Student Hold Data Standard

Intended Audience and Contact Information

Contact	Chief Data Officer, Office of the CIO
UDM Domain	Academic
Intended Audience	Internal UBC
Data Standard ID	DG0086

Purpose

This standard aims to achieve consistency around the data collected for a Student Hold, and the format in which it is collected and stored.

A Student Hold is a block applied to a student's account that prevents certain actions from being performed on their account.

This standard is derived by UBC and applies to all applications collecting Student Holds. Exceptions are listed in the Dispensation section.

Standard

Student Hold Data Elements

The following are the data elements and accepted values associated with creating a Student Hold:

Data Element	Definition	Format
Student Hold Type	The class of Student Hold that describes what action(s) are prevented from taking place on a specific student's account as a result of the Student Hold.	Reference List See the Student Hold Type Values section for more details on the accepted values.
Student Hold Reason Name	The name of the rationale for applying a Student Hold to a student's UBC account.	Reference List See the Student Hold Reason Name section for more details on the accepted values.
Student Hold Reason Description	The text associated with a specific Student Hold Reason Name that describes the rationale for the Student Hold that has been applied to the student's account.	Text See Hold Reason Description – Guidelines section for more details.
Student Hold Reason Resolution Instructions	The text associated with a specific Student Hold Reason that describes what steps the student must take to resolve the Student Hold on their account.	Text See Hold Reason Resolution Instructions – Guidelines section for more details.
Academic Level	See the Academic Level Data Standard for more information.	See the Academic Level Data Standard for more information.
Academic Unit	Refer to the Academic Unit Standard section of the Internal Organization Name Data Standard.	See the Internal Organization Name Data Standard for more information.
Hold Type to Override	The Student Hold Type that will be suspended or bypassed for the Override Student Hold process.	See the Student Hold Type Values section for more details on the accepted values.
Override Student Hold Start Date	The earliest date that the Override Student Hold comes into effect. The Student Hold will come into effect at 00:01 Pacific Time (PT) of the selected date.	YYYY-MM-DD
Override Student Hold End Date	The latest date that the Override Student Hold remains in effect. The Student Hold will no longer be in effect as of 23:59 Pacific Time (PT) of the selected date.	YYYY-MM-DD

Student Hold Type Values

The following are the accepted values for Student Hold Type:

Accepted Value	University Glossary Term	Definition
Diploma	Diploma [Student Hold Type]	A Student Hold that blocks the student from receiving their Parchment.
Disbursement	Disbursement [Student Hold Type]	A Student Hold that blocks any Student Awards from paying out to the student's UBC financial account.
Full Registration	Full Registration [Student Hold Type]	A Student Hold that blocks the adding, dropping or switching of Course Sections on the student's Academic Record(s).
Silent Full Registration	Silent Full Registration [Student Hold Type]	A Student Hold that blocks the adding, dropping or switching of Course Sections on the student's Academic Record(s). The student cannot view this hold on their account. There is no intention to use this Student Hold Type at this time.
Refund	Refund [Student Hold Type]	A Student Hold that blocks the issuing of any refunds to the student.
Registration Add	Registration Add [Student Hold Type]	A Student Hold that blocks the adding and switching of Course Sections, but still allows the dropping of Course Sections on the student's Academic Record(s).
Transcript	Transcript [Student Hold Type]	A Student Hold that blocks the issuing or requesting of a transcript for the student.
Charge Assessment	Charge Assessment [Student Hold Type]	A Student Hold that prevents any future Student Charges from being assigned to the student's UBC financial account.

Student Hold Reason Name Elements

The following are the accepted values for Student Hold Reason Name:

Data Element	Definition	Format
Academic Discipline	Academic Discipline [Student Hold Reason Name]	The student has been found to have engaged in academic misconduct by the President.
Advising Required for Access Studies	Advising Required for Access Studies [Student Hold Reason Name]	The student has been given registration eligibility for Access Studies, and needs to speak with Enrolment Services before registering in courses.
Advising Required for Course Registration	Advising Required for Course Registration [Student Hold Reason Name]	The student must consult with an Academic Advisor for their Program of Study before they can register for courses.
Bookstore Overdue Account	Bookstore Overdue Account [Student Hold Reason Name]	The student has an overdue textbook rental with the UBC Bookstore.
Citizenship or Permanent Residency Verification	Citizenship or Permanent Residency Verification [Student Hold Reason Name]	The student's eligibility for domestic tuition and student fees assessment must be verified with a valid Canadian Citizenship or Permanent Resident document.
Account with Collection Agency	Account with Collection Agency [Student Hold Reason Name]	The student has an outstanding balance on their UBC financial account that has been sent to a collections agency.
Deceased	Deceased [Student Hold Reason Name]	The student is deceased.
Diploma in Accounting Overdue Balance	Diploma in Accounting Overdue Balance [Student Hold Reason Name]	The student has an outstanding balance with the Diploma in Accounting Office.
Diploma in Accounting Registration Restricted	Diploma in Accounting Registration Restricted [Student Hold Reason Name]	The student is enrolled in the Diploma in Accounting Program of Study and will be registered in courses by the Diploma in Accounting Office.
Faculty Determined	Faculty Determined [Student Hold Reason Name]	The student has been placed on hold at the decision of their Faculty. This Hold Reason is utilized by Faculties to place holds on student records. Typically, this hold will be applied to a student's account for outstanding fees that are owing directly to the Faculty, or for another rationale that is not accounted for by using the 'Advising Required for Course Registration' or 'Program Requirements for Degree Completion' Hold Reasons. The details for the rationale for this Hold Reason placed on a specific student's account should be recorded within the Student Notes.
Financial Advising Required	Financial Advising Required [Student Hold Reason Name]	The student must undergo mandatory financial advising with an Enrolment Services Advisor before registering for courses.
Graduate Admission Conditions	Graduate Admission Conditions [Student Hold Reason Name]	The student has not yet submitted all of the official documents required to clear the conditions of their Admission Offer.
Graduate Onboarding Incomplete	Graduate Onboarding Incomplete [Student Hold Reason Name]	The student has not completed all of their graduate student onboarding requirements.
Housing Account Balance	Housing Account Balance [Student Hold Reason Name]	The student has an outstanding balance with the UBC Housing Office.
Legacy Financial Hold	Legacy Financial Hold [Student Hold Reason Name]	A temporary financial hold used to identify and place students currently on financial hold in the SIS system at the time of conversion to Workday Student.
Missing Direct Deposit Bank Account	Missing Direct Deposit Bank Account [Student Hold Reason Name]	The student has not entered their bank account information for the direct deposit of awards or tuition refunds.
Non-Academic Discipline	Non-Academic Discipline [Student Hold Reason Name]	The student has been found to have engaged in non-academic misconduct by the President.
Outstanding Tuition Account Balance	Outstanding Tuition Account Balance [Student Hold Reason Name]	The student has an outstanding balance on their UBC financial account that is below the threshold to apply the Past Due Balance hold, and this amount has not been sent to a collections agency.
Parking Overdue Account	Parking Overdue Account [Student Hold Reason Name]	The student has an outstanding balance with the UBC Parking Office.
Outstanding Payroll Account	Outstanding Payroll Account [Student Hold Reason Name]	The student has an outstanding balance with the UBC Payroll Office.
Possible Discipline	Possible Discipline [Student Hold Reason Name]	The student has an unresolved Academic or Non-Academic Misconduct case pending the outcome of their student discipline hearing.
Real Estate Program Registration Restricted	Real Estate Program Registration Restricted [Student Hold Reason Name]	The student is enrolled in a Real Estate Program and will be registered in courses by the Real Estate Division.
Revoked Offer of Admission	Revoked Offer of Admission [Student Hold Reason Name]	The student's Admission Offer has been rescinded.
Student Code of Conduct	Student Code of Conduct [Student Hold Reason Name]	The student has engaged in conduct that breached their responsibilities as a student. This hold is used in circumstances related to Student Code of Conduct. A Student Note with Category 'Academic Advising' and Note Topic 'Holds' should be added with details that all UBC staff can access and reference.
Program Requirements for Degree Completion	Program Requirements for Degree Completion [Student Hold Reason Name]	The student has either not met or is at risk of not meeting the campus-wide requirements to receive a Degree, Diploma or Certificate as per the Academic Calendar. This will be applied by Academic Advising staff. See the Academic Calendar entries for the Okanagan Campus and Vancouver Campus for more information.
UBC Real Estate Division Overdue Account	UBC Real Estate Division Overdue Account [Student Hold Reason Name]	The student has an outstanding balance with the Real Estate Division.
Visiting International Research Student Registration Restricted	Visiting International Research Student Registration Restricted [Student Hold Reason Name]	The student is enrolled as a Visiting International Research Student and will be registered in courses by a UBC administrator.

Student Hold Reason Description - Guidelines:

The following guidelines should be observed when creating a Student Hold Reason Description:

The description should be brief but sufficiently detailed enough for both administrators and students to understand the rationale for the Student Hold being placed on the student's account.

Student Hold Reason Resolution Instructions - Guidelines:

The following guidelines should be observed when creating a Student Hold Reason Description:

The Resolution Instructions should be brief but sufficiently detailed enough for both administrators and students to understand what action(s) the student must take to resolve the Student Hold.
If there are multiple steps required to resolve the Student Hold, or if the Resolution Instructions vary depending on the applicable unit or Faculty, the text of these details should not be included in the Resolution Instructions directly. Instead a weblink should be included in the Resolution Instructions to guide users to the appropriate contact information and/or detailed instructions for resolving the hold.

Compliance

The above standard must be complied at every stage of the data lifecycle with the exception of any dispensations (see Dispensation section).

All applications must collect data as recommended in this standard.
Enterprise Data Integration must adopt this standard.

Reference Data Compliance for Data Integration

The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.

Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.

Mapping of Invalid Values from System(s) of Record (SoR) to Common Services

A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.

A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid'. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an ‘empty' value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.

Additional reference data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.

Dispensation

Legacy systems are exempt from this data standard. As systems are replaced, adoption of this standard is required. Examples of legacy systems are:

Student Information System (SIS)

For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.