompted to provide consent at the time of registration to have the course(s) submitted to the VA on their behalf. Students who register before submitting required VA documents to APU may be required to complete a Veterans Benefits Certification Request Form to identify courses or terms they would like to have submitted to the VA.

Change of Academic Program

When a student using VA education benefits changes their academic program with APU, the VA will be notified of the change in academic pursuit. A credit evaluation will be completed by APU for the new program and any credits that are applicable towards the new program of study will be applied. When registering for courses under the new program, students must provide consent for APU to submit an enrollment certification to the VA on their behalf. If a student changes their program mid-term, they should avoid enrolling in courses under their new program until the term in which they are enrolled ends. The VA will not pay for any course(s) where there is an overlap with programs.

Yellow Ribbon Program

The Yellow Ribbon Program is an agreement between the VA and participating institutions to cover all or a portion of tuition and fees charged after a student has met or exceeded the yearly tuition cap. As a participating university in the Post 9/11 GI Bill® Yellow Ribbon Program, APU agrees to make additional funds available for a qualifying student's education program without an additional charge to their GI Bill® entitlement.

It is important that students designate themselves as an active-duty service member or veteran when completing the university's admission application. Current students are encouraged to check their contact information (Updating Contact Information on File with the University) to be sure it shows their current military status and update if necessary. 

Students should visit the VA Benefits website to determine if they may be eligible for this benefit. Eligible students must complete a Yellow Ribbon Application Form for courses for which they are using Post 9/11 GI Bill® funding. Students may contact VAQuestions@apus.edu for questions about this program.  

Course Drops/Withdrawals

APU is required to report changes in enrollment to the VA. If a student drops or withdraws from a course(s), an amended enrollment certification will be sent to the VA within 30 days of the change in enrollment. A reduction or termination of enrolled credit hours could result in:

• A student debt with the VA for MHA and books/supplies if they are using the Post 9/11 GI Bill®
• A student debt with the VA for tuition and fees if they are using the Montgomery GI Bill®

Under the Post 9/11 GI Bill®, tuition and fee debts will be issued to the school if a student withdraws from a course(s) after the add/drop period. The VA will request repayment of tuition and fees and will send a debt letter to APU. If the VA debt letter requests school repayment that exceeds the institutional refund policy, students may be assigned a debt to the school. For more information regarding GI Bill® debts, including ways to prevent a debt from occurring, students should review the VA's resources on withdrawing from courses.

Mitigating Circumstances

Mitigating circumstances are circumstances beyond the student's control that prevent the student from continuing in school or that cause the student to reduce credits. The VA requires schools to document potential mitigating circumstances. If mitigating circumstances cannot be validated, the VA may request repayment of MHA, books/supplies, or tuition and fees, as of the first date of the term. View more information on mitigating circumstances.

Rounding Out

Standard Rounding Out allows a school to certify additional courses during a student’s final academic term to increase their rate of pursuit (enrollment status) to the full-time rate. This allows eligible non-Chapter 33 students to receive up to full-time benefit payments and eligible Chapter 33 students to receive the maximum allowable Monthly Housing Allowance (MHA).  

Courses used for rounding out must be included in the student’s approved program curriculum, listed by name, and not previously completed. If the student has already completed every course offered in the program, VA policy may allow certification of additional courses outside the program when rounding out requirements are met.  

Chapter 33 students who wish to use Standard Rounding Out to reach full-time status must submit a Round Out Request form. If a required form is not received by the end of the penalty-free add/drop period, access to the additional course(s) will not be granted, and the course(s) may be dropped for non-payment. 

Dole Rounding Out allows eligible Chapter 33 (Post 9/11 GI Bill® and STEM) students in their final academic term to receive the full-time monthly housing allowance when their rate of pursuit (enrollment status) is more than 50%. At APU, a 3-credit hour course in an 8-week session automatically meets the Dole rounding out requirement.

Chapter 33 students who do not want the full-time monthly housing allowance under the Dole Act should email Vaquestions@apus.edu.

Rounding Out (Standard or Dole) can only be done once per program. If a student withdraws during their last term, they cannot use rounding out again for that program. Entitlement will be charged based on enrolled credit hours. 

Students may contact VAQuestions@apus.edu for more information about this program. 

Graduations

When a student using VA education benefits has successfully completed the requirements for their program of study and has officially conferred from the program of study, APU will report the student’s graduation to the VA via electronic certification. Students using Chapter 33 benefits and students using Chapter 30 benefits who are on active duty may have the graduation fee accessed by APU paid for by the VA as long as their GI Bill® benefits were used for their last course required to complete their program of study.

Master's Capstone/Practicum Courses

University policy states Capstone and Practicum Courses must be the last course of a student's degree program and may be taken only after the completion of all coursework. Additionally, no concurrent coursework is permitted. Capstone/Practicum courses are only offered in 16-week sessions. VA regulations state students must have a rate of pursuit greater than half time (.51%) in order to be eligible to receive MHA under the Post 9/11 GI Bill®. The VA will cover course tuition and fees up to the percentage for which a student is eligible. Many of our Capstone/Practicum courses have been classified as a research course due to the intensive coursework in and out of the classroom. Accordingly, research classified Capstone/Practicum courses will qualify for full time MHA. If a student's Capstone/Practicum course is not a research-intensive course, their course load will not qualify them for MHA. Please contact VAQuestions@apus.edu for a complete list of programs approved for full-time Capstone/Practicum requirements.

Graduate Comprehensive Exam Courses

University policy states the Comprehensive Exam Course must be the last course of a student's degree program and may be taken only after the completion of all coursework. Additionally, no concurrent coursework is permitted. Comp Exam courses are only offered in non-credit, pass/fail 8-week sessions. VA regulations state students must have a rate of pursuit greater than half time (.51%) in order to be eligible to receive MHA under the Post 9/11 GI Bill®. The VA will cover course tuition and fees up to the percentage for which a student is eligible. However, the course load will not qualify a student for MHA, as their enrollment will be reported as one credit hour.

Course Extensions

If a student is granted a course extension from their professor, they will not receive VA education benefits during the extension period. The VA will automatically discontinue benefits on the day after the student's original term ending date. Benefits will not start until a new course has been enrolled in and an enrollment certification has been sent to the VA. Submission of a course extension for VA education benefits will likely result in an adjustment to the student's rate of pursuit and an overpayment which will require future repayment.

Unsatisfactory Academic Progress, Conduct and Attendance

VA requires APU to report when a student using VA education benefits is no longer meeting the institution’s academic standards. Once APU is made aware that a student no longer meeting those standards, the school will electronically notify notification to the VA.

If a student is suspended, dismissed or expelled during a term that was reported to the VA, APU must terminate the enrollment certification. This may reduce tuition and fees, MHA and/or books and supplies payment for the course or term and the student may be required to repay any resulting debt. Students on probation status are not reported to the VA. 

Excessive Credits

Students who are using VA education benefits may not register for courses that are not applicable to their current program of study. Any course that is deemed not applicable to the student's current program of study will be considered an excessive credit and an enrollment certification for the course will not be submitted to the VA. If a previously submitted enrollment results in an excessive credit, the enrollment must be terminated. The resulting termination will likely result in a reduction in tuition and fees, MHA and/or books and supplies payment for the course/term and may require repayment of this debt.

Prior Credits

APU accepts transfer credits that have been completed at accredited institutions of higher learning, as well as many forms of professional military education, non-academic experience and training. The VA requires that all prior (or transfer) credit must be evaluated and granted by APU, preferably prior to a student’s initial enrollment. Students must identify any prior credit that has been earned. Additionally, when applicable, a Joint Services Transcript (JST) or Community College of the Air Force (CCAF) transcript must be received for all students who will be using VA education benefits with APU. Students who are currently having prior credits evaluated are strongly encouraged to register only for courses for which they know they will not receive prior credit. If prior credit is later granted for a course a student is currently taking using VA education benefits, APU must terminate the enrollment certification with the VA, as this would constitute an excessive credit. Terminations of enrollment certification will likely result in a reduction in tuition and fees, MHA and/or books and supplies payment for the course for which a prior credit was awarded.

Courses for Transfer Programs

Students who are enrolled in an Undergraduate Courses for Transfer program at APU are restricted by VA policy on which courses can be submitted under VA education benefits. A student must be below a junior in academic standing. Please note that the junior status also includes any credits previously taken at other institutions. Only general education courses can be submitted to the VA while a student has an undeclared program, unless a valid Parent School Letter is on file stating the course taken at APU will transfer to the student's primary or "parent" school. Pre-requisite courses and courses which apply to a CCAF degree may also be approved for submission to the VA.

Graduate Courses for Transfer courses are not eligible for certification to the VA unless a valid Parent School Letter is on file stating the course taken at APU will transfer to the student's primary or "parent" school.

Student Tuition and Fees Debts

APU will hold all tuition and fee refund amounts on a student’s account until notification is received by the VA to return the funds. VA will notify APU of these tuition and fee debts at a future date and APU will return the tuition and fee payments to the VA. Please note that it may take the VA several weeks to issue a debt notification to APU after a change in enrollment  status for dropping or withdrawing from a course has been reported.

Chapter 33 students who receive MHA payments and/or a books and supplies stipend from the VA may still be required to repay a portion or all of the funds received to the VA. Students may also owe a debt to APU if the tuition and fees requested to be returned to the VA exceeds the school’s refund policy. For more information regarding GI Bill® debts, to include ways to prevent a debt from occurring, please review the information provided on the VA website.

_{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 Web site at http://www.benefits.va.gov/gibill.}