X.iv.1.A.1.h. Procedure for Making a COD Determination | | When a COD determination is required under the guidance in M21-1, Part X, Subpart iv, 1.A.1.d-g, follow the steps in the table below, except in limited circumstances involving a prior final COD determination with respect to the same service as provided in M21-1, Part X, Subpart iv, 1.A.1.p and q. | Step | Action |
|---|
| 1 | Conduct development, to the extent possible, for all evidence required to make a COD determination, including records detailing the facts and circumstances surrounding a former service member’s discharge as discussed in M21-1, Part X, Subpart iv, 1.A.1.i.Important: When following this procedure is required by M21-1, Part X, Subpart iv, 1.A.1.p and q, this step is optional if all evidence relevant to facts and circumstances has been obtained or a negative response is documented. Development may still be required if new and relevant evidence is received or other facts suggest the existence of additional records relevant to facts and circumstances. | | 2 | Provide the approved, standard COD determination advance notice.Reference: For more information on when a new advance notice is required in re-determinations made pursuant to the changes to 38 CFR 3.12 effective June 25, 2024, (89 FR 32361) discussed in M21-1, Part X, Subpart iv, 1.A.1.t, see Instructions for Determining Whether New/Updated Advance Notice is Required on the Character of Discharge Information Page. | | 3 | Was there a contention or evidence that the conduct upon which the discharge was based occurred when the individual met the definition of insanity under 38 CFR 3.354?- If no, go to the next step.
- If yes, before going to the next step,
- refer the case to the rating activity for a determination under 38 CFR 3.354, and
- wait for that determination to be completed.
References: For more information on | | 4 | Make a formal determination, using guidance on - regulatory and/or statutory bars (as applicable) in M21-1, Part X, Subpart iv, 1.A.2 and 3
- evidentiary standards of proof for bars to benefits in M21-1, Part X, Subpart iv, 1.A.1.j, and
- the special topics in M21-1, Part X, Subpart iv, 1.B, as applicable.
Document the decision using the template shown in M21-1, Part X, Subpart iv, 1.A.1.k.Exception: When a re-determination after a prior, final COD determination results in a confirmed unfavorable decision, use VA Form 21-0961, Rating Decision/Administrative Decision/Formal Finding/Statement of the Case (SOC)/ Supplemental Statement of the Case (SSOC) (Electronic Signatures) as provided in M21-1, Part X, Subpart iv, A.1.q.Important:- Consider all the evidence in VA’s possession, including the former service member’s credible statements or testimony regarding reasons for the discharge, and resolve any reasonable doubt in favor of the claimant. As noted in M21-1, Part X, Subpart iv, 1.A.3 it is particularly important to accept the former service member’s credible testimony regarding reasons for discharge and to resolve doubt in their favor in cases involving assertions of a discharge for homosexuality, gender identity, or positive human immunodeficiency virus (HIV) status. Service records in such cases might not explicitly state that those factors were a basis for discharge.
- Include a finding on applicability of 38 CFR 3.354.
- If not raised in Step 3, that must be stated.
- If at issue, briefly discuss how, and incorporate the rating determination that the former service member did/did not meet the definition in 38 CFR 3.354 when they committed the act(s) that resulted in the discharge.
- As applicable, the decision must discuss conditional discharges under 38 CFR 3.13 and M21-1, Part X, Subpart iv, 1.B.2. Address any satisfactorily completed service, as well as unsatisfactory service, in the determination. Follow the guidance in M21-1, Part X, Subpart iv, 1.B.2.h.
- When making an unfavorable determination, list favorable findings if applicable as provided in M21-1, Part X, Subpart iv, 1.A.1.l.
- When completing a COD determination refer to the additional considerations in M21-1, Part X, Subpart iv, 1.A.1.m, and (as applicable) the guidance on compelling circumstances in M21-1, Part X, Subpart iv, 1.A.1.t.
- Consider the information in M21-1, Part X, Subpart iv, 1.B.4 and 5 before making a making a COD determination that involves a former service member with a Vietnam-Era, special upgraded discharge.
- When the determination is that there is no statutory or regulatory bar to benefits, and the discharge for the period of service is under conditions other than dishonorable, do not discuss 38 CFR 3.360 or make any determination regarding applicability of the regulation. Basic eligibility to VA benefits based on Veteran status including health care is established.
Reference: For more information on whether to address basic eligibility to health care under 38 CFR 3.360, see M21-1, Part X, Subpart iv, 1.B.1. | | 5 | Refer the determination for approval as specified in M21-1, Part X, Subpart v, 1.C.2.h. | | 6 | Complete award action to create a record-purpose award and use the table below to determine the disposition of the end product (EP).| If ... | Then at authorization ... |
|---|
| only an EP 290 is pending | clear the EP 290 established to control for the COD determination. | | only a rating EP is pending | - clear the rating EP if the decision precludes eligibility to all VA benefits, or
- continue the rating EP at authorization if the decision was favorable.
| | both an EP 290 and a rating EP are pending | - clear the EP 290 established to control for the COD determination, and
- follow the guidance in the preceding row of this table to determine the action needed for the rating EP.
|
| | 7 | Send the correct approved, standard COD decision notice corresponding with the disposition of the COD determination in accordance with M21-1, Part X, Subpart iv, 1.A.1.n. | | 8 | Complete system updates, as discussed in the Entering Character of Discharge (COD) Decisions Job Aid on the Character of Discharge (COD) Information Page. | Important:- The procedure in this table applies for COD determinations when a claim for benefits has been filed, as well as to free-standing requests by former service members for COD determinations without a claim, which are permitted pursuant to 38 U.S.C. 5303B.
- When a claim has been filed and, applying the guidance in this section, a COD determination is necessary, do not send 38 U.S.C. 5103 notice (if applicable) or development letters, or initiate development for an examination or for records (beyond those required relating to facts and circumstances of discharge) unless/until the COD determination concludes that there is basic eligibility to the benefit claimed.
References: For more information on |