Navy College Program (NCP) Tuition Assistance Command Approver Training Congratulations! “As a 'Command Approver' (CO or By Direction Authority), you are an integral partner in the WebTA Application process! You have been entrusted in the WebTA Application endorsement process as a steward of austere TA funding dollars." The responsibility of CA is given by commanding officer direction for the primary purpose of ensuring WebTA applications do not conflict with the needs of the command and are in the best interest of the service member. Our goal for CA training, is to provide consistency, accountability, and ensure more effective management of personnel attending off-duty education. Commands know their service members best, their qualifications, operational commitments, and many times, personal and financial hardships. Therefore it’s essential that Command Approval Authorities (CA) understand their responsibility is primary when endorsing WebTA applications. Updated 8-17-2017

Purpose 1. Ensure understanding of the command’s role in the Navy Tuition Assistance (TA) funding process. 2. Increase Command Approver (CA) accountability. 3. Outline responsibilities of Service Member, Command Approver, and Navy College Program (NCP) Staff (Navy College Office (NCO)/Virtual Education Center (VEC)) in Tuition Assistance Process. 4. Seamless and efficient implementation of the Navy Tuition Assistance Program. 1. Ensure understanding of the command’s role in the Navy Tuition Assistance funding process. 2

Background TA Process Service Member submits electronic WebTA Application Command electronic approval of TA Application TA auto-authorizes or NCP Staff electronically authorizes TA Application Service Member delivers TA Voucher to school Endorsement by the Command Approver (CA) confirms the Service Member has met the command screened requirements related to TA policies and procedures. Endorsement by Command Approver is one TA eligibility requirement and DOES NOT guarantee TA funding! All TA applications must be submitted electronically through MyEducation. This is an overall diagram of the TA process; each of these will be covered later in the brief. The Navy VOLED WebTA Application is the only application process available to access the Navy Tuition Assistance funding program. Navy TA Applications are entered and submitted electronically. Paper TA Applications no longer exist. Internal routing of a “chit” to obtain approval to enroll in courses and utilize TA may be applicable at your command. However, this process is only for your internal command approval and does not constitute the official WEB TA Application. See Sample at end of presentation. 3

Electronic WebTA Application Process Must receive command approval After command approval, TA auto-authorizes or NCP receives WebTA application. Applications are processed by term start date, and in the order of command approval date. Service member monitors e-mail for anything req’d by NCP to complete processing of WebTA application Service member may submit applications up to 120 days prior to the start date. Applications MUST be submitted and command approved NLT 14 days prior to the term start date TERM START DATE 120 90 60 45 30 14 1 Submission and Command Approval Window (in days) Review the flow of TA process; SVM should submit TA to command between 120 and 30 days prior to the term start date to allow the CA time to review and approve/reject. For example, term start date in Oct-Dec, SVM can submit TA’s in July. This makes it easier for the CA who then can check the records/HT/WT once per FY Qtr. for a SVM. Mention Late TA policy: Per NAVADMIN 219/16, All TA requests for courses starting on or after 1 January 2017 must be submitted and command approved between 120 and 14 days preceding the term start date. Additionally, DODINST 1322.25 states: all WebTA applications must be command approved, & authorized prior to term start date. Emails are sent to the CA and the sailor reminding them that the TA still needs to be command approved. Sailors receive emails periodically until 14 day deadline. Command approvers receive emails periodically until 14 day deadline. 1 day after the 14 day deadline, if TA is NOT command approved, the application is cancelled in the system and an email sent to the sailor regarding the status. 4

Service Member Responsibility Am I (Sailor) ready for TA? Course Load Past Grades Repayment for poor performance Out of Pocket Expenses Personal Finances Command Schedule Professional Commitment Method of Course Delivery Family Commitments Academic Skills/Readiness These are considerations the SVM needs to take into account. CAs should coach SVM regarding these considerations. The Navy College Program staff also reviews these topics. Reinforcement from the command is an intricate and key part of the Sailors education planning process. Review these topics with your SVMs: Course Load: Consider number of courses and hours required for studying and completing course work. Typically, every credit hour equates to 3 hours of course work per week. Example: 3 credit course may require 9 hours of course preparation, assignment completion and studying per week. Past Grades: Review past grades to ensure grades are posted to record. Consider any preparations (study skills) necessary to improve failing or below average performance. If SVM has not performed well with multiple classes, you can require them to take only 1 course per term. You don’t have to approve a TA. Repayment for poor performance: Consider the commitment and financial consequences if the course is not completed successfully, min grade for undergrad course is “C” – Graduate course “B”. Remind sailors of their grade responsibility. Out of Pocket Expenses: sailors need to evaluate the return on their personal investment; is the cost of the program’s out of pocket expenses worth it. Books, fees, student share of tuition, etc. Personal Finances: Consider possibility of repayment and how SVM monthly budget can be impacted. This is especially important if the sailor has prior grade performance issues. Command Schedule: Consider availability to meet the course requirements Professional Commitment: Consider how completing course work fits into meeting professional goals. Method of Course Delivery: Consider benefits and challenges of enrolling in face to face, online, or NCPACE courses. Complete DANTES DL Self-Assessment to determine readiness for distance learning which can be found on the DANTES website Family Commitments: Consider meeting course requirements into your family lifestyle and schedule. Academic Skills: Consider academic skill level and readiness to start and succeed in college level course work. Utilize [OASC ] Online Academic Skills Course to self evaluate and build skills if necessary. 5

Service Member Responsibility INITIATING TUITION ASSISTANCE PROCESS New users only: Complete the JKO Higher Education Prep course and submit certificate Complete WebTA policies training via MyEducation Acquire and upload education plan Complete required Navy College Program Counseling Follow the command’s internal TA application process Submit WebTA electronic application Monitor & confirm command approval of TA 14 days prior to term start date If necessary, follow up with NCP staff to ensure authorization Submit TA voucher to school for payment Attend and successfully complete course Ensure grade posted to record 30 days after EVERY completed course Restart Process at least 30 days before Next Term Start Date! NEW USERS: Complete the JKO HEPC Complete TA training : Training available through MyEducation Acquire and submit education plan: From their school or developed by the NCO/VEC staff Complete required counseling with a Navy College Program Counselor: MUST be done through NCO or VEC; should be done every 2 years or when degree program is changed. Follow the command’s internal TA application process: Commands define their internal process to participate in TA Submit WebTA electronic application: using the online MyEducation (aka: WebTA) ; SVM are strongly recommended to submit TA’s 30 days in advance of the term start date; this allows time for any issues regarding TA eligibility to be resolved before the term start date. Monitor & confirm command approval of TA prior to term start date: this can be done by logging into MyEducation and viewing Existing Applications. SVM’s can see the application status: Under Edit, Submitted, Command Approved, Authorized/Cancelled/Denied If necessary, follow up with NCP staff to ensure authorization: The Navy does not process late TA. All TA must be command approved before the term start date. Please make sure your service members know this. NEVER attend class without a TA Voucher!! If the SVM’s does not have a TA voucher 2 days prior to the term start date, they should follow up with NCP Staff. Submit TA voucher to school for payment: SVM should print, sign and submit their TA to the school for payment. There are 3 methods that a voucher can be submitted to the school: 1. via fax, 2. in person or 3. email Attend and successfully complete course: Undergraduate grade must be a C or above; Graduate grade must be a B or above Ensure grade is posted to education record NLT 30 days after every completed course: SVM is responsible to ensure grade posts to education record; if grades are not posted within 30 days: A. Service member is locked out of entering new TA applications; B. NCP Staff is unable to authorize TA’s; C. TA Accounting may start to dock the service member’s pay for the course 6

COMMAND APPROVER Overview Certify the service member meets particular eligibility requirements. Confirm the specific ineligibility circumstances do NOT apply to a service member. Verify reservist meets required active duty service criteria. WebTA applications MUST be command approved NLT 14 days prior to the start date. Command Approver’s (CA) should never approve their own TA applications. This is a conflict of interest. Recommend all Command Approvers complete the WebTA online training. CA is CO or designated by CO. Recommend “By Direction” authority be senior enlisted or above. Commands should have designated Alternate Approvers While there is no instruction specifying that a CA should not approve their own TA applications, it is clearly a conflict of interest and ethically questionable. We do recommend that CA’s do the WebTA training; this training helps refresh your knowledge of TA policy. All command approvers should be familiar with the criteria to determine a service member’s eligibility to receive TA funding prior to granting a command endorsement of the TA application. There is no requirement specifically for CO designated CA’s to be senior enlisted or above. This is just a recommendation. All commands should have multiple CA’s. Personnel should know who the CA’s are. Too often, CA’s are TAD or emergency leave and the SVM is left without their TA being command approved. The Navy does not process late TA. Have multiple approvers to mitigate the risk to your SVM. 7

CERTIFY Eligibility Requirements First Permanent Duty Station (PDS) Member served 1 year aboard if FIRST permanent duty station (PDS). NAVADMIN 190/14 waiver available Separation, End of Active Obligated Service (EAOS) Member will be on active duty on or after the course completion date.   Physical Fitness Assessment Member passed the most recent Physical Fitness Assessment (PFA), or received a waiver. Advancement Eligible Member has passed their most recent advancement exam. Recommended for Advancement Member must be recommended for advancement or promotion on their most recent evaluation/fitness report All command approvers should be familiar with the criteria to determine a service member’s eligibility to receive TA funding prior to granting a command endorsement of the TA application. Eligible Requirements: When a service member’s application for Tuition Assistance is endorsed by the command approver, they are certifying the service member meets the following eligibility requirements.   First Permanent Duty Station (PDS) - OPNAV Instruction 1560.9A, 2008 Member has served 1 year aboard if this is their FIRST permanent duty station (PDS). If not, does the member meet waiver requirements per NAVADMIN 190/14? New accession officers who have completed a prior tour as enlisted service member are exempt from this provision. Separation, End of Active Obligated Service (EAOS) - NAVADMIN 042/08 Member will be on active duty on or after the course completion date. If not, does the member have a command approved extension/reenlistment agreement with new separation date that meets this requirement. Physical Fitness Assessment & Recommended for Advancement - OPNAV Instruction 1560.9A, 2008 Member has passed the most recent Physical Fitness Assessment (PFA), or received a waiver. Advancement Eligible & Recommended for Advancement - OPNAV Instruction 1560.9A, 2008 Member must have taken and passed their most recent advancement exam. Member must be recommended for advancement or promotion on their most recent evaluation/fitness report. 8

CONFIRM Ineligible Circumstances Never approve TA applications for service members who fall into these 2 categories. Non-Judicial or Court Martial, Appellate Leave or Administrative Separation Member received NJP within the last 6 months or is pending administrative action/separation.   Currently Enrolled in Navy Training or Education Programs Member participating in Duty Under Instruction Status (DUINS), Graduate Education Voucher (GEV), Advanced Education Voucher (AEV), and any Navy-sponsored scholarship program or officer ascension program.  When a service member’s application for Tuition Assistance is endorsed by the command approver, they are certifying the following ineligibility circumstances do not apply to this service member: NON-JUDICIAL OR COURT MARTIAL, APPELLATE LEAVE OR ADMINISTRATIVE SEPARATION -OPNAV Instruction 1560.9A, 2008 When convicted at a special or general court-martial and sentenced to a punitive discharge or confinement. When found guilty at a summary court martial or awarded non-judicial punishment in the previous six months service members on appellate leave. service members pending administrative separation. ENROLLED IN NAVY TRAINING OR EDUCATION PROGRAMS - OPNAV Instruction 1560.9A Service members participating in initial skills or duty under instruction status. Service members participating in a Navy education program such as, but not-limited to, Graduate Education Voucher, Advanced Education Voucher, and any Navy-sponsored scholarship program. Service members enrolled in an officer ascension program involving full-time instruction at a civilian institution. Commands should also be cognizant of the financial burden that can be placed on SVMs put on restriction or pulled out of a class during an NJP. 9

VERIFY Reservist Requirements All Reservists Service Member meets all other TA eligibility requirements Service Member completed one year at their Navy Operational Support Center (NOSC) or equivalent to use TA funds. Enlisted Reservists Member must be ordered to active duty for 120 consecutive days or more.   Officer Reservists-most are ineligible Member ordered to active duty for TWO years beyond the completion date of last TA funded course. Course must be started and completed while on active duty. CA is the first line of “defense” to identifying eligible reservists. It is especially important that Reserve Officers have active duty 2 years beyond the course completion date. 10

Command Approver Responsibility Sailor factors to consider: Family financial issues Command schedule conflicts Method of delivery Personal stability Course load On to NCP for processing With several items to consider when approving applications for TA funding, the CA is responsible to ensure the applicant meets the specified criteria before TA funding is issued. Taking the time to ensure each application is valid and reasonable will avoid frustration and build trust in the command’s internal process. Other Considerations or Concerns CA should consider the command schedule, member’s military obligations, any known personal difficulties, and course load—Ask if this is a good time for the sailor to pursue off-duty education. Remember, the CA is by CO’s direction and is expected to determine what is best for their personnel. Navy College does not know the service member as well as their command does. If the service member meets all of the eligibility requirements listed, but the CA determines that it’s not in the command’s best interest to approve the service member’s application, it is the Command Approvers responsibility to disapprove the TA request and counsel the sailor accordingly. 11

Example of TA application EMAIL Message Notice Subject line: Cut and past this link into your browser. Here is an example of the email a command approver will receive when a sailor has submitted a TA application for approval. Notice the subject line lists the sailor’s name. Within the email, you will see a link that will take you to the TA application needing review. Simply copy this link into your internet browser to gain access to the application. New Command Approver Account provides access to all pending command TA requests 12

Example of Command Approver Screens 1. Review Sailor’s application. Approve or Reject the application. Theses are screen shots of what the command approver will see when they have opened the sailor’s TA application. Review Sailor’s application: review the entire application. You’ll see a list of all the command items that you are endorsing if you approve this TA application. Fill in fields: You need to fill out the top of the form with your information. You can enter comments if you desire regarding your decision. Approve or Reject the application: The Approve button will not be available if you do not check the endorsement statement. Once you approve or reject the TA application, an email will be sent to the sailor regarding the status of their application. If approved, it will be in the NCP processing queue. If rejected, the TA application returns to a status for the sailor to modify and resubmit or cancel. We provide this option in case the command wants the sailor to modify the application. Maybe there are too many courses, or the term conflicts with the command schedule. This option reduces the sailor from having to reenter the entire TA application vs modify. 2. Endorsement Statement 13

Example of Command Approver Screens 3. Approval Verification Rejection Verification Theses are screen shots of what the command approver will see when they have opened the sailor’s TA application. Review Sailor’s application: review the entire application. You’ll see a list of all the command items that you are endorsing if you approve this TA application. Fill in fields: You need to fill out the top of the form with your information. You can enter comments if you desire regarding your decision. Approve or Reject the application: The Approve button will not be available if you do not check the endorsement statement. Once you approve or reject the TA application, an email will be sent to the sailor regarding the status of their application. If approved, it will be in the NCP processing queue. If rejected, the TA application returns to a status for the sailor to modify and resubmit or cancel. We provide this option in case the command wants the sailor to modify the application. Maybe there are too many courses, or the term conflicts with the command schedule. This option reduces the sailor from having to reenter the entire TA application vs modify. 4. Comment required for rejection 13

Example of Command Approver Screens 5. NEW Command Module All pending applications Click on Approve TA Requests Theses are screen shots of what the command approver will see when they have opened the sailor’s TA application. Review Sailor’s application: review the entire application. You’ll see a list of all the command items that you are endorsing if you approve this TA application. Fill in fields: You need to fill out the top of the form with your information. You can enter comments if you desire regarding your decision. Approve or Reject the application: The Approve button will not be available if you do not check the endorsement statement. Once you approve or reject the TA application, an email will be sent to the sailor regarding the status of their application. If approved, it will be in the NCP processing queue. If rejected, the TA application returns to a status for the sailor to modify and resubmit or cancel. We provide this option in case the command wants the sailor to modify the application. Maybe there are too many courses, or the term conflicts with the command schedule. This option reduces the sailor from having to reenter the entire TA application vs modify. 6. 13

NCP TA Processing NCP Staff Verify: WebTA application command approved NLT 14 days before term start date Review MyEducation Record for: Grade point average (GPA) for TA funded courses above Check for any TA reimbursable grades present in MyEducation Validate course required for degree completion Correct/Verify information on WebTA application as necessary: Funding availability Academic Counseling Education Plan (EP) or TA Training Completed Evaluated Education Plan (EEP) 2.0 Undergraduate 3.0 Graduate The NCP staff contacts sailors and command approvers based on the email and phone numbers provided when completing a TA application. It is VERY important this information is accurate in the TA application. Valid Course Numbers Credit Type Correct Cost Per credit Hour Term Start Date 14

Tuition Assistance: Continuous Life Cycle Service Member submits TA Application Command Approves TA Application TA Auto – Authorized or NCP Authorizes TA Application Service Member delivers TA Voucher to school This process happens every term a WebTA Application is submitted 15

Questions? Virtual Education Center Director NETPDC (N2) 1-877-838-1659 DSN 492-4684 Commercial 757-492-4684 Fax Number: 757-492-5095 Hours of Operations 0700 - 1900 EST, Monday-Friday Help Request or Live Chat option: http://supportsystem.livehelpnow.net/?cid=30432 Here are your contact resources for NCP. Both are available for your assistance. 16

Important Links Navy College Program (NCP) Website https://www.navycollege.navy.mil/ MyEducation WebTA Application & Online WebTA Training https://myeducation.netc.navy.mil/ Tuition Assistance (TA) Information https://www.navycollege.navy.mil/tuition-assistance/index.htm 17

REFERENCES DOD Instruction 1322.25 of 15 March 2011, Incorporating Change 1 dated 6 December 2012, “Voluntary Education Programs” SECNAV Instruction 1560.4A of 1 Dec 2005, “Department of the Navy Voluntary Education (VOLED) Program” OPNAV Instruction 1560.9A of 4 March 2008, “Voluntary Education (VOLED) for Navy Sailors” NETC Instruction 1560.3 of 20 January 2011, “Navy Voluntary Education Programs” Navy College Program Website: https://www.navycollege.navy.mil NETC Letter dated 15 AUG 07, “Additional Guidance to NAVADMIN 161/07” NAVADMIN 042/08, 120006Z FEB 08, “Changes to Education Priorities and Management of Off-duty Voluntary Education (VOLED for TA and NCPACE Programs)” NAVADMIN 105/10, 231503Z MAR 10, “Changes to Education Priorities and Management of Off-duty Voluntary Education for Tuition Assistance (TA) and Navy College Program for Afloat College Education (NCPACE)” NAVADMIN 245/10, 220052Z JUL 10, “Change to FY11 Tuition Assistance Policy Implementing Quarterly Allocation” NAVADMIN 029/12, 242216Z JAN 12, “Establishment of New Policy for Tuition Assistance (TA)” NAVADMIN 305/12, 021957Z OCT 12, “Tuition Assistance Policy Change” NAVADMIN 190/14, 211658Z AUG 14, “Education Policy Update” NAVADMIN 219/16, 301201Z SEP 16, “Navy College Program Transformation” 18

SAMPLE INTERNAL command REQUEST CHITS (Optional) Command Special TA Application form Command Checklist OR Here are two examples that are available on the NCP website or can be locally developed. 19