Student Collection Procedures

• For currently enrolled students, the primary collection tool is the placement of a "HOLD" by the Office of the University Bursar on a student's record. This "HOLD" restricts certain student activities such as the ability to add or drop classes, receive transcripts, and register for future academic terms. Once established, the "HOLD" remains in place until the debt is paid in full. The "hold" can be removed before the debt is paid, if an OUB employee has adequate reason to do so. Once a student is no longer enrolled, the collection procedures utilized for other "non-student" receivables are implemented. The acceptable reasons for removing the hold are:
• Payment
• Payment arrangement
• Professional judgment
• Request from upper management
• Request from director of OSFA
• OUB management approval

Students who are not enrolled in Summer school but were enrolled the prior semester are not sent to a collection agency in the summer. OUB waits until it can be determined that the student will not attend classes in the Fall (after the last day to add) before sending to collection. Students do not get dunning messages other than to be warned a hold will be put on their accounts.

Non-Student Customers' Collection Procedures

On each month's statement, a dunning message, related to the number of days past due, is included alerting the customer to the next collection steps that will be taken. (See Dunning Messages below) If payment is not forthcoming within the stated period, the account and all pertinent information are forwarded to an outside collections agency or the State Attorney General's Office, as appropriate, for collection. While the account is with the collections agency, it is also reported to a Credit Bureau, thus affecting the debtor's credit rating. The account is also listed with the Virginia Department of Taxation. In the event the collection agency is unable to collect, the account is removed from the national credit bureau and returned to the university.

After all other collection procedures have been exhausted and the account is ready for write-off, it is sent to the Virginia Department of Taxation for administrative debt set-off. This means that any state income tax refund due the debtor will be reduced by the amount of the receivable owed by the debtor.