SIS Hold

 

The Student Information Systems (SIS) office handles student data.  Usually, this hold means there is a duplicate "PIDM" (same student with two different ID numbers somehow), that needs to be corrected.  Sometimes a helpful parent or friend also applied for the student so the student needs to help MC figure out which is the true record or whether to merge them.

MATH 117 & Students in 412D, 412E, and 412F

Re: Hold

* remember to leave comment in Banner-SPACMNT

Departmental: This course is not required for your program (major). Please review the major requirements in the College Catalog or contact a program advisor.

The Biology Department asked that students in 412D, 412E, and 412F receive this registration error message when attempting to register for MATH 117.  For this student, the MATF is MATH 181, and there are no requirements where MATH 117 could be used. The MAJ override will allow registration.

Regards,

Pam

New ACES Holds

The purpose of this memo is to notify the Montgomery College community about two new holds that will be implemented in the fall that will specifically impact students who participate in the Achieving Collegiate Excellence Success (ACES) program. These holds will help the ACES program better support and track the progress of our students to increase their likelihood of post-secondary success. Below is a description of each hold: 

• ACESTR (ACES Transfer Planning Hold) - This hold will be added to students who have completed 30+ credits to help us identify/assist with transfer plans. To have the hold removed, students will simply need to complete an ACES Transfer Planning Survey that will be sent to their Montgomery College email from our EMMA messaging account (The ACES Program <reply@mcemail.org>). This hold will be added/removed manually by our Program Coordinator.  
• ACESW (ACES Warning Hold) - This hold will be added to students who become ineligible for ACES Scholarship opportunities or need to see an ACES Coordinator prior to course registration. The student must see an ACES Coordinator to have this hold removed. This hold will be added/removed manually by our Program Coordinator or an ACES Coordinator.   

  _______________________________________________ 

The holds will prevent students from registering for courses, and it would be great to add that to the “Registration Help” page. Below is a screenshot of the holds in Banner. 

Banner Screenshot: 

If you have any questions about the holds listed above, please reach out to Andres Maldonado, ACES Associate Director for Campus Operations and Programming (andres.maldonado@montgomerycollege.edu). 

 

Payments & Holds for Outstanding Balances (DA and CA Holds)

I  wanted to share some information that I’m hoping you will share with your teams to help them better understand many of the questions coming from students and what services the accounts receivable (AR) can offer. 

Topic:  Payment and Holds for Outstanding Balances

During the pandemic AR office was not allowed to place DA holds for non-payment.  We began to place holds again this past February but it has taken time to place holds on all students with prior balances.  AR typically places two types of hold:

• CA – applies to students with any existing balance and prohibits enrollment verification, graduation, and grades
• DA – applies to students with an existing balance of greater than $250 and prohibits all of the above and registration for additional courses.

The pandemic guidance to not place DA holds was meant to foster enrollment during difficult times and allow students time to pay.  Unfortunately, this has resulted in many students not paying prior balances but still enrolling in additional semesters before we were again allowed to place DA holds which prevent further registration. 

 

The OBS/AR office is has now returned to holding students to the requirement that full payments for tuition and fees (or payment arrangements) are due at registration.  If the student has a balance from a past semester(s) that balance must be below $250.00 in order to register for classes.  Students with a balance of $250.00 or greater for a prior term will receive a DA hold. 

 

If a Tuition Installment Plan (TIP) is available for a current or prior term the student may enroll in the plan and that is consider making a payment arrangement.  However, our TIP plans are set up with the intent that the student will plan ahead and enroll in the plan early.  Current term TIP plans are offered in advance of the term, for this fall the 5 payment plan opened in April and the plans generally close two weeks to the semester – the last 2 payment plan for this fall closes 9/15. 

• Our TIP plans are for specified, usually current and immediately prior, terms i.e. Fall and Spring
• There are no TIP plans that are ongoing or would address multiple terms or multiple years of debt.  Example:  a student with $2,500 of debt from Spring of 2023 has missed enrollment in the TIP plans and prior TIP plans for that semester and would need to pay their balance in full or set up their own budget to make partial payments via MyMC. The link to How to Make a Payment on Your Student Account can be found on this page of our website:  https://www.montgomerycollege.edu/paying-for-college/payments/options.html

 

AR is the office which receives money from students to pay their tuition and fees.   We cannot forgive outstanding debt and we are not making exceptions to the DA hold policy which requires that the student have a balance below $250.00 in order to register for additional classes.

 

Regards,

 

Natalie Thompson, MS

Accounts Receivable Manager

Montgomery College

9221 Corporate Blvd., 3^rd Floor

Rockville, MD 20850

 

Phone: 240-567-5314

Natalie.thompson@montgomerycollege.edu

Transcript Holds

Please be advised that that a new law went into effect on July 1, 2023.  CH0748 Prohibits an institution of higher education from refusing to provide a current or former student with a transcript or taking other punitive measures regarding a student's transcript request because the student owes a debt to the institution of higher education.

In response to this legislation, the Banner AR hold settings that prohibit release of transcripts have been eliminated.  Banner has been reset so that the cashier (CA), delinquent account (DA), bad debt (BD), child care (CC) and collections (CL) holds no longer prohibit receipt of transcripts.  Students should be able to request transcripts now, even with these holds on their accounts. 

 There are other holds which prevent the release of transcripts, as shown below, but these fall outside of the AR purview and may not fall under the legislation as the legislation pertains to indebtedness.   Student Information systems has been asked to review these holds.

Please share this information with colleagues as needed.

 

Regards,

 

Natalie Thompson, MS

Accounts Receivable Manager

Montgomery College

9221 Corporate Blvd., 3^rd Floor

Rockville, MD 20850

 

Phone: 240-567-5314

Natalie.thompson@montgomerycollege.edu

CA and DA Holds Applied For Spring 2023 Balances

You may be receiving an influx of calls due to the recent placing of holds. Here is some additional information:

Holds were placed on student accounts with balances from spring 2023 or prior:

The most recent placing of CA and DA holds occurred Wednesday, June 14^th.  This was the second mass placement of CA and DA holds since the start of the pandemic.

·      CA holds were placed on accounts with a balance greater than $1, for spring 2023 (202330) and prior terms.

CA Holds:

• Applied to account balances greater than $1. 
• Prevents: Enrollment Verification, Transcripts (until 7/1/2023), Graduation, and AR Transactions without contacting AR

·      DA holds were placed on accounts with a balance greater than $250.00 for Spring 2023 (202330) and prior. 

DA Holds:

• Applied to account balances $250 or more.
• Prevents: Registration, Enrollment Verification, Transcripts (until 7/1/2023), Graduation, and AR Transactions without contacting AR.

Students with sponsor billing holds, financial aid holds, and early placement holds were excluded 

Please direct questions to acctrec@montgomerycollege.edu

 

Thank you,

Amber Alexander

Underage 'UA' Hold Clarification

Hi Everyone,

Please see Ernest’s email below regarding information on ‘Underage Holds’ in SOAHOLD. I received some clarifying information/reminder regarding who provides overrides for underage registration and who removes underage holds at today’s Enrollment Services meeting as well:

·         If you meet with a student that has an underage hold that has not yet graduated from high school/home school/completed GED, the student should go to Admissions & Records to get an override/register in person at Admissions & Records (student will submit paper registration form)

·         If a student presents their high school transcript/GED/equivalent to Counseling, we should meet with them and complete their academic planning as usual but refer the student to Admissions & Records to submit the copy and get the underage hold permanently lifted, to allow for registration via MyMC. Also to clarify, Ernest stated that high school transcripts should be submitted to Admissions & Records, not to Financial Aid.

From: Cartledge, Ernest
Sent: Tuesday, June 19, 2018 11:40 AM
Subject: Underage Hold Clarification
Importance: High

All,

I’ve been alerted that confusion still exists surrounding the UA hold and am sending clarification from our discussion at our last Enrollment Services meeting. They key point to remember is that high school completion trumps the student’s age.

Background

The UA hold is used for students who have not yet reached the compulsory age of attendance for the state of Maryland and who have not graduated from high school. For many years, the age of compulsory attendance was 16. It was raised to 17 effective July 1, 2015 and then again to 18 effective July 1, 2016.   The purpose of the hold is to ensure that a student attends school until they reach the age of 18 OR graduate.

Hold Override vs. Hold Removal

The hold is placed at the time of admission and is given an end date of the student’s 18^th birthday. Once the 18^th birthday is reached, the student is no longer held from registration unless other holds need to be resolved. This method is automatic and works if a student doesn’t mind waiting until their 18^th birthday or cannot provide documentation of high school completion.

If students with the UA hold come to register in person, we can override the hold to process the transaction. However, we won’t remove the hold completely to allow the student to register online UNLESS they provide official documentation of their high school graduation. The preferred documentation is a final high school transcript but we should be flexible and accept a copy of their high school diploma, GED or equivalent if they have it in their possession.  

Students with Balances

Students now have the option to set up a payment plan if they owe a prior balance as long as they haven’t been sent to collections.  By setting up a payment plan, this will allow them to be able to register for the upcoming semester.  The payment plan requires them to pay one third down and the remaining will have to be paid in 3 monthly installments.  If for some reason they don’t pay then they will not be able to register for the following semester until all of it has been paid.

College Affordability Act of 2016

Proposed Implementation Plan

Legislation

1.        Students with an unpaid balance of ≤$250 shall be allowed to register if the student settles the balance by the end of the late registration period for the next semester.

2.       Students with an unpaid balance of >$250 shall be allowed to register if the student enters into an installment plan before the end of the late registration period for the current semester.

3.       Montgomery College cannot refer a delinquent student account to the Central Collection Unit (CCU) until the end of the late registration period of the semester after the account became delinquent.

4.       The effective date is July 1, 2016.

Implications to Montgomery College

1.       Montgomery College has “on time” registration.  There is no late registration period.  For purposes of implementing the law, the official class start dates of the Fall, Spring and Summer terms will be used.  Summer I and II will be treated as one term.  The winter term, since it is accelerated, will be treated as part of the spring term.

2.       Currently, cashier holds (CA) are placed on all accounts with a balance due, regardless of the dollar amount of the balance due.  Once the balance due has been satisfied, the CA hold is removed systematically.  The cashier hold prevents registration, enrollment verification, transcript services, graduation, and viewing grades.

3.       Montgomery College permits students to register with a balance due on an exception basis.

4.       Montgomery College does not refer accounts to CCU until a following semester so #3 above should not have any impact on operations.

Proposed changes to operations

5.       Accounts formerly sent to CCU for collection efforts are not impacted by the legislation.  These accounts are noted with a separate hold called a collection hold (CL).  The CL hold will prevent registration, enrollment verification, transcript services, graduation, and viewing grades.  The CL hold is necessary to manage the accounts with CCU.  Accounts must be satisfied in full before services are rendered. 

6.       For students with an unpaid balance of ≤$250, the CA hold will remain on the account, however, it will not prevent registration.  It will still continue to block enrollment verifications, transcript services, graduation, and viewing grades.

7.       For students with balances of >$250, a different hold category will be used; a delinquent account hold (DA).  The DA hold will prevent registration, enrollment verification, transcript services, graduation, and viewing grades.  In order for these students to register, they will have to enter into an installment plan in TouchNet for a past due balance.  These installment plans will be separate from any installment plan the student may enter for current semester charges. These plans will offer 3 installments with the first installment due upon signing followed by two installments.  The installments will be deducted from a student’s designated bank account or credit/debit card.  Students have to pay these installments timely and in accordance with the agreement.  If not, the DA hold will be placed on the student account again.  Students can access TouchNet through MyMC.

8.       For students that may not have a bank account but have a balance >$250, a self-pay installment plan can be established in TouchNet.  This plan would serve to document the plan and the agreement between the student and the College, however, the student would have to make their own arrangements to make the payments as specified because there would be no bank account to draw the funds from.

Examples

A.      Facts:  Debt incurred in term 201720 or Fall 2016.  Debt is ≤$250. 

Debt has to be paid in full by January 23, 2017; the official class start date of the Spring term in order for the student to register for the Spring term without restrictions.  Student would have a CA hold on the account which would not prevent registration but would block other services as described above.

B.      Facts:   Debt incurred in term 201720 or Fall 2016.  Debt is $500 which is >$250.

Student has to enter into an installment plan for a past due balance by January 23, 2017; the official class start date of the spring term.  One third of the balance due will be paid upon executing the installment agreement and the remaining installments will be February and March of 2017.  DA hold will be removed to allow this student to enter into the installment plan and register.

New Hold - GR

• A hold code in SOAHOLD equaling GR only stops the student from applying on-line for graduation.
  
• The student must request a major change first, then can go back on line to apply for graduation.
  
• Once the major code has been changed to something other than the codes below, remove the hold.
  
  List of Majors for Setting Holds: 000A , 000B , 520 , 530 , 550 , 560 , 570 , 580 , 590 , 900A , 902A
  
  Katie Grocki already had a student contact her about the hold because Financial Aid told the student the hold was on his record.

Hold Definitions & ARR Task List

• I:\SHARED\CB215 Doc Masters\Counseling & Advising Resources\Hold Definitions.doc
• I:\SHARED\CB215 Doc Masters\Counseling & Advising Resources\ARRtasklist.xlsx
  

Tobacco Holds

Refer students to Janee McFadden, Campus Community Coordinator, in CC116.