Policy For Obtaining a Transcript or Diploma Withheld
Policy For Obtaining a Transcript or Diploma Withheld Because of a Financial Hold
Effective: August 27, 2023
Purpose
Following is Loyola University of Chicago’s (“Loyola”, “the University”) policy for providing a transcript or diploma when there is a Financial Hold on a student’s account. The policy is drafted with reference to the Illinois Student Debt Assistance Act.
Definitions
- Official Transcript is a certified record of student academic progress throughout a course of study containing 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.
- 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.”
- Diploma is a certificate awarded by Loyola to demonstrate the student has successfully completed a course of study.
- Financial Hold is placed on a student’s account when their balance is greater than $500 and 40 days past due. Balances less than $500 will receive a hold once a student is no longer continuously enrolled.
- Continuous Enrollment is the enrollment at Loyola for consecutive terms, excluding summer and J-Term.
- LOCUS: Loyola’s Online Connection to University Services is the University’s integrated, Web-based student information system.
Policy
A. Financial Holds
1. A student who does not pay their student account balance by the due date1, will have a Financial Hold placed on their student account when the balance is greater than or equal to $500. Balances less than $500 will be subject to a Financial Hold once a student is no longer continuously enrolled.
2. Financial Holds restrict the Loyola student’s eligibility to:
a. add courses for the current or future semesters
b. receive an official transcript
c. receive a diploma
d. access services on campus such as residence halls, parking, meal plans, e. participate in graduation ceremonies
e. other items as determined by the University
B. Release of an Unofficial Transcript
1. Students may order an Unofficial Transcript through LOCUS
2. Loyola will not require the payment of past due balances before the release of an Unofficial Transcript.
C. Release of an Official Transcript
1. For students who have a Financial Hold on their student account, Loyola 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 submit a transcript request form2 to the University including the following:
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 Loyola
e. Pay any applicable transcript fee
f. Student’s commitment to create a payment plan
3. Upon receipt of the Official Transcript request and supporting documentation, the University’s Office of the Bursar (“Bursar”) will review the request and will 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. Loyola will release the Official Transcript 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 Financial Hold
b. Requests consistent with C.1. c thru e (transfer to different school, apply for aid, pursue postsecondary education):
i. The Bursar will contact the student to establish a payment plan
ii. Loyola will release the Official Transcript as soon as administratively possible once the student has completed a minimum of three installments of the agreed payment plan
iii. Release of the Official Transcript does not release the Financial Hold
c. Requests other than those described in C.1 a thru e:
i. The Bursar will contact the student to establish a payment plan
ii. Loyola will release the Official Transcript as soon as administratively possible upon release of the Financial Hold (generally once the student’s account balance has been paid in full)
D. Release of a Diploma
1. A diploma is released when the student’s account is paid in full and all Financial Holds released.
E. Registration for Current or Subsequent Academic Terms
1. Currently enrolled students will be allowed to register for the next semester when their outstanding balance for the current and previous academic terms is $500 or less.
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 of $500 or more, when:
a. a student is no longer enrolled,
b. a student has not engaged in a repayment agreement with the University’s Office of the Bursar, or
c. a student fails to keep the scheduled payment commitment of repayment agreement with the University or its Billing Servicer.
2. The University contracts with third-party agencies to recover past due Federal and Loyola Institutional loan balances after a student misses their fifth consecutive payment.
G. Filing a Complaint Regarding Failure to Issue an Official Transcript
1. Students may file a complaint regarding the withholding of an Official Transcript by the University, by contacting;
a. The Office of the Illinois Attorney General, Student Loan Ombudsman, at www.illinoisattorneygeneral.gov or 1-800-455-2456, or
b. Loyola’s Office of Registration and Records at registrar@luc.edu 312-915-7221
