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Home >>  FAQs


Civilian Institutions Programs
Frequently Asked Questions

The following are answers to some of the most common questions asked of the CIVINS staff. Please read through this FAQ list along with the Navy instruction guiding our operation.

Q1: Who is my correct point of contact in the Civilian Institutions Program (CIVINS) office?
Q2: What is my first step after being accepted to my university and assigned to CIVINS?
Q3: What do I need to do before beginning instruction?

Q4: How does my tuition get paid?
Q5: What should I do if the university is saying that my bills haven’t been paid?
Q6: How do I know that my EP has been approved?
Q7: What do I do if I have to change a class on my EP?
Q8: What if I dropped a class after the drop date?
Q9: Where do I find the Educational Skill Requirements (ESRs)?
Q10: How can I get my required travel funded and who can process travel orders?
Q11: How does my degree and subspecialty code get entered in my record?
Q12: What expenses am I eligible to be reimbursed for?

Q1 Who is my correct point of contact in the Civilian Institutions Program (CIVINS) office?

Answer:

University of _________ and Law Education Program Students (LEP) are assigned to:
Ms. Gloria Norton-White, Educational Technician
gwhite@nps.edu; (831) 656-2915

All other universities beginning with A-Z (except Univ of ___) are assigned to:
Mrs. Marie Newman, Educational Technician
mdnewman@nps.edu; (831) 656-2319

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Q2 What is my first step after being accepted to my university and assigned to CIVINS?

Answer: Your first step after receiving orders to the CIVINS program is to make contact with your appropriate Educational Technician, who will send you a personalized Welcome Aboard Letter.

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Q3 What do I need to do before beginning instruction?

Answer:

  • You need to submit your EFT Information Sheet to the office immediately. Do not wait until beginning instruction.
  • Your Educational Plan (EP) must be completed and submitted to the office NLT 30 days after commencing instruction. Tuition invoices cannot be paid without a current approved EP on file.
  • You must apply for all in-state tuition and medical insurance waivers at your university.

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Q4 How does my tuition get paid?

Answer: Unlike many of your previous experiences your tuition is not paid up front. You tuition is paid through the Wide Area Workflow (WAWF) system. Invoices are typically sent by the university after the add/drop deadline, approximately 3 weeks into the term. After receiving the invoice Ed Techs verify for accuracy and approve. Payment takes about 3 weeks to post to the university after being approved by our office.

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Q5 What should I do if the university is saying that my bills haven’t been paid?

Answer: You should forward all pertinent documents to your CIVINS Ed Tech. Generally Naval students are exempt from deadlines due to the third party billing. Your Ed Tech can contact the University and ensure you remain in good standing.

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Q6 How do I know that my EP has been approved?

Answer: After you submit your EP it will be forwarded to your sponsor for approval. You should be copied by your sponsor on the reply back to the Ed Tech. If you are not notified of an approval, please contact your Ed Tech to verify.

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Q7 What do I do if I have to change a class on my EP?

Answer: If you need to make adjustments to your EP please send the revised copy to your Ed Tech. Q: What if I dropped a class after the drop date?

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Q8 What if I dropped a class after the drop date?

Answer: You will be responsible for charges incurred after the drop date.

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Q9 Where do I find the Educational Skill Requirements (ESRs)?

Answer: The ESRs are listed in the CIVINS website or go to http://navprodev.bupers.navy.mil.

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Q10 How can I get my required travel funded and who can process travel orders?

Answer: The CIVINS office does not have travel funding. You will have to travel at a no-cost-travel orders processed through the NROTC Unit or where you are administratively assigned.

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Q11 How does my degree and subspecialty code get entered in my record?

Answer: You will need to provide CIVINS office with your official transcript with degree awarded. A graduation report will be forwarded to PERS 45 along with your transcript. Your subspecialty code and degree will be entered. It is your responsibility to make sure that the university receives authorization to forward the transcript to this office.

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Q12 What expenses am I eligible to be reimbursed for?

Answer: CIVINS and LEP students are eligible to recoup the following fees:

  • Up to (3) application fees
  • Transcript requests for application to universities
  • GRE/GMAT score report
  • Thesis/graduation fees charged by the university (if unable to be included in tuition invoice)
  • The cost of sending your final transcript to NPS.
  • If your university requires a tuition seat deposit you may be reimbursed if the university applies the funds to your tuition.
  • Law Education Program Students (LEP) are authorized reimbursement for the BarBri Review course, not to exceed $1,500.00 reimbursement.
  • CEC students are authorized reimbursement for the PE Review Course

NAVPGSCOLINST 1520.1J 6.b
Thesis Costs. Naval Postgraduate School, (Code 522), requires that officer students submit one electronic copy of final thesis to the Civilian Institutions Programs Office, either by electronic email or by sending a Compact Disc to the office. Formerly reimbursements were limited to the cost of final thesis preparation and reproduction; however, because an electronic copy is required no thesis preparation fees are reimbursable.

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