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NOTE:  If Districts withhold student records due to non-payment of fees, the following is legally required.  The Educational Debt Collection Practices Act prohibits Districts from withholding a transcript because the student owes a debt.  Local procedure may be inserted.  The following is an illustrative example that meets legal requirements.

The [ designated position ] may withhold diplomas and registration privileges from any students or former student who have been provided with written notice that they have failed fails to pay a proper financial obligation to the District.  The student shall be given written notification and the opportunity to explain if the financial obligation is in error. may have grades, diplomas, and registration privileges withheld until such time as the obligation is satisfied.

See Administrative Procedure, AP 5035, Withholding of Student Records.

The definition of proper financial obligation shall include, but is not limited to: student fees; obligations incurred through the use of facilities, equipment or materials; library fines; unreturned library books; materials remaining improperly in the possession of the student; or any other unpaid obligation a student or former student owes to the District.  A proper financial obligation does not include any unpaid obligation to a student organization.

NOTE:  Insert local procedures on the notification process and the student’s opportunity to explain. 

Disclaimer:  This document is provided as a benefit to Community College League of California’s Policy & Procedure Service subscribers and cannot be shared outside of their entity.  The information contained within is a sample only and is not designed to address each District’s specific and unique issues, internal rules or practices, or governing documents that might be in place at each entity.  Districts should always consult with local District legal counsel prior to implementation.

Reference: Title 5, Section 59410

Adopted: June 10, 2021

Revised: 10/20, 4/21, 4/25

Supersedes: 10/27/16