Registration, Transcript and Diploma Policy with a Financial Hold

Lewis University Registration, Transcript, and Diploma Policy with a Financial Hold Lewis University adopts the following guidelines for the processing of transcript or diploma requests by a current or former student with an outstanding financial obligation. This policy is in reference to the Illinois Student Debt Assistance Act (Public Act 103-0054) and Federal Regulation 34 CFR 668.14(b)(34). Institutions of higher education are required to outline steps for accessing a transcript or diploma when a balance still exists on the student account. This policy affects the Student Accounts Office and the Registrar Office. Either area can share more detailed information.

Complete payment of all charges (tuition, fees, housing, etc.) is due by the first day of class for the fall, spring, and summer terms; established employer reimbursement programs have a 6-week delayed due date. The full text concerning payment policy is located on the student’s Lewis University Financial Responsibility Agreement; this document is displayed for e-signature prior to registration.

If a student account bill or any monies due and owing Lewis University by the scheduled due date are not paid, aStudent Accounts Office financial and registration hold will be placed. The holds may prevent registering for additional current or future classes or receiving a diploma. A delinquent account may be placed with a debt recovery agency. Lewis University’s policy for providing a transcript or diploma and registration when there is aStudent Accounts Office hold is listed below in reference to the Illinois Student Debt Assistance Act and Federal Regulation 34 CFR 668.14(b)(34).

TRANSCRIPT

With aStudent Accounts Office hold, Lewis University will process an official transcript request for:

  1. Job application or any other employment need
  2. Transfer from one institution of higher education to another
  3. Pursue other postsecondary opportunities
  4. Join the U.S. Armed Forces or State National Guard
  5. Apply for state, federal, or institutional financial aid
  6. Any request made for an official transcript regardless of balance due

Release of an official transcript for the above requests does not lift the Student Accounts Office hold. It also does not eliminate the financial encumbrance. Lewis University only issues Official Transcripts. Federal regulation requires a signature for the release of a transcript. The cost is $5.00 for one transcript. Additional transcripts ordered at the same time are $2.00 each.

  1. Online request:
    • Lewis University retains Parchment to accept transcript orders online.

Please contact the Office of the Registrar at registrar@lewisu.edu or at (815) 836-5133 if you have any additional questions.

An Unofficial Transcript of student academic progress including a course listing is available to current students through MyLewis - 'Records and Registration' - MySSB - Student Records - Select 'Unofficial', for reference only. All former students no longer attending Lewis will lose self-service access to the portal within two years of last attendance. Access cannot be restored for the purpose of obtaining an unofficial transcript.

Former students seeking an unofficial transcript only may do so in-person at the Office of the Registrar.
The unofficial transcript will be marked as unofficial. Unofficial transcripts cannot be mailed or sent electronically. Former students without portal access that require an electronic or mailed transcript can only order an official through Parchment.

DIPLOMA

With aStudent Accounts Office hold, a diploma is released when the student’s account is paid in full. All financial obligations must be met and any financial hold released.
A student can submit an appeal to receive a diploma for the following exemptions from Public Act 103-0054:

  1. Job application or any other employment need specifically requesting a diploma
  2. Transfer from one institution of higher education to another specifically requesting a diploma
  3. Pursue other postsecondary opportunities specifically requesting a diploma
  4. Join the U.S. Armed Forces or State National Guard specifically requesting a diploma
  5. Apply for state, federal, or institutional financial aid specifically requesting a diploma

The appeal must be mailed with the following information included; any missing items will invalidate the request:

  • Signed and dated appeal letter that includes:
    • Student's name.
    • The name under which student attended.
    • Student's social security number or ID number.
    • Dates of attendance.
    • Date(s) of graduation.
    • Need for the diploma based upon the listed exemptions.
      • Supporting documentation from the requested organization or government entity.
    • Student's return address, daytime telephone number, signature.
    • Must be written as is and signed within the appeal letter…
      • “I acknowledge that I owe a debt to Lewis University which has prevented my diploma from being released prior to this written appeal for an exemption as outlined in Illinois Student Debt Assistance Act (Public Act 103-0054). I further acknowledge that I am responsible for this debt and agree to pay any and all outstanding balances due to Lewis University as soon as possible or establish a payment plan through Lewis University’s 3rd party service provider. I certify that my statements above are true and valid and agree to the terms without limitation or qualification. “

        Mail the diploma request to:
        Registrar’s Office
        Lewis University
        Unit 286
        One University Parkway
        Romeoville, IL 60446

Please contact the Office of the Registrar at registrar@lewisu.edu or at (815) 836-5133 if you have any additional questions.

REGISTRATION

With aStudent Accounts Office hold, current and future registration for classes is not allowed. All financial obligations must be met to have the Student Accounts Office hold released. Complete payment of all charges (tuition, fees, housing, etc.) is due by the first day of class for the fall, spring, and summer terms; established employer reimbursement programs have a 6-week delayed due date.

A student who does not pay the outstanding account balance by the due date will have aStudent Accounts Office hold placed. The published policy for registration requires a zero-balance due; all financial obligations must be met on the student account for current or future registration of classes.

At times as determined solely by Lewis University with no guarantee of a future or continued decision, a minimum grace balance may be determined to allow for registration. This could allow for a continuously enrolled current student with a minimum grace balance to register for a future term during the first week of registration. After the first week of registration any balance would have to be paid in full prior to registering.

A minimum balance exception once approved is not a guarantee or agreement for future allowances. A student without continuous enrollment must have the account paid in full in order to register for classes.

PAST DUE ACCOUNT AND NOT REGISTERED

Lewis University partners with Recovery Management Services, Inc. (RMS) to recover past due accounts over $300.00. If no longer registered or graduated with a balance still due, the Student Accounts Office contacts the student monthly through the ebill system for payment. The student will have an option for payment in full or establish a payment plan through Lewis University’s 3rd party service provider.

If after 6 months of failed attempts to secure payment or a payment plan, the student account will be placed with RMS for past due balance collection. Once the student account is placed with RMS, the student must work directly with the outside agency for payment plan or payment in full. All correspondence sent to Lewis University at that point concerning the account balance will be forwarded to RMS for response.

TRANSCRIPT WITHHELD COMPLAINT

A student may file a complaint regarding the withholding of an official transcript by Lewis University with the following areas: