Division of Student Affairs - Emergency Fund

Overview
The Office of Student Advocacy within the Division of Student Affairs at Virginia Commonwealth University manages the VCU Student Emergency Fund.

Designed to provide one-time (per academic year) financial assistance with unexpected emergency expenses, the goal of the VCU Student Emergency Fund is to prevent one emergency or unexpected expense from derailing a student’s progress toward a degree. The fund is designated to offset a short-term financial need and is not intended to replace or supplement financial aid. Long-term needs should be addressed by meeting with Financial Aid or your Financial Counselor to discuss available resources.

The funds do not need to be repaid. We encourage students, when they are able, to pay the deed forward to another student by making a contribution to the fund.

Please note: funds may count as income, may be subject to federal and/or state taxes and may affect your financial aid package.

Eligibility
In order to be eligible for the VCU Student Emergency Fund, a student must:

1. Be a currently enrolled, degree-seeking student at the time of application;
2. Be in good academic standing with a cumulative grade point average of 2.0 or higher;
3. Be experiencing financial hardship resulting from an unexpected, unforeseen and urgent incident that is likely to have a direct impact on the student’s academic success;
4. Apply during the semester in which the related incident occurred;
5. Demonstrate a good faith effort to pursue and utilize other funding options, resources, and programs (e.g. insurance, free or low-cost services, roommates, relatives); and
6. Complete the VCU Student Emergency Fund application and provide required documentation (additional documentation may be required upon application review).

Examples of What is Covered
The following indicate examples of what may be covered through the VCU Student Emergency Fund. This list is neither exhaustive nor a promise that the following situations guarantee financial support as funds are limited and each need is reviewed on a case by case basis.

• Academic supplies (e.g. books, technology, course materials, etc. not included in tuition and fees)
• Replacement of essential personal belongings (e.g. clothing, furniture, etc. lost to damage or theft)
• Short-term emergency housing
• Emergency medical care or related costs
• Emergency travel (e.g. unexpected family emergency/death)
• Safety needs (e.g. changing a lock)
• Childcare costs
• Food
• Utility bills that fall outside the typical amount paid monthly (i.e. unexpected high bill due to equipment malfunction)
• Other allowable expenses will be considered on a case by case basis

Examples of What is Not Considered

• Tuition
• Regularly anticipated fixed, recurring expenses (e.g. rent, utilities, etc.)
• Non-essential utilities or services (e.g. cable, streaming services)
• Household or furniture costs not related to damage or theft
• Parking permits or tickets
• Penalties, fines, tickets, alcohol or drug related incidents, legal counsel, court fees, jail bonds, or other expenses mistakenly incurred or preventable expenses
• Costs for entertainment, recreation, non-emergency travel or other non-essential expenses
• Any and all anticipated expenses

Documentation Examples

• Books/Course Materials – Submit the following items: Copy of current receipt or cost estimate for each item connected with VCU course (e.g., phone or computer screenshot, bookstore printout, department invoice); AND evidence that book cannot be obtained through other methods (online platform, professor, VCU Libraries, etc.) either because it requires an access code or is not available via these methods.
• Computer/Laptop – Submit the following items:An authentic photo of the current problem with your present computer/laptop; AND A repair cost estimate from a computer repair shop that identifies the problem with your computer and the cost of repair; if the shop says that your computer is not repairable, the estimate must identify that; AND Letter of support signed and currently dated from your professor that identifies that a new computer is needed to perform your current course work; AND A new computer/laptop estimate (copy of current bill or cost estimate that shows provider, item description, and cost (e.g., phone or computer screenshot, invoice, receipt).
• Car Repair – Submit copy of current bill showing service provider, your name, due date, and amount due. For car repair, the expense must be unexpected or an emergency; funding is not available for routine maintenance or vehicle or tire replacement. If bill is not in your name, supply signed statement from owner or account holder that confirms your use of that vehicle and how much you contribute monthly or otherwise to the bill.
• Childcare – Supply copy of current arrangement with your childcare provider including cost.
• Emergency Medical Expense – Submit the following items: Copy of current bill or statement showing service provider, your name, and account balance due after insurance; AND Letter signed and currently dated from your service provider that identifies that the incident occured.
• Food: Written documentation of why the student is food insecure and why community resources are not meeting needs (Ram Pantry, local food banks, food stamps).
• Loss of Income: Letter from employer explaining employees’ status (laid off, furloughed, loss of work hours, etc.) and pay stub history showing previous and current earnings. The student must provide documentation of how the loss of income has impacted their financial status (i.e. bills unable to be paid with documented bills attached).
• Loss of Items: Police report indicating what items were stolen/damaged and when and documentation of costs of replacement items.
• Prescriptions: Bill/quote from pharmacy showing student’s name on paperwork along with prescription cost.
• Safety Needs: Bill/quote from service provider (locksmith) and written documentation of why service is necessary. Copy of incident police report, if applicable.

Additional Details

• Students may be required to meet with a member of the Office of Student Advocacy to discuss their application.
• All submissions MUST include a detailed explanation of your extenuating circumstances. This is required before any request can be considered for approval.
• You must include official documentation supporting your circumstances and the expenses you intend to cover. Submissions with no documentation will be denied.
• Funds are typically limited to no more than $500.00.
• Priority will be given to students whose tenure at the university may be at risk due to an emergency situation.
• The method of disbursement for approved applications will be determined on a case by case basis.
• Students may be required to submit information indicating how the funds have assisted them.

Point of Contact
Office of Student Advocacy
Division of Student Affairs
907 Floyd Ave. Suite 229
dsaemergency@vcu.edu