No, Really, My Opinion Matters
By Lydia Gaona, Texas Tech University, Senior Financial Aid Advisor, and Connie Brown, Texas Tech University, Financial Aid Advisor

As Financial Aid Administrators, we know that the cost of education is steadily increasing, and that most of our families are unable to make college a reality without financial assistance. Various situations within the household may contribute to a students’ inability to make ends meet, and create a scenario in which the individual student’s aid eligibility may need a more comprehensive review than is required for the general student population.

Professional judgment gives a financial aid administrator the flexibility to address these unique circumstances on a case by case basis, as long as they relate to “the special circumstances that differentiate him – not to conditions that exist for a whole class of students.” (2007-2008 Application and Verification Guide (AVG), Chapter 5, p. 99) The ability to use professional judgment is protected by the Department of Education as a privilege and a responsibility for aid administrators, and should be used to make reasonable adjustments based on the circumstances of the student.

Are you afraid to use your professional judgment? It is sometimes difficult to know when or what type of professional judgment may be warranted. Basically, professional judgment may be used to update an individual’s cost of attendance, dependency status, or individual FAFSA data elements that may affect the overall EFC. Here are some PJ Tips to help you with this important aspect of your job as a Financial Aid Administrator:

1. Understand that this is a difficult topic for families to discuss, and be responsive to parents and students when they request that their circumstances be considered.
2. Professional judgment is appropriate when a student’s family has tuition expenses at a private elementary or secondary school. Another special circumstance that can be considered is when a family has experienced medical or dental expenses not covered by health insurance. When parents of a student are enrolled at least half time in an eligible certificate or degree-seeking program a PJ can help the student. Adjustments can be made that will benefit a student if changes in a family’s income or assets have occurred. If a student is responsible for child-care costs, the financial aid administrator can make adjustments to the COA that will help the student. A dependency override, or changes in a student’s dependency status due to parental abandonment or abuse, is another professional judgment that will help a student. Professional judgment can be used when refusing to certify a loan or reducing a loan amount, as long as the reason is documented and not based on discrimination.
3. Request adequate documentation for the situation. Your institution is liable for your judgment, and must show that the documentation substantiates the judgment that was made. In this case, too much documentation is better than not enough.
4. Devote time in your weekly/daily schedule to work on your special circumstances. They should be handled in a timely manner, and families should know when to expect a decision.
5. The Application and Verification Guide (Ch. 5) reminds administrators to consider the Income Protection Allowance percentages. Federal Methodology protects a portion of the family’s income for living expenses (including medical and travel), so expenses considered as special circumstances must exceed the amount already protected. A family’s IPA can be found on CPS Online under the Student Inquiry option.
6. Any conflicting data must be resolved, and verification must be complete if the student was selected, before professional judgment changes are made.
7. It is okay to solicit the opinion of peers in your office if you are unsure how to handle a situation. However, the final decision is yours, and the responsibility to make sure the circumstances are adequately documented will fall to you.
8. Make reasonable decisions that support the intent of the law. Be sure to follow the policies and procedures manual of your university. Auditors check to make sure institutions are doing what they say they are doing.
9. Inform the student/parents of your decision, and any awarding changes that will result from it.

Remember, as aid administrators, it is not our responsibility to seek out students in need of a professional judgment, but it is our responsibility to maximize students’ eligibility in light of qualifying special circumstances. Students are our business. It is our privilege to assist students in achieving an education.

More information on Professional Judgment is available from:
The Application and Verification Guide 2007-08, Chapter 5
HEA Section 479A. (Both available online at www.ifap.ed.gov.)
NASFAA Monographs 20 and 21 (available online at www.nasfaa..org)