SP 4-20e – Student Debt, Registration Holds and Transcript Withholding

Colorado Community College System / System Procedure

SP 4-20e

APPROVED: May 12, 2022
EFFECTIVE: May 12, 2022

REFERENCE(S): Board Policy (BP) 4-20, Student Tuition and Fees/Scholarships; C.R.S. 23-5-113.5


/ Joseph A. Garcia /
Joseph A. Garcia, Chancellor


This procedure applies to the Colorado Community College System, including its Colleges (CCCS or System).


This procedure establishes timelines and processes for registration holds, transcript/diploma withholding, and use of collection agencies related to unpaid student debt.


Registration holds, transcript/diploma withholding, and referral to collection agencies for unpaid student debt may only be used as outlined in this procedure.


A student who owes any debt to CCCS as of the census date for the current term may have a hold placed on their account at any time after that date, preventing them from registration and enrollment in future courses.


Colleges shall establish a process for current and former students to submit a request for a transcript or diploma. Upon receipt of a valid request, transcripts or diplomas shall not be withheld from release due to the fact that the student owes any debt to CCCS.

CCCS may charge a fee for the actual cost of providing a transcript or diploma and may condition release of the transcript or diploma upon payment of that fee.

When releasing a transcript or diploma to a student who owes debt to CCCS, the College cannot condition release upon payment of a debt, charge a higher fee to the student for transcript/diploma release, treat the student less favorably (e.g., delay the release), or otherwise use transcript/diploma release as a debt collection tool.


Colleges may refer student debt to third-party collection agencies to engage in debt collection efforts in accordance with applicable laws. The lowest amount of student debt that may be referred to a third-party collection agency is any amount over $0, but individual Colleges may establish a higher minimum amount which shall be published by the College. Notwithstanding this section, any amount of student debt may be submitted to the State of Colorado for tax offset purposes.


Colleges shall provide students who owe a debt with an opportunity to establish a payment plan for the debt. Payment plans must be established and completed within the same academic term in which the debt is incurred.


Debt collection efforts must be lifted for students who owe a debt to CCCS and are subject to the automatic stay provisions of a bankruptcy proceeding. Such students may be required to pay in advance to enroll in future courses.


Student complaints for violations of this procedure by a College may be submitted to the College’s designee through the College’s established complaint reporting procedures, and will be reviewed in accordance with System Procedure (SP) 4-31a, Student Complaint Procedure.


CCCS reserves the right to change any provision or requirements of this procedure at any time and the change shall become effective immediately.