Student 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:

1. Educational Plan (EP) (Opens in a new window)
2. Reimbursements

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 the Navy Personnel Command's site: link to Subspec info and ESR's .  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.

After Graduation - Student Check-out

Educational Plans

The Educational Plan (EP) will be the document by which we verify your course enrollments against our university invoices. After the completion of each term you have two options by which to submit your grades. You can (a) populate your EP with the grades and resubmit to the office, or (b) you can submit an official grade report from the university.

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. If your EP is unable to be completely forecasted out, you will need to submit a revised EP once courses have been identified.

Educational Plan and Subject Matter Expert (SME) (pdf)

Electronic Funds Transfer (EFT)

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.

Fillable EFT (pdf)

Transcripts and Thesis

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

Where applicable, students must submit one electronic copy of their final thesis as a PDF to:  CIVINS@NPS.EDU .

CIVINS Program Feedback Survey

At the end of tour, each student is asked to complete the short CIVINS Program Feedback Survey to help assess the overall quality, strengths and weaknesses of the program. Please complete the Feedback Survey at the link below.

CIVINS Program Feedback Survey

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 EFT 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 AMRDEC, 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.
• If your university requires a tuition seat deposit you may be reimbursed if the university applies the funds to your tuition.  However, our office will first try to have the university refund any student paid deposit refunded directly to the student. 
• Law Education Program Students (LEP) are authorized reimbursement for one (1) review course ISO of preparing to take the BAR exam.
• If your school charges a Thesis fee for processing/filing by their library, you may be reimbursed.

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.
• Thesis production costs. The Civilian Institutions Office, requires that officer students submit an electronic copy of their final thesis by electronic email as a PDF to CIVINS. Because only an electronic copy is required no expenses associated with the production of a physical thesis are reimbursable.
• 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.

Note from PSD Lemoore: Keep original receipts for which you expect to submit a claim as you will be required to submit these same originals for reimbursement. A Memorandum of Lost Receipt will not be accepted for expenses exceeding $75.

Fillable and sample reimbursement forms can be found on the Forms Library page.