Always get that in an email.....and I have gone through this twice. You gotta ask a lot of pointed pressing questions. Make sure you drill down on the actual financial aid officer...not a student employed there and verify with bursars office and ROO. I just ask the question. "How does this work? My son is a 4 year winner and I was told (insert copy of email) R&B are covered. Will it show up on his account before his bill is due? Will I be expected to pay anything. " In most cases ROTC Tuition does not happen until they contract which is after they get on campus and pass ACFT. This can be weeks after semester starts....then maybe after when Tuition comes from cadet command your ROO will email school a list of contracted cadets and university will start process of holding up there end of the bargain. That entire time your student will be showing a full past due bill. That is why you have to have a adult at Financial AId and Bursars office you are talking to.....usually once that first semester is done then your student/cadet if on the list they are way more accommodating. You mileage will vary by school. Some schools are very ROTC friendly. Some barely know they have ROTC.
Just had this conversation yesterday, asking about what happens when scholarship kicks in. Does school wait for Army to pay, knowing they will drag their feet? Or are you going to be chasing my DS around telling him he has to fork over $30 grand and then get a refund when Uncle Sam sends the check?
Basically, the guy was very knowledgeable but explained it is on DS to make CERTAIN he is ready to contract immediately upon showing up at school for sophomore year (he is 3-year AD scholarship winner). That means being medically qualified, passing ACFT, having security clearance, etc, etc. Basically, if you contract on time, your name goes on the magic "list" ROTC sends over to the business office and the schools covers your tuition for you while they wait for the Army to send the money. But if you AREN'T on the list, then yes, they are going to hold you personally responsible for tuition and fees. Now, that doesn't mean you won't be able to contract later in the semester and get the Army to pay, but it does mean you may have to take a hefty loan to cover the semester and then wait for a refund. Basically, if you can't afford to do that, make sure it doesn't happen. Or, as the financial aid guy told me, "I have seen that happen to some kids, and it's not pretty."
As
@gooseblitz said, be pro-active in communicating with your ROO, the financial aid office, bursar's office, etc. It should not be a secret that you are on an ROTC scholarship, and hopefully they understand that it's a process and work with you.
Same goes for room and board. If something was promised (you better have it in writing/email) and it's not showing up on your account, be prepared to fight. You may need ROTC cadre to back you up/make a phone call/send an email, etc. Again, the odds of getting through the whole college experience without a single snafu in this area seem slim to me, but I think as long as you do your homework you'll be able to work it all out in time.
As I told the financial aid counselor, "I thought when my son got the ROTC scholarship, it was a golden ticket. Well, it kind of is, but it's also not." The scholarship is FANTASTIC, but it's not a free ride, and it's not something that puts you on easy street. Every semester the pressure is on DS to perform academically, physically and militarily to maintain eligibility. As I repeatedly tell him, "The day you show up on campus this fall, YOU are your backup plan. It's all on your shoulders. If at any point you are unable to continue with your ROTC scholarship, there is little chance you will be able to afford to continue at X school."
Now, that's some motivation!
