The University will not issue diplomas or official transcripts to students who have not satisfied student conduct or academic integrity/disciplinary outcomes. The University may decline to release diplomas or official transcripts to students with unresolved debts to the institution until the student has made a plan with the University to resolve their financial obligations to the University.
Once a student satisfies the outstanding student conduct or academic integrity/disciplinary outcome(s), the responsible office will remove the hold and the Office of the Registrar may issue the diploma and/or the official transcript.
Reason for Policy
The University expects students to meet any financial and/or student conduct and academic integrity/disciplinary outcome obligations to the institution, both during their enrollment and upon graduation. Withholding the diploma and official transcript for not meeting these responsibilities is consistent with these expectations.
Procedures
There are no procedures associated with this policy.
Forms/Instructions
There are no forms associated with this policy.
Appendices
There are no appendices associated with this policy.
Frequently Asked Questions
How is a student notified that they will not be receiving a diploma or an official transcript due to these obligations?
Students are informed of the holds on diplomas and official transcripts via MyU. Additionally, students are notified when placing transcript orders or requests for duplicate diplomas via the University’s transcript and/or diploma vendor systems.
Will a student's degree conferral still be reflected on the academic record (that is, transcript) if money is owed or if a student conduct or academic integrity/disciplinary outcome is not met?
Yes, the degree conferral will be reflected on the transcript in both instances. The diploma and/or official transcript will not be issued in the event that a student has not satisfied a student conduct or academic integrity/disciplinary outcome. The diploma and/or official transcript will be issued in the event that money is owed and the student has made a plan with the University to resolve their financial obligations to the University.
Can holds be temporarily removed or how do students get an exception to a hold?
Contact the office responsible for placing the hold to see what the procedures are, whether the hold can be lifted, or whether an exception is possible. Students who are unsure of what office is responsible, should contact their campus One Stop or Office of the Registrar. Only the office who placed the hold should make exceptions to or lift a hold where appropriate.
For information on how to resolve past-due bills, visit your campus One Stop website (below) and contact One Stop Student Services.
Associate Vice Provost - Academic Support Resources
See Contacts Table above
Definitions
Financial Obligation
Students that have a past-due balance on their University student account.
Student conduct and academic integrity/disciplinary outcome
A student conduct outcome for violation of Board of Regents Policy: Student Conduct Code.
Official Transcript
The official summary of the academic record (for example, terms enrolled, courses taken, grades earned, degrees conferred, and honors received) maintained and verified by the Office of the Registrar and provided by the University that documents a student’s academic performance and achievements.
Responsibilities
University Registrar
Notify faculty, staff and students of the policy of withholding diplomas and official transcripts.
Issue official transcripts and diplomas.
College or department
Advise students of the policy on withholding diplomas and official transcripts.
Advise students on the implications of a hold and how to resolve it.
Office for Community Standards (OCS) - Twin Cities Campus | Office of Student Conduct & Conflict Resolution - Duluth Campus | Office of the Vice Chancellor for Student Affairs - Morris Campus | Office of Student Affairs - Crookston Campus | Office of Student Conduct Violations - Rochester Campus
Determines if diploma or transcript can be issued based on satisfactory resolution of a student conduct and academic integrity/disciplinary outcome.
Removed language around withholding due to financial obligations of $250 or more;
Inclusion of a statement to preserve the University’s ability to withhold in some cases;
Shifted from “sanctions” to “academic integrity/disciplinary outcome”;
Updates to FAQ language for consistency between policies.;
Addition of a definition for official transcript;
Updates to the University Registrar and College or department responsibilities and
Inclusion of campus specific standards offices
Compliance with federal regulation CFR 668.14 (b) (33 & 34) effective July 1, 2024 University decision to no longer withhold transcripts or diplomas for students who have a financial obligation to the institution.
Amended:
October 2021 -
The current language has a dollar limit of $200 (first sentence in Statement). The Minnesota legislature has changed the limit to $250 and we are updating our processes accordingly. The statutory language is:
Subd. 2. Prohibited practices. A school must not: (1) refuse to provide a transcript for a current or former student because the student owes a debt to the school if: (i) the debt owed is less than $250.
Amended:
July 2019 - Comprehensive Review:
Minor language changes for readability
Update FAQ to reflect current system (MyU) and better address questions raised during consultation
Retire outdated procedure
Amended:
December 2013 - Comprehensive Review, Minor Revision. Provides additional guidance to the students who have a hold on their record through a new FAQs.
Amended:
December 2009 -Changes withholding of "degrees" to withholding of "diplomas and official transcripts"; Improves satisfaction of student conduct or academic integrity sanctions by expanding the policy to address these types of obligations; Aligns with practices of our peer institutions.
Administrative Policy