Verification Process

Verification Process

It is a process by which certain data reported on the FAFSA is reviewed by the school for accuracy and completeness. The verification process plays a vital role in ensuring that the correct amount of the Title IV funds is disbursed to each eligible student.

All students enrolled who were randomly selected for verification by the Central Processing System (CPS) and any other the institution has reason to believe that the application information is incorrect or contains conflicting information will be resolved.

Applications may be reviewed based on the DOE’s current required data elements and any specific predetermined criteria set by the institution. Substantial supporting documentation must be obtained and circumstances carefully documented.


This process aims to confirm student’s eligibility for financial aid, and all impacted students will be informed in writing or verbally within five business days that they were selected for verification.

What this means:

Students are allowed up to 30 days to present all verification documents requested by the financial aid office. Once the verification process is completed, the student will be awarded and notified in writing.

Verification Notification Form

Financial Aid Department

Verification Notice

Student Name: ___________________________

SS#: _________________

Dear Student,

Please be advised that you have been selected for the process of verification. This is the process by which an institution confirms the accuracy of information reported on the FAFSA. As required by federal regulations, you must provide the following documentation in order for you application for federal aid to be completely processed and any disburse of federal funds made.

  • Completed and signed verification worksheet (worksheet attached)
  • Signed copy of_____ tax return and all schedules for student and spouse (if married)
  • Proof of citizenship – U.S. Birth Certificate; or Naturalization Certificate; or U.S. Passport or Permanent Resident Card
  • Proof of Selective Services registration or exemption (male U.S. Resident or Citizen Between ages 18-25 is required by law to register)
  • Signed copy of student’s and or parent’s ______ tax return and all schedules
  • Proof of citizenship – U.S. Birth Certificate; or Naturalization Certificate; or U.S. Passport or Permanent Resident Card

Deadlines: Time periods

All newly enrolled students must complete a Free Application for Federal Student Aid (FAFSA) prior to the start of the first class. Currently enrolled student who cross award years must complete new FAFSA prior to July 1. All required documentation must be submitted to the financial aid office within 30 business days of the initial requested date. In cases of unusual circumstances, the financial aid office may extend this time to up to  an additional 15 business days.

Consequences if not submitted in a timely manner

Any delay in obtaining relevant documentation may interrupt the awarding of financial aid and may result in student(s) paying all or part of tuition obligation out of pocket until awarding takes place. Students who did not complete verification within the required timeframe will be notified and considered to be a cash paying student; if payment is not received they will be pulled from class.

Method of Notification

Students will be notified in person (verbally) or in writing that he or she have been selected for verification and will be given a list of all the required documents needed within 30 days. If students ISIR Value printed on ISIR is 02 (which means they elected to and use the IRS data retrieval tool, they will be considered verified and will only need to complete and submit the verification worksheet.

Correction Procedure of Verification Process

The law allows for the financial aid office to request financial information and any other relevant information concerning a student’s application for federal aid. Information contained in the students’ Free Application for Federal Student Aid (FAFSA) will be compared against legitimate documentation provided. The FAA at Merryfield will make correction(s) to the application through our third party software or the student can elect to go directly into their SAR and make the necessary correction(s). Once the updated ISIR is received, the school will pay on the most recent EFC.

Verification Exceptions:

Recent immigrant – A selected applicant does not have to be verified if the student is an immigrant who arrived in the United States during the calendar year 2013 or 2014.

Spouse unavailable – The school isn’t required to verify spousal information if:

  • The spouse is deceased or mentally or physically incapacitated.
  • The spouse is residing in a country other than the United States and can’t be contacted by normal means.
  • The spouse can’t be located because his or her address is unknown, and the student is unable to obtain it.

Parents unable – Verification is not required for a dependent student if any of the following conditions apply:

  • Student’s parents are deceased, or mentally or physically incapacitated. (If both parents are dead, the student is an orphan and therefore is an independent student. If parents die after student applied, dependency status must be updated.)
  • Merryfield requires that if any of the aforementioned circumstances affects any of our students, suffice documentation and proof is required for the student’s file.
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