HOLDS

Effective: August 15, 2024

Purpose: The purpose of this policy is to ensure that students fulfill their financial obligations and submit necessary documentation in a timely manner to maintain enrollment and access to University services such as transcripts.

Scope: This policy applies to all University students.

Responsible Office: Business and Finance; Registrar’s Office

Policy Statement: To the extent allowed by law and in consultation with the Office of General Counsel as necessary, holds on student records may be placed only for the following reasons:

• To prevent issuance of a transcript for outstanding charges or documentation.
• To prevent payment when legal action is pending.
• To prevent payment until all necessary documents have been properly submitted.
• To prevent enrollment.

The placing and handling of holds will be as follows:

• Holds that prevent a student from obtaining an official transcript for other than outstanding financial obligation require Registrar approval.
• Holds that prevent enrollment are primarily used when a student has an outstanding University financial obligation. Limited enrollment holds can be placed for outstanding documentation or pursuant to court order.
• All outstanding charges are to be placed on a student’s account and Business Affairs will be responsible for placing enrollment and/or transcript holds appropriately.
• Any exceptions to the placing of outstanding charges on a students’ account will require the approval of the University Controller.
• An enrollment hold may be placed if the student account balance is $500 or more in unsatisfied financial obligations. The enrollment hold will prevent the student from enrolling at the University and receiving a transcript from the University.
• Students who enroll with an unsatisfied financial obligation of $500 or less may be dropped on the first day of the next semester.
• Currently enrolled students may have a transcript hold placed on accounts having unsatisfied financial obligations of $200 to $500. A transcript hold will prevent the student from receiving a transcript from the University.
• Students not currently enrolled may have a transcript hold placed if the student account balance has any unsatisfied financial obligation. A transcript hold will prevent the student from receiving a transcript from the University.
• Students who have unsatisfied financial obligations to the University that have been turned over for collection may not be allowed to enroll regardless of the amount owed.
• Authorization for the placement and removal of temporary holds is extended to Police and Safety and University Libraries and Archives. Undergraduate and Graduate Admissions and the Office of International Education may place and remove holds for various administration reasons.
• Authorization to override a hold is restricted to the University Registrar (for non-monetary holds) and to the University Controller (for monetary holds).

A graduate assistantship will not be activated and paid to a graduate student until the student's official transcripts are on file.

Undergraduate and graduate students are required to supply official transcripts by the tenth (10th) week of a semester. Those students who do not supply transcripts by the tenth (10th) week of a semester:

• will be notified prior to any subsequent registration of incomplete records, and
• a hold will be placed on any following registration until all official transcripts are on file.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Business and Finance.

[Business and Finance procedures - coming soon]

Related Policy Information: N/A