Manage Aid

After your application has been reviewed and processed, an email will be sent to your Northwestern email address directing you to view your financial aid offer via CAESAR. The financial aid offer will provide a list of any loans, grants or scholarships that you are eligible to receive or that you reported.

In early July, the accept/decline process should be available to accept, decline or reduce your financial aid offer electronically via CAESAR. This must be done every time you receive an award notice email.

1. Log onto CAESAR using your Northwestern email account NetID and password.
2. Navigate to For Students > Financial Services > Accept/Decline Financial Aid Package. Select the appropriate aid year.
3. Accept, decline or reduce your financial aid offer. Additional steps may be required. View the Loans page for further instructions related to Direct Federal Stafford and Direct Grad PLUS loans.
4. We recommend that you select "yes" to the Statement of Authorization. Current federal regulations require that we obtain your authorization to use Title IV assistance (i.e., federal loans) to pay university charges other than tuition, fees, room and board. Such charges might include student health plan, library fines, parking charges and U-Pass fees. Not providing the authorization means that you will have to make the payment for these charges yourself once you receive the refund of Title IV aid. You may rescind your authorization at any time by contacting the Office of Student Accounts. 
5. Determine which, if any, loan materials you need to complete by checking your outstanding to-do items in CAESAR. Go to Financial Services > To-Do Item History, then select the appropriate financial aid year. 

If the financial aid you accepted exceeds the amount due on your student account, you can access those funds via CAESAR on the first day of classes to help cover the cost of living and other educational expenses. This process is referred to as a refund. More details about this process can be found withihn the Request a Refund section. 

If you are enrolled in a dual-degree program, please contact Cynthia Gonzalez for specific instructions about how to accept your loans.

Budget adjustments may be made when your actual expenses exceed what is included in the average estimated student allowances in the financial aid budget. These budget increases are made on an individual, case-by-case basis and must relate directly to your ability to remain enrolled in your degree program.

Examples of typical situations in which your educational budget can be increased above the standard level include:

Expenses that exceed the standard allowance

Students may appeal for an increase in rent, food and utility allowance if their costs exceed the amount allotted in the standard cost of attendance and are within a reasonable amount. Students may be asked to document special circumstances that require higher costs (ADA-compliant building, special food restrictions for religious or dietary requirements, etc). Appeals must be within the terms of the signed lease and students must appeal each academic year they are requesting an increase. In general, the costs should not exceed 150% of the rent allowance provided for in the standard COA although higher increases can be approved on a case-by-case basis and in years when inflation impacts the rental market in the Chicagoland area.

We will assume that rent will be split evenly between all parties listed on the lease.

Documentation may include:

• A copy of the student’s current and active lease or mortgage statement, including all pages and addendums
• One month worth of all utility expenses paid
• Any other relevant documentation as determined by the aid office (i.e. ACA requirements, etc)
• One month worth of detailed grocery receipts

Medical costs not covered by insurance

Students may appeal for additional aid to cover medical expenses not covered by insurance that are charged for procedures or treatment that takes place within the academic year. Medical expenses can include those costs associated with vision, dental and/or mental health treatments and appointments.

Documentation may include:

• A copy of the bill from the medical provider (not an insurance explanation of benefits or claim report from insurance) showing the portion of costs remaining after insurance.
• A copy of a pharmacy receipt or statement showing cost after insurance and RX number (Prescription name may be blacked out)
• A letter from the student’s physician outlining clinic costs or expenses and frequency for ongoing care.

Note: Students are not required to provide a diagnosis or information regarding their specific medical treatment as long as copies of bills or letters from a Physician can verify that a general medical condition does exist or has been treated.

Dependent Care Costs

Additional assistance is available to students who have dependents for whom they (and their spouse if applicable) provide 50% or more of the financial support as reported on the FAFSA. Students may request additional assistance for childcare expenses or for additional maintenance expenses in certain circumstances.

Students should contact the Chicago Office of Financial Aid to discuss dependent care appeal options.

Documentation may include:

• Childcare billing statement

Computer/Technology purchases

You may be eligible to obtain supplemental loan assistance to purchase computer hardware and software one time during the duration of your program unless extenuating circumstances exist (i.e. theft as documented on a police report, documented damage, etc).

The maximum amount of supplemental loan assistance is equal to the actual cost of the required hardware (excluding a printer) and software, or $1,500, whichever is less. Up to an additional $500 can be available for the purchase of a printer or other peripheral components (monitor, keyboard, etc). Supplemental loan assistance cannot exceed $2,000.

Documentation includes:

• Receipt from purchase of computer
• Students who do not have resources available to pay for the computer up front may submit documentation of their intended purchase (print out of online shopping cart) and our office will work with you to discuss your options.

Transportation

Students who live more than 2.00 miles away from campus (considering the shortest distance route) may be considered for vehicle maintenance and mileage if reasonable public transportation options are not available. Students may not receive additional aid to cover the the purchase or lease of a personal vehicle (car payment). 

Students in programs that require clinical rotations or clerkships may appeal for additional transportation expenses if their costs exceed the standard COA if:

• Their site is located in an area that is not serviced by Chicago-area public transportation OR
• Their transportation hours make it unsafe to use Chicago-area public transportation OR
• Their clinical location requires the purchase of an airline ticket to and from the clinical site at the beginning and/or end of the rotation
• Other extenuating circumstances as documented

Documentation may include

• Rental vehicle- a copy of the rental agreement
• Metra expenses- a statement including method of travel and average daily transportation costs including number of traveling days per week.
• Airfare- copy of your roundtrip airline receipt or quote for 1 flight to/from your clinical location
• Other relevant documentation as determined by the Office of Financial Aid

Clinical Education Expenses for Feinberg Programs

Students who need additional funding for clinicals or clerkships outside of the Chicagoland area can appeal for additional funding support. Please see additional information specific to clinicals/clerkships here.

Books and Supplies

If students can appeal for additional aid to cover the actual costs (versus the average costs included in the COA) they paid for required books/supplies with receipts.

Documentation may include:

• A copy of the student’s syllabi for registered coursework
• The book list provided by the University Bookstore website (abbotthall.bncollege.com).
• Specific uniform requirements (scrubs, clinic-specific clothing requirements) issued by clinical/clerkship site
• Receipts confirming purchase

Expenses not eligible for appeal

The cost of attendance includes an allowance for personal expenses to cover discretionary, miscellaneous expenses. Students generally use those funds to cover the cost of self-care maintenance (haircuts, clothing, entertainment, pet costs, gym or other memberships, etc). Personal expenses and certain other expenses may not be appealed. Ineligible expenses include, but are not limited to:

• Living expenses for periods of non-enrollment in coursework required for your degree
• Moving expenses
• Consumer loans/credit cards/credit lines/payment plans
• Car payments
• Test Prep courses
• Travel not associated with required coursework/academic studies
• Support of spouse, parent(s), grandparents or other relatives who are not dependent children who require childcare while you are in class
• Religious tithing/charity/contributions/gifts
• Entertainment/dining out
• Streaming services and subscriptions
• Weddings
• Gym memberships
• Graduation regalia
• Laundry/dry cleaning
• Hair/makeup/skin care/supplements/vitamins not provided through medical prescription

Budget Appeal Process

The appeal process for these items requires you to submit the appeal request form along with documentation of the expenses for which you are requesting additional funding.

• The 2025-26 (academic years starting 2025 and ending in 2026) appeal form can be accessed here.

The drop downs above provide examples of the documentation that should be provided for many different funding categories.

If extenuating circumstances span multiple academic years, a new appeal must be submitted on an annual basis. Appeals from a prior academic year cannot be used to determine additional aid eligibility in subsequent academic years.

If you find that your current loan funding will not cover other expenses (such as supplies or other
miscellaneous expenses), please contact the Chicago Financial Aid Office and we’re happy to work with you do determine the documentation that should be submitted for those items.

Once you submit your appeal request, it will be reviewed by the Financial Aid Office and you will be contacted by an adviser from the Office of Financial Aid within 10-14 business days with the results of the appeal. We may request additional documentation or ask for clarification prior to deciding the outcome of the appeal. Additional loan funding will be offered for the appeals that are approved.

If your financial aid exceeds the amount due on your student account, you may request a refund on the first day of classes. Refunds are typically used to cover living expenses and other educational costs.   

Follow these steps:

1. Review your account to verify that you are eligible for a refund: You must have a credit in your Account Balance (not Anticipated Aid) to be eligible for a refund.
2. Set up direct deposit: If you set up direct deposit any refunds that you request will be sent directly to your personal bank account.  The average turn around time for a direct deposit once approved is 24 to 48 hours.  If you do not set up direct deposit, a refund check mailed one of your active addresses in CAESAR.
3. Request a refund each term. When your refund has been processed, you will receive a generic email notification at your Northwestern email address. 

Changes in Enrollment or Financial Circumstances

If your enrollment status or financial circumstances change from what you report on your application materials, you must consult with Cynthia Gonzalez. If you do not report this information, you may jeopardize your eligibility for assistance in the current and/or subsequent academic period.

Changes that should be reported include but are not limited to the following:

• Enrollment that is less than half time
• Leave of Absence
• Independent Study Status
• Marriage
• Expected earnings and/or those of your spouse (if married)
• Receipt of an outside scholarship or other monetary gift

Taking Time Off

If you have federal student loans and you are considering taking time off for any reason, you must consult with Cynthia Gonzalez. Changes to your enrollment status may impact your federal student loan eligibility. The University’s academic programs are measured in credit hours. Therefore, you are considered to have withdrawn if you do not complete all the days in the term that were originally scheduled. Financial aid recipients who withdraw from the University may be required to return a portion of their Title IV funds (federal student loans) to the federal programs, outside scholarships and/or institutional financial aid.

See the Withdrawals and Financial Aid page on the Student Financial Services website for more information.

Federal and state regulations require you to maintain satisfactory academic progress (SAP) as a recipient of financial aid. These requirements apply to part-time and full-time students for all terms of enrollment, including those terms for which no financial aid was granted.

How to Demonstrate SAP

You must demonstrate SAP in three fundamental ways:

Maintain an Academic Status of Good Standing

This status indicates that you are not on probation (enrollment permitted), are not on suspension (enrollment not permitted) and have not failed an initial attempt to remediate an academic deficiency.

Complete & Pass Two-Thirds of All Credits Attempted Per Financial Aid Payment Period

You must complete, with a grade of pass, at least two-thirds of the credits attempted per payment period. There are typically two payment periods per term. Grades of F, Y/incomplete, W/withdrawal or X/unofficial do not count toward completion. Because Feinberg School of Medicine is on a yearlong calendar, the last date on which you may drop a course and not have it included in the credits attempted per payment period calculation is set as follows:

• M1 Students: For financial aid purposes, the last date a course may be dropped and not counted toward the attempted units calculation is set as the Monday following the mid-point of the payment period. For payment period 1, any courses dropped after Oct. 13, would be counted toward the credits attempted for that payment period. For payment period 2, any courses dropped after March 16, will be counted toward the credits attempted for that payment period.
• M2 Students: For financial aid purposes, the last date a course may be dropped and not counted toward the attempted units calculation is set as the Monday following the mid-point of the payment period. For payment period 1, any courses dropped after Oct. 6, will be counted toward the credits attempted for that payment period. For payment period 2, any courses dropped after Feb. 9, will be counted toward the credits attempted for that payment period.
• M3 & M4 Students: Any course dropped following the Monday after the midpoint of the course start will be counted toward credits attempted. Grades of F, Y (incomplete), W (withdrawal) or X (unofficial withdrawal) do not satisfy the requirements for the two-thirds (66.6 percent) completion rate. Note that the attempted units calculation will be based on the date the drop/withdraw was entered into the system.

Complete the Program Within a Specific Period of Time

You must be on track to complete your degree within six years to maintain financial aid eligibility. If you are enrolled in a joint or dual program, the timeframe will be extended as needed. Contact Cynthia Gonzalez if you have questions about determining your personal maximum timeframe. Periods of academic leave (with no enrollment) or non-enrollment will not count against you, nor will periods of academic leave with enrollment (for example, a leave of absence that includes registration in an independent study) for purposes of research or fellowship. Remedial and repeated coursework do not result in an extension, nor does credit earned through a consortium/contractual agreement.

Next Steps

Evaluation

The Office of Financial Aid evaluates SAP at the end of each payment period, once grades are published in the university system. This review includes a manual review of grades received, courses attempted, pace toward graduation and GPA.

If grades have not been updated in the system prior to the disbursement date for the next payment period, funds may be held until SAP can be evaluated.

Warning

If you fail to meet the requirements for SAP for any payment period, you will be placed on warning for the next payment period and notified through your NU email accounts.

You will still be eligible for federal and state financial aid for the next payment period, but must meet the SAP criteria by the end of that payment period. If you do not meet the criteria by that time, you will be placed on suspension.

If you do not enroll in the next payment period after the warning is issued, the warning or suspension will extend to the next period in which you enroll.

Suspension

To reinstate federal financial aid eligibility after an SAP suspension, you must meet the following criteria for reinstatement:

• Maintain an academic status of “good standing.”
• Complete 100 percent of your courses with a grade of pass. If you receive a grade of F, X, Y, N, W or V, you will be disqualified from receiving financial aid in future payment periods.

If you enroll in any courses after the end of the second week of their scheduled start dates, they will be counted toward your credits attempted. Dropping any classes after that date will result in continued suspension of your financial aid.

Once you meet all these requirements, it is your responsibility to contact the Office of Financial Aid to request an SAP review for reinstatement of federal and state financial aid eligibility. Once the Office of Financial Aid determines that you are now in compliance, aid will be reinstated for the following academic term.

Appeals

If you fail to meet the SAP requirements due to extenuating circumstances such as a family member’s death, your illness or the illness of an immediate family member, you may submit a written appeal to the Office of Financial Aid. It must be received within 15 days of your receipt of the notice of suspension.

The written appeal should explain any relevant extraordinary circumstances, address your reasons for failing to meet the minimum academic requirements and offer some solution to the problems that affected your prior academic performance. We may also request supporting documentation, such as statements from academic advisers, professors or professional healthcare workers. The appeal will be reviewed by a committee chaired by the director of Financial Aid. All decisions made by the committee are final. You will be notified if your appeal is granted or denied via an email to your Northwestern University email account.

If an appeal is granted, you will be placed in one of two categories:

• Probation: If you are placed on probation after an appeal, you will be eligible for aid during one additional payment period. During that period, you must meet all SAP requirements or your aid will be suspended without the ability to appeal.
• Academic Plan: If it is mathematically impossible for you to resolve all deficiencies during one term and your reason for appeal is deemed appropriate per federal regulations, you may also be placed on an academic plan. An academic plan varies in length and is determined by the SAP committee. If you meet the criteria identified in the SAP appeal approval at each term review, your academic plan may be extended.

Special Considerations for First-Time Financial Aid Applicants

If you are a currently enrolled student but have not received federal financial aid for previous terms of enrollment in your current program, you are considered to be a First-Time Financial Aid Applicant. Your previous coursework must meet the minimum academic progress requirements. If it does not, you will need to complete an SAP appeal. In the appeal, describe a specific reason, event or circumstance that prevented you from meeting the academic progress requirements, and provide a specific plan/corrective action to improve your academic progress.

You may be eligible to defer payment on prior educational loans while you are enrolled at least half-time as a student at Northwestern. Contact your lender to determine if you qualify for a student deferment. Incoming students’ enrollment cannot be certified until after matriculation.

The deferment process will depend on the loan type.

Federal Stafford, Federal Graduate PLUS & Alternative Loans

1. The University Registrar sends your enrollment information to the National Student Loan Clearinghouse once a month.
2. The Clearinghouse notifies your lender(s) and/or servicer(s) that you are in school.
3. If your lender(s) or servicer(s) send you a deferment form, you may email it to fsm_records@northwestern.edu. For your security, do not include your Social Security number on the form(s) you email to FSM Records. After the form is certified by the Registrar, it will be returned to you to submit to your lender(s) or servicer(s).
4. Continue making payments until you receive notification from your lender that your deferment has been processed.

Federal Perkins Loan

1. Contact your former school to obtain a student deferment form (your former school is your lender for a Federal Perkins Loan).
2. Complete the "Student Section" of each deferment application as directed.
3. Email the deferment form to fsm_records@northwestern.edu. For your security, do not include your Social Security number on the form(s) you email to FSM Records. After the form is certified by the Registrar, it will be returned to you to submit back to your lender.
4. Continue making payments until you receive notification from your lender that your deferment has been processed. 

If you attended Northwestern University previously and had a Perkins loan, you are still required to follow the steps listed above. 

Your Responsibilities While in Deferment

• Notify your lender(s) of any change in circumstance (e.g., change in address, phone number, name, enrollment status) that might affect your deferment(s).
• Contact your lender(s) immediately if you continue to receive requests for payment after school has started and/or you have submitted a student deferment form. The Registrar may need to send an enrollment history to your lender(s) to verify your eligibility.

Students may receive cash advances of whichever is less: up to $3,000 per month or the current anticipated credit on their account. Only one cash advance is allowed every 30 days. They cannot be processed before the start or after the end of the academic year.

Advances will be denied if you have not fulfilled all the requirements to apply for and receive your financial aid. For example, we will deny an advance if you have not submitted a loan application or any of your documents are incomplete.

Apply for a cash advance voucher in person with Cynthia Gonzalez in the Augusta Webster, MD, Office of Medical Education, or the Chicago Financial Aid Office. Another person cannot apply for/pick up a short-term loan on your behalf. Remember to bring your Northwestern University Wildcard when you apply. You will bring the voucher to Student Accounts, and they will then process the loan for you.

Cash advances, by definition, are repaid when the anticipated loan funds being advanced to you are credited to your student account. There are no finance charges or fees associated with a cash advance provided that the anticipated loan funds are received and credited to your student account. Should the anticipated loan not be received or credited, you will be required to repay the advanced funds from other sources, and you may be subject to a late payment fee.

Our emergency loan program can assist you with unexpected, short-term financial emergencies. This type of loan is not related to your financial aid award or to the direct costs associated with attending Northwestern University.

Apply for a short-term loan voucher in person with Cynthia Gonzalez in the Augusta Webster, MD, Office of Medical Education or at the Chicago Financial Aid Office. Another person cannot apply for/pick up a short-term loan on your behalf. Remember to bring your Northwestern University WildCARD when you apply.

You are entitled to one emergency loan per term with a maximum of $500, regardless of your account status with the University. You are eligible to receive a second emergency loan in an academic year (also with a $500 maximum) if all the following conditions are met:

• Your first emergency loan has been fully repaid.
• Your tuition account has a zero balance.
• You are still enrolled in a degree-seeking program.
• Your academic year consists of at least two terms.

Emergency loans must be repaid within 60 days of receiving the funds or by the end of the academic year, whichever is first.