Professional Judgement 

Professional Judgement is the process of reviewing an individual student’s unique circumstances and exercising the discretion to modify the date elements typically used in the Department of Education’s evaluation. Professional judgement changes are made when the Financial Aid Administrator determines that the standards used to calculate eligibility for financial aid, based on the family contribution, are inappropriate due to extenuating circumstances. This can occur when adjusting need analysis, overriding dependency status, and other date elements to calculate Student Aid Index (SAI). The SAI was previously known as Expected Family Contribution (EFC).  

Modifications to the Federal Methodology (FM) are exclusively executed via adjustments to individual data elements, conducted on a case-by-case basis. Substitutions of data elements that lead to alterations in the family contribution are meticulously recorded withing the student file. These adjustments are then recalculated and generate a valid institutional Student Information Record (ISIR) through correction in Financial Aid Access to Central Processing System (CPS).  

While retaining the flexibility to address unique student situations, the Financial Aid Office aims for uniformity in handling students facing comparable unusual circumstances. In instances of uncommon student cases or appeals against award decisions, a committee review is conducted by the Financial Aid Director. The VP of compliance may be brought into consultation for an appeal if deemed appropriate.  

CIAT uses a 3rd party Financial aid Services, Inc. for both corrections to report data and for adjustments resulting from professional judgement. Consequently, when modifications are made to a student’s or parent’s financial need analysis due to receipt of corrected, updated or enhanced information’ single data element changes are entered; and the revised family contribution is automatically recalculated. This updated Student Aid Index (SAI) is utilized for eligibility assessment across all programs. No disbursement is made for Pell Grants until a valid Institutional Student Record (ISIR) is received.  

Potential Reasons for Exercise of Professional Judgement 

Professional judgement changes exclusively pertain to adjustments in data elements and are applicable to all Title IV programs.  

Change of Dependency Status 

Students seeking a change in dependency status, from dependent to independent, must furnish documentation clearly demonstrating extenuating circumstances regarding their relationship with their parents. Additionally, students raised by family members other than parents may be eligible for a dependency override. It’s imperative that all documentation provided is verifiable. Support letters should be sourced from “independent” individuals not directly affiliated with the student, such as counselors, teachers, social workers, or religious leaders. Each document should include the contact information of the author, including their address and phone number(s).  

Drop of Income and Income Adjustments 

• All income adjustments must be handled on an individual basis. 

• Income adjustments should be specifically aimed at addressing exceptional circumstances where the data elements on the ISIR, primarily based on income from the base year, no longer accurately represent the family’s (or student’s) capacity to contribute to the student’s education. 

• When implementing adjustments, it’s pertinent to consider any altered circumstances affecting the student’s (or family’s) current and foreseeable economic status. Factors like job loss or reduction in work hours can be taken into consideration.  

• Projections of earnings can be factored into the adjustment process.  

• Third-party documentation validating changed circumstances should be utilized whenever feasible to support requests for professional judgment. Additionally, students (and parents) are required to formally submit a request for an assessment of special circumstances.  

• Adjustments on all monetary data elements impacting the Student Aid Index (SAI) are permissible by law, including unemployment. However, these adjustments must be duly documented, accompanied by an explanation for the application of professional judgment.