Policies and Procedures

Compliance of Title 38 USC 3679(e)

Central Lakes College complies with Title 38 U.S. Code (USC) §3679 (e), Minnesota Statute §197.775, and Minnesota State Procedure 5.11.1 prohibiting colleges and universities from assessing late fees for veterans who are eligible to receive federal or state educational assistance. In addition, Federal U.S. Code (USC) §3679 (e) states “A policy that ensures that the educational institution will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrow additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement of a payment to be provided by the Secretary under chapter 31 or 33 of this title.”

38 USC §3679 (e) – Disapproval of Courses

https://www.law.cornell.edu/uscode/text/38/3679

(1) Notwithstanding any other provision of this chapter, beginning on August 1, 2019, a State approving agency, or the Secretary when acting in the role of the State approving agency, shall disapprove a course of education provided by an educational institution that has in effect a policy that is inconsistent with any of the following:

(A) A policy that permits any covered individual to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility for entitlement to educational assistance under chapter 31 or 33 of this title and ending on the earlier of the following dates:

(i) The date on which the Secretary provides payment for such course of education to such institution.

(ii) The date that is 90 days after the date on which the educational institution certifies for tuition and fees following receipt from the student such certificate of eligibility.

(B) A policy that ensures that the educational institution will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrows additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement of a payment to be provided by the Secretary under chapter 31 or 33 of this title.

(2) For purposes of this subsection, a covered individual is any individual who is entitled to educational assistance under chapter 31 or 33 of this title.

(3) The Secretary may waive such requirements of paragraph (1) as the Secretary considers appropriate.

(4) It shall not be inconsistent with a policy described in paragraph (1) for an educational institution to require a covered individual to take the following additional actions:

(A) Submit a certificate of eligibility for entitlement to educational assistance not later than the first day of a course of education for which the individual has indicated the individual wishes to use the individual’s entitlement to educational assistance.

(B) Submit a written request to use such entitlement.

Minnesota Statute §197.775 – Higher Education Fairness

https://www.revisor.mn.gov/statutes/cite/197.775

Subd. 4. Delayed payment of tuition. A state college or university may not assess late fees or other late charges for veterans who are eligible to receive federal or state educational assistance and who have applied for that assistance but not yet received it, nor may they prevent these students from registering for a subsequent term because of outstanding tuition charges that arise from delayed federal or state payments. The state college or university may request without delay the amount of tuition above expected federal and state educational assistance and may require payment of the full amount of tuition owed by the veteran within 30 days of receipt of the expected federal or state educational assistance.

Minnesota State Procedure 5.11.1 – Tuition and Fees states

Part 3, Subpart D., 1. Fees associated with tuition and fee payments

https://www.minnstate.edu/board/procedure/511p1.html

Colleges and universities shall establish a policy to charge a fee for late payment of tuition and/or fees. A late fee may also be charged for late payment under an approved payment plan. Consistent with Minnesota Statute §197.775, students who are eligible and have applied for but not yet received veterans benefits are exempt from being charged a late fee.

Veteran Student Protection Options for Course Interruption by Active Duty, Medical Conditions or Medical Treatment

Minnesota Statute 192.502 – Protections (https://www.revisor.mn.gov/statutes/cite/192.502)

Minnesota State Procedure 5.12.1 Military Service and Veterans with Disabilities (https://www.minnstate.edu/board/procedure/512p1.html)

Part 3. Student Options for Course Interruption by Active Duty, Medical Conditions or Medical Treatment
Students who are members of any branch of the U.S. military and who are unable to complete a semester due to being called to active duty or are veterans with a service-connected disability must to the extent possible be provided one of the following options.

Option 1. Withdraw and refund
The student may withdraw from one or more courses for which tuition and fees have been paid and be given a full refund of tuition and fees. In such a case, the student may either receive a retroactive drop from the courses or “W” grades with an approved tuition waiver and Military Withdrawal annotation on the student’s record, whichever is deemed in the student’s best interest. The Military Withdrawal annotation on the student’s record must not result in negative consequences for the student. The student’s grade point average must not be altered or affected in any manner because of action under this item. Any refunds are subject to the requirements of the state or federal financial aid programs of origination.

Students receiving financial aid who choose this option must be informed that they may be liable for any required refunds of state or federal financial aid funds.

Option 2. Delay completion
The student may be given a grade of incomplete in a course and complete it upon release from active duty or upon completion of medical treatment, or upon sufficient medical recovery. Course completion may be accomplished by independent study or by retaking the course without payment of tuition. Under federal financial aid policies, a course that is retaken under these conditions cannot be counted toward a student’s enrollment load.

Option 3. Complete the course
The student may continue and complete the course for full credit. Class sessions missed by the student due to performance of active military service or the veterans’ medical treatment or condition, must be counted as excused absences and cannot be used to adversely impact the student’s grade or standing in the class. However, any student who selects this option is not automatically excused from completing assignments due during the time period when the student is performing active military service or receiving medical treatment or recovering from a medical condition.

Pursuant to Minn. Stat. § 192.502, a passing grade must be awarded if, in the opinion of the faculty member teaching the course, the student has completed sufficient work and has demonstrated sufficient progress toward meeting course requirements to justify the grade.

Financial Aid for Veterans

Apply for your Federal Student Aid (FSA) ID
Each student (and one parent, if you are a dependent student) must create a Federal Student Aid (FSA) ID. The FSA ID will allow you to electronically sign your Free Application for Federal Student Aid (FAFSA), change your address, view the processing status of your FAFSA application, view your loan history or previous loan history, and much more. Click hereto create your FSA ID. Carefully read all information on this website. Your FSA ID should be kept in a safe, confidential location. The FSA ID login information that you create will be used each year you apply for financial aid.
Complete the FAFSA
Complete the Free Application for Federal Student Aid (FAFSA). By completing the FAFSA, you are applying for all types of federal and state financial aid, including grants, work-study and loans.

Representatives in the Financial Aid Office are available to assist students with completion of the FAFSA. You will need your federal income tax information for the appropriate year and FSA ID to complete the FAFSA. A list of necessary documents and financials needed to apply is available here.

NOTE: You must be an admitted student at Central Lakes College to receive a financial aid Award notification listing the grants, loans, and other aid you are eligible to receive.

Types of Financial Aid
Both Federal and State Financial Aid programs (including grants and loans) are available for veterans to utilize in conjunction with federal veterans benefits and tuition reimbursement. A detailed shopping sheet is available in the Financial Aid area of eServiceswhich outlines common aid programs available to students, as well as cost of attendance information. Federal Subsidized and Unsubsidized Loans and Private Education Loans are available to all students to assist with the cost of attending college. Students have the ability to refuse all or portions of the loan amounts available to them.
Other Aid Programs for Veterans
Veterans may also be eligible to receive benefits through the Minnesota GI Bill program. This is a Minnesota program through the Minnesota Department of Veterans Affairs. This program is different than the Federal GI Bill (Montgomery, Post 9-11, Veterans Education Assistance Program, Dependents Education Assistance Program, or Vocational rehabilitation). This program awards veterans additional aid if they have remaining need after VA benefits, federal/state financial aid, and other grants/scholarships have been considered. The annual limit for receipt of Minnesota GI Bill funds is $3,000 and the lifetime maximum is $10,000. For more information on the Minnesota GI Bill program, visit the Minnesota Department of Veterans Affairs website.

For more information on Financial Aid eligibility requirements, visit the Financial Aid homepage. Remember to contact the Financial Aid Office with questions about your eligibility, timelines, or the application process.

Students receiving Veteran Education benefits can also receive Title IV Federal Financial Aid and Minnesota State Financial Aid programs with no benefit reduction.

Return of Unused Tuition Assistance Policy

CLC policy returns any unearned tuition assistance (TA) funds on a proportional basis through at least the 60 percent portion of the period for which the funds were provided to the military Service Branch. Instances when a Service member stop attending due to a military service obligation, the educational institution will work with the affected Service member to identify solutions that will not result in student debt for the returned portion.

Schedule for Return of Unused TA Funds

The following is CLC’s withdrawal schedule for return of unearned TA funds: (7-day course instruction)

16-week semester 112 days
Withdrawal before or during weeks 1 & 2: 100%
Withdrawal during weeks 3 & 4: 75%
Withdrawal during weeks 5-8: 50%
Withdrawal during weeks 9-10: 40% (60% of course is completed) week 9.6, day 67.2
Withdrawal during weeks 11-16: 0%