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Administrative Ruling on Holds on Enrollment, Registration, Readmission, and University Services

A.    AUTHORITY FOR HOLD USE

  1. Financial Holds
    The Vice President for Finance and Treasurer is responsible for the collection, custody, and accounting for all monies due the University. Holds may be employed to collect any financial obligations due to the University's operating funds or to student loan funds.
  2. Judicial Holds
    The procedures for student discipline are specified in Student Rights and Responsibilities at Michigan State University, Graduate Student Rights and Responsibilities, and Medical Student Rights and Responsibilities. Administrative officers and judicial bodies are specifically authorized under this administrative ruling to request of the Provost or the Vice President for Student Affairs and Services the use of the judicial hold to enforce a 'suspension' decision against a student, and to contact a student to notify him or her of an alleged violation of a regulation and pending judicial or administrative proceedings.
  3. Academic Holds
    Academic holds are used to assure that students abide by reasonable rules and regulations as a condition of admission to and retention in the University. Agencies of the University and academic administrators are authorized under this administrative ruling to initiate use of the academic hold for this purpose.
  4. Administrative Holds
    Administrative holds are also used to assure that students abide by reasonable rules and regulations as a condition of admission to and retention in the University. Agencies of the University and academic administrators are authorized under this administrative ruling to initiate use of the administrative hold for this purpose.

B.    CRITERIA FOR HOLD USE

  1. Financial Holds
    Criteria for use of the financial hold shall be as follows:
    1. Holds may be employed to collect any financial obligations due to the University's operating funds or to student loan funds.
      Examples of these obligations are: student tuition, residence hall room and board, deferred payments, traffic violations, charges for damages to University property, University housing apartment rent, past due loans (including ASMSU Student Loan Fund), library fines, bad checks cashed by students or presented in payment of student indebtedness, charges originating in various operating units (such as the Health Center, MSU Union, Veterinary Clinic, etc.), overdrafts in student organizations accounts, etc.
    2. Holds may not be used for collection of debts owed to any non-University agency. For purposes of this administrative ruling, registered student organizations, and student media groups (newspapers and radio) are defined as non-University agencies.
    3. Except in the case of bad checks, holds may be used only in those cases in which the student has been given or sent adequate notice of his or her indebtedness and warning of hold use prior to issuance of the hold.
    4. A current list of all University agencies authorized by the Vice President for Finance and Treasurer to issue financial holds shall be maintained by the Student Receivables Division, Controller's Office.
    5. Students are entitled to appeal the legitimacy of charges placed against them through established due process procedures. Students are expected to exercise these rights at the time of original notification of indebtedness.
    6. A student will not be permitted to enroll for courses, be registered, be readmitted to the University, have an application for admission to a new program of study processed, or receive services such as transcripts and diplomas, if a financial hold has been placed on the student. Additionally, in some circumstances, financial aid processing may be withheld if a financial hold has been placed.
    7. If a student has enrolled for courses and has not paid the financial obligation which created the financial hold by a specified due date, the student will be dropped from the courses in which he/she is enrolled.
  2. Judicial Holds
    Judicial bodies and administrative officers may make use of judicial holds in two cases:
    1. Holds may be issued against a student who has been suspended, under the procedures outlined in Student Rights and Responsibilities at Michigan State University, Graduate Student Rights and Responsibilities, or Medical Student Rights and Responsibilities, to prevent the student's reenrollment and/or registration.
    2. Holds may be issued against a student in order to require the student to appear at an administrator's office so that the student can be provided with a written statement of an alleged violation of regulations and impending judicial or administrative proceedings when attempts to reach the student by certified mail and by telephone have proven unsuccessful.
    3. A judicial hold may prevent a student from being readmitted to the University, having an application for admission to a new program of study processed, enrolling in courses, and registering (paying of fees) depending upon the time within the academic semester when the hold is placed.
    4. The Office of the Vice President for Student Affairs and Services or the Office of the Provost shall authorize each instance of judicial holds under the terms of the criteria in the above sections.
  3. Academic Holds
    1. The Provost and College deans and their designees are authorized to issue an academic hold which prevents a student from enrolling in courses and registering (paying of fees) because the student (1) has not met or needs to complete an academic requirement, e.g., has not declared a major, has failed to meet conditions of reinstatement or readmission, has failed to take the international student English proficiency test, has failed to supply required transcripts; (2) has been recessed or dismissed; (3) needs to see an academic advisor due to academic-related issues; or (4) has not met or needs to complete a recognized obligation incurred in the regular course of an academic program or in using an academic service.
    2. The student shall have had reasonable opportunity to be informed of and to comply with the academic requirement and shall have been given or sent warning prior to issuance of a hold.
    3. To ensure that the above conditions and criteria are being met, the persons and agencies authorized to issue academic holds shall provide a copy of their hold use procedures to the Office of the Provost for review and approval.
  4. Administrative Holds
    1. The Office of the Vice President for Student Affairs and Services will authorize agencies which may place an administrative hold which prevents students from enrolling in courses and registering (payment of fees) and/or financial aid processing. Administrative holds are placed on students who have failed to meet a requirement which has been established by University policy or regulation such as, but not limited to, financial aid requirements, student housing policy, and international student health insurance. Within this category are those regulations with which a student must comply prior to enrollment. A current list of all University agencies authorized by the Office of the Vice President for Student Affairs and Services to issue administrative holds shall be maintained by the Office of the Vice President for Student Affairs and Services.
    2. The student shall have had reasonable opportunity to be informed of and to comply with the administrative requirement and shall have been given or sent warning prior to issuance of a hold.
    3. To ensure that the above conditions and criteria are being met, the persons and agencies authorized to issue administrative holds shall provide a copy of their hold use procedures to the Office of the Vice President for Student Affairs and Services for review and approval.

C.    FURTHER GENERAL STIPULATIONS

  1. Agencies and authorized personnel of the University shall make every effort to minimize the use of holds and shall employ alternative methods to accomplish their purposes whenever feasible.
  2. Procedures for financial hold use shall be developed by the Office of the Vice President for Finance and Treasurer. Procedures for judicial hold use shall be developed by the Office of the Vice President for Student Affairs and Services and the Office of the Provost. Procedures for academic hold use shall be developed by the Office of the Provost. Procedures for administrative hold use shall be developed by the Office of the Vice President for Student Affairs and Services. All procedures shall include provision for the following:
    1. Adequate prior notice to the student (including all pertinent details) of pending placement of a hold, prior to issuance except in the case of bad checks.
    2. Procedures for the student to challenge the placement of a hold, prior to the issuance of a hold.
    3. While a student is in the process of appealing the case in question, the hold will not be issued.
    4. Review by the offices responsible for developing hold use procedures to ensure that the administrative ruling on holds is being accurately and consistently followed.
  3. When a student has satisfied the conditions which precipitated a hold, the responsible agency or administrator placing the hold will ensure that the hold is removed.

D.    JUDICIAL REVIEW
        This administrative ruling and all procedures and administrative decisions stemming therefrom shall be subject to
         judicial review as provided in Student Rights and Responsibilities at Michigan State University.