NCDVA Scholarships

JANENE MCGEE, REGION I MANAGER

Introduction & ObjectivesScholarship Program Chapter 165 of General Statutes, Article 4

• Purpose of Scholarship• Scholarship Basics• 2015 Changes to Scholarship Program• Completing Scholarship Application• Checklist of Scholarship Documents• Questions

PurposeScholarships in appreciation for the service and sacrifices of North Carolina’s war veterans, a four-year scholarship program at approved schools in North Carolina has been established for the qualifying natural or adopted (before age 15) children of certain class categories of deceased, disabled, combat or POW/MIA veterans.

Definitions"Child" means a person:

• Under 25 years of age at the time of application for scholarship

• Who is domiciled in North Carolina and is a resident of North Carolina when applying for a scholarship

• who has completed high school or its equivalent prior to receipt of a scholarship awarded under this Article

• who has complied with the requirements of the Selective Service System, if applicable, and

Definitions ContinuedWho further meets one of the following requirements:

• Veteran Parent must have been a legal resident of North Carolina at the time of entry into service; if more than one period of service, they must have been a resident of North Carolina at the time of entry into that period of service that eligibility is established; or

• The child must have been born in North Carolina and lifelong resident

Note: Residency can be based on either parent.

Definitions Continued“Waiver”…that the requirement in the preceding sentence as to birth in North Carolina may be waived by the Department of Administration if it is shown to the satisfaction of the Department that the child's mother was a native-born resident of North Carolina and was such resident at the time of her marriage to the veteran and was outside the State temporarily at the time of the child's birth, following which the child was returned to North Carolina within a reasonable period of time where said child has since lived continuously.

Eligibility• Veteran or child must meet residency requirements.• Biological child of veteran or adopted prior to age 15.• Applicant under age 25 at time of application.• Applicant is domiciled and resident of North Carolina at time of

application.• Veteran’s qualifying criteria must have occurred during a period of

war. Exception: Eligibility may exist for peacetime veterans or reservist/National Guard if disability or death was incurred as a result of armed conflict or while engaged in extra hazardous service or conditions simulating war.

Note: Time of application=date it is stamped in the Assistant Secretary’s Office.

Proof of Parentage• Birth Certificate showing veteran parent.• Any official Court Document certifying veteran is natural parent or

adoption decree showing adopted by age 15.• Divorce Decree naming veteran parent.• Child support papers.• Garnishment of wages naming child beneficiary as natural child.• Social Security or VA records only if the document stipulates “natural

child”.• Medical records for applicant identifying the veteran parent as natural

parent prior to age 18.• Any other evidence must be reviewed by Assistant Secretary to

determine if acceptable.

2015 Changes• Eliminate District Officer Report

• Changed deadline to February 14 Note: The Administrative Rules allow for one deadline – February 14; however, the interpretation of the statute and administrative rules allow for the awarding of scholarships twice per year. Therefore, if a class I or IV scholarship application is received after February 14 and the VA classifies as a Class I or IV, it can be awarded on/about July 1 or January 1. The Commission authorized the Assistant Secretary’s Office a deadline of June 1 for July 1 and December 1 for January 1. This allows time for the certification to be received from the VA. Be aware, if the certification comes back as Class II or III, and the application was received after February 14, the scholarship will be considered the next scholarship year.

2015 Changes Continued• Award scholarships twice per year only for Class I

and IV – On/About July 1 and on/about January 1.

• Allows for electronic submission of scholarship packages –attach package to email and send to: ncdva.scholarships@doa.nc.gov.

• Requires essay questionnaire.

• Resume – detailing students accomplishments.

• Two recommendations forms – one from teacher or guidance counselor NCDVA-23B(3).

2015 Changes Continued• High School Disciplinary Record.

• No scholarship packages mailed out to applicants.

• Applicant is to only complete the forms that are online.

• All other forms are obsolete.

• The good academic standing requirement for Class I and IV has been removed – both on the initial application and after the scholarship has been awarded.

2015 Changes ContinuedFor Class II and III, the Commission, on the advice of Department of Administration Attorney, removed the 2.5 GPA requirement. Effective April 21, 2015, all Class II and III recipients who have been awarded a scholarship must meet one of the following criteria:

1. 2.0 Cumulative GPA, or2. Maintain good academic status with current school, or3. If on academic probation, they may request a waiver from the

Commission

The Cumulative grade point average is computed after two full semesters of post-secondary education. A form will be mailed to recipients who do not meet (1) or (2) above to provide information to the Commission.

2015 Changes ContinuedEncourage County Service Officers to be involved with the scholarship process by promoting the program, visiting high schools, working with local veterans groups and media to spread the word regarding the scholarship program. The Assistant Secretary’s Office continues to encourage recognition at High School Awards Programs or Graduation as a means to promote the program.

Scholarship Application Process• Use online forms only.

• Web addresses for the NCDVA Scholarships: http://www.doa.nc.gov/vets or http://www.nc4vets.com

• If applicant does not have access to computer, offer to assist by completing the forms using office computer.

• Veterans Service Center and County Veterans Service Office personnel should follow these steps to understand and be able to assist applicants.

Going Through the WebsitesThrough http://www.doa.nc.gov/vets

Going Through the Websites

Through http://www.nc4vets.com

Going Through the Websites

Going Through the Websites

Going Through the Websites

Scholarship Application Process Continued• Before beginning the application process, the

applicant and person assisting should familiarize his or herself with the scholarship program.

• Read the eligibility criteria.• Click on the scholarship synopsis link and read

information.• Click on approved school link and ensure preferred

school is approved.

Scholarship Application Process Continued• For more detailed information, click on the

GS 165 – Article 4 link (the statute that governs the program).

• After the applicant has read and understands the scholarship process and eligibility criteria, click on the “I acknowledge the requirements above, begin application process” bar.

Going Through the Websites

Going Through the Websites

Going Through the Websites

Going Through the Websites

Going Through the Websites

Scholarship Application Process Continued• At scholarship screen with the NCDVA

scholarship forms, click on NCDVA-16, Instruction Sheet and print this form before going any further.

• Use the Instruction Sheet as a check list on items needed to complete the package.

• Applicant should include this “check off” Instruction Sheet with package.

Scholarship Application Process Continued• After printing the Instruction Sheet, go back to

scholarship screen with NCDVA Scholarships Forms. Complete this process after completing each form.

• Click on NCDVA-17, Application. Complete the form, electronic signature is acceptable. If printing and mailing, sign the 17 in blue ink.

Scholarship Application Process Continued• Go back to forms screen, click on NCDVA-18, Financial

Questionnaire. This form is for the parents of the scholarship applicant.

• If married living together, one form with both parent’s income is sufficient. If parents are divorced or separated, the veteran must complete one NCDVA – 18 and the other parent must compete one NCDVA – 18.

• If either or both parents remarried, do not include remarried spouse’s income on the forms. Only income that will be considered is the veteran and other parent’s income.

Scholarship Application Process Continued• Go back to forms screen, click on NCDVA – 23B (2)

– Essay Questionnaire. This form must be completed by the applicant.

• Go back to forms screen, the NCDVA-12, Release of Information must be completed by the veteran.

Note: If veteran is unavailable to sign release, contact 919-807-4253, and ask the scholarship coordinator for directions.

Scholarship Application Process Continued• Go back to forms screen, the NCDVA – 23B (3) is a letter of

recommendation. Each applicant may submit as many as desired.• One must be completed by high school guidance counselor or

teacher. If in college, need one from advisor or professor. • The applicant can advise the teacher, guidance counselor or

advisor of the website for the form. They can go online or the applicant can print the form and give to teacher, guidance counselor, or advisor.

• This form can be mailed directly to the Assistant Secretary’s Office by the teacher, guidance counselor, or advisor or given to applicant for applicant to submit.

Scholarship Application Process Continued• All forms and supporting documents must be in the

Assistant Secretary’s office no later than February 14 or the first business (work) day after February 14 if this date falls on a week end or holiday.

• Applicant should, before submitting package, save a copy to computer hard drive or auxiliary drive for future use.

Scholarship Application Process ContinuedAcceptable means of submission include: • US Postal Service postmarked no later than the deadline, or• A designated delivery service (e.g. Federal Express, UPS, DHL)

showing receipt by the delivery service no later than the deadline, or

• Hand delivered to the Office of the Assistant Secretary for Veterans Affairs no later than the deadline, or

• Emailed to ncdva.scholarships@doa.nc.gov no later than the deadline.

Scholarship Application Process Continued• Competitive scholarships, Class II and Class III, are selected by the

North Carolina Veterans Commission and notification to those selected will be in writing via selection letter on/about May 1 of each year.

• The primary criteria for selecting competitive scholarships is financial need, applicant’s high school and college grades, if applicable, (un-weighted GPA), Essay Questionnaire, accomplishments, disciplinary record and recommendations – in the order listed.

• This scholarship is primarily a needs based scholarship.

Note: If applicant is in college, college transcripts as well as high school transcripts are required.

Scholarship Application Process Continued• After the selection letters have been mailed to those

selected, each selectee has until June 30 to respond to the selection letter and provide information requested in that letter.

• If the selectee has not responded by June 30, he/she will forfeit the scholarship opportunity for this scholarship year.

• If they decide to reapply, he/she must go through the entire process without guarantee of being selected.

Scholarship Application Process Continued• Award letters for selected Class II and Class III completed

scholarships will be awarded July 1 and mailed to selected recipient as quickly as possible after July 1.

• Class IA, IB, and IV can be awarded July 1 or January 1.

• A copy of this award letter is mailed to the School the recipient will attend. A copy of this award letter is mailed to the county service office and veterans service center. The county service office and veterans service center is derived from the application and the county listed by the applicant.

Scholarship Application Process Continued• If an applicant is not selected for a Class II or Class

III scholarship, labeled as a “no award,” the applicant may reapply for the next scholarship year.

• When the applicant reapplies, he/she must complete the entire process over as if this is the initial application.

There is NO MORE RECONSIDERATION using previous data.

Scholarship Application Process Continued

If an applicant was not selected because he/she or veteran did not meet the eligibility criteria labeled as not eligible, new evidence must be submitted by the applicant or veteran to satisfy the required criteria under Article 4, GS 165.

Checklist of DocumentsALL ITEMS BELOW MUST BE RECEIVED WITH THE INITIAL SCHOLARSHIP PACKAGE:• Completed form NCDVA-12, Authorization for Release of

Information.• Completed form NCDVA-17, Application for State Scholarship.

(Including Applicants Resume following the format of the attached sample.) (Signature must be in blue ink.)

• A copy of your birth certificate showing name of veteran parent(s). (If veteran parent is not listed, please provide proof of parentage.)

• Completed form NCDVA-18, Financial Questionnaire. (This must be completed and signed by the parent or guardian.

Checklist of Documents Continued• A copy of most recent Federal Tax Return filed for applicant and

applicant’s parents. • Completed form NCDVA-23B(2), Essay Questionnaire must

Accompany Application for Scholarship for Children of War Veterans.

• Two completed forms NCDVA-23B(3), Recommendation Form must Accompany Application for Scholarship for Children of War Veterans. At least one recommendation must be from a teacher or guidance counselor.

• A copy of parent’s discharge(s) [DD 214, Member copy 4] or notice of separation from the Armed Services.

Checklist of Documents Continued• Transcript of high school grades through JUNIOR YEAR. If ACT or

SAT scores are not listed on transcript, provide a copy. (If already graduated from high school, a final high school transcript is required.)

• Transcript of college grades if currently in college or if attended college since graduated high school.

• A copy of disciplinary and attendance records from high school and any other college or technical schools attended. If school does not maintain disciplinary records, please have guidance counselor provide a statement regarding disciplinary issues and attendance.

Checklist of Documents Continued ADDITIONAL DOCUMENTS NEEDED FOR THE SCHOLARSHIP PROCESS UPON REQUEST, IF APPLICANT IS ELIGIBLE. (Forms not online)

• A copy of your Selective Service registration acknowledgment. (Required of all male applicants born on or after January 1, 1960.) If not 18 by June 30, must be received within six months of award.

• A copy of High School Diploma. • NCDVA-11 (Affidavit-School Declaration), will be attached to

scholarship selection letter. • Letter of acceptance from the school you will attend. • NCDVA-17G (Permission for access to student records), will be

attached to selection letter.

Questions?