Effective Date: May 5, 2025
Table of contents
I. Purpose:
This policy outlines the conditions under which Brenau University will withhold or release official academic transcripts. This policy is established in accordance with applicable regulations issued by the U.S. Department of Education (DOE), including those related to the release of transcripts for periods funded by Title IV federal student aid, and to ensure the responsible management of student financial obligations to the University while recognizing the importance of transcripts for students’ future academic and professional pursuits.
II. Scope:
This policy applies to all current and former students of Brenau University requesting official academic transcripts.
III. General Policy:
Brenau University may withhold official academic transcripts for students who have outstanding financial obligations to the University. However, in compliance with DOE regulations, the University will not withhold transcripts for semesters for which the student has fully paid their financial obligations using Title IV federal student aid funds (i.e. partial transcripts may be released for those semesters).
IV. Transcript Withholding Criteria:
Brenau University may withhold official academic transcripts under the following circumstances:
Outstanding Balance:
The student has an outstanding financial balance owed directly to the University, excluding any portion of the balance attributable to academic periods that were fully covered by Title IV funds. This may include, but is not limited to:
- Tuition and fees not covered by Title IV funds or other financial aid.
- Room and board charges.
- Fines (e.g., library fines, parking fines).
- Other institutional charges.
Defaulted Federal Student Loans:
While Brenau University does not have the authority to withhold transcripts solely due to a student’s default on federal student loans, the University may withhold transcripts if the student has other outstanding financial obligations directly to the institution. Students with defaulted federal student loans may also face restrictions on future federal aid eligibility, which could impact their ability to resolve outstanding balances with the University.
V. Release of Transcripts:
Official academic transcripts will be released under the following conditions:
Full Payment:
All outstanding financial obligations to the University have been paid in full.
Active Payment Plan:
The student has established and is actively participating in a payment plan approved by the Accounting Office. To be considered active, the payment plan must meet ALL of the following requirements:
- The payment plan is designed to fully pay the student’s outstanding balance in 12 months or less.
- The payment plan is current, with the two most recent payments made on or before their due dates.
At least two (2) scheduled payments have been successfully processed. - A minimum of twenty-five percent (25%) of the original payment plan amount at the time the plan was established has been paid.
- There are no other amounts owed to the university that are not included in the payment plan, with the exception of institutional loans.
- If the student has an institutional loan, all payments on the loan must be current, and at least 25% of the original balance of the loan has been paid.
Semesters Fully Paid with Title IV Funds:
For semesters where the student’s financial obligations were fully satisfied through Title IV federal student aid (e.g., Pell Grant, Direct Loans up to the cost of attendance), or through a combination of Title IV and other funds, a partial transcript will be released for those semesters regardless of any outstanding balances from other semesters. The University will clearly identify which semesters were covered by Title IV funds when reviewing transcript requests.
Semesters With Unpaid Balances:
For semesters which have outstanding balances for which an active payment plan is NOT in place, the grades for those semesters as well as any degree awarded by the University will be masked/hidden on the official transcript.
Bankruptcy Discharge:
If a student’s financial obligations to the University have been legally discharged through bankruptcy proceedings, the transcript will be released upon presentation of official documentation (e.g. court order).
Other Compelling Circumstances:
In rare and compelling circumstances (e.g. pending job offer contingent on transcript release; verification of eligibility for participation in athletics, etc.), as determined by the Registrar’s Office in consultation with the Accounting Office, the University may consider releasing a transcript despite an outstanding balance. Such circumstances will be reviewed on a case-by-case basis.
VI. Procedures for Transcript Requests:
Students requesting official transcripts must follow the procedures outlined by the Registrar’s Office on their webpage.
The Registrar’s Office will review each transcript request to determine if any financial holds exist based on the criteria outlined in this policy.
If a transcript is withheld due to an outstanding balance, the student will be notified in writing (electronically or via mail) and provided with information on the amount owed and the steps required to resolve the hold.
VII. Dispute Resolution:
Students who believe their transcript has been incorrectly withheld should contact the Accounting Office to discuss their account. Students may be required to provide documentation to support their claim.
VIII. Policy Review:
This policy will be reviewed periodically by the Accounting Office and the Registrar’s Office to ensure compliance with applicable federal and state regulations and University policies.
IX. Contact Information:
For questions regarding this policy, please contact:
Accounting Office
770-534-6150
accountingoffice@brenau.edu
Registrar
770-534-6203
registrar@brenau.edu
Note: This policy is subject to change in accordance with federal and state regulations and University policies. The most current version of this policy will be available on the Brenau University website or through the Accounting Office and Registrar’s Office.