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Owner: Vice President of Academic Affairs
Author: Registrar
Contact information: registrar@css.edu
Effective Date: 9/17/2025
Next Review Date:
Applicable Laws, regulations, compliance: § 135A.144, 34 CFR § 668.14(b)(33)-(34)
I. Purpose
This policy defines the conditions under which The College of St. Scholastica (CSS) may withhold official academic transcripts from current or former students. CSS is committed to ensuring compliance with:
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Minnesota Statute § 135A.144, which limits transcript withholding and requires transparency in debt collection policies; and
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Federal regulations under Title IV of the Higher Education Act (34 CFR § 668.14(b)(33)-(34)), which prohibit withholding transcripts for coursework funded by federal financial aid.
II. Definitions
Transcript – means the statement of an individual's academic record, including official transcripts or the certified statement of an individual's academic record provided by a school, and unofficial transcripts or the uncertified statement of an individual's academic record provided by a school. This includes:
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Official transcripts, which are certified and carry the institutional seal.
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Unofficial transcripts, which are uncertified and typically used for internal or informal purposes.
Debt – Any unpaid financial obligation owed by a student to CSS. Debt does not include any standard fee charged to all students for the actual cost of providing transcripts.
Title IV Aid – Federal student financial assistance authorized under Title IV of the Higher Education Act, including Pell Grants, Direct Loans, and other federal aid programs.
Transcript Withholding – The act of delaying or denying access to a transcript based on an unpaid student debt.
III. Policy
Transcript Access
CSS supports students’ academic and professional mobility and will not withhold official transcripts due to unpaid debts except as permitted by Minnesota law and in non-Title IV circumstances.
Federal Aid Restriction
Transcripts will not be withheld for any coursework funded by Title IV federal financial aid, in accordance with federal law.
Conditions Permitting Withholding
CSS may withhold an official transcript only when:
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The student did not receive Title IV aid for the coursework involved, and
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The total unpaid debt is $1,000 or more, and
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Withholding is otherwise consistent with current Minnesota and bankruptcy law.
AND none of the following exceptions apply:
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The student is in compliance with an approved payment plan with CSS;
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The transcript request is made by a prospective employer on behalf of the student;
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The debt has been referred to an external collection agency or the Minnesota Department of Revenue and has not been returned unpaid;
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The individual is currently incarcerated in a Minnesota correctional facility.
Student Support
CSS seeks to minimize barriers to student progress. When transcript withholding is legally permissible, students may be offered payment plans or other support to resolve balances.
Public Access and Accountability
CSS maintains this policy as a publicly accessible document in compliance with Minnesota law, ensuring that transcript and debt policies are transparent and student-centered.
IV. Individuals and entities affected by this policy
V. Related documents, forms, and procedures
VI. History and updates
The College reserves the right to modify policies at any time, ensuring the involvement of relevant committees and constituents in the decision-making process (e.g., policy committee, faculty assembly, staff council, student government association, etc.)