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University Hold Policy

University Hold Policy

Reviewed By: Administrative Council on
Approved By: Albert K. Karnig, President on
Reviewed By: Administrative Council on
Approved By: Tomás D. Morales, President on

For interpretation of this policy, please contact the department responsible: Office of Strategic Enrollment Management and Marketing at (909) 537-5801

Policy

This policy sets forth the rights and responsibilities of University offices requesting holds on students’ 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 offices the ability to request a hold on an applicant's and/or student's record. The official placement of a hold that restricts enrollment falls under the purview of the Office of the Registrar.

Definitions

  • Academic Record: An academic record is any official document displaying a student's academic history, i.e., unofficial transcripts, official transcripts, and diplomas.
  • Enrollment Appointment Push Notification: Notifications sent to a student's myCoyote account each term with their appointed date/time of registration. If a student has a hold(s), the information is indicated on the notifications.
  • 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, certain fees, such as equipment dues or parking citations, shall not be a precursor to place a hold that restricts course registration.
  • 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.
    • Exclusion - transcripts may not be held due to a financial obligation owed to a postsecondary school in California; pursuant to AB 1313
  • University Office: Offices within the jurisdiction of the President.

Scope

The ability to use holds due to financial obligations may be available, only upon review and approval by the University President. However as of Spring 2025, fees such as material/equipment balances may not be used as a purpose to place a registration hold  This policy is also available to the Office of Student Conduct and Ethical Development during a disciplinary investigation or to enforce sanctions resulting from student disciplinary action; as well as the administration of any investigation from the Office of Institutional Equity & Compliance (Title IX/DHR)

  • Notification: If a hold is determined to be placed on a student’s record, the student must receive a notification in writing within 24 hours after placing the hold. This is in addition to the hold indicator that automatically displays in a student’s myCoyote Student Center once a hold is placed.

Exceptions:

  • Registration holds placed for advising purposes which are indicated in the push notification sent to a students’ myCoyote account.
  • Holds which are placed to ensure compliance with 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 University Registrar. After preliminary review they will be presented to the Administrative Council for approval.

  • Responsibilities

Releasing the hold will be the responsibility of the office that requested the hold to be placed. If the hold 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 for releasing the hold or requesting to defer the hold to the appropriate term or time period.  Otherwise, the hold will not be applicable, and an override may be used to allow the student to register/apply/obtain academic records.

The process to implement enrollment holds will take appropriate measures in allowing reasonable time for students to clear the hold and receive their academic records.

The process of implementing enrollment holds will take appropriate measures in placing the registration holds before push notifications are sent for the subsequent term.