Veteran Services

Admission of Service Members

Veterans must meet the same admissions requirements as outlined in this catalog based on their student type. Please visit the Office of Veteran Services website to see more information regarding Veteran Services offered at Concord University. 

Additionally, all veterans must submit a Joint Services Transcript (JST) from the Department of Defense (DOD) or Air University (Air Force) upon application to the university. Veterans must also submit official transcripts from any other college or university where coursework was attempted and/or completed. All military and educational transcripts will be evaluated to determine prior credit. 

Readmission of Service Members

Concord University will readmit a service member with the same academic status as he/she had when last attending Concord or accepted for admission to Concord if the student is unable to attend school due to military service. This includes voluntary or involuntary military service in the armed forces, service by a member of 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 days.

The student must notify the University of his/her military service and intention to return to school as follows:

• Notification of military service. The student (or an appropriate officer of the armed forces or official of the Department of Defense) must give oral or written notice of such service to the school as far in advance as is reasonable under the circumstances. This notice does not have to indicate whether the student intends to return to the school and may not be subject to any rule of timeliness. Alternatively, at the time of readmission, the student may submit an attestation of military service that necessitated his/her absence from school. No notice is required if precluded by military necessity, such as service in operations that are classified or would be compromised by such notice. 
• Notification of intent to return to school. The student must also give oral or written notice of his/her intent to return to the school within three years after the completion of the period of service. A student who is hospitalized or convalescing due to an illness or injury incurred or aggravated during the performance of service must notify the school within two years after the end of the period needed for recovery from the illness or injury. A student who fails to apply for readmission within these periods does not automatically forfeit eligibility for readmission but is subject to the school's established leave of absence policy and general practices. 

Students should contact Concord's VA Certifying Official in the Office of the Registrar to provide notification of service and notification of intent to return.

Concord University will admit the student with the same academic status, which means: 

• to the same program to which the student was last admitted or, if that exact program is no longer offered, the program that is most similar to that program, unless he/she chooses a different program; 
• at the same enrollment status, unless the student wants to enroll at a different enrollment status; 
• with the same number of credit hours or clock hours previously completed, unless the student is readmitted to a different program to which the completed credit hours or clock hours are not transferable, and 
• with the same academic standing (e.g., with the same satisfactory academic progress status) the student previously had. 

If the student is readmitted to the same program, Concord will assess the tuition and fee charges at the same rate that he/she was or would have been charged for the semester they withdrew from for the first academic year in which he/she returns. However, if his/her veteran's education benefits or other service member education benefits will pay the higher tuition and fee charges that other students in the program are paying for the current term, Concord may assess those charges to the student as well.

If the student is admitted to a different program, and for subsequent academic years for a student admitted to the same program, Concord will assess no more than the tuition and fee charges that other students in the program are assessed for that academic year.

The cumulative length of the absence and of all previous absences from the school for military service may not exceed five years. Only the time the student spends actually performing service is counted.

If Concord determines that the student is not prepared to resume the program with the same academic status at the point where he/she left off or will not be able to complete the program, Concord will make reasonable efforts at no extra cost to help him/her become prepared or to enable him/her to complete the program. This includes providing refresher courses and allowing the student to retake a pretest at no extra cost. Concord University is not required to readmit the student if it determines: 

• that there are no reasonable efforts it can take to prepare him/her to resume the program at the point where he/she left off or to enable him/her to complete the program, or 
• that after it makes reasonable efforts (those that do not place an undue hardship on the institution), the student is not prepared to resume or complete the program. 

"Undue hardship" means an action requiring significant difficulty or expense considering the overall financial resources of the school and the impact of such action on its operation.

Periods of Service During the Semester

Pursuant to Title 38 of the U.S. Code, section 3691A Concord University shall not penalize a student who is a member of the Armed Forces (including reserve components) that receives orders "to perform a period of service" (i.e., active duty, inactive duty training, or state service).

Withdrawals

Tuition and fees paid for the academic term shall be refunded to the appropriate party.

Housing payments made by (or on behalf of the student) shall be refunded.

To approve a military withdrawal, a military student must provide the official military orders or a signed letter on official letterhead from the student's commander or supervisor.

Incomplete/Extension

When a student takes a leave of absence due to receiving orders for a period of service Concord University will:

1. Assign a grade of incomplete (or equivalent) for the course(s) during the term, and
2. Provide the opportunity to complete the term after the period of service. The course work must be completed, and grades submitted to the Registrar's office in the first 30 class days of the next semester.

To approve an incomplete or extension, a military student must provide the official military orders or a signed letter on official letterhead from the student's commander or supervisor.

Public Law 115-407, Section 103 - Veteran Benefits and Transition Act

For any students using U.S. Department of Veterans Affairs (VA) Post 9/11 G.I. Bill® (Ch. 33) or Vocational Rehabilitation and Employment (Ch. 31) benefits, while payment to the institution is pending from the VA, Concord University will not:

• Prevent their enrollment;
• Assess a late penalty fee;
• Require alternative or additional funding;
• Deny access to any resources (access to classes, libraries, or other institutional facilities) available to other students who have satisfied their tuition and fee bills to the institution, despite any other existing CU policies that might be in effect.

However, to qualify for this provision, such students may be required to:

• Produce the VA's Certificate of Eligibility by the first day of class;
• Provide written request to be certified;
• Provide additional information needed to properly certify the enrollment as described in other institutional policies (see our VA School Certifying Official for all requirements).

Resident Tuition Rates for Members or Veterans of the National Guard, Reserves, Armed Forces, and Their Spouses and Dependents

In accordance with WV HB4882, effective June 5, 2024, the following persons shall be charged in-state tuition rates at Concord University regardless of domicile:

1. Members of the National Guard or reserves who are not residents of West Virginia but who are active members of a National Guard or reserve unit in West Virginia;
2. Current members of the United States armed forces who reside in or move to West Virginia;
3. Veterans of the National Guard, a reserve unit, or the armed forces of the United States who reside in or move to West Virginia for the purpose of attending a state institution of higher education; and,
4. Spouses or dependents of a member or Veteran of the National Guard, a reserve unit, or the armed forces of the United States who reside in or move to West Virginia with such member or Veteran.

Using Your VA Benefits at Concord

Use of VA Education Benefits

Students wanting to utilize their U.S. Department of Veterans Affairs Education Benefits must submit their VA Certificate of Eligibility no later than the first day of class. Additionally, students must complete a Veterans Coordinator Card for each semester to authorize the use of their education benefits for that particular semester. Coordinator cards must be submitted no later than 30 days prior to the start of each semester to ensure timely payment of benefits.

Changing Courses/Enrollment

Once classes are certified and the tuition and fee amounts are reported by Concord University to the U.S. Department of Veterans Affairs, any changes in enrollment will result in Concord University going into Debt Management with the U.S. Department of Veterans Affairs. As a result, students may be placed into debt with the university. Before making any changes to enrollment, contact Concord University's School Certifying Official.

Instructor Withdrawal

Students can be withdrawn due to non-attendance. When this happens, it must be reported to the U.S. Department of Veterans Affairs as a punitive grade. For concise definitions of punitive vs. non-punitive grades, please visit knowva.ebenefits.va.gov. Since drops and withdrawals do not contribute towards the GPA, the U.S. Department of Veterans Affairs will not, under most circumstances, pay for a course in which the student is withdrawn for non-attendance. The withdrawal date will be reported to the U.S. Department of Veterans Affairs as the last date of documented attendance in the course. For more information about this, please contact the U.S. Department of Veterans Affairs.

Withdrawal

Since withdrawals do not contribute toward your GPA, the U.S. Department of Veterans Affairs will not, under most circumstances, continue to pay for a withdrawn course. If you are unable to continue in the course due to mitigating circumstances, you may qualify to have your course covered by your benefits up to the withdrawal date. The withdrawal date, in accordance with federal guidelines, is recognized as the date the student notifies Concord University in writing of the intent to withdraw. To learn more about Concord University's Withdrawal Policy, please visit Withdrawal from the University .

When a student withdraws from a course, Concord University must submit an adjustment of enrollment to the U.S. Department of Veterans Affairs. Because the U.S. Department of Veterans Affairs will not continue to pay for the course, debt may be created on the school by the U.S. Department of Veterans Affairs. Concord University will pay back any required debts with the VA, which may result in you owing a debt to Concord University. Please visit the VA website for more information.

Typically, the only documentation that Concord University may require for withdrawals is for withdrawal requests due to mitigating circumstances. The School Certifying Official will make an update to your certification indicating the mitigating circumstances that led to the withdrawal if evidence is provided for the mitigating circumstance. All other requests or documentation for mitigating circumstances, including for medical reasons, should be submitted directly to the U.S. Department of Veterans Affairs. The U.S. Department of Veterans Affairs has a F.A.Q. website that may provide further clarification. For further questions regarding withdrawal, please contact the School Certifying Official.

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. 

Examples are: 

• An illness or death in the student's immediate family.
• An illness or injury afflicting the student during the enrollment period.
• An unavoidable change in the student's conditions of employment.
• An unavoidable geographical transfer resulting from the student's employment.
• Immediate family or financial obligations beyond the control of the claimant that require him or her to suspend pursuit of the program of education to obtain employment.
• Discontinuance of the course by the school.
• Unanticipated active military service, including active duty for training.
• Unanticipated difficulties with childcare arrangements the student made for the period during which he or she is attending classes. 

When a student terminates or reduces after the drop period and a non-punitive grade is assigned, mitigating circumstances are an issue. If mitigating circumstances are a factor and adequate evidence of mitigating circumstances is not received, VA will not pay for the course(s) in question. If the student has already been paid for the course or courses, VA will create an overpayment (subject to the 6-Credit Hour Exclusion described below) from the beginning of the term. 

If mitigating circumstances are the reason for the withdrawal, the student must provide evidence of this mitigating circumstance in order for the School Certifying Official to report that circumstance to the VA.  If no evidence of the mitigating circumstance is provided, then the School Certifying Official will not be able to report the mitigating circumstance to the VA with the reduction in hours and the VA will ask the student to provide evidence of a mitigating circumstance. 

Six-Credit Hour Exclusion 

VA automatically grants mitigating circumstances for up to 6 credits the first time a student reduces or terminates, and mitigating circumstances must be considered. This automatic grant is called the 6-Credit Hour Exclusion. The exclusion is a one-time grant made the first-time mitigating circumstances must be considered for the student. Up to 6 credits can be excluded if the student has been awarded benefits for the credit. The 6-Credit Hour Exclusion cannot be granted if the student completes the term and receives non-punitive grades. 

• If the student withdraws from 3 credits, the exclusion will be granted for 3 credits and the student's one-time exclusion is used.
• If the student withdraws from 12 credits, the exclusion will be granted for 6 credits, the student's one-time exclusion is used, and the student must provide mitigating circumstances for the other 6 credits. 

Terminating/Canceling Your Certifications

According to the VA, after a GI Bill® payment has been released to either the student or the school for the certified period of enrollment, the GI Bill® cannot be terminated in order to conserve entitlement. Tuition and fee payments of the Post-9/11 GI Bill are typically made within 1-2 weeks after your tuition and fees are reported to the VA, which occurs after the add/drop deadline for each given sub-term. Monthly Housing Allowance payments for the Post-9/11 GI Bill, and standard payments for students using Chapters 30, 35, and 1606, are released directly to the student the first week of the month following a previous month's certified period of enrollment. Please note these time frames are not guaranteed and are beyond the control of Concord University.

If you do not wish to use your GI Bill in a given semester after it has already been processed, you must email the School Certifying Official, clearly stating your desire to have your GI Bill® certification terminated for a specific enrollment. After it is confirmed that payment has not been released by the VA, a certifying official will proceed with terminating your certifications. 

In circumstances where payment has already been released, please note there are exceptions that may allow us to terminate your certifications, outlined below:

• The student drops course(s) in the term.
• The student withdraws from or is unofficially withdrawn (please see Concord's withdrawal policy and unofficial withdrawal policy for the full ramifications of withdrawing while using veteran's benefits).
• The student receives Federal Tuition Assistance for the same course(s).
• Students using Chapter 31 VA Veteran Readiness and Employment who wish to have their certifications terminated will need to have their VA Counselor contact Concord University directly.