Student and Non-Student Customers' Collections Procedures
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:
- Professional judgment
- Request from upper management
- 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 the collection agency. Students do not receive 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 collection 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 Debt Set-Off program. In the event the collection agency is unable to collect, the account is removed from the national credit bureau and returned to the university.
Any payment made to the debtor which is processed through the state treasurer's office, can be held and sent to the state agency holding the debt up to the amount owed to the agency.