Administrative Hold Guidelines

A hold, sometimes called an administrative hold, is a tool in UAccess that restricts a student from certain activities if they have not completed a required action. For example, if a student is required to meet with an advisor by a specific date and does not do so, they may be blocked from enrolling in the current or future term until they meet with the advisor. Administrative holds are a necessary tool to ensure compliance with university policies and obligations
A submission and approval process is in place to establish a student-centered practice regarding the use of administrative holds that prevent student enrollment or the issuing of academic records. This process is to ensure that such holds are transparent, applied consistently, and managed effectively. 

Recommended Practices When Considering a New Hold 

Why are you considering a hold?   There are different ways to motivate action. A positive approach might involve offering an incentive, sharing data on positive outcomes associated with the action, or creating marketing that encourages compliance. A hold, on the other hand, can restrict registration or limit transcript access. Does this required action from a student justify the hold because the action is essential for student or academic unit success? 

Recommendations and questions to help determine the use of the hold tool: 

Developing clear justification with goal(s) for the hold tool, consider:

  • Which would be more effective to motivate action: positive reinforcement or a punitive measure? Why? 
  • How are peer or aspirational institutions creating action by students?  What positive strategies have you identified? 
  • If the action selected is a hold, clearly articulate the justification to authorize a hold.  How does this justification connect to the goal(s)? 
  • How will this hold impact the institutional mission? 

Clearly articulate what the hold is impacting and why?

  • When this hold is active, what activities are limited for the student?  Is the student prohibited from enrolling in future coursework or acquiring an official transcript?  

  • Why is it appropriate to tie the desired action to the activities that the hold will limit?  

  • Are there long-term implications resulting from the placement of the hold? 

Planning for a New Administrative Hold

If after careful consideration, a hold is selected as a reasonable tool, identify the timeline for administering this hold taking into consideration: 
  • What is the date to communicate the required action to avoid a hold? 
  • What is the date the hold is placed on record?  Does it immediately restrict any activities,  such as registration, or is there still time for the student to complete the required action? 
  • What is the date the hold is active and will stop the student from accessing some campus activity or process?  
When planning a hold, it is important to identify the person or entity responsible for each aspect of the process, including design, placement, removal, and assessment. Clearly defining these roles and establishing a management plan ensures the hold's accuracy and effectiveness align with its intended purpose. 
  • What Unit/Organization owns the hold? (responsible for overall implementation and management of the hold)
  • People (responsible for designing, placing, removing, and assessing) 
    • May be the same or different people within a unit/organization
  • Who will create a communication plan? 
    • A plan that clearly articulates who will receive communications and through what format the communication will be sent
  • Who is tasked with the assessment of the hold's efficacy? 
    • A plan to complete a bi-annual assessment based on the tools provided
  • What is the strategy? 
    • A plan to ensure everyone involved with the administration of the hold is aware of their roles and responsibilites
  • Who is tasked with the placement of the hold on the student's record? (responsible for placing the hold manually or through an automated process)
  • Who will be contacted for removal of the hold once required action is completed? (responsible for removing the hold manually or through an automated process)
    • Use a general department email and do NOT list a person for the student to contact. 
Designing Communication for Those Impacted by Hold

Notify the student at each stage of the hold process:

  1. Initial Notice: Inform the student of an upcoming required action that may result in a hold if not completed.
  2. Hold Warning: Update the student that a hold will soon be placed if the action remains incomplete.
  3. Hold Confirmation: Notify the student when the hold has officially been placed.

When crafting communications to students:

  • Use UAccess to provide information that communicates why there is a hold, and an email address and telephone number for further information.
  • Clarity to explain what, why, when, who, and how
  • Determine the best type of message: Email, text, and internal message in UAccess  

Example in UAccess:  You have a hold because you did not see your academic advisor. Currently, you can’t register for the upcoming term.  Contact College of College at collegecollege@arizona.edu for more information on removing the hold to accomplish your goals. 

BEST PRACTICE TIP:  A website that is brief but offers all the necessary information is highly recommended.  It explains what, why, when, who, and how and clearly articulates the email address to reach out to for additional questions.

Initiating a New Administrative Hold

These guidelines apply to all departments within the University of Arizona that are requesting the creation of a new hold.

The University Holds Committee will evaluate and approve any hold that impacts class enrollment or the issuing of academic records. To avoid unnecessary barriers to the student experience, the following procedures must be followed:

  1. Hold Proposal Submission: Departments wanting to place holds must submit a detailed proposal to the Office of the Registrar using the available form. This proposal must include: 
    • The justification for the hold
    • The communication strategy to inform affected students
    • The desired outcomes of placing the hold
    • An assessment plan to ensure the efficacy of the hold in meeting desired outcomes
    • A commitment to utilize university-wide determined best practices
  2. Review Process: The University Holds Committee, including representatives from the Office of the Registrar, Bursar’s Office, Undergraduate Education, and the Graduate College will review all components of the proposal. 
  3. Approval: If approved, the hold will be created.

Continued use of an Administrative Hold

These guidelines apply to all departments within the University of Arizona that already administer a hold.

The University Holds Committee will evaluate and re-approve any hold that impacts class enrollment or the issuing of academic records. To avoid unnecessary barriers to the student experience, the following procedures must be followed:

  1. Ongoing Assessment: Departments must complete a bi-annual (every two years) review using the provided form and guidance and Holds and Notices Dashboard to document how well their hold(s) align with best practices and are effective in supporting student success.
    1. Holds Self-Assessment Form
    2. Holds and Notices Dashboard
  2. Review Process: The University Holds Committee, including representatives from the Office of the Registrar, Bursar’s Office, Undergraduate Education, and the Graduate College will review the assessment. 
  3. Approval and Continuation: Continuation of permission to place holds will require re-approval by the University Holds Committee.

Responsibilities and Compliance

Responsibilities
  • Departments must ensure – through their proposals and ongoing assessment – that all communications with students regarding holds are clear, timely, and provide a path to resolution. 
     
  • The University Holds Committee is responsible for the oversight of this policy, including the approval, review, and university-wide assessment of administrative holds. 
Compliance

Failure to comply with these procedures may result in the removal of the department’s authority to place administrative holds.

For questions or more information regarding this process, please contact the Office of the Registrar at registrar@arizona.edu.