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. All of our forms are in Adobe Acrobat (pdf) format. If you do not have the Acrobat Reader get it HERE.
- Welcome Aboard Letter (Word Document)
- NAVPGSCOLINST 1520.1H
- Educational Plan (EP) Worksheet
- NAVPGSCOLINST 1521.3D
- Claim for Reimbursement (SF 1164)
- Sample Letter Report to Superintendent
- Educational Skill Requirements (ESR’s)
- EFT Information Sheet
- Class Schedule and Grade Reports
- Transcripts
- Invoices
Welcome Aboard Letter
(Sample Text) 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 1520.1H
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:
- Sample On Board Report (NPS Worksheet)
- Sample Educational Plan (NPS Worksheet)
- Claim for Reimbursement (SF 1164)
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Educational Plan
Open up this file Educational Plan, fill it out and send it to us. You will need to print the filled out form then fax or mail it to CIVINS 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 1520.1H for policy and procedural guidance as applied to CIVINS and LEP Graduate Education.
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NAVPGSCOLINST 1521.3D
NAVPGSCOL Instruction 1521.3D -- This is our governing guideline for the distribution of Textbook Allowances. We only submit the textbook allowance list to PSD three times per year (third week of July, Sept, and January). 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
Please do not send reimbursement claims until after you have started your first semester. Claims are not authorized until you have actually started school.
SF-1164 Claim for Reimbursement -- Use this form to file for reimbursement, see NPGS Inst 1520.1H for specifics about what is reimbursable. Here are some helpful hints on getting your claim processed faster and a sample SF1164 to assist you in filling out the form.
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.
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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Sample Letter Report to Superintendent
An annual and end of tour progress letter is required from each officer to help assess the quality of the education the officer is receiving (for those who's program is one year or less, only the end of tour letter is required). A sample letter can be found here >> Feedback on Quality of Education questionnaire.
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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
At the beginning of each academic session you must send us your schedule of classes that you are actually registered for. This is to verify that courses taken are on your approved educational plan. No payment of invoices will be made for unapproved courses taken. Should you have changes to your program, a revised EP is required for approval of those courses not on your EP. At the end of each academic session you are required to send us your grade reports.
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Transcripts
Upon graduation you must ensure that 2 (two) official transcripts, with degree and date conferred, are forwarded to this office. Your subspecialty code and degree cannot be awarded without these transcripts.
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Invoices
Most schools will send out a courtesy copy of each invoice to the student. The original, official invoice will be sent to us for payment processing. If you do receive an invoice you do not need to pay it.
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