Policy Statement
The Department of Defense Voluntary Education Partnership Memorandum of Understanding between Montgomery Community College and the Department of Defense Office of the Under Secretary of Defense for Personnel and Readiness articulates the commitment and agreement the College provides to the Department of Defense by accepting funds via each Military Service’s Tuition Assistance program in exchange for education services. To ensure compliance with the Memorandum of Understanding, Montgomery Community College adheres to Department of Defense Voluntary Education program guidelines related to recruiting, marketing, and advertising; financial matters; accreditation and credentialing; academic counseling and post-graduation employment opportunities; and institutional returns.
Procedure
The Department of Defense (DoD) Voluntary Education (VolEd) program seeks to shape quality educational experiences that result in meaningful value for Military Service members, the Services, and society. Montgomery Community College’s Veterans Services department assists students who are eligible for Veterans educational benefits, including Veterans, active-duty personnel, and members of selected reserves and the National Guard.
Recruiting, Marketing, and Advertising
In accordance with Department of Defense Issuances (DoDI) 1322.25, Voluntary Education Programs, paragraph 1.c.(1)(b), Montgomery Community College, as an institution providing education programs through the DoD Tuition Assistance (TA) Program, does not use unfair, deceptive, and abusive recruiting practices.
In accordance with DoD Memorandum of Understanding (MOU) paragraph 3.j.(2), Montgomery Community College refrains “from providing any commission, bonus, or other incentive payment based directly or indirectly on securing enrollments or federal financial aid (including TA funds) to any persons or entities engaged in any student recruiting, admission activities, or making decisions regarding the award of student financial assistance.”
In accordance with DoD MOU paragraph 3.j.(3), Montgomery Community College refrains “from high-pressure recruitment tactics such as making multiple unsolicited contacts (three or more), including contacts by phone, email, or in person, and engaging in same-day recruitment and registration for the purpose of securing Service member enrollments.”
Per DoD MOU paragraph 4.e.(2)-(3), “DoD personnel are entitled to consideration for all forms of financial aid that educational institutions make available to students at their home campus.” Montgomery Community College’s financial aid officers provide information and application processes for Title IV student aid programs, state aid, institutional scholarships, grants, WIOA, etc. Montgomery Community College does not participate in federal loan programs. Service members identified as eligible DoD TA recipients have their TA benefits applied to their Montgomery Community College account prior to the application of their Pell Grant funds.
Per DoD MOU paragraph 4.d.(1), “if an eligible Service member decides to use TA,” Montgomery Community College “will enroll [them] only after the TA is approved by the individual’s Service.” Veterans are referred to School Certifying Officials (SCO) via the College’s website and by staff during orientation sessions and advising inquiries. Veterans are asked to submit required information/documents per our VA website and complete the MOU each semester before being certified by an SCO.
In addition, per the College’s Admissions policy, any student applying for Veterans benefits must provide all official transcripts (high school, high school equivalency, and college). Veterans follow the College’s general admissions procedures as outlined within the policy. For support during the admission and enrollment processes, Veterans who decide to use the TA program are directed to meet with an (SCO) in the Veterans Services office and speak with their Educational Services Officer or counselor within their Military Service prior to completing their enrollment.
Montgomery Community College focuses on supporting students who are Veterans and refrains from high-pressure recruitment tactics for the purpose of enrolling Service members. The College refrains from providing any incentives based on securing enrollments to any person or entity involved in student recruitment or admissions activities or in making decisions regarding financial assistance for students.
Financial Matters
Montgomery Community College students meet with our financial aid and veteran affairs staff for assistance and advising options on what financial aid is available. Montgomery Community College does not participate in the federal loan program so our staff counsels students on any other options that may be available including information on alternative collegiate loans with private companies. Per DoD MOU paragraph 3.h.(1) and (4), “before offering, recommending, arranging, signing-up, dispersing, or enrolling Service members for…student loans, [the College will] provide Service members access to an institutional financial aid advisor who will make available appropriate loan counseling, including…providing a clear and complete explanation of available financial aid, including Title IV of the Higher Education Act of 1965, as amended.
Per Sec. 132 (h)(1) of the Higher Education Opportunity Act (HEOA) of 2008, “institutions must make available on their websites a net price calculator. The institution may use the template provided by the Department of Education or may develop a customized version that must include, at a minimum, the same elements as the Department’s version.” Montgomery Community College’s net price calculator is available via the Financial Aid section of the College’s website.
Per DoDI 1322.25, Voluntary Education Programs, paragraph 3.d.(1)(a), institutions will “provide meaningful information to students on the financial cost of attendance at an educational institution so Military students can make informed decisions on where to attend school.” DoD MOU paragraph 3.n.(5) requires that institutions “disclose basic information about the educational institution’s programs and costs, including tuition and other charges to the Service member. This information will be made readily accessible without requiring the Service member to disclose any personal or contact information.” Montgomery Community College publishes this information on each program web page and provides additional information via the net price calculator.
Veterans are directed to meet with our Financial Aid/Veteran SCO as they enter the College; the SCO and financial aid advisors discuss all forms of financial aid with new students. Montgomery Community College does not participate in the federal loan program. Veterans can find contact information on our website at https://www.montgomery.edu/paying-for-college/financial-aid/veteran-benefits/
Institutional Returns
Per DoD MOU paragraph 4.f.(2)(d), institutions are required to “have an institutional policy that returns any unearned TA funds on a proportional basis through at least the sixty percent portion of the period for which the funds were provided.” Military tuition assistance (TA) is provided to a student under the premise that the student will attend school for the entire period for which the assistance is provided. When a student withdraws (officially or unofficially) on or before the 60 percent of the course meeting period has been completed, Montgomery Community College will comply with the Department of Defense (DOD) policy to return unearned TA funds on a proportional basis through the 60 percent portion of the period for which the TA funds were provided. After completion of 60 percent of the term, all TA funds are considered fully earned and no return is necessary.
In instances when a service member stops attending due to military service obligation (deployment or temporary duty), Montgomery Community College will work with the affected service member to identify solutions that will avoid student debt for the returned portion of TA funds. The return of unearned military TA funds will follow the same guidelines as the Department of Education Title IV funding, outlined in the Refund Policy and Requirements for Withdrawal. The unearned TA funds will be returned to the military service, not the service member, within 45 days of the determination of withdrawal.
Accreditation and Credentialing Requirements
Per DoD MOU paragraph 3.b and 3.l, institutions are required to “be accredited by a national or regional accrediting agency recognized by [the Education Department]…[and to] obtain the approval of their accrediting agency for any new course or program offering, provided such approval is required under the substantive change requirements of the accrediting agency…before the enrollment of a Service member into the new course or program offering.” Montgomery Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate’s degrees, diplomas, and certificates. The College provides written notification to SACSCOC of substantive changes in accordance with Commission policies and timetables.
Academic Counseling and Post-Graduation Employment Opportunities
Per DoD MOU paragraph 4.c.(1) and (4), institutions are required to “disclose general degree requirements for the Service member’s educational program (evaluated educational plan) to the member and [their] Service before the enrollment of the Service member at the educational institution…[and] degree requirements in effect at the time of each Service member’s enrollment will remain in effect for a period of at least one year beyond the program’s standard length, provided the Service member is in good academic standing and has been continuously enrolled or received an approved academic leave of absence.” Refer to the College Catalog for academic information and degree requirements.
Montgomery Community College’s Curriculum Program Completion and Graduation policy offers clear guidance to students, and academic program pages detail the specific plans of study for each program. Students develop individual course plans, by semester, in the Self-Service advising system, with support from their assigned advisor and their SCO. The College’s website lists all programs that have programmatic accreditation, and programs that require professional credentials and/or licensure are listed on the State Authorization, Complaints, and Professional Licensure page. Students who live outside the state of North Carolina are sent an email message with state licensure information when they apply to the College.
Per DoD MOU paragraph 3.n.(1), institutions are required to “disclose its transfer credit policies and articulated credit transfer agreements before a Service member’s enrollment. Disclosure will explain acceptance of credits in transfer is determined by the educational institution to which the student wishes to transfer and [will] refrain from making unsubstantiated representations to students about acceptance of credits in transfer by another institution.” Montgomery Community College evaluates transfer credit for equivalent courses with the grade of “C” or better from member institutions of the North Carolina Community College System (NCCCS) and other post-secondary institutions. Refer to the Transfer Credit Award policy for additional information.
The NCCCS Office will provide access to a database used by public institutions, allowing each college to expand credit for prior learning; updates to the Credit for Prior Learning policy will be implemented as they are approved.
Per DoD MOU paragraph 3.g, institutions are required to “designate a point of contact or office for academic and financial advising, including access to disability counseling, to assist Service members with completion of studies and with job search activities.” Montgomery Community College’s Counseling, Accessibility, and Resources staff, located in Blair Hall (Building 100), provide academic and financial advising and accessibility services. Montgomery Community College provides an opportunity for all staff and faculty to engage in yearly professional development to maintain institutional excellence, adapt to evolving student demographics, and to ensure regulatory compliance. This ongoing training keeps both faculty and staff highly competitive, engaged, and capable of supporting a modern learning environment.
Per DoD MOU paragraph 3.i.(1), institutions are required to “have a readmission policy for Service members that allows Service members and reservists to be readmitted to a program if they are temporarily unable to attend class or have to suspend their studies due to Service requirements.” Eligibility for readmission to Montgomery Community College depends on individual circumstances and the requirements of the specific curriculum program.
Readmission to Montgomery Community College
Students who have not been enrolled at Montgomery Community College for more than one year are required to submit a new application for admission and complete the Residency Determination Service (RDS) process to establish their residency status. A new application may be necessary to update student information, confirm program availability, or ensure compliance with any admission or policy changes.
Readmission of Servicemembers
Montgomery Community College complies with 20 U.S.C. 1091c and any applicable federal regulations regarding the readmission of servicemembers. In accordance with this law, the college will promptly readmit any student who was previously admitted but did not attend or could not continue attendance due to service in the uniformed services. Such students will be readmitted with the same academic status they had before their military service to ensure a seamless return to their educational pathway.
The State Board of Community Colleges Code(SBCCC) requires each community college to adopt a policy to give an excused absence to any student who is in the United States Armed Forces and has received temporary or permanent re-assignment as a result of Military operations and to any student who is a National Guard service member placed onto State active duty status during an academic term for the period of time the student is on active duty. Upon notification, the College shall provide the student the following accommodations:
Procedure 5.2.1.3 – Absences for Military Service Members
The College shall allow any enrolled student who is in the United States Armed Forces who has received temporary or permanent re-assignment as a result of military operations and a National Guard service member placed onto State active duty status during an academic term to be given an excused absence for the period of time the student is on active duty.
- The College shall provide the student the opportunity to make up any test or other work missed during the excused absence.
- The College shall give the student the option, when feasible, to continue classes and coursework during the academic term through online participation for the period of time the student is placed on active duty.
- The College shall give the student the option of receiving a temporary grade of “incomplete” or “absent from the final exam” for any course that the student was unable to complete as a result of being placed on State active duty status; however, the student must complete the course requirements within one (1) semester following their return from action service to avoid receiving a failing grade for the course.
- The College shall permit the student to drop, with no penalty, any course that the student was unable to complete as a result of being placed on State active duty status.
Students receiving Veterans benefits, Pell Grants, or any other source of financial aid should meet with their financial aid advisor to discuss their particular situation related to any extended absence for Military service. Students called into active duty are referred directly to the College Registrar for assistance.
Definitions
Continuous Enrollment – Students are considered continuously enrolled at the College if they register for and attend courses (including prerequisites) creditable toward a degree, diploma, or certificate. The student must attend credit coursework in a following semester after the initial enrollment semester (attendance is required in the following fall or spring semester or following spring or fall semester).
I. Prohibition of High-Pressure Recruitment Tactics
In accordance with Federal regulations, 34 C.F.R. 668.71-668.75 and 668.14, and as mandated by the Isakson and Roe Veterans Health Care and Benefits Improvement Act of 2020 (P.L. 116-315) Montgomery Community College prohibits inducements, including any gratuity, favor, discount, entertainment, hospitality, loan, transportation, lodging, meals or other items having a monetary value of more than a de minimis amount, to any individual or entity, or its agents including third party lead generators or marketing firms other than salaries paid to employees or fees paid to contractors in conformity with all applicable laws for the purpose of securing enrollments of Service members or obtaining access Tuition Assistance funds.
Montgomery Community College prohibits the payments of any commission, bonus, or other incentive payment based directly or indirectly on securing enrollments or federal financial aid, including Tuition Assistance, to any persons or entities engaged in any student recruiting, admission activities, or making decisions regarding the award of student financial assistance.
Montgomery Community College prohibits high-pressure recruitment tactics such as making multiple unsolicited contacts (3 or more), including contacts by phone, email, or in-person, and engaging in same-day recruitment and registration for the purpose of securing Service member enrollments in non-creditcourses/programs.
II. Pending Payment Compliance
In accordance with Title 38 US Code 3679(e), Montgomery Community College adopts the following additional provisions for any students using U.S. Department of Veterans Affairs (VA) Post-9/11 G.I. Bill (Ch. 33) or Vocational Rehabilitation & Employment (Ch. 31) benefits, while payment to the institution is pending from VA. Montgomery Community College will not:
- Prevent the student’s enrollment;
- Assess a late penalty fee to the student;
- Require the student to secure alternative or additional funding;
- Deny the student 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.
However, to qualify for this provision, such students are required to:
- Produce the VA Certificate of Eligibility (COE) by the first day of class;
- Provide additional information needed to properly certify the enrollment as
described in other institutional policies.
III. In-State Tuition
Pursuant to the Isakson and Roe Veterans Health Care and Benefits Improvement Act of 2020, effective August 1, 2021: Montgomery Community College will NOT charge a tuition rate higher than the rate charged for residents of North Carolina to any covered individual receiving educational assistance under Chapters 30, 31, or 33, as long as the covered individual is currently living in North Carolina (regardless of the covered individual’s State of legal residence). In addition, the Colonel John M. McHugh Tuition Fairness for Survivors Act of 2021 now includes Chapter 35 beneficiaries as covered individuals for the purpose of receiving in-state tuition rates.
Legal: Title 38 US Code 3679(e)
Isakson and Roe Veterans Health Care and Benefits Improvement Act of 202034 C.F.R. 668.71-668.75 and 668.14