Placing and Releasing Registration Holds

*** Deadline to request a hold for it to be effective Winter Quarter is WEDNESDAY NOVEMBER 15th at 5:00 PM *** Please see "Guidelines for Collecting Board Bills" for more information.

Placing a registration hold prevents a student from registering if he/she is indebted to your house for more than $50. The Student Managed Residences (033) and Eating Clubs (034) holds also freeze a student's transcripts and diplomas. This is effective for students who are seniors, have graduated, or left the University. Holds remain in effect until released by the financial manager in writing.

You should back up every debt in your records with a signed copy of your house's Supplemental Housing Agreement and the Board/Rent contract. The Supplemental Housing Agreement ensures that each resident has a clear understanding of their responsibilities (financial and otherwise) within your house. You must make EVERY REASONABLE EFFORT to collect the debt before imposing a registration or transcript/diploma hold. This includes:

1. Informing the individual in writing of the amount owed and asking for prompt payment
2. Discussing viable methods of billing and collection with your house officers, RA, and the Row Office staff
3. Notifying the individual in writing, stating that his/her registration, diploma, and transcripts will be held if payment is not received by a specific date

Each request for a registration may be submitted on paper or via email. A "Request to Place Hold(s)" form should be submitted to the Row Office by the financial manager. The form requires the debtor's full name, SUID number, amount owed, class, and the house officer's signature. Forms are available in the Row Office. If you choose to request a hold via email, send this information to petrilla@stanford or lindsay@stanford.

When the debt is paid, the financial manager should release the hold by completing a "Request to Release Hold" form. This form is available in the Row Office or the information may be submitted via email. Again, include the student's name, SUID, and amount paid.

Telephone calls to remove or request holds will not be accepted.

During the summer the Row Office can place and release holds, but we need to know the summer contact information for each house, in case we need updated information or someone requests an override on their hold.