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New Student Information

Now that you have read the Welcome Aboard letter, here are the enclosures. Before we can begin paying your tuition you will need to read these and fill out the EFT information sheet and the Educational Plan (EP) Worksheet.

  1. Welcome Aboard Letter (Word Document)
  2. NAVPGSCOLINST 1520.1J
  3. Educational Plan (EP) Worksheet
  4. NAVPGSCOLINST 1521.3D
  5. Claim for Reimbursement (SF 1164)
  6. Feedback on Quality of Education
  7. Educational Skill Requirements (ESR’s)
  8. EFT Information Sheet
  9. Class Schedule and Grade Reports
  10. Transcripts
  11. Invoices

Welcome Aboard Letter
The Naval Postgraduate School (NPS) has been notified of your orders to pursue a Navy funded graduate education program. Congratulations on your assignment to this challenging and important tour! All of the enclosures listed above are now online at http://www.nps.edu/Academics/CIVINS.

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NAVPGSCOLINST 1520.1J
Please read the instruction linked above. This instruction provides the policy and procedural guidance as applied to CIVINS and LEP Graduate Education and would be beneficial to you to become familiar with it.

Enclosures:

  1. Sample Educational Plan (NPS Worksheet)
  2. Claim for Reimbursement (SF 1164)


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Educational Plan

The Educational Plan (EP) will be the document by which we verify your course enrollments against our university invoices. You will need to print the filled out form and send to your CIVINS Ed Tech along with the corresponding course descriptions for all classes in your program. The fax number and mailing address can be found on our main page. Until we receive your completed and approved EP we cannot pay for your tuition. You may be liable for the payment, and any claims for reimbursement may be deferred. Refer to the NAVPGSCOLINST 1520.1J for policy and procedural guidance as applied to CIVINS and LEP Graduate Education. Fillable EP Plan.

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NAVPGSCOLINST 1521.3D
NAVPGSCOL Instruction 1521.3D -- This is our governing guideline for the distribution of Textbook Allowances. In order to receive your textbook allowance, and any reimbursements, you must first submit an Electronic Fund Transfer (EFT) form to us. If we do not have your EFT on-file, your name will not be submitted and you will not receive a textbook allowance that term.

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Reimbursements
You may submit your Claims for Reimbursement once you make contact and begin working with your respective CIVINS Ed Tech. However, please note that claims will not be processed until after you begin instruction.

SF-1164 Claim for Reimbursement -- Use this form to file for reimbursement, see NPGS Inst 1520.1J for specifics about what is reimbursable.

NOTE: We do not reimburse for GRE or GMAT. The procedure to get these exams paid for can be found through your Navy College Office (DANTES Voucher) or on the DANTES website: www.dantes.doded.mil/

Note from PSD Monterey: Keep ALL ORIGINAL receipts for which you expect to submit a claim as you will be required to submit these same originals for reimbursement. If you have lost your original receipt, contact the Civilian Institutions Program Office as soon as possible.

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Feedback on Quality of Education
An end of tour feedback letter is required from each officer to help assess the quality of the education the officer is receiving. A sample letter can be found here >> Feedback on Quality of Education questionnaire. This feedback letter should be submitted to your respective Ed Tech.

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Educational Skill Requirements (ESR's)
Your curriculum will be evaluated against a set of Educational Skill Requirements (ESR) for the subspecialty you hope to attain. If the two are comparable, you may have already earned a P-Code, meaning you have a Master's Degree meeting all the Navy's requirements for a "Proven" subspecialty. If your courses do not match you will receive information as to what additional course work is needed for you to earn a P-Code.

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EFT Form
Before we will process ANY paperwork we need you to provide us with your EFT information. Simply fill out the form found HERE and send it to us. A faxed or emailed copy will suffice. Our mailing address, phone number and email address are at the bottom of the main page.

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Class Schedule and Grade Reports
You will need to provide your course schedule and grade reports. You can do this in a couple of ways. At the end of each term you can update your EP with your grades and next term courses. Otherwise, please submit a grade report and class registration from the university. Should you have changes to your program, a revised and approved EP is required from the Program Officer regarding those courses not on the initial EP.

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Transcripts (and course descriptions)
Upon graduation you must ensure that an official transcript, with degree and date conferred, and course descriptions are forwarded to this office. Your subspecialty code and degree cannot be awarded without these transcripts and course descriptions.

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Invoices
Most schools will send out a courtesy copy of invoices to the student. These are courtesy emails and our office will receive the official invoice in the Navy’s Wide Area Workflow (WAWF) system. If, however, you do find yourself receiving emails threatening registration or diploma holds please contact your Ed Tech immediately so that they may reach out to the university.

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