The following are the procedures for Coast Guard Tuition Assistance as described on the USCG.mil website::

Adding courses on a coast Guard Tuition Assistance Form after already applying for tuition Assistance for another course:

1. Complete CG-4147 with information of "additional courses."
   http://www.uscg.mil/hq/cgi/downloads/forms/CG_Form_4147.pdf
2. Submit copy of the TA Authorization Form: CG-4147 to the unit ESO. All applications, corrections, cancellations must go through the unit ESO.
3. ESO should FAX TA Authorization Form: CG-4147 to CG Institute (405-954-7247). ESO name is required on all forms faxed to CGI.
4. Receives CG-1560 and proceeds with registration.

Canceling Coast Guard Tuition Assistance approved courses:

1. Line out the course that was cancelled and annotate the word "CANCEL" on the TA Authorization Form: CG-1560.
2. Submit copy of the TA Authorization Form: CG-1560 to the unit ESO. All applications, corrections, cancellations must go through the unit ESO.
3. ESO should FAX TA Authorization Form: CG-1560 to CG Institute (405-954-7247). ESO name is required on all forms faxed to CGI.
4. CG Institute will cancel course in system.

Official Withdrawal: There is a time frame established by the Institution (generally within the first through the third week of the course) when students can officially withdraw from the class and receive a refund of the monies paid for the class. The USCG will not be billed for the class.

Note: Members who do not take the responsibility of officially withdrawing and earn an "F" or an "Incomplete" will be required payback the TA received for the course.

Change course information on an approved Tuition Assistance form such as when the class is full, canceled or otherwise not available at the time of registration:

If the Tuition is same or less than the originally approved course:

1. Member annotates the new course information on the TA Authorization form (CG-1560): Department Code, Course Number, Course Title and Cost
2. Proceed with registration
3. Submit copy of the TA Authorization Form: CG-1560 to the unit ESO. All applications, corrections, cancellations must go through the unit ESO.
4. ESO should FAX TA Authorization Form: CG-1560 to CG Institute (405-954-7247). ESO name is required on all forms faxed to CGI.

If the Tuition is more than the originally approved course:

• Member annotates the new course information on the CG-1560: Department Code, Course Number, Course Title and Cost
• Submit copy of the TA Authorization Form: CG-1560 to the unit ESO. All applications, corrections, cancellations must go through the unit ESO.
• ESO should FAX TA Authorization Form: CG-1560 to CG Institute (405-954-7247). ESO name is required on all forms faxed to CGI.
• Student receives new CG-1560 and proceeds with registration

How to request a waiver for Coast Guard Tuition Assistance:

Withdraw Waivers:

Students that must withdraw from a course after the Institution has received monies for the course, may request waiver of TA indebtedness by submitting a Tuition Assistance Waiver ( CG Form 4147-1). Examples of reasons for a waiver request are: hospitalization, permanent change of station (PCS) orders, temporary duty (TAD) orders, documented emergency leave, or change in military duties. A command amplifying endorsement from their Commanding Officer must be included. The waiver form must be submitted electronically to the unit Command, the ESO and finally the CG Institute.

http://www.uscg.mil/hq/cgi/downloads/forms/CG_Form_4147-1.pdf

Late Submission of Coast Guard Tuition Assistance application waivers:

The member must apply for a waiver, if he/she was unable to meet the requirement of submitting their TA application at least 14 days prior to the course start date.

The member shall submit to CG Institute a Tuition Assistance Waiver ( CG Form 4147-1).   A command amplifying endorsement from their Commanding Officer must be included. The waiver form must be submitted electronically to the unit Command, the ESO and finally the CG Institute.

The only situation in which a waiver will be approved is when it is clearly documented that the member's command or unit was involved in an operational mission that precluded a normal submission. 

In accordance with ALCOAST 367/07, effective immediately, waiver request for TA for classes in a past fiscal year will only be considered if within 90 days past the end of each fiscal year.

http://www.uscg.mil/hq/cgi/downloads/forms/CG_Form_4147-1.pdf

Request Extension of a course completion date:

• Request additional time from the Institution.
• If request is approved, member will submit authorization letter to the unit ESO. All applications, corrections, cancellations must go through the unit ESO. The request should contain:
  • Copy of TA Authorization form
  • Copy of documentation showing Institution extension approval
  • Date course end date should be extended to

  If request is denied, member should anticipate a failing grade for the course and action taken by NETPDTC to recoup TA paid for the course.
   

• ESO should verify that the request is complete and submit the request to the CG Institute. ESO name is required on all forms submitted to CGI.
• When request is received by CG Institute, action will be taken to extend course completion date in TA system.
• CG Institute will notify member when action has been completed.

The member must take the following action when he/she receives an "Incomplete" at the end of the original course completion date.

• Submit grade report to unit ESO. The grade report must include the member's name and social security number.
• The unit ESO should ensure that the member's name and SSN are included on the grade report. ESO should then submit grade report to CGI. ESO name is required on all forms submitted to CGI.
• A member will be allowed 6 months from the completion date in the TA database to complete the course. Once course is complete, member should submit to thefolowing to the unit ESO:
  • Copy of TA Authorization form
  • Copy of grade sheet showing updated grade (must include the member's name and SSN)
• The unit ESO should ensure that the information is complete. ESO should then submit grade report to CGI. ESO name is required on all forms submitted to CGI.
• When new grade sheet is received by CG Institute, action will be taken to update the TA system.
• CG Institute will notify member when action has been completed.

How to submit final grades for Coast Guard Tuition Assistance authorized courses:

The final part of the TA process is for members to submit the final grade report to the unit ESO. The grade report must include the member's name and social security number. Schools are asked to submit grades, but the member is ultimately responsible for ensuring the grades are submitted to the CG Institute.

The unit ESO should ensure that the member's name and SSN are included on the grade report. The grade report may be submitted to the CG Institute by:

• FAX: 405-954-7247
• Email: TuitionAssistance@uscg.mil
• Mail:

Commanding Officer (TA)
Coast Guard Institute
5900 SW 64th St.
Oklahoma City, OK 73169-6990

VERY IMPORTANT: Grades must be reported not later than 60 days after the course ending date. When grades are not reported, the member will be locked out of the TA system until the grades are received. Additionally, action will be taken to recoup TA paid out for the courses(s). This means the member will not be authorized Tuition Assistance until grades are recorded or tuition cost is repaid.