CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO

UNIVERSITY HOLD POLICY

D R A F T

RECOMMENDED BY ADMINISTRATIVE COUNCIL:         (date)       

APPROVED BY PRESIDENT KARNIG:          (date)        

RESPONSIBLE DEPARTMENT:  Records, Registration and Evaluations, 909/880-5202

BACKGROUND STATEMENT

At the present time there is no official campus policy incorporating the different aspects of putting holds on an applicant's and/or student's record to restrict registration, academic records and admission.

DEFINITIONS

Registration Hold

Transcript Hold

Admission Hold

Academic Records

University Office

Debt

POLICY

Purpose

Scope

Access

Legal Basis

Responsibilities

Procedures of Notification

Procedures in Releasing Holds

DEFINITIONS

Academic Record
An academic record is any official document displaying a student's academic history, i.e., unofficial transcripts, official transcripts, diplomas.

Access Mailers
Notices mailed to students each quarter (except for summer) with their appointed date of registration.  If a student has a hold or holds, the information is printed on the mailer.

Admissions Hold
A code on an applicant/student's record which blocks admission to the university.

Debt
Unpaid obligation of a student or former student, however, incurred, arising while the debtor was a student, for loans, services, use of facilities or equipment, materials, food, or merchandise furnished to the student (Title V, 42380).

Registration Hold
A code on a student's record which blocks registration for current and/or subsequent quarters.

Transcript Hold
A hold on a student's record which prohibits the release of the academic records to the student and/or a third party.  Exception:  University offices which normally require a student's academic record in conducting business.

University Office
Offices within the jurisdiction of the President.

POLICY

Purpose
This policy sets forth the rights and responsibilities of University offices placing holds on student's admission, registration and academic records.  This policy assumes as a condition of use the appropriate application of policies and practices which give the respective University office the right to place a hold on an applicant's and/or student's record.

Scope
The use of the policy is available to any University office authorized to place holds pursuant to Title V, Article 42380, 42380 when used to collect an unpaid obligation arising while an applicant and/or student for loans, services, use of facilities or equipment, materials, food, or merchandise furnished to the student and to University offices required to enforce compliance of academic policy.  This policy is also available to the Judicial Affairs Officer to enforce sanctions resulting from student disciplinary action.

Notification
The University office placing the hold will notify the student in writing within 24 hours after placing the hold.

Exceptions:

Registration holds placed for advising purposes which are printed on the access mailer.

Holds which are placed to ensure compliance to academic policies.

The notification includes the following information:

name of office
location of office
business hours
phone number
reason for hold

It is also recommended for the clearance procedure to be included in the notification when deemed necessary to ensure the student's understanding of the hold.

Notification Waivers

Requests to waive the notification policy are submitted to the Director of Records, Registration and Evaluations.  After preliminary review they will be presented to Administrative Council for approval.

Responsibilities

Releasing the hold will be the responsibility of the office placing the hold.  If the hold is applies to a particular term and/or process and changes in the student's record imply the hold is no longer needed the office placing the hold is responsible in releasing the hold or deferring the hold to the appropriate term or time period.  Otherwise the hold will not be applicable and an overrride may be used to allow the student to register/apply/obtain academic records.

The University office placing the hold will take appropriate measures in placing holds allowing reasonable time for students to clear the hold and receive their academic records.

The University office placing the hold will take appropriate measures in placing the registration holds before access mailers are generated for the subsequent quarter.

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