Kentucky State University’s Veterans Affairs Coordinator provides information regarding educational benefits from the Department of Veterans Affairs (DVA), assist in applying for GI Bill benefits, certify enrollment to the Veterans Affairs (VA) for payment each semester, and assist in resolving payment problems.

This guide provides general information about Veterans Affairs Benefits. For more information about educational benefits programs for Veterans, contact the Department of Veterans Affairs at 1-888-442-4551.


Admission

All applicants must complete the Kentucky State University Application for Admission. Applications may be mailed, submitted in person to the Admissions Office, or submitted online.

Credit for Prior Training & Experience

Students who receive Veterans educational assistance are required by law (38 U.S.C., 1775 and 1776) to provide official transcripts of prior education, training, and experience at the time of enrollment. An evaluation of prior education and training will be conducted to determine if any subjects completed at other schools or credits awarded as a result military service can be applied to the degree program. This may shorten the program at KSU. The evaluation will include training and experience received while on active duty and for course(s) taken at an approved educational institution even if the training/course(s) were not paid for by DVA. KSU will review appropriate records and grant any applicable credit toward meeting graduation requirements in the respective degree program. Credit granted will be identified on the official academic transcript.

Veteran’s Education Benefit Programs

VA education benefits may be authorized for veterans and qualified dependents under specific chapters of Title 38, U.S. Code (USC). Each VA education program has distinct eligibility requirements. The Veterans Coordinator at KSU cannot determine your eligibility for VA education benefits. The U.S. Department of Veterans Affairs determines eligibility for benefits.  Students may receive benefits from only one VA educational chapter at a time although he/she may have eligibility under more than one chapter. Students who wish to apply for VA benefit can pick up a form from the Office of the Registrar or the VA website and print off an application. Students should complete the application out and submit it to Veterans Coordinator. Listed on the back pages are the various VA chapters and the general eligibility requirements for each. Please address specific questions on any of the chapters or eligibility requirements, please contact the Department of Veterans Affairs 1-888-442-4551.

Approved Programs

The U.S. Department of Veterans Affairs will pay an eligible student education benefits for pursuit of an approved program of education or training. An approved program is a course of study or a program of training which the appropriate state approving agency has determined meets the legal requirements for payment of DVA educational assistance benefits to veterans and other eligible persons. The U.S. Department of Veterans Affairs prohibits the payment of VA education benefits for training in any course if the training is not part of the student’s approved program of education. (see 38 CFR 21.7122(b)

The DVA requires all veteran students to declare a major by the end of their sophomore year. VA students must be classified as degree-seeking students no later than their second semester of enrollment. Degree-seeking means that a student is officially pursuing a degree and is classified by the school as a regular student. Selecting a major does not define the student as degree-seeking.

Students are allowed to change majors at any time. Those who receive benefits under Chapters 30, 32, or 1606, complete VA Form 22-1995, Request for Change of Program or Place of Training.

Students who receive benefits under Chapter 35, complete VA Form 22-5495. Request for Change of Program or Place of Training Survivors’ and Dependents Education Assistance.

Students who receive benefits under Chapter 31, contact the assigned Vocational Rehabilitation counselor or case manager to obtain permission to change majors.

Each time a student changes his/her major field of study, the student must provide the Veterans Coordinator with an evaluation of previous credits, including subjects transferred from other schools, subjects awarded as a result of military training and experience, and subjects completed in previous program(s) at KSU. A re-evaluation will determine how many prior subjects will be applied to your new program, if applicable. The Veterans Coordinator is required to report this change of program to the DVA with a report of the number of hours, if any, that apply to the new program.

An evaluation of previous training and education as well as the granting of credit by KSU is not an option. It is required by Federal law. (see Title 38 United State Code Section 3675)

Pre-Registered

Students must pre-register for classes before the VA Coordinator can submit his/her application for benefits and certify enrollment to the U.S. Department of Veterans Affairs.

Change in Student Status

It is the student’s responsibility to notify the VA coordinator if enrollment hours are reduced by withdrawing from a course, terminating enrollment, or making any other changes that affect payment status. If students withdraw or drop a course, he/she may have to repay all or part of the benefits received for the course(s). The DVA will reduce or terminate benefits either on the actual withdrawal date or on the first date of the term, depending on the situation. If the student withdraws after the 30th day of the term but still within the school’s drop period, the school official must report the withdrawal as occurring after the drop period.

Failure to notify your VA coordinator of changes in enrollment may result in an over-payment of benefits. The Department of Veterans Affairs determines and collects over-payments.

Change of Address

It is the student’s responsibility to notify the records office and the VA coordinator of changes in address. Students may also mail a change of address form (VA Form 572) to the U.S. Department of Veterans Affairs.

Incomplete Grades

An incomplete (I) grade must be converted to a permanent grade within one year from the date it is assigned.

Repeating a Subjects

The DVA will not pay students to repeat a course(s) for which a passing grade (D or higher) has been received whether the course was taken at KSU or at another college or university. The DVA will pay for a student to repeat a course under the following two conditions:

  • If a student receives a grade of “F” in the course, the DVA will pay for the student to repeat that course if it is required for graduation.
  • If a student receives a grade of “D” in the course and the KSU degree program requires at least a grade of “C”, it is the student’s responsibility to notify your VA Coordinator if the student is repeating a course under the above circumstances. If proper notification is not provided, an over-payment may occur and THE STUDENT will be held liable for repayment.

Non-required Subjects

VA education benefits may not be paid for subjects not required to meet minimum graduation requirements (even if the instructor thinks it would be nice for the student to take the course). Quoting from Title 38 Code of Federal Regulations, Section 21.7222:

(b) Courses outside a program of education. VA will not pay educational assistance for an enrollment in any course which is not part of a veteran’s or service member’s program of education unless the veteran or service member is enrolled in refresher courses (including courses which will permit the veteran or service member to update knowledge and skills or be instructed in the technological advances which have occurred in the veteran’s or service member’s field of employment), deficiency courses, or other preparatory or special education or training courses necessary to enable the veteran or service member to pursue an approved program of education.

(Authority: 38 U.S.C. 3002(3), 3034, 3452(b); Pub. L. 98–525) (Aug. 15, 1989)
The above regulation applies to students utilizing Chapters 30, 32, 35, 1606 education benefits.

Policy for Students Called to Active Duty

If, as a member of a National Guard unit, Reserve Component, or as a discharged veteran, a student is called to active duty, the student should immediately contact the records office and the VA coordinator immediately. Students need to provide a copy of your orders to each person.

Work-Study Program

To apply for the VA work-study program, pick up an application from the VA coordinator. The DVA work-study program paid the Federal of State minimum hourly wage. DVA work-study students may be utilized only for DVA related work as specified in Title 38, Code of Federal Regulations, and Part 21.4142.


New Student Veteran Checklist

A Student should use this checklist to ensure that he/she has completed and filed the forms necessary to begin the educational journey at Kentucky State University.

  • Submit Application for Admission.
  • Declare a major (required by the end of the second term of enrollment).
  • Request all college and military transcripts to be mailed to KSU.
  • Pre-registered for classes.
  • Submit Application for Education Benefits or Change of Program or Place of Training and any supporting document(s) to the campus Veterans Advisor.
  • Apply for financial aid. You can apply electronically on the Web at www.fafsa.ed.gov.
  • Kentucky Resident, apply for Kentucky Fee tuition.

Currently Enrolled Students

The Enlisted Student will: 

1. meet with the Military Student Services Coordinator upon enrollment at KSU and each term of registration. This meeting will be to insure student information is up to date in the system and to certify course enrollment for the term;

2. sign the Military Student Services Enrollment Reporting Form. By signing this document, the student gives the certifying official permission to report enrollment to the Department of Veterans Affairs, Kentucky Tuition Assistance Program, and the Federal Tuition Assistance Program which will result in benefit disbursement;

3. sign a Financial Aid Withholding Authorization form (FAWA). By signing this document the student ensures any financial obligation they have to the university will be meet using the authorized benefit;

4. sign up for a Payment Installment Option (PIO), if they incur fees, fines, etc. that are not covered by the authorized benefit;

5. report any changes to his/her enrollment to Military Student Services Coordinator immediately. Failure to report any changes will result in restrictions in the future and student reimbursements to the DVA, and

6. not be allowed to register for a new term with an outstanding balance.

The Veteran Student will: 

1. meet with the Military Student Services Coordinator upon enrollment at KSU and each term of registration. This meeting will be to insure student information is up to date in the system and to certify course enrollment for the new term;

2. sign the Military Student Services Enrollment Reporting Form. By signing this document the student gives the certifying official permission to report enrollment to the Department of Veterans Affairs, Kentucky Department of Veterans Affairs Tuition Waiver and Federal Tuition Assistance which will result in benefit disbursement;

3. sign a Financial Aid Withholding Authorization form (FAWA). By signing this document the student ensures any financial obligation they have to the university will be meet using the authorized military benefit;

4. sign up for a Payment Installment Option (PIO), if they incur fees, fines, etc. that are not covered by the authorized military benefit;

5. report any changes to his/her enrollment to the Military Student Services Coordinator immediately. Failure to report any changes will result in benefit restrictions in the future and student reimbursements to the DVA, and

6. not be allowed to register for a new term with an outstanding balance.

The Dependent Student will: 

1. meet with the Military Student Services Coordinator upon enrollment at KSU and each term of registration. This meeting will be to insure student information is up to date in the system and to certify course enrollment for the term;

2. sign the Military Student Services Enrollment Reporting Form. By signing this document the student gives the certifying official permission to report enrollment to the Department of Veterans Affairs (DVA), Kentucky Department of Veterans Affairs Disabled War Veterans Tuition Waiver (DWVT), Military Spouse Career Advancement Account (MYCAA) which will result in benefit disbursement;

3. sign a Financial Aid Withholding Authorization form (FAWA). By signing this document the student ensures any financial obligation they have to the university will be meet using the authorized military benefit;

4. sign up for a Payment Installment Option (PIO), if they incur fees, fines, etc. that are not covered by the authorized military benefit;

5. report any changes to his/her enrollment to Military Student Services Coordinator immediately. Failure to report any changes will result in restrictions in the future and student reimbursements to the DVA, and

6. not be allowed to register for a new term with an outstanding balance.

The ROTC Student will: 

1. meet with the Military Student Services Coordinator upon enrollment at KSU and each term of registration. This meeting will be to insure student information is up to date in the system and to certify course enrollment for the term;

2. sign the Military Student Services Enrollment Reporting Form. By signing this document the student gives the certifying official permission to report enrollment to the Battalion Human Resources Officer (HRO), which will result in benefit disbursement;

3. sign a Financial Aid Withholding Authorization form (FAWA). By signing this document the student ensures any financial obligation they have to the university will be meet using the authorized military benefit;

4. sign up for a Payment Installment Option (PIO), if they incur fees, fines, etc. that are not covered by the authorized military benefit;

5. report any changes to his/her enrollment to Military Student Services Coordinator immediately, and

6. not be allowed to register for a new term with an outstanding balance.

Types of Forms

  • DD Form 214 Separation from the Armed Forces
  • DD Form 214-4c Condition of Separation
  • DD Form 2366 Election to Receive Chapter 30 Benefits
  • DD Form 2384 Notice of Basic Eligibility (Chapter 1606 Selected Reserve)
  • VA Form 20-8691 Veterans Application for Work-Study Allowance
  • VA Form 21-572 Request for Change of Address
  • VA Form 21-674 Request for Approval of School Attendance
  • VA Form 21-674b School Attendance Report
  • VA Form 21-4138 Statement in Support of Claim
  • VA Form 22-1990 Application for Education Benefits
  • VA Form 22-1990t Application and Enrollment Certification for Individualized Tutorial Assistance
  • VA Form 22-1995 Request for Change of Program or Place of Training
  • VA Form 22-1999 Enrollment Certification
  • VA Form 22-1999b Notice of Change in Student Status
  • VA Form 22-5490 Application for Educational Assistance (Chapter 35,Dependent Son or Daughter)
  • VA Form 22-5490W Application for Educational Assistance (Chapter 35,Dependent Spouse, Widow, Widower)
  • VA Form 22-5495 Request for Change of Program or Place of Training

(Chapter 35)