Department of Veterans Affairs (DVA) - The DVA is the federal agency responsible for the processing and payment of VA Education Benefits in accordance with Title 38. APSU OVA personnel are not affiliated with or employed by the DVA.

Certificate of Eligibility (COE) - This is issued by DVA when your completed application has been reviewed without the University submitting an enrollment certification, eligibility exists and your program of study is approved.  The COE is only valid at the school named and only for the program indicated.

Award Letter - DVA will issue an award letter to you when payment of your VA Educational Benefits are authorized.  This serves as notification that your enrollment has been processed by DVA for a specific time period. 

Delimiting Date - The expiration date of your VA Educational Benefits.

Matriculation - This means that all documents required to make the student a degree-seeking student have been received by the University. This can include, but is not limited to, the following documents: High School Transcript or GED score, official transcripts from all other colleges attended, DD-214 Member Copy-4 and/or an AARTS transcript (if still on active duty).

Transfer Credit Evaluation (TCE) - The document prepared by the Office of the Registrar indicating which credits from previous training/institutions have transferred to APSU. The Transfer Credit Evaluation is used by a VA Academic Advisor to compute Prior Credit.

Prior Credit Evaluation (PC) - That portion of a student's transfer credit which, when applied to the student's specific degree program, shortens that program. This includes credit for prior military service. Prior credit must be recomputed if the student changes program of study (major). (More Info)

Certification Request Form (CRF) - The certification request form is the school form used by servicepersons, veterans, reservists, and dependents to request certification/payment for the VA education benefits. The CRF must be submitted each and every term to the appropriate OVA.

Change in Status (CIS) - The change in status form is the school form that is used by servicepersons, veterans, reservists, and dependents to notify OVA of any changes in their enrollment, i.e., drop/add courses or withdraw from the University. 

Mitigating Circumstances - DVA defines mitigating circumstances as "unanticipated and unavoidable events which interfere with pursuit of a course." A student may submit mitigating circumstances when requesting a waiver in the case of overpayment. DVA will adjudicate the matter and either waive the overpayment or require repayment of funds.

Overpayment - A debt which the student owes to DVA. Most commonly, overpayment is the result of withdrawal from a course or courses after the regular drop/add period. More information about overpayment is available in the DVA Summary of Education Benefits.

Advance Payment (AP) - You may receive advance payment for the initial month (or partial month) of schooling and the following month if: you train at 1/2 time or more; you request an advance payment in writing; and, DVA receives your request within a specified deadline period. In order to be eligible for advance payment, you must be either a first-time applicant or a continuing student who has experienced a non-payable break in training between school terms. (More Info)

Training Time - Training Time dictates a student's rate of pay. Rate of pay for active duty servicepersons and chapter 32 recipients is outlined in the appropriate DVA Summary of Education Benefits.

Change of Major/Minor Form - The University document used by students to officially declare or change degree program.

Transient Enrollment Form (TEF) - This form allows certification by the SECONDARY institution.  the PRIMARY institution must validate this form that the course(s) being taken at the SECONDARY institution are acceptable in your program of study (POS). 

VA Fee Deferment - If you have proof of your VA benefit eligibility or have used your VA benefits before at APSU or another college, OVA can issue you a VA Fee Deferment.  This means that OVA will request that your tuition and fees be deferred because you are unable to pay for the tuition and fees up front, but that money is coming in, which will be sufficient to cover your expenses.  There is a deadline date for these to be paid in full.  If they are not paid by the time allotted, you will not be able to register for future terms, obtain your grades, etc.