ࡱ> M Mbjbj== gWWxIdl$PL hhLD F F F 3y d dA $ e e z D D l  \ -7 $ 0 nn  CONTENTS CHAPTER 7. EDUCATION LETTERS PARAGRAPH PAGE 7.01 Purpose 7-1 7.02 Generated Letters . 7-1 7.03 Development Letters 7-1 7.04 [PCGL Letters] 7-8 FIGURE PAGE 7.01 205 Education Data Screen 7-2 CHAPTER 7. EDUCATION LETTERS 7.01 PURPOSE This chapter describes [BDN (Benefits Delivery Network) letters that pertain to more than one benefit. Parts V, VI, VII, and VIII of this manual describe [BDN] letters that apply to only one particular benefit. All letters issued by the PCGL (Personal Computer Generated Letters) system will be issued in a training guide.] For instructions on dictated letters, see partIV,chapter 13. 7.02 GENERATED LETTERS [BDN] generates letters informing claimants of awards and changes in education benefits for most award and termination transactions. [BDN] also generates letters to inform claimants of denial of benefits in certain situations, of special or irregular conditions such as delinquent certifications, and for claims development (par.7.03). Parts V, VI, VII, and VIII describe all current generated letters, except for development letters which are described in this chapter. a. Production. [BDN] produces all generated letters except for development letters. [BDN generated] letters are released according to the schedule of operations for each benefit. (See [par.1.13].) These letters are in uppercase lettering. The RDPCs (Regional Data Processing Centers) print development letters in standard print format using lowercase lettering during overnight processing. b. Copies. Hines BDC (Benefits Delivery Center), or the RDPC in the case of development letters, mails the original of a generated letter to the payee and refers the [file] copy, if provided, to the [Atlanta, Buffalo, Muskogee, or St. Louis RPO (Regional Processing Office] for drop filing in the appropriate [education,] DEA, or chapter 30 folder. If the payee has appointed a valid power of attorney, the [power of attorney] copies of the letter show an appropriate code at the top of the letter centered between the [RPO] address and date for chapter 30 and 35 letters and below the [RPO] address for chapter 32, chapter[1606], and section 903 letters. [Hines sends the power of attorney copies to the regional office having jurisdiction over the claimant's mailing address for release to the holder of the power of attorney.] 7.03 DEVELOPMENT LETTERS [BDN] generates education development letters for chapter 30, 32, 35, or section 903 claims from entries on the 201, 202, 203, 204, 205, and 209 claims development screens. See [paragraph 6.05] for screen information. See M21-1, part V, chapter 23, for the paragraph contents on letters sent from the 201, 202, 203, 204, and 209 claims development screens. The 205 screen allows the operator to send specific letters to schools, request claimants to complete forms, and to request mitigating circumstances. (See fig. 7.01.) [BDN limitations prevent an operator from issuing more than one development] letter during any one processing day. 205 EDUCATION 08-01-90 FILE NUMBER 801 80 1801-00 END PRODUCT 220 CH32 NAME L E BRASH SCHOOL TRAINING TIME CHANGE DATE OF WITHDRAWAL PROGRAM NOT PROGRESSION TERM OF EMPLOYMENT PRIOR DEGREE CREDIT NOT INDICATED TYPE FIELD STUDENT 1999 1995 5495 TRNG UNDER PRIOR LAW MITIGATING CIRCUMSTANCES TERM BEGIN DATE REASON FOR ACTION: WITHDREW ON HOURS NOT COUNTED FOR DEGREE AWARD ACTION: REDUCED TERMINATED SUSPENDED EFFECT DATE REDUCED MONTHLY RATE: DATE NEXT CHECK DUE: NEXT SCREEN Figure 7.01. 205 Education Data Screen a. Letters to Schools or Employers. The 205 screen allows the operator to send a letter to the claimant's school or employer. The DATE OF WITHDRAWAL, TRAINING TIME CHANGE, TERM OF EMPLOYMENT, and PROGRAM NOT PROGRESSION items generate a letter to the school at the address that the operator enters on the 205 screen with a duplicate copy of the letter sent to the student at his or her address in [BDN]. The operator must enter the name and address of the school in the upper left portion of the screen. [BDN] does not allow entry of more than 20 characters (including space(s)) on each of the 6 lines with a 5-digit ZIP Code on the 7th line. PARAGRAPHSELECTION CRITERIA1. We have been informed that (name of student) has withdrawn from your school. Fully complete the attached form showing the required information relating to the withdrawal. Enclosure: 22-1999bDATE OF WITHDRAWAL indicator checked Inserts: a. Name and address of school b. Name of student (generated)  PARAGRAPHSELECTION CRITERIA2. We have been informed that (name of student) has changedTRAINING TIME CHANGE indicator training time. Fully complete the attached form showing thecheckedrequired information relating to this adjustment.Enclosure: 22-1999bInserts: a. Name and address of school b. Name of student (generated)3. We have been informed that (name of student) has TERM OF EMPLOYMENTterminated employment with your firm. Submit a notice Inserts:showing his/her last date of employment and the reason for  a. Name and address of [firm]termination. Also, give the number of hours the trainee worked  b. Name of student (generated)for any month of training that you have not previously reported.PROGRAM NOT PROGRESSION4. We have received an enrollment certification for (name of  indicator checked.student) for enrollment in your school. Since records show that he/she has a (type of prior degree) degree in (name of Inserts:course/field), furnish the following information:  a. Name and address of school(1) The specific type of degree program and field of study in b. Name of student (generated)which this student is or will be enrolled at your school.  c. Type of prior degree (2) The credit granted by your school for prior education. (18 characters maximum including space(s))If credit is not granted, please provide an explanation. d. Name of course or field (3) A list of courses required to obtain the degree at your (18 characters maximum including space(s))school. Include the complete name and catalog number of therequired courses.5. We have received an enrollment certification for (name of CREDIT NOT INDICATED indicator student) for enrollment in your school. The enrollment checkedcertification does not indicate the amount of credit granted for Inserts:the previous education or training for this student. It is  a. Name and address of schoolrequired that appropriate credit be granted for a student's  b. Name of student (generated)previous education or training for benefit purposes. Please provide the amount of credit granted by your school forthis student's prior education or training. If full credit is not granted, please furnish an explanation.6. Please furnish the requested information as soon as possible, All letters preferably within 30 days. 7. The information contained in this letter has been sent to All lettersthe student. b. Letters Requesting Forms. The 205 screen allows the operator to send a letter requesting the claimant to submit VAForms22-1995, Request for Change of Program or Place of Training, and 225495, Request for Change of Program or Place of Training, Survivors' and Dependents' Educational Assistance, or to have his or her school official fully complete and return VA Form 22-1999, Enrollment Certification. The operator must enter an "X" in the appropriate field (1999, 1995 or 5495, as appropriate). An entry in one of these fields produces a development letter paragraph. PARAGRAPHSELECTION CRITERIA 1. To complete your claim for education assistance for your enrollment, request the certifying official at your school or training establishment to fully complete and return the enclosed enrollment certification, VA Form 22-1999. 1999 indicator checkedEnclosure: 22-19992. To complete your claim for education assistance, fully complete the enclosed form, VA Form 22-1995 (if 1995 checked) /VA Form 22-5495 (if 5495 checked). Provide the full name of your school or training establishment and your program of education or training if you have decided on your program. 1995 (or 5495) checkedEnclosure: 22-1995 or 22-5495 3. Please furnish the requested information as soon as possible, preferably within 30 days.All letters c. Letters Requesting Training under Prior Law. The 205 screen allows the operator to send a letter requesting training under a prior law when VA cannot locate such records. Operators enter an X by TRAINING UNDER PRIOR LAW. PARAGRAPHSELECTION CRITERIA 1. Evidence shows that you received education or training TRAINING UNDER PRIOR LAWunder previous laws administered by the Veterans indicator checkedAdministration. We are attempting to locate the records of your previous education or training to determine the amount of your current entitlement. To assist our securing these records, furnish the information below on the attached form: (1) The name(s) of the school(s) or establishment(s) you attended for which you received VA educational benefits. (2) The beginning and ending dates for each period of attendance or training. (3) The training time (full time, three-quarter time, half time, or less than halftime) for each period of attendance. (4) If your training was by flight or correspondence, give the amount of benefits you were paid. Enclosure: 21-4138 2. Please furnish the requested information as soon as possible, preferably within 30 days.  d. Letters Requesting Mitigating Circumstances. The 205 screen allows the operator to send a letter developing for mitigating circumstances by generating a letter similar to FL (form letter) 22-899, Development Letter-Mitigating Circumstances. Operators enter an "X" by MITIGATING CIRCUMSTANCES and then complete the entries described below to complete the request. FIELDDESCRIPTION TERM BEGIN DATEEntry is required. Enter the date that the term began for which the request for mitigating circumstances applies. The date must be earlier than the current processing date. REASON FOR ACTIONEnter an "X" in either the field WITHDREW ON or HOURS NOT COUNTED FOR DEGREE. [BDN] shows the message SELECT 1 AND ONLY 1 REASON FOR ACTION if the operator selects neither or both. WITHDREW ONEnter the date of withdrawal in the field WITHDREW ON if the action concerns a withdrawal from a course(s). Do not enter a date earlier than the TERM BEGIN DATE HOURS NOT COUNTED FOR DEGREE Enter the number of credit hours for which no credit is granted if the action is related to credit hours not counted. Enter a number from 1through30.AWARD ACTION: Entry is optional. If the operator is taking award action in conjunction with the  REDUCED request for mitigating circumstances, enter an "X" in one and only one of the following  TERMINATED SUSPENDED fields: REDUCED, TERMINATED, or SUSPENDED. If the operator selects an award action (REDUCED/TERMINATED/SUSPENDED), he or she must enter a date in the EFFECT DATE field. EFFECT DATEEnter the date that the award action is effective, but not earlier than the TERM BEGIN DATE. REDUCED MONTHLY RATERequired entry. Enter the monthly rate that will be in effect if no mitigating circumstances are found. Enter the monthly rate without a "$" sign. For example, enter a monthly rate of $652.35 as "652.35". Enter a monthly rate of $250.00 as either "250" or "250.00". DATE NEXT CHECK DUEEntry is optional. Enter the date of the first check that will be affected if mitigating circumstances are not found. Do not enter a date earlier than the current date. PARAGRAPHSELECTION CRITERIA 1. This letter is related to the change of your enrollment status during the term which began (date entered in TERM BEGIN DATE). All MITIGATING CIRCUMSTANCES letters2. We have been notified by your school that you withdrew from one or more (or all) courses on (date entered in WITHDREW ON). Date entered in field WITHDREW ON3. We have been notified by your school that you received a Credit hours entered in HOURS NOT grade for (number of credit hours entered inCOUNTED FOR DEGREEHOURS NOT COUNTED FOR DEGREE) course hour(s) which will not be counted toward graduation requirements.  PARAGRAPHSELECTION CRITERIA 4. Based on this notification, we have reduced your award Entry in REDUCEDbeginning (date entered in EFFECT DATE). You will receive a computer-generated letter with more details, including the amount of overpayment, if any. 5. Based on this notification, we have terminated your award Entry in TERMINATEDbeginning (date entered in EFFECT DATE). You will receive a computergenerated letter with more details, including the amount of overpayment, if any. 6. Based on this notification, we have suspended your education assistance effective (date entered in EFFECT DATE). Entry in SUSPENDED7. If the change in your enrollment status was caused by unavoidable events beyond your control, please notify us as soon as possible. Otherwise, you may be held responsible for an overpayment, or an additional overpayment of benefits. All MITIGATING CIRCUMSTANCES letters8. When giving the reasons for your enrollment change, be as specific as possible. Explain what interfered with your enrollment, give important dates (such as the beginning and ending dates of an illness), and state how your enrollment was affected. In most cases, we will be able to accept your reasons only if you submit supporting evidence (such as a doctor's certification to verify an illness, a statement from your employer to confirm a required change in work schedule, etc.). If you show sufficient grounds for making this enrollment change, any necessary reduction or termination of your award will be effective no earlier than the date your enrollment status actually changed. If your evidence does not establish that the change was caused by unanticipated circumstances beyond your control, or if you do not respond within 30 days, your award must be reduced to the rate of $ (monthly rate entered in REDUCED MONTHLY RATE) per month effective (date entered in TERM BEGIN DATE). All MITIGATING CIRCUMSTANCES letters9. If you do not provide acceptable reasons for this course change, your benefit check due on or about (date entered in DATE NEXT CHECK DUE) may be reduced or not issued at all due to an additional overpayment. Entry in DATE NEXT CHECK DUE10. Please furnish the requested information as soon as possible, preferably within 30 days. Enclosure: 21-4138 All letters  PARAGRAPHSELECTION CRITERIA11. IMPORTANT NOTICE All lettersThe law prohibits VA payments for courses from which you withdraw, and for other courses for which your grade will not count toward graduation, unless such a change is warranted by unanticipated circumstances beyond your control. Although you should respond to this letter within 30 days, we must inform you that the law will not allow us to consider your statement if you do not submit it within one year from the date of this letter. We may waive the one-year time limit if you canshow good cause why you could not meet the deadline. Title 38 United States Code, section 501 allows us to request certain types of evidence to support your statement (e.g., a doctor's certification to verify an illness, an employer's statement to confirm a required change in a work schedule). If you have supporting evidence, please submit it with your statement. If you are training under chapter 32 or 35 of Title 38 United States Code, you must submit any supporting evidence to VA within one year from the date of this letter. 12. DUE PROCESS PROVISIONS All lettersBasic Rights. If you do not provide evidence that the change in your enrollment status was due to unanticipated circumstances beyond your control, your award of education assistance benefits must be reduced or terminated effective the first day of the term in which the change took place. You have certain basic rights you may exercise before a decision is made in your case. These rights consist of the right to submit (additional) evidence, the right to a hearing, and the right to be represented. Personal Hearing. You have the right to request a personal hearing to present evidence or argument on any point of importance in your case. If you desire a personal hearing, notify this office and we will arrange a time and place for the hearing. You may bring witnesses if you desire; their testimony will be entered in the record. The VA will furnish the hearing room, provide hearing officials, andtape record the proceedings. The VA cannot payany other expenses of the hearing since a personal hearing is not required.  PARAGRAPHSELECTION CRITERIA12. DUE PROCESS PROVISIONS (continued) Representation. You may be represented, without charge, by an accredited representative of a Veterans Organization or other Service Organization recognized by the Secretary of Veterans Affairs. You may also be represented by an attorney, for example, an attorney in private practiceor a legal aid attorney. However, under 38 U. S. C. 5094(c), an agent or attorney may only charge you forservices performed on or after the date of a final decision by the Board of Veterans Appeals. If you desire representation, let us know and we will send you the necessary forms. If you have already designated a representative, no further action on your part is required.  7.04 [PCGL LETTERS Instructions concerning the PCGL (Personal Computer Generated Letters) system will be issued separately in a training guide. 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