Student Information

Student Information

NPS CIVINS
- CURRICULA & APPROVED SCHOOLS
- FLEET SCHOLARS EDUCATION PROGRAM
- STUDENT INFORMATION **
- SUBSPECIALTY CODE INFORMATION

New Student Information

The Welcome Aboard Letter will guide you through the expectations and procedures of your graduate education tour.
NPSINST 1520.1K (pdf) is the governing instruction for administration and management of both the CIVINS and LEP fully-funded graduate education programs. Tuition payments are made to the school after they have invoiced our office which is usually after the ADD/DROP date each semester. Prior to your first term, we send the school a sponsor letter informing them we are responsible for your tuition during your academic tour and to invoice us directly each term. Unfortunately, it is not uncommon for students to receive either past due or account hold notices from the school due to owed tuition. Please forward all such notices to our office so that we can ensure you can continue register for classes as we will remind the school you are our sponsored student.
Please familiarize yourself with the Welcome Aboard Letter, the instruction, as well as the following forms and requirements:

Educational Skill Requirements (ESR's):
Your curriculum will be evaluated against a set of Education Skill Requirements (ESR's) for the subspecialty you hope to attain. Subspecialty information and ESR's are found at myNavyHR s: link to Subspec info and ESR's .

After Graduation - Student Check-out

After you have completed your program there are just a couple final things needed from you:

Final Official Transcript
Final SME approved Educational Plan

Education Plans

The Education Plan (EP) will be the document by which we verify your course enrollments against the university invoices and graduate education program requirements. The CIVINS Program Office is not authorized to release funds unless you have an approved EP on file. Courses not on your approved EP will not be funded.
After completion by the student and signature of the academic advisor, this form should be routed to the Subject Matter Expert (SME) for your community. If you are unsure of your SME please contact our office.
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. EPs must cover your entire degree program.

If your reimbursement claim is approved we also need your EFT form so CSD can process a direct deposit payment to your account. Only a completely filled out and signed will be accepted. It is highly recommended you send by a secure method and only as a PDF file. Our mailing address, phone number and email address are at the bottom of the main page.

Transcripts

Upon graduation you must ensure that an official transcript, with degree and date conferred, and course descriptions are forwarded to this office sent directly from your school. Your subspecialty code and degree cannot be awarded without these transcripts and course descriptions. Electronically certified official transcripts are acceptable and should be submitted c/o our Director at: CIVINS@NPS.EDU

Mailing Address
Director, Civilian Institutions Office (Code 522)
Naval Postgraduate School
1 University Circle, Herrmann Hall Rm HE046
Monterey, CA 93943-5033

Claims for Reimbursement SOP

Please review page 15 of NPSINST 1520.1K (pdf) on eligible and non-eligible expense items. You may submit your reimbursement claim via our SF-1164 form and CEFT form with your receipts to CIVINS@NPS.EDU after you have executed orders. As the forms require you to include PII information, we strongly encourage you to send us the forms via secure means (encrypted email, PW protected PDF file, via DoD SAFE, etc.). Please note that claims can not be processed before you officially begin classroom instruction.
Reimbursable Expenses:

Up to three (3) university application fees
Up to three (3) transcript fees
Graduation fee charged by the university if not included in the school's final tuition invoice to CIVINS.
LEP and IPP Students are authorized reimbursement for one (1) review course ISO of preparing to take the BAR exam and any costs associated with the BAR exam itself.
If your school charges a Thesis fee for processing/filing by their library, you may be reimbursed.
If your university requires a tuition seat deposit that is credited towards your tuition costs, the university will refund you directly once your first semester’s account balance has been paid.

Not reimbursed:

Admissions testing including but not limited to the LSAT, GRE and GMAT tests. GRE and GMAT exam fees can be reimbursed if a request is made within 90 days of the test date through DANTES Program Office in Pensacola by filling out the GRE / GMAT Exam Reimbursement Form: Dantes Exam Reimbursement Center.
The Principles and Practice of Engineering (PE) exam and review course expenses. CEC students are authorized reimbursement for the PE Review Course through Naval Facilities Headquarters.
Professional association, licensing, and testing fees such as the BAR exam for law students.
Parking, books, course materials, athletic tickets, travel, room and board.

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