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Home >>  FAQs


Civilian Institutions Programs
Frequently Asked Questions

The following are answers to some of the most common questions asked of the CIVINS staff. Please read through this FAQ list along with the Navy instruction guiding our operation.

Q1: Who is my correct point of contact in the Civilian Institutions Program (CIVINS) office?
Q2: What is my first step after being accepted to my university and assigned to CIVINS?
Q3: What do I need to do before beginning instruction?

Q4: How does my tuition get paid?
Q5: What should I do if the university is saying that my bills haven’t been paid?
Q6: How do I know that my EP has been approved?
Q7: What do I do if I have to change a class on my EP?
Q8: What if I dropped a class after the drop date?
Q9: Where do I find the Educational Skill Requirements (ESRs)?
Q10: How can I get my required travel funded and who can process travel orders?
Q11: How does my degree and subspecialty code get entered in my record?
Q12: What expenses am I eligible to be reimbursed for?

Q13: When should I submit my claim for reimbursement?
Q14: How will I be reimbursed?

Q1 Who is my correct point of contact in the Civilian Institutions Program (CIVINS) office?

Answer:

Mr. Mike Ruff, Educational Technician
mdruff@nps.edu; (831) 656-2319

If unavailable, please contact:
CIVINS Office, CIVINS@nps.edu ; 831-656-2417 or 831-656-3345

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Q2 What is my first step after being accepted to my university and assigned to CIVINS?

Answer: Your first step after receiving orders to the CIVINS program is to make contact with your appropriate Educational Technician, who will send you a personalized Welcome Aboard Letter.

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Q3 What do I need to do before beginning instruction?

Answer:

  • You need to submit your EFT Information Sheet to the office immediately. Do not wait until beginning instruction.
  • Your Educational Plan (EP) must be completed and submitted to the office NLT 30 days after commencing instruction. Tuition invoices cannot be paid without a current approved EP on file.
  • You must apply for all in-state tuition and medical insurance waivers at your university.

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Q4 How does my tuition get paid?

Answer: The CIVINS office pays your tuition and fees to your school after NPS has been invoiced.

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Q5 What should I do if the university is saying that my bills haven’t been paid?

Answer: You should forward all pertinent documents to your CIVINS Ed Tech. Generally Naval students are exempt from deadlines due to the third party billing. Your Ed Tech can contact the University and ensure you remain in good standing.

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Q6 How do I know that my EP has been approved?

Answer: After you submit your EP it will be forwarded to your sponsor for approval. You should be copied by your sponsor on the reply back to the Ed Tech. If you are not notified of an approval, please contact your Ed Tech to verify.

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Q7 What do I do if I have to change a class on my EP?

Answer: If you need to make adjustments to your EP please send the revised copy to your Ed Tech.

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Q8 What if I dropped a class after the drop date?

Answer: You will be responsible for charges incurred after the drop date.

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Q9 Where do I find the Educational Skill Requirements (ESRs)?

Answer: The ESRs are listed in the CIVINS website or go to http://navprodev.bupers.navy.mil.

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Q10 How can I get my required travel funded and who can process travel orders?

Answer: The CIVINS office does not have travel funding. You will have to travel at a no-cost-travel orders processed through the NROTC Unit or where you are administratively assigned.

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Q11 How does my degree and subspecialty code get entered in my record?

Answer: You will need to provide CIVINS office with your official transcript with degree awarded. A graduation report will be forwarded to PERS 45 along with your transcript. Your subspecialty code and degree will be entered. It is your responsibility to make sure that the university receives authorization to forward the transcript to this office.

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Q12 What expenses am I eligible to be reimbursed for?

Answer: CIVINS and LEP students are eligible to recoup the following fees:

  • Up to (3) application fees to universities
  • 3 official transcript request fees ISO of applications to universities
  • GRE, GMAT, or LSAT score reports (not the test fee)
  • Graduation and thesis fees charged by the university (if not included on the tuition invoice)
  • The cost of a final official transcript to the CIVINS Office at NPS.
  • If your university requires a tuition seat deposit you may be reimbursed only if the university applied the deposit towards your tuition charges.
  • Law Education Program Students (LEP) are authorized reimbursement for the BarBri Review course.
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Q13 When should I submit my claim for reimbursement?

Answer: Wait until your classes have begun to submit your claim form and receipts.

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Q14 How will I be reimbursed?

Answer: By EFT; please ensure our office has a current EFT on file with your correct banking information.

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