Special Cases

Students with Special Cases

A student’s financial aid eligibility is based on information reported on the Free Application for Federal Student Aid (FAFSA). The FAFSA collects income information from two years prior to the academic year for which you are applying. We recognize that circumstances beyond a family’s control may inhibit a family’s ability to contribute to educational expenses. A change in circumstances review is a way for a student and their family to communicate with the Financial Aid/VA Office about financial or household changes that could not be reflected or explained on the FAFSA.

The U.S. Department of Education allows financial aid administrators to use their professional judgment for re-evaluations on a case-by-case basis. This process is called “special or unusual circumstances.”

Unusual Circumstances

Special Circumstances

Special circumstances are unforeseen conditions that significantly impact a family's ability to pay for college costs. The most common types of changes in circumstances occur when families experience a job loss or income reduction, the death or divorce of student's parent or spouse, or a change in student's marital status. The Financial Aid Office may consider a student's extenuating circumstances to adjust the FAFSA data elements used to calculate the Expected Family Contribution (EFC), according to federal education laws and guidelines set by the U.S. Department of Education.

Situations that may qualify as special circumstance for FAFSA adjustments include, but are not limited to:

• A significant loss of income has occurred due to a period of unemployment, termination of current employment, change of jobs, or a reduction of wages or hours from current employment
• A student (if independent) or parents (if dependent) divorced or legally separated
• Your spouse or parent has died
• Unusual medical and/or dental expenses not covered by insurance

Situations NOT considered:

• Mortgage payments
• Credit card/other personal debts
• Standard living expenses (utilities, car payments, etc.)
• Filing for bankruptcy
• Vacation expenses
• Elective surgeries
• All other discretionary expenses
• Different university offering more aid
• Parent's unability or unwillingness to borrow Parent PLUS loans
• Bonuses, lottery or gambling winnings

Additional details to consider:

The following information will provide more guidance on whether or not to submit a review request and what you may reasonably expect after submitting your completed review form and required supporting documentation. Please review all points before submitting your information.

• If you have an Expected Family Contribution (EFC) of ‘0,’ you are already receiving the maximum financial aid we are able to offer to you. There are no adjustments we can make to your FAFSA that would enable you to receive additional financial aid.
• Due to the fluctuating nature of self-employment, sales-based, and commission-based pay, it can be difficult to accurately estimate what your income will be for the current year. We reserve the right to delay review, until the end of the calendar year, for any appeal where reasonable projections cannot be made. Any aid eligibility changes, however, could apply back to the beginning of the fall term.
• Please realize that an approved Special Circumstance Request does not always result in additional financial aid. This could happen if your situation does not reduce (lower) your EFC enough to be within new financial aid eligibility levels for certain aid programs (Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Direct Subsidized Loan, etc.).
• Because of the nature of the process, reviews often take more time than other processes in our operation. We ask for your patience and understanding while we give your submission our fullest attention. You will be contacted when your review is complete, regardless of the outcome. You should continue to take action on the financial aid offered to you to be sure the financial aid currently offered to you is ready before the start of the semester. You will not be penalized for accepting loans that are offered to you if you later decide to cancel them. If your appeal is approved and you become eligible for additional financial aid, your eligibility for other awards will be adjusted to reflect your new aid eligibility. University charges are due by the deadlines established by the Cashier’s Office regardless of a pending special circumstance request.
• Incomplete forms/missing supporting documentation will delay your review. Please read the form thoroughly and submit all required documentation and sign all required forms and documents before submitting them to the Financial Aid/VA Office. If more documentation is needed, we will send you an email. Please monitor your University email on a regular basis and respond to any requests in a timely manner.

Required Supporting Documentation

At a minimum, the following supporting documentation will be required to submit along with your completed and signed Special Circumstances Form. Do not submit your Special Circumstances Form without all of the required supporting documentation. Incomplete Forms/missing supporting documentation will delay the processing of your review.

1. Signed copies of federal income tax return for the requested tax year(s).
   1. Tax returns are required even if the IRS DRT was used. This is because the IRS DRT does not give the Financial Aid/VA Office all of the data elements needed to reassess tax values as a result of adjusting income.
2. All tax schedules and attachments associated with the requested tax return(s).
3. All W-2’s for the appropriate tax year(s)
4. Estimated Income Worksheet (Included with the Special Circumstances Form).
5. Documentation of untaxed income (if applicable).
6. Third party documentation to validate the request for a review of FAFSA data. Examples of documentation include: unemployment claim payment history, layoff or termination notice, severance letter, legal separation papers or divorce decree, death certificate, paid receipts for unreimbursed exceptional medical/dental expenses not covered by insurance, etc.

How Do I Apply

1. If you haven't already done so, submit applicable FAFSA with our school code 003450.
2. Submit any required Verification items noted on your Self-Service Carolina financial aid account. Students selected for verification must complete it prior to the review of special circumstances.
3. Read thoroughly and complete the Special Circumstances Form.
4. Typed and signed detailed explanation of your situation identified on the Form.
5. Submit the completed and signed Special Circumstances Form to the Financial Aid/VA Office with all of the required documentation. Incomplete Forms or missing supporting documentation will delay the processing of your review.

Processing Timeline

Response times vary depending on the complexity of the issues involved and the time of year. We will make every effort to respond as promptly as possible. Please allow approximately 6 to 8 weeks after all documentation are received for a decision to be rendered. To prevent processing delays, be thorough in answering all questions on the form and provide all required documentation.

You will receive an email notification of your decision to your University email. If changes are made to the financial aid offer, the student can view these changes in their Self-Service Carolina student portal.

           Special Circumstances form

Unusual Circumstances

The U.S. Department of Education determines a student’s dependency status based on the information provided on the FAFSA. Financial aid administrators have the authority to change a student’s status from dependent to independent in cases involving unusual circumstances. For financial aid purposes, a student is considered dependent and should provide parental information on the FAFSA unless the student is:

• at least 24 years old
• married
• serving on active duty in the US Armed Forces
• a veteran
• providing more than half the support for a dependent child
• homeless
• assigned a legal guardian before the age of 18

What circumstances are considered:

The phrase “unusual circumstances” means a situation that make it inappropriate to expect a parental contribution for the student. Unusual circumstances may warrant a dependency override and can include, but are not limited to the following:

• Parent(s) are deceased
• Human trafficking
• Parents are incarcerated or institutionalized
• The student comes from abusive family (sexual, physical or mental abuse)
• Documented parental abandonment or estrangement
• Legally granted refugee or asylum status

Situations NOT considered:

The U.S. Department of Education has given guidance regarding situations that do and do not qualify as unusual circumstances that merit a dependency override. In particular, the following circumstances DO NOT merit a dependency override, either alone or in combination:

• Parents refuse to contribute to the student’s education
• Parents are unwilling to provide information on the application or verification process
• Parents do not claim the student as a dependent for income tax purposes
• Student demonstrates total self-sufficiency
• Student does not wish to communicate with parents

It is very important to note that there is a distinction between parents who are unable to provide information and parents who are unwilling to complete their student’s FAFSA. Unfortunately, many parents will refuse to complete their section of the FAFSA which prevents the student from receiving financial aid. Students can remind their parents that submitting their information on the FAFSA does not obligate them to pay for college. However, their refusal to provide FAFSA data will prevent the student from receiving financial aid. Sometimes a parent is concerned about the privacy of their tax data. Students can remind their parents that all financial aid information is confidential and protected under the Family Education and Privacy Act (FERPA).

Required Supporting Documentation

At a minimum, the following supporting documentation will be required to submit along with your completed and signed Unusual Circumstance Form. Do not submit your Unusual Circumstances Form without all of the required supporting documentation. Incomplete Forms/missing supporting documentation will delay the processing of your review.

1. Signed copies of federal income tax return for the requested tax year(s).
   1. Tax returns are required even if the IRS DRT was used. This is because the IRS DRT does not give the Financial Aid/VA Office all of the data elements needed to reassess tax values as a result of adjusting income.
2. All tax schedules and attachments associated with the requested tax return(s).
3. All W-2’s for the appropriate tax year(s).
4. Income and Expense Worksheet (Included with the Unusual Circumstances Form).
5. Documentation of untaxed income (if applicable).
6. Third party documentation to validate the request for a review of dependency status. Examples of documentation include: Two letters from outside parties (i.e., counselors, teachers, medical professional, corrections officer, clergy member, social worker, etc.). Letters must be on official letterhead.
7. Additional supporting documentation if applicable (i.e., Police report(s), court documentation, official Federal or State documentation that the students’ parents or legal guardian are incarcerated, etc.).

How Do I Apply

1. If you haven't already done so, submit applicable FAFSA with our school code 003450.
2. Read thoroughly and complete the Unusual Circumstances Form.
3. Typed and signed statement describing your situation identified on the Form.
4. Submit the completed and signed Unusual Circumstances Form to the Financial Aid/VA Office with all of the required documentation. Incomplete Form or missing supporting documentation will delay the processing of your review.

Processing Timeline

Response times vary depending on the complexity of the issues involved and the time of year. We will make every effort to respond as promptly as possible. Please allow approximately 6 to 8 weeks after all documentation are received for a decision to be rendered. To prevent processing delays, be thorough in answering all questions on the form and provide all required documentation.

You will receive an email notification of your decision to your University email. If changes are made to the financial aid offer, the student can view these changes in their Self-Service Carolina student portal.

Legal Guardianship, Orphan or Ward of the Court, Unaccompanied Homeless Youth

Students who are considered under legal guardianship, orphan or ward of the court, unaccompanied homeless youth or self-supporting and at risk of homelessness are also included in unusual circumstances.

In order to proceed with the determination of your financial aid eligibility, we need additional documentation to confirm your status. Please review the items below to determine what documentation you will be expected to provide to the Financial Aid/VA Office.

• Orphan: You are considered an independent student if BOTH of your parents were deceased when you were age 13 or older, even if you are now adopted. You will need to provide a copy of your Parents’ Death Certificates.
• Foster Youth: If you have been identified as a foster youth at any time since the age of 13. You will need to provide a copy of the court documents that indicate your foster youth status.
• Ward of the Court: The federal definition of “Ward of the Court” is that the court determined your parent(s) were unable to care for you, and the State or the Court took legal custody of you. You were removed from your parent’s custody for your protection. If you have been named a “Ward of the Court” at any time since the age of 13, you must provide a copy of the court order or a letter from your Social Worker verifying your “Ward of the Court” status.
• Emancipated Minor: Emancipation is the legal process by which youth are released from the control of their parent or guardian. You must provide a copy of the court’s Declaration of Emancipation. The court must be located in your state of legal residence at the time the court’s decision was issued. If you are still a minor and the court decision is no longer in effect, you will need to change your answer on the FAFSA by logging onto www.fafsa.gov.
• Legal Guardianship: If you have a court-appointed legal guardian (legal custody is not the same), You must provide a copy of the court order. If you are no longer a minor, but the legal guardianship was in effect at the time you became an adult. The court must be located in your state of legal residence at the time the court’s decision was issued. If you are still a minor and the court decision is no longer in effect, you will need to change your answer on the FAFSA by logging onto www.fafsa.gov.

       Unusual Circumstances/Dependency Override form

If you are in one of these categories, review your Self-Service Carolina account first to check your unsatisfied requirements and complete the Form requested and/or submit the appropriate documentation. A determination of independence will be made within 60 days of receiving the necessary Forms and/or documentation. To prevent processing delays, provide all Forms and/or required documentation in a timely manner.

Students who are approved for one of these categories after the initial request will not have to submit documentation for future academic years unless we receive conflicting information