Special Circumstance and Budget Adjustments

• You/your spouse or your parent(s) experienced a loss or significant (greater than 20%) reduction of income for 10 or more consecutive weeks that limits the ability to contribute toward educational expenses; and/or
• You/your spouse or your parent(s) had a reduction (greater than 20%) of or will no longer receive benefits (e.g., child support, social security benefits, spousal support, etc.) thereby reducing overall income.

A significant reduction of income means something different to everyone and not all adjustments warrant submitting a Special Circumstance Form. As a general rule, the change should be greater than 20% of your previous income or benefits. Some examples are shown below to provide an idea of what type of change might result in a change in financial aid eligibility. Please keep in mind that there are additional FAFSA items that are used in the overall calculation including family size, untaxed income, assets, etc. If you are unsure of whether you should submit a Special Circumstance Form, please contact One Stop for assistance.

• You/your spouse or your parent's divorced, became separated with the intent to divorce; or
• Your spouse or parent passed away after your FAFSA was submitted. 

• For 2024-2025: In excess of 5% of the family’s total 2023 adjusted gross income paid toward out-of-pocket for medical or dental expenses or insurance premiums. Ongoing, longer range medical and dental expenses such as cancer therapy or orthodontic care may be included for the charges already incurred in 2024. Elective cosmetic procedures will not be considered.

For 2024-2025, this refers to one-time income received in 2022 that will not be available in 2024.

• An example of one-time income that was used to pay off debt would be a capital gain inflating your adjusted gross income that resulted from cashing in a 401(k) for the purposes of paying off debt to avoid bankruptcy, foreclosure, referral to collections, or other extreme financial hardship.
• Consideration will not be given for one-time income that is a result of an inheritance, job bonus, overtime earnings, gambling winnings, insurance settlements, etc.
• Types of debt paid for the purpose of this category cannot include vacations, weddings, standard living expenses, home renovations, credit card debt, auto loans/insurance/repairs, etc.

For 2024-2025, this refers to unusual debt or expenses incurred and paid in 2024.

• An example of an unusual debt or expenses that caused an economic hardship may include: dual housing necessitated by economic conditions, funeral expenses not covered by insurance, natural disaster expenses not covered by insurance or FEMA, or special travel/lodging for medical care. 
• Expenses that cannot be considered include: vacations, weddings, standard living expenses, home renovations, credit card debt, auto loans/insurance/repairs, expenses related to self-employment, etc. 

If you are a student currently enrolled at NDSU and have immediate financial concerns related to your loss of income, inability to pay for rent, food, or child care, please inquire about possible limited emergency funding and/or additional student loan options by contacting One Stop.

• You are responsible for any balances owed to NDSU while your special circumstance request is under review.
• Submitting the Special Circumstance Form does not guarantee that you will be awarded additional financial aid.
• All sections of the Special Circumstance Form must be complete and all required documents must be received before it will be reviewed.
• If your financial situation warrants a change in your aid offer, it may consist of the addition or increase to federal grants or loans, or changing part of your Direct Loan from unsubsidized to subsidized, thereby reducing the amount of interest that accrues. State funding, Federal Work-Study, and Scholarships will not be awarded.
• If your financial aid offer changes due to special circumstances, you must go through the Verification process (if you have not already done so) before the Special Circumstance Form can be reviewed. If you are selected for Verification, you will be notified through email regarding how to complete that process.
• The process of Verification and the review of your Special Circumstance Form may take several weeks to complete.
• To protect student privacy, all requests, communications and results are distributed only through your NDSU email account. A FERPA release must be on file if you wish to have financial aid information released to your parent(s), spouse, or anyone else.

If you have questions regarding the completion of the Special Circumstance Form or about the Verification process, please contact One Stop for assistance.

A student's "budget", is an estimate of the total educational expenses such as tuition and fees, books and supplies, and housing and food. The budget also includes a transportation and miscellaneous expense allowance.

Please Note: Students who are enrolled less than half-time (less than 6 credits for undergraduate students or less than 5 credits for graduate or professional students) are not able to include housing/food and miscellaneous expenses in their budget.

A budget adjustment may be requested if additional financial aid is needed to pay for educationally-related expenses during a period of enrollment. Only certain expenses can be considered for a budget adjustment. The expandable sections below outline specific criteria, annual maximums, and required documentation for each category. Only one budget adjustment request per semester is permitted.

An adjustment will be considered for reasonable costs associated with pharmacy rotations, a pharmacy practice experience (PHRM 355/455) a cooperative education program through the NDSU Career and Advising Center, or an internship that is required to graduate. Reasonable costs may include the following:

• Additional or dual housing
• Cost of commuting to/from rotation location (if 50+ miles round trip daily)
• Monthly health insurance premiums

Maximum Adjustment

No set maximum. Financial Aid Administrator determines reasonable costs allowed.

Other Criteria

1. Students who choose out-of-area pharmacy rotation are responsible for covering their own lodging and travel costs. The exception is for rotations in Arizona, Alaska, and Washington, D.C. because they cannot be replicated in the local area.
2. Costs associated with elective or recommended internships designed for academic enrichment cannot be considered. Airfare to and from the location of a required internship is excluded unless the student's advisor is able to confirm that the internship provides a unique experience outside of anything offered locally.
3. Commuting costs will only be considered if they exceed the amount that is already included in the standard budget, which is approximately $150 per month. See the Commuting Costs section for more details.

A student may request a budget adjustment for housing expenses if they exceed the average monthly housing cost shown below:

When calculating monthly housing expenses:

• Include rent/mortgage, heat, electricity and water/sewer/garbage.
• Exclude telephone/cell phone, cable or satellite television, garage, storage rental, furnishings and security deposits.
• May include the cost for the number of weeks the student is enrolled with a maximum of 20 weeks for fall semester, 18 weeks for the spring semester and 12 weeks for the summer semester. Actual weeks of class time is 17 weeks for fall and spring semesters, but to account for housing during breaks we add the Christmas break to fall semester and the week of spring break to the spring semester.

Maximum Adjustment

For the academic year and summer semester combined:

• $3,000 for students residing within 100 miles of Fargo-Moorhead.
• $4,000 for students residing more than 100 miles outside of Fargo-Moorhead.

Other Criteria

1. Must meet financial aid enrollment requirements of half-time status (6 credits for undergrad or professional pharmacy students, and 5 credits for graduate or professional students) to qualify for housing costs in the budget.
   • Exception: Students enrolled less than half time in the 4- or 6-week summer session only (8- and 12-week excluded) may request a budget adjustment for the cost of their housing for that month.
2. Only the student's portion of the total housing expenses may be included. Other adults living in the residence are assumed to be paying their portion. Documentation is required in the form of a copy of the student's current lease agreement showing their name, dates of the lease and the monthly rent. If the residence is owned, a copy of the most recent mortgage statement showing the student's name and amount of the payment must be submitted.
3. Students living with their parents are not given a partial housing allowance of $216 per month in their budget.
4. Assistance received from any agency (housing assistance, fuel assistance, etc.) must be reported on the Budget Adjustment Form and will be taken into consideration when making any increase.

Students who are enrolled at least half-time and drive more than 50 miles round trip from their home residence to NDSU to attend class may request a budget adjustment for commuting costs. If approved, mileage is based on 50 cents per mile.

Maximum Adjustment

$3,000 for the academic year and summer semester combined.

Additional Criteria

• If commuting costs are approved, the standard cost for transportation will be subtracted from the total amount approved.
• May include the cost for 17 weeks for fall and spring semesters and 12 weeks for summer, if enrolled.

Independent students who pay health insurance premiums may request a budget adjustment for the cost of a single policy premium if proper documentation is submitted.

Maximum Adjustment

No maximum.

Additional Criteria

1. Adjustments will cover the cost of insurance premiums to cover the student only, even if married and/or with children for up to 20 weeks for the fall semester, 18 weeks for the spring semester, and 12 weeks for the summer, if enrolled.
2. Students who have not yet purchased health insurance may be approved if an estimate of the monthly health insurance single policy is submitted. If approved, proof that insurance was purchased must be submitted within 30 days.

Reimbursement for a computer or required iPad (professional pharmacy students only) purchased for educational use will be considered if proper documentation is submitted.

When determining the reimbursement amount:

• Include computer or required iPad, standard and required software, keyboard, mouse, printer, extended warranty (up to 2 years), sales tax and shipping cost.
• Exclude optional software, games, carrying case, and other non-essential accessories.

Maximum Adjustment

The maximum adjustment is based on average cost and required software for specific majors.

• Architecture & Landscape Architecture: $4,000
• Interior Design: $4,500
• Pharmacy: $1,000 (iPad required)
• VCSU Elementary Education: $600 (iPad required)
• All Other Majors: $1,500

Other Criteria

1. Computer or required iPad must be purchased prior to submitting this form for reimbursement, and must have been purchased during the academic year in which the reimbursement request is made, or during the summer prior to the start of the academic year.
2. Students are limited to a one-time adjustment for the purchase of a computer or required iPad unless specifically request a subsequent adjustment based on the need for upgraded software or storage, etc.

Additional educational expenses not included in the standard budget may be considered if appropriate documentation is submitted. These include:

• New student fee, student ID card, or parking permit
• Books, required supplies, textbook rental, digital textbooks and access codes in excess of $550 total for the semester
• Disability related expenses (interpreter, smart pen, recommended equipment, etc.)
• Music Lesson Fee, Equine Course Fee, Education Access Fee, or MML Access Fee
• Special tutor or music accompanist
• For students enrolled in a program requiring professional licensure, certification, or a first professional credential, the cost of obtaining the license, certification or credential is a required component of the COA upfront for each academic year in which costs are incurred. The costs must be incurred during (not after) a period of enrollment, even if the exam is after the end of the period. For example, the school cannot add a licensure or certification exam cost that is paid after the student is no longer enrolled.

Students may request reimbursement for paid automobile repairs that were necessary because their vehicle was unsafe or not operational, and no other mode of transportation (including public transportation) was available to get them to and from class on campus.

When determining repairs that may qualify for reimbursement:

• Include engine, transmission, brakes, fuel pump, starter, alternator, head gasket, timing belt, computer circuitry, towing, and the cost for patching a blown tire or purchasing a replacement tire if blown tire is not repairable.
• Exclude repairs such as fluids, battery, spark plugs, filters, wiper blades, tire rotation, etc.

Maximum Adjustment

$5,000 for the academic year and summer semester combined provided it is less than the blue book value of the automobile.

Other Criteria

1. The repairs must have been made during the semester that reimbursement is requested and must have been paid by the student.
2. Auto body repair and cosmetic services may be included if the damage rendered the vehicle inoperable.

Students may request an adjustment for expenses incurred for dependent care. The dependent may be a child or an adult requiring special care such as a parent or injured spouse. The total cost of care will be divided in half for students who are married or who are living with the dependent’s other parent.

Maximum Adjustment

No maximum.

Other Criteria

1. May include expenses incurred during the student’s class time, study time, field work, internship and commuting time.
2. The weekly cost may not exceed the average reasonable cost of similar dependent care in the community. The reasonable costs in the community are as follows:
   • Newborn to age 1½: $191/week for home daycare or $236/week for daycare center;
   • Age 1½ to 3: $184/week for home daycare or $224/week for daycare center;
   • Age 3-5: $178/week for home daycare or $207/week for daycare center;
   • Age 6-12: Varies/determined based on individual circumstances;
   • Elder and other adults needing special care: Varies/determined based on individual circumstances.
3. Child care assistance received from any agency must be reported and will be taken into consideration when making any adjustment.

The following expenses cannot be included in the student’s financial aid budget:

• Credit card or other consumer debts
• Car payments or car insurance
• Job interview or non-degree expenses
• Legal fees, bail, traffic tickets, parking tickets, or fines
• Pet care, unless for a service animal
• Luxury items, such as premium cable service and high speed internet
• Prior year expenses
• Flight lessons

Students with financial concerns who do not qualify for a budget adjustment are encouraged to review the two resources below. Specific requirements must be met and both have a maximum award of $500. More information can be found by clicking on the links.

Student Emergency Fund – Funds that do not have to be repaid and are intended to help students meet unforeseen financial emergencies that might otherwise prevent them from continuing their education.

Short Term Loan – Funds that do have to be repaid and are intended to help students in an emergency situation when they have exhausted all other financial resources.

An approved budget adjustment does not automatically guarantee additional aid. Students who are approved for a budget adjustment will not be awarded grants or scholarships but may become eligible for a Federal Direct Loan or Private Student Loan.