What this means
m21-5:6.A.1 explains definition of VACOLS. In plain terms, the official guidance says veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board). It also addresses every step of the appeals process requires accurate and timely VACOLS updates so that the appeal is moved though the appellate process expeditiously.
How this may help with a claim
Use m21-5:6.A.1 to audit how VA handled definition of VACOLS. Start with the decision date, the issue being reviewed, and the evidence VA was allowed to consider, then compare the record with this rule: Veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board). Every step of the appeals process requires accurate and timely VACOLS updates so that the appeal is moved though the appellate process expeditiously. Cite the exact document and page when raising a factual or procedural error, and use the review rights in the actual notice for any deadline.
What to review in your file
- Check the file against this official condition: Veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board).
- Confirm that the record or notice addresses this source point: When... — Then VACOLS shows...; an appeal is at the RO — advance status (ADV).; the Board accepts jurisdiction of an appeal — active status (ACT).; the Board has completed action on an appeal — history status (HIS).
- Document how this stated step or exception applies: Every step of the appeals process requires accurate and timely VACOLS updates so that the appeal is moved though the appellate process expeditiously.
Important limits
m21-5:6.A.1 explains VA guidance for definition of VACOLS; it does not guarantee an award or replace the statutes, regulations, binding decisions, and review instructions that control an individual claim. Conditions and exceptions still matter, including this source point: Veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board). Delete an incorrectly established VACOLS record by using the DELETE APPEAL option under the UTILITIES menu.
Search terms when useful
Phrases that may help when searching your claim file or this library.
- Definition of VACOLS
- m21-5:6.A.1
- Definition VACOLS
- VACOLS
- VACOLS access
- VACOLS case status
- VACOLS review update
- VACOLS inquiries
Original VA guidance
The official VA text of this section
1. General Information on VACOLS
Introduction
This topic contains general information on VACOLS, including
- definition of VACOLS
- VACOLS access
- VACOLS case status
- VACOLS review and update
- VACOLS inquiries, and
- deleting incorrectly established VACOLS records.
Change Date
May 9, 2024
6.A.1.a. Definition of VACOLS
Veterans Appeals Control and Locator System (VACOLS) is an automated database for tracking appeals and monitoring pending workloads maintained by the Board of Veterans’ Appeals (Board). Regional offices (ROs) use VACOLS to track legacy appeals, i.e., disagreements to RO decisions made before February 19, 2019.
Important: Effective tracking of appeals requires accurate and timely updates of VACOLS each time the end user takes acts on a pending appeal case.
References: For more information on
- the updates users are expected to make to VACOLS, see M21-5, Chapter 6, Section A.1.d
- legacy appeals, see M21-5, Chapter 7.
6.A.1.b. VACOLS Access
The end user may access VACOLS through the regional office (RO) VBAPPS folder, which is found on Veterans Benefits Administration (VBA) workstations and laptops.
ROs may view pending legacy appeals or those transferred to the Board by
- generating a report from the QUERIES or SUSPENSE REPORTS MENU, or
- entering the specific claim number in the APPELLANT ID field.
References: For more information on
- VACOLS reports, see M21-5, Chapter 6, Section A.2.b, and
- VACOLS, see the VACOLS User’s Guide.
6.A.1.c. VACOLS Case Status
The table below describes common status codes displayed in VACOLS.
Scroll sideways to see the full table.
| When... | Then VACOLS shows... |
|---|---|
| an appeal is at the RO | advance status (ADV). |
| the Board accepts jurisdiction of an appeal | active status (ACT). |
| the Board has completed action on an appeal | history status (HIS). |
Reference: For more information on VACOLS status codes, see the VACOLS User’s Guide.
6.A.1.d. VACOLS Review and Update
Every step of the appeals process requires accurate and timely VACOLS updates so that the appeal is moved though the appellate process expeditiously.
RO employees are required to update all applicable VACOLS fields when action is taken on an appeal. This includes, but is not limited to:
- populating applicable dates
- ensuring the appropriate Board hearing option is noted
- establishing and maintaining diaries for pending actions
- ensuring VBMS APPEAL is selected, when applicable, and
- updating applicable fields on the DISPATCH tab when certifying the appeal to the Board.
Important: In addition to updating VACOLS for appeals, RO employees are required, at a minimum, to update Veterans Benefits Management System (VBMS) by
- entering all appealed issues as contentions
- entering unsolicited evidence received with the appeal
- uploading all development letters, and
- entering notes.
References: For more information on
- appeal actions for which ROs are responsible, see the appeals checklists and worksheet in M21-5 Chapter 7, Section F
- VACOLS diaries, see M21-5, Chapter 6, Section A.2.a
- updating contentions, see M21-1, Part III, Subpart i, Chapter 2.F.2.
- handling unsolicited evidence, see M21-1, Part II, Subpart i, Chapter 2.C.2.h, and
- adding notes to an electronic claims folder (eFolder), see VBMS User Guide.
6.A.1.e. VACOLS Inquiries
The Office of Administrative Review (OAR) Operations Staff acts as a liaison between the Board and VBA regarding VACOLS issues. All inquiries related to issues in VACOLS that cannot be addressed at the local RO level should be sent to the OAR Operations Staff at OAROPS.VBAWAS@va.gov.
6.A.1.f. Deleting Incorrectly Established VACOLS Records
Delete an incorrectly established VACOLS record by using the DELETE APPEAL option under the UTILITIES menu. This option can only be used to delete appeals that are in the notice of disagreement (NOD) stage of processing.
For appeals beyond the NOD stage, contact a Board Point of Contact (POC) shown in M21-5, Chapter 7, Section F.7 to request deletion of the erroneous legacy appeal.
Annotate a permanent document in the claims folder to show that the NOD was canceled.
Important: If there is a pending appeal EP (070 or 170) associated with an incorrectly established VACOLS record, add a VBMS claim note indicating the reason for cancellation, and then cancel the appeal EP.
Exception: The Decision Review Operations Center in Washington, DC (DROC DC) uses EP 170 as a measure for their completed legacy appeals work.
References: For more information on
- annotating documents in an eFolder, see the VBMS Job Aid, Working with Annnotations, and
- proper use of EPs, see M21-4, Appendix B.