Provided are notes from the Coast Guard Institute’s Division Chiefs concerning policy points of emphasis as well as additional educational tools for you and your customers. Please read carefully and if you have any questions, feel free to contact the appropriate division for clarification.
Tuition Assistance & Grants (TAG) Division
Please ensure members are aware of how to use Tuition Assistance correctly when receiving loans, scholarships, and grants (other than the Pell Grant). The ESO SOP Volume III – Limitations (page 2-5) states:
TA is not authorized for any course for which the member is receiving assistance under any other federally funded program where that payment would constitute a duplication of benefits from the Federal Treasury. In cases where federal grant monies are credited to the student’s institution account, the credited portion will not be reimbursed by Tuition Assistance. TA may be used when a member is receiving “financial aid” such as student loan, Sallie Mae, Stafford loan, etc. However, per COMDTINST M1500.10C, “TA is to be calculated after grants, scholarships and fellowships have been deducted from the cost of tuition, with the exception of Pell Grants.”
To calculate TA with grants (other than the Pell Grant), scholarships and loans, one must apply the funds awarded to the member’s tuition before calculating how much TA the member may receive. If you have any questions about this policy or calculations, please contact the TAG Division. Unfortunately, several debts for our members have been created recently due to mistakes discovered during TA audits.
Excelsior College Examinations (ECE Exams) are now eligible for reimbursement under the CGI Education Grant programs. Members may claim each exam only once; retakes are not authorized for Grant funding.
When approving Grant applications, please do your best to avoid the following most common pitfalls:
a. Ensure that each block is filled out and contains appropriate and accurate information.
b. Applications for Reservists currently on AD orders for at least one year, must provide a copy of their orders.
c. Each item claimed for reimbursement must be accompanied by a legible, itemized receipt that clearly shows the date of payment. The date that an online receipt was printed cannot be used as proof of payment, nor can the date that a student was invoiced. The date must show when payment was paid in full. If necessary, attach a copy of the applicable bank or credit card statement to show the payment date (all personal information on the statement should be blackened out).
d. When claiming multiple fees and/or tuition payments from a lengthy student account statement; please instruct members to provide clarity. They can make notes on the statement, so that the CGI can tell which items they are claiming and the total amount claimed. ESOs should ensure that they understand the member’s application.
When approving Tuition Assistance applications, it is the ESO’s responsibility to verify that the fees claimed on the application are authorized and correct. Members must provide fee documentation for the ESO’s to review. When fees are large compared to the total cost of the course, or if a particular fee is more than $150.00, documentation of the fee must be attached to the Tuition Assistance application. Please use your best judgment on this, and when in doubt, attach documentation or contact the TAG Division.
Note: Distance Learning and Online Learning fees are NOT authorized for Tuition Assistance. Do not allow members to claim these as “technology” or “internet” fees.
Course Support & Testing (CST) Division
The following rules apply for safeguarding EOCTs:
a. Store classified EOCT material in accordance with existing security regulations, in a GSA approved safe.
b. Unclassified EOCT material should be stored in a safe. Locked filing cabinets/desks are discouraged. However, if it is necessary to store EOCT material in a locked filing cabinet/desk, the ESO must use extreme caution and always be aware of possible tampering. All attempts should be made to store EOCTs in a safe.
c. Do not store an unclassified EOCT in a container to which anyone other than the ESO/Alternate ESO/OIC/Commanding Officer may have access.
d. Restrict all personnel (not specifically authorized) from accessing safes, locked cabinets or locked desks containing EOCTs.
e. Unauthorized possession of any EOCT is punishable under articles 92 and 134, Uniform Code of Military Justice. Letters of warning will be issued for civilian personnel.
f. No examinee may have access to any EOCT, unless they are being administered the EOCT.
Non-Library Unit ESOs
EOCT Packaging from the CGI:
a. The inner envelope marked “For ESO Only”, contains an individual test booklet and CGI-2800 answer sheet and is fully sealed in clear plastic. The label contains the member’s name and important information about the test. ESOs are required to check the EOCT address label and enclosed test booklet for accuracy. If the information does not match, immediately contact the CG Institute’s CST Division. The outer envelope is the FedEx envelope addressed to the ESO.
Packaging EOCT for Return to the CGI:
a. All EOCTs and CGI-2800 answer sheets mailed to the CGI must be double enveloped. The inner envelope must be annotated "TO BE OPENED BY PERSONEL AUTHORIZED TO HANDLE TESTING MATERIAL". Follow the mailing requirements below when returning test/course materials.
b. All administered exams are returned to the CGI with answer sheet and plastic packaging w/label in-tack.
c. Note: Routing symbols or an attention line may not be used on the outer envelope if it contains classified material.
a. All EOCTs should be mailed to the CGI by some traceable means (i.e. FedEx).
b. All EOCTs returned to the CGI should be sent to:
Commanding Officer (CST)
5900 SW 64th St., Room 232,
Oklahoma City, OK. 73169-6999
Registrar's Office (RO) Division
DANTES has given the Coast Guard Institute a site license for the DISCOVER Program. The CGI will provide tokens as requested. For additional information and/or tokens, ESOs at Coast Guard installations without a site license may contact Steve Jerrim in the Registrar’s Office at Steve.E.Jerrim@uscg.mil
DISCOVER offers three career assessments, suggests occupations based on the client's answers, and provides occupational data, school facts, and job seeking skills. The program helps an individual develop educational goals and explore career paths. It measures interests (what you LIKE to do), abilities (what you CAN do), and values (what you PREFER to do). Each inventory is scored and interpreted immediately which allows easy access to the next logical step in the planning process.