Institutional Policy

Quincy University Institutional Policy

Policy on Obtaining a Transcript or Diploma Withheld Because of a Business Office Hold

1.0 PURPOSE

Following is the Quincy University institutional policy for providing fair and reasonable access to a student’s official transcript or diploma when there is a Business Office Hold on a student’s account in reference to the Illinois Student Debt Assistance Act.

2.0 DEFINITIONS

  • An Official Transcript is a certified record of student academic progress throughout one or more courses of study and containing a full enrollment history, including but not limited to all courses enrolled, grades earned and degrees and awards conferred. Official transcripts may come in paper form or electronic. Paper official transcripts are in a sealed envelope with embossed seals, the registrar’s signature, and is marked as “official.” Electronic official transcripts are sent via a secure exchange process and contain a digital signature and other security features. The Official Transcript is the only institutional document intended to certify that a degree or award has been earned and conferred.
  • An Unofficial Transcript is a record of student academic progress throughout a course of study containing full enrollment history including but not limited to all courses attempted, grades earned and degrees and awards conferred. Unofficial transcripts contain no embossed seals nor signature of the registrar. It is marked “unofficial” and does not certify that a degree or award has been earned or conferred.
  • A Diploma is a document provided by Quincy University to a student who has successfully completed a course of study. A Diploma is intended for framing and display, if a student wishes to do so. A Diploma does not certify that a degree or award has been earned or conferred.
  • A Business Office Hold is placed on a student’s account when there is a past due balance on the student account.  Accounts that are set up on an official University payment plan will have a hold placed on their account only when payments on the payment plan are past due.

3.0 STATEMENT OF POLICY

A. Business Office Hold

  1. A student who does not pay a student account balance by the due date or set up an account requiring a University payment plan will have a Business Office Hold placed on that student account. Students whose account is removed from a University payment plan for non-payment will have a Business Office Hold placed on their student account at that time. Students who have a balance of fewer than $500 will have a hold placed on their account that will prevent the release of official transcripts but will allow the student to make schedule changes in the current term and/or register for future courses.  Students who have a balance of more than $500 will have a hold placed on their account that will prevent the release of an official transcripts/diploma as well as prevent schedule changes and future course registration.
  2. Business Office Holds restrict the student’s eligibility to:
    a. add courses for the current or future semesters
    b. receive an official transcript
    c. receive a diploma
    d. access to University activities/services such as participate in graduation ceremonies
    e. other items as determined by the University

B. Release of an Unofficial Transcript

  1. Students may print an Unofficial Transcript through the student portal-my.quincy.edu. Students who no longer have access to the student portal should contact the Registrar’s office to request an Unofficial Transcript.
  2. Quincy University will not require the payment of past due balances prior to the release of an Unofficial Transcript.

C. Release of an Official Transcript

  1. For students who have a Business Office Hold on their student account, Quincy University will release an Official Transcript, in accordance with this Policy, upon request by the student to:a. complete a job application
    b. join the U.S. Armed Forces or Illinois National Guard
    c. transfer from one institution of higher education to another
    d. apply for State, federal, or institutional financial aid
    e. pursue other postsecondary opportunities
  2. The student must first submit an official transcript request to the University via National Student Clearinghouse. Information regarding the request process and fees can be found on the Registrar’s Office website (https://www.quincy.edu/academics/registrar/transcript-request/). In addition to this request, the student will also be asked to provide the following items to the Business Office:a. Reason for the student’s request for an official transcript, including supporting documentation
    b. To whom the official transcript will be sent (name, address, phone, email)
    c. Student’s current contact information (phone, address, email)
    d. Student’s acknowledgment of the balance owed to Quincy University
    e.  Student’s commitment to create a payment plan
  3. Upon receipt of the Official Transcript request and supporting documentation, the Business Office will review the request and proceed as follows:a. Requests consistent with C.1. a and b (job application to a current or potential employer or join the U.S. Armed Forces or Illinois National Guard):

    i. Quincy University will release the Official Transcript directly to the current or potential employer without any condition on the payment of the student’s balance owed to the University

    ii. Release of the Official Transcript does not release the Business Office Hold

    b. Requests consistent with C.1. c thru e (transfer to different school, apply for aid, pursue postsecondary education):

    i.  The Business Office will contact the student to establish a payment plan

    ii. Quincy University will release the Official Transcript as soon as administratively possible once the student has completed a minimum of three consecutive payments on the agreed payment plan

    iii. Release of the Official Transcript does not release the Business Office Hold

    c.  Requests other than those described in C.1 a thru e:

    i.  The Business Office will contact the student to establish a payment plan

    ii. Quincy University remove the Business Office hold and will release the Official Transcript as soon as administratively possible once the student’s account balance has been paid in full

D. Release of a Diploma

A diploma is released when the student’s account is paid in full and all Business Office Holds are released.

E. Registration for Current or Subsequent Academic Terms

  1. Currently enrolled students will be allowed to register for future courses when their outstanding balance for the current academic term is $500 or less with the understanding that the outstanding balance will be paid in full prior to last day of the current academic term. Failure to do so may result in the cancellation of registration for future courses.
  2. Students who do not maintain continuous enrollment must have their student account paid in full in order to register for classes.

F. Past Due Accounts Placed at Third-Party Collection Agencies

  1. The University contracts with third-party agencies to recover past due account balances when:a. a student is no longer enrolled,
    b. a student has not engaged in a payment agreement with the Business Office, or
    c. a student fails to keep the scheduled payments on an agreed upon payment plan as agreed by the Business Office. Accounts will be assigned to a third-party agency after three missed payments in a twelve-month (12 month) period.

G. Filing a Complaint Regarding Failure to Issue an Official Transcript

Students may file a complaint regarding the withholding of an Official Transcript by the University, by contacting;

  1. The Office of the Illinois Attorney General, Student Loan Ombudsman, at www.illinoisattorneygeneral.gov or 1-800-455-2456, or
  2. Quincy University’s Business Office at studentaccounts@quincy.edu or 217-228-5432 Ext. 3749

 

4.0 POLICY MANAGER AND RESPONSIBLE PARTY OR OFFICE

The Vice President for Business Affairs (or the designee of the Vice President for Business Affairs) is responsible for the management and interpretation of this policy. As appropriate, the Vice President for Business Affairs (or designee) should consult with the Provost and Vice President for Academic Affairs and the Registrar in the management or revision of this policy.

 

5.0 REVIEW SCHEDULE

Predecessor Policy: August 2023

Current Policy Approved: June 2024

Next Review Date: October 15, 2029