POL 02.65.04 - Managing Administrative Holds on Student Records

About this Policy

Authority:

Chancellor

Responsible Office:

Registrar's Office

Date Established:

11-21-2025

Last Revised:

N/A

1. Purpose

1.1 This policy establishes guidelines for placing and managing administrative holds on student records at UNC Pembroke (UNCP). Holds are used to enforce institutional requirements, ensure compliance with university policies, and support the operational integrity of academic and administrative processes.

2. Scope

2.1 This policy applies to all enrolled and former students of UNCP, as well as university staff and departments responsible for placing and managing administrative holds on student accounts and records.

3. Policy Statement

3.1 UNCP may place an administrative hold on a student's academic record or account when the student has not met certain institutional requirements or obligations or needs to be withheld from action or services. These holds may restrict the student's ability to register for classes, obtain transcripts, receive diplomas, or access other university services.

4. Hold Types and Restrictions

4.1 Types of Holds:

4.1.1 Financial Holds: For unpaid tuition, fees, fines, or other outstanding financial obligations to the university.

4.1.2 Academic Holds: For unmet academic commitments, honor code proceedings, probation or progression restrictions.

4.1.3 Documentation Holds: For outstanding documents or verification required to progress at the university.

4.1.4 Student Conduct: For actions not compliant with university policy, expectations, or legal obligations.

4.2 Hold restrictions include not allowing students to register, receive diploma, make payments, or receive transcripts until the hold is removed.

5. Notification

5.1 Students will be notified promptly when a hold is placed on their account. The notification will include:

5.1.1 The reason for the hold

5.1.2 The responsible department

5.1.3 The impact of the hold

5.1.4 Instructions for resolving the issue

5.2 Notifications will be sent via the student's official university email address and the student self-service portal.

6. Placement and Removal of Holds

6.1 Holds may only be placed and removed by the responsible department. Authority is granted to the responsible department by the Recruitment, Retention and Persistence (RRP) Committee.

6.2 Once the underlying issue is resolved, the department must remove the hold promptly.

6.3 In cases of dispute, students may appeal the hold to the appropriate office.

7. Quality Control and Audit

7.1 New hold types and responsible departments will be reviewed and approved by the Recruitment, Retention and Persistence (RRP) Committee before presenting it to Data Governance Committee.

8. Review and Revision

8.1 This policy will be reviewed every two years or as necessary by the RRP Committee to ensure compliance with applicable laws and university practices.

Related Policies

• UNCP Academic Catalog