1500
Ser 031A\
From: Director, Civilian Institutions Programs
To:
Student Officer
Subj: GRADUATE EDUCATION PROGRAM
Ref:
(a) OPNAVNOTE 1520
Encl: (1) NAVPGSCOLINST 1520.1H
(2) Educational Plan (EP) NPS Worksheet
(3) NAVPGSCOLINST 1521.3G
(4) Claim for Reimbursement (SF 1164)
(5) Sample Letter Report to Superintendent
(6) Educational Skill Requirements (ESR’s)
(7) EFT Information Sheet
1. 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. Follow the link to Traditional Civilian Institutions
(CIVINS).
2. As Director of Civilian Institutions Programs (CIVINS), I administer the graduate education
programs at civilian universities and other service graduate schools as specified in reference (a).
This letter and enclosure (1) describe necessary actions and procedures to administer your school
assignment. Carefully review this letter and all enclosures.
3. Enclosure (2) is an Educational Plan (EP) that must be completed and returned to the Civilian
Institutions Office (Code 031A) NLT 30 days after commencing instruction. Please provide the
best and most detailed information possible when completing the form - exact course titles,
number of credit hours per course, term convening dates (day, month, year), thesis title and
explanations. Please ensure that all educational skill requirements, enclosure (6), are met by your
proposed course of study. Your advisor's signature is required on the initial and any subsequent
revised EP. Changes in courses, thesis topic or program length requires submission of a revised
EP. Course revisions must be approved by the subspecialty sponsor prior to enrollment. Nonapproved courses taken will be the responsibility of the student and not paid by CIVINS. Send
PRD change requests to BUPERS-440B VIA: (1) your chain of command/NROTC UNIT, (2)
NPS (Code 031A), (3) the appropriate detailing office. ALL PRD EXTENSIONS MUST BE
APPROVED IN WRITING.
4. Enclosure (3) is the textbook instruction. You will be given a textbook allowance of a
maximum of $500.00 per fiscal year. This allowance will be prorated for students not enrolled
for a complete fiscal year. It is your responsibility to ensure CIVINS has an up-to-date EFT
Subj: GRADUATE EDUCATION PROGRAM
on file for you at the time of disbursement of the textbook allowance. The textbook
allowance is processed three times per year at the end of February, July, and September. If
no EFT is on file you will not receive your allowance for the term.
5. To submit allowable reimbursement claims, send enclosure (4) and receipts to NPS (Code
031A) no later than two months after the end of the fiscal year in which expenses are incurred.
6. In most states, active duty Armed Forces members enrolled as full-time students qualifies for
a waiver of out-of-state nonresident fees. Many universities also waive health fees. You must
apply for these waivers so the Navy will not be billed unnecessarily. Failure to request these
waivers may result in your being billed for the difference in these charges.
7. A listing of all courses for which you are registered must be provided to NPS (Code 031A)
within 10 days of registration for each term. Tuition payment cannot be processed without
registration information. Additionally, at the end of each term, you must provide NPS (Code
031A) with a copy of your grade report.
8. Electronic Funds Transfer (EFT) is now the prescribed method of payment for
reimbursements. If you have not already done so, it is mandatory that enclosure (7) be completed
and returned immediately upon receipt of this letter. In filling out this form, students should fill
in the account number and routing number of their financial institution and attach either a blank
deposit slip or voided personal check. This will enable Defense Finance and Accounting Service
Center (DFAS) to deposit reimbursements directly to a student’s bank account. Failure to
provide all necessary information will result in delay of reimbursement.
9. Following program completion, you must ensure that two official transcripts (showing degree
and date awarded) are forwarded to NPS (Code 031A) so that the degree may be entered into
your officer record, and/or the appropriate subspecialty code may be assigned. Your officer
record will not be updated until transcripts are received by NPS.
10. A letter report to the Director, Civilian Institutions Program Office must be submitted
annually and upon completion of your program. For officer students in a program of one year or
less, only one report is required. Please include a summary of your accomplishments, your goals
for the next term (if applicable), a forwarding address, and indicate the strengths and weaknesses
of your academic program. Enclosure (5) is a sample report.
11. If you have any questions, please refer to our website for the appropriate staff member to
contact.
//s//
LITA O. MOSQUEDA
Program Manager
Copy to:
Sponsor