Printed on: 01/20/2019. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
ADMINISTRATIVE POLICY

Withholding Diplomas and Official Transcripts from Students

Responsible University Officer(s):

  • Executive Vice President and Provost

Policy Owner(s):

  • Director, Office of the Registrar

Policy contact(s):

  • See Contacts Section

Date Revised:

Dec 19, 2013

Effective Date:

Dec 1, 2004

POLICY STATEMENT

The University will not issue diplomas or official transcripts to students with financial obligations equal to, or in excess of, $100 or to students who have not satisfied any student conduct or academic integrity sanctions.

Once a student satisfies the student's financial obligation or satisfies the outstanding sanction, the diploma will be issued and the hold barring issuance of the official transcript will be removed.

REASON FOR POLICY

The University expects students to meet any financial and/or student conduct and academic integrity 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 both of these expectations.

PROCEDURES

    FORMS/INSTRUCTIONS

    There are no forms associated with this policy.

    APPENDICES

    There are no appendices associated with this policy.

    FREQUENTLY ASKED QUESTIONS

    1. How is a student notified that the student will not be receiving a diploma or an official transcript due to these obligations?

      Students are notified via both email and paper letter.

    2. Will a student's degree still be posted to the individual's record if money is owed or a judicial sanction is not met?

      Yes.

    CONTACTS

    SubjectContactPhoneEmail
    Policy Information - Twin Cities Sue Van Voorhis 612-625-8098 612-626-1754
    Policy Information - Morris Judy Korn 320-589-6011 kornjr@umn.edu
    Policy Information - Duluth Carla Boyd 218-726-8795 cboyd@d.umn.edu
    Policy Information - Crookston Ken Myers 218-281-8200 kmyers@crk.umn.edu
    Policy Information - Rochester Diane Douglas 507-258-8008 douglasd@r.umn.edu

    DEFINITIONS

    Financial Obligation
    Students that owe a minimum of $100 to the University handled by the University collections offices on respective campuses.
    Student conduct and academic integrity sanction
    A sanction imposed upon a student for violation of the University's Student Conduct Code

    RESPONSIBILITIES

    Registrar
    Notify faculty, staff and students of the policy of withholding diplomas and official transcripts.
    College or department
    Advise students of the policy on the policy of withholding diplomas and official transcripts.
    Campus Collections Office
    Determines if diploma can be issued based on satisfactory payment of financial obligations.
    Office for Community Standards (OCS) - Twin Cities Campus
    Notify faculty, staff and students of the policy of withholding diplomas and official transcripts. Determines if diploma can be issued based on satisfactory resolution of obligation.

    RELATED INFORMATION

    There is no related information associated with this policy.

    HISTORY

    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.
    Effective:
    December 2004
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