Our computer crashed @ 18 months ago, way after DS was in ROTC. Thank G_D we had printed everything, even the emails!
In his 4 yrs in the system, there has not been one yr we have not had to dip into those files.
Understand in our files we have:
1. Scholarship letter
~~~ Including acceptance.
2. College acceptance with student ID number
3. Transcripts at college to prove classes taken.
4. Medical records ---had the doc place it on a CD-Rom for him to take and us to keep at home.
~~~ DoDMERB date, doc, results for scholarship
~~~ DoDMERB date, doc, results for SFT
~~~ Annual vision test --- DS is AFROTC, and wanted UPT as a cadet.
~~~ Dental
5. Original shot records
6. SS card
7. Original Birth Certificate
8. Monthly banking statements for STIPENDS and BOOK ALLOWANCE.
All of that being stated, understand for most colleges, and for ALL ROTC programs, once they turn 18, you can be locked out regarding discussing issues financially or medically.
ROTC will see you, or your child as an adult. ROTC will not allow you into that inner sanctum as a parent of an 18 yo.
The college may allow it if your child informs the school that they allow you to talk with them. Password is usually the key. ROTC will not accept a password. They are 18, they are an adult, you have no voice.
Understand, even if you are a HS candidate parent, as soon as they hit 18, you are locked out. So if they have an issue when the scholarship comes down, you are SOL if they are 18. You can say they are at school and must go to work before that deadline hits, thus the reason why you are calling. They are going to say...SORRY, they are 18, and legally will not discuss this with you.
I hope between USMC and myself you get why it is important to make copies and notes for all correspondence, and not only on the computer. Hard copies too!
P.S. Aglahad stated he as an MSIV had back pay owed to the tune of 2K. Our DS as an AFROTC C400 had 1250.
DS in his 200 yr., selected for SFT, required proof of shot records.
DS as a rising 400 selected for UPT went to WPAFB (500 miles away) for a 3 day DoDMERB physical. He took the CD ROM, and the docs printed it out at that time. Not saying it impacted their decision, saying they had the ability immediately to review his entire history.
I understand you are all "new" to the system. All you care about is the scholarship. I respect that. I was there a few yrs ago. I and USMC, are just trying to get you in front of the 8 ball for the JIC scenario. Hope for the best, expect the worst.
Make a file, or don't make one. It will not impact either of us, because it is not our child or our self.
Do what is best for you and your family. Throw our opinion in the circular filing cabinet.