Verification
| Applies to: | Original Policy Date: | Date of Last Review: | Approved by: |
|---|---|---|---|
| Students and Financial Aid Staff | July 17, 2019 | January 31, 2022 | Dr. Marco Carvalho Executive Vice President and Provost |
Policy Owner: Office of Financial Aid
Policy Purpose
Each year, the Department of Education (ED) selects federal financial aid applications for the verification process. Federally selected applications must be verified if the applicant wishes to receive federal financial aid. This policy establishes the processes and procedures by which the university complies with applicable regulations and the responsibilities of students selected for verification. This policy is in accordance with Title IV Regulations for Verification of student Free Application for Federal Student Aid (FAFSA) data.
Policy Scope
This policy applies to students whose FAFSA was selected by the Department of Education (ED) for the federal verification process and to employees whose work relates to this process and the administration of Title IV financial aid.
Policy Statement
Florida Tech has partnered with Kentucky Higher Education Assistance Authority (KHEAA) to complete federally required FAFSA verifications. Documents will be requested by and uploaded through the KHEAA Verify platform. In some instances, Florida Tech will make documentation requests and complete verification reviews in-house. While the institution is permitted to self-select applications for verification, Florida Tech verifies only those applications selected by ED. Documents will be collected and reviewed in accordance with policy guidelines.
All semester-based, continuing students must complete verification before their financial aid offer is posted. New students will have an estimated offer posted to their account prior to completing verification; however, the award is subject to change pending any FAFSA corrections required by the verification process. All new and continuing students in Florida Tech Online 8-week terms must complete verification before a financial aid offer is posted. Florida Tech will disburse aid to a student’s account only after verification is complete and an updated Institutional Student Information Record (ISIR) is received.
Procedures/Guidelines
Requirements
Documentation requested will vary but may include requests for student and/or parent (or spouse, if applicable) tax information, income, household size, number of family members in college and assets. Students may submit their documentation through KHEAA Verify’s secure upload portal, via fax or in person to the Financial Aid Office.
All submitted documents, both solicited and unsolicited, are reviewed, regardless of whether the student is selected for verification. Any document that contains information that conflicts with the FAFSA will require resolution by making direct corrections or requesting additional information to clarify the discrepancy and make corrections if required. Both Florida Tech and KHEAA follow this policy.
Deadlines
Verification can be completed at any time during the selected aid year; however, late disbursement and/or post-withdrawal disbursement rules may apply to students who withdraw (officially or unofficially) or have a break in enrollment prior to completing the verification process.
Processing Timeframe
Documents will be processed within 3-5 days from receipt. Verification completion processing timeframes will vary based on documentation completeness and additional documentation requests.
Student Notifications
All students selected for verification will be notified of the required documents, submission process, and deadlines via email by Florida Tech and KHEAA. Students can also view their verification requirements through their Panther Access Web System (PAWS) account.
Should the corrections result in a change in the student's financial aid package, the student is notified via email and the student is encouraged to contact the financial aid office if any questions arise. Any corrections made by a student to an application selected for verification are subject to review once received. If the verification has been completed on said file, additional information may be requested, and the verification process may be re-completed.
Definitions
ED: Federal Department of Education
FAFSA: Free Application for Federal Student Aid
ISIR: Institutional Student Information Record (FAFSA data sent to the school)
KHEAA: Kentucky Higher Education Assistance Authority
Verification: A process through which schools are required to verify the data on a student’s FAFSA
Compliance Reference
Responsibilities
The Office of Financial Aid is responsible for closely monitoring ED announcements for information regarding the verification process, changes to the process and exceptions and/or waivers to the requirements or verification process. It facilitates verification through KHEAA Verify, ensures students receive appropriate notifications, and ensures that aid is posted to student accounts in accordance with policy guidelines.
Students selected for verification are responsible for submitting documentation to verify both student, and spouse or parent data, if applicable.
Enforcement
Failure to comply with verification regulations could result in additional oversight from the Department of Education, restrictions on Title IV Participation and/or administrative fines for Florida Tech.
Failure of an employee to comply with this policy and its procedures and guidelines may be subject to disciplinary action.
Students who fail to complete the verification process will not be eligible for Title IV aid for the aid year in question.