Holds Management

Student holds are restrictions placed on a student's account that can prevent registration, transcript release, or other academic actions. The Holds Management page allows you to view all holds across the institution, create new holds, and clear existing ones.

Viewing Holds

The holds list shows all student holds with the following information:

Column	Description
Student #	The student's institutional ID number
Student Name	The student's display name
Hold Type	The type of hold (e.g., Academic, Financial, Administrative)
Enforcement	Blocks everything, Blocks completion, or Informational — see Hold Categories below
Term	The term the hold applies to, or "All Terms" for blanket holds
Reason	The reason the hold was placed
Created	When the hold was created, with an "Auto" badge if it was system-generated
Expires	Expiration date, highlighted in red if past due
Status	Active or Cleared

Filtering Holds

Use the filter bar to narrow the list:

• Search Student -- Type at least 2 characters to search by student name or number.
• Hold Type -- Select a specific hold type from the dropdown.
• Term -- Select a specific term.
• Active Only -- Check this box to show only active holds (checked by default).
• Click Apply to apply filters, or Reset to clear all filters.

Creating a Hold

Single Student Hold

1. Click Apply Hold at the top of the page.
2. In the dialog that appears:
   • Student -- Search for and select the student (type at least 2 characters).
   • Hold Type -- Select the type of hold. Each type shows what it blocks. You can only choose types your active role is allowed to place.
   • Term -- Optionally select a specific term. Leave blank for a hold that applies to all terms.
   • Reason -- An internal note. Students never see this.
   • Message to the student -- Optional. Replaces the hold type's standard instructions for this student only.
   • Expiration Date -- Optionally set an expiration date. The hold will be automatically cleared after this date.
3. Click Apply Hold to create the hold.

Bulk Hold Creation

If you need to apply the same hold to multiple students at once:

1. Click Bulk Apply (this button appears when you have student lists available).
2. In the dialog:
   • Student List -- Select a saved student list. The list name and member count are shown.
   • Hold Type, Term, Reason, and Expiration Date work the same as single holds.
3. Click Apply to All to create holds for every student on the list.

After bulk creation, the system reports how many holds were created and how many were skipped (for students who already have the same hold type).

Clearing a Hold

1. Find the hold in the list and click the green checkmark icon in the Actions column, or open the hold detail and click Clear Hold.
2. In the clear dialog, optionally enter a reason for clearing the hold.
3. Click Clear Hold to confirm.

Cleared holds remain in the system for audit purposes but are marked as "Cleared" with the date, the person who cleared them, and the clear reason.

Hold Details

Click the eye icon on any hold to view its full details:

Student Information

• Student name and student number.

Hold Information

• Hold type, what it blocks, applicable term, reason, and current status.

Timeline

• Created -- When the hold was created, and whether it was created manually by a staff member or automatically by the system.
• Expires -- The expiration date, if one was set.
• Cleared -- If the hold has been cleared, shows when and by whom, and whether the clearing was manual or automatic.
• Clear Reason -- The reason provided when the hold was cleared.

Resolution Instructions

If the hold type has resolution instructions configured, they are displayed here. These instructions tell the student what steps to take to resolve the hold.

Contact Information

If the hold type has contact information configured (office, email, phone), it is displayed so the student knows who to contact.

Hold Categories

Every hold type carries one enforcement level, and the tag colour follows it.

Level	Effect	Tag
Blocks everything	The student cannot plan courses, join a waitlist, or register.	Red
Blocks completion	The student can plan a schedule and hold seats, but cannot register.	Yellow
Informational	Advisory only. Blocks nothing, but alerts staff and the student.	Blue

Two further flags are independent of the level: a hold may withhold transcripts and/or block graduation applications without affecting registration. Colleague's three Transcripts - restrictions are exactly that.

Automatic Holds

Most holds are created and removed automatically by the nightly Colleague import, and are marked with an "Auto" badge in the Created column. A restriction applied in Colleague appears here on the next run; one released in Colleague disappears.

WARNING

Clearing an imported hold here is undone by the next import if Colleague still shows the restriction. Release it in Colleague instead.

Only restrictions currently in force are imported — cleared history stays in Colleague and is not mirrored here.

Who can place and clear a hold

Each hold type names the roles allowed to place it and the roles allowed to clear it, configured under Admin > Registration Setup > Hold Types. The check is against the role you are currently acting as, so if you hold several roles, switch to the right one first. Registrars can place and clear every hold type.