POLICY PURPOSE:

This policy addresses various aspects of official records of a student’s achievements at CSU Pueblo and governs the release of official transcripts and diplomas in accordance with Colo. Rev. Stat. (C.R.S.) § 23-5-113.5. It provides guidance to students and former students on how to obtain an official document, and how an outstanding debt to the University may affect this process.

POLICY APPLIES TO (Persons affected by):

All current and former students of CSU Pueblo.

DEFINITIONS:

Diploma or Certificate: The official document of Colorado State University Pueblo which signifies the completion of a degree program by a student or former student. Upon conferral of a degree or certificate, a Diploma or Certificate is awarded to the graduated student.

Financial Hold: A Hold on releasing a student’s official Transcript, Diploma or Certificate, or preventing registration, because the student owes the University a debt for tuition, room and board, or financial aid funds.

Foreign Student: A student who enters or is in the US specifically for the purpose of study, does not have US citizenship or legal permanent resident status, but is currently in the US on a non-immigrant visa (F-1, J-1, etc).

Payment Plan: An agreement between the University and a current or former student that allows the student to make recurring payments on a debt owed to the University.

Returned Financial Aid: Title IV financial aid funds that a current or former student owes to the University due to miscalculation, withdrawal, misinformation, or other reasons.

Transcript: The official academic transcript of a student’s academic record at Colorado State University Pueblo, including coursework and level of achievement.

POLICY:

Collections

Payment Plans:

Currently enrolled students are encouraged to establish a Payment Plan, if needed. Students participating in a Payment Plan will not be subject to a Financial Hold while complying with an active Payment Plan. To request a Payment Plan, contact the Office of Financial Management.

Former students are encouraged to establish a Payment Plan with the University or its designated contractor. A Payment Plan will allow a former student to make periodic payments to reduce their debt owed to the University. To request a Payment Plan, contact the Office of Financial Management.

Collections:

Unpaid student accounts may be turned over to the state or a third-party collection agency after they become 120 days past due. If the balance is not paid in full, the student will be responsible for paying any late payment charges, collection agency fees, and all costs and expenses including reasonable attorney fees that the University incurs in its collection efforts.

Transcript, Diploma, and Registration Holds

Holds that prevent the release of Transcripts and/or Diplomas, or that prevent a student from registering for classes, may be applied to the academic record of a current or former student for a variety of reasons, including, but not limited to, disciplinary, immunization, and financial reasons. Except as otherwise provided in this policy, a Transcript, Diploma or Certificate will not be released to a student or former student until the conditions of the Hold have been met.

Financial Holds Preventing the Release of Transcripts and Diplomas:

A Financial Hold preventing the release of Transcripts and Diplomas will be added to the academic record for all current and formerly enrolled Foreign Students who have an outstanding debt of any amount to the University due to unpaid tuition or room and board. This Hold will be removed once the debt has been satisfied.

Financial Holds will not be placed on a domestic student’s Transcript, Diploma or Certificate.

Registration Holds:

Any student, foreign or domestic, who owes an unpaid debt to the University that is not subject to a current Payment Plan with which the student is complying may be subject to a Hold being placed on registration for classes. Registration Holds will not be placed on a student’s account, or will be promptly removed, if the debt arises from the University’s error in administration of the title IV, Higher Education Act (HEA) programs, any fraud or misconduct by the University or its personnel, or returns of Title IV, HEA funds due to student withdrawal or leave of absence, unless the balance owed was the result of fraud on the part of the student. A student whose account has a Registration Hold due to a financial issue that the student believes to be in error should contact the Student Billing Office.

Other types of Holds, for example, disciplinary Holds or immunization Holds, may be placed to prevent registration for classes.

Obtaining a Transcript, Diploma or Certificate

Official academic Transcripts, Diplomas or Certificates at Colorado State University Pueblo may be obtained by currently enrolled and former students by following the process defined by the Registrar’s Office. Instructions for ordering Transcripts are posted on the Registrar’s web page. Transcripts will only be released to the person to whom they pertain unless an academic records release form signed by that individual is provided.

Transcript requests can be completed online through Parchment via the Registrar’s web page.

Requesters will pay the normal transaction fees for Transcript, Diploma and Certificate requests, as published on the website. Approval of a request to temporarily lift a Hold preventing the release of academic records does not constitute a waiver of the ordering and mailing fees that are due at the time of placing an order.

Complaints

Complaints related to this policy may be submitted to the Office of Financial Management. Students also have the option to submit a complaint to the Colorado student loan Ombudsperson in the office of the Colorado Attorney General.

RELATED LAWS, POLICIES & PROCEDURES:

C.R.S. § 23-5-113.5

CSU Pueblo Financial Procedure Instructions, FPI 2-17

HISTORY OF REVISIONS:

Adopted: 12/16/2024

APPROVAL:

By: Armando Valdez, President