Student Holds Management

Types of Holds

Full registration  

Manual  

Prevents the student from adding, dropping, and swapping courses. When a registration hold is in effect, the student can’t view the Registration button.   

• If a school requires students to have an academic plan, those schools can apply and remove a full registration hold until the student’s plan has been approved.   

• If a student has not declared a program of study by a set date (usually after two semesters), there will be a manual hold placed on that student’s registration.   

Silent full registration  

Criteria  

Same as Full Registration, but students can’t view this hold. Use the Silent Full Registration hold for onboarding business processes. Students can view all other registration hold types.   

Registration adds  

Manual  

Prevents registration for new classes. Students can still drop their currently registered classes.   

Refund   

Manual  

Prevents the issuing of new refunds and cancels and posted, but not settled refunds. After you remove the hold, Workday calculates new refunds the next time the refund job runs.   

Self-service payment  

Manual  

Prevents a student from making self-service payments.   

In Workday, the University will not hold transcripts based on past-due balances of student accounts.   

Workday tip: A designated user can apply/remove any hold they own, regardless of the student’s program of study or academic unit.   

Apply a Student Hold

1. Search for the student requiring a hold by using the student prefix.   

   1. For example, if you’re looking for Michael Bhat, search for student: Michael Bhat.   

2. Click the student’s name to open their profile.   

3. Click the student profile’s Related Actions button.   

Workday tip: Sometimes you need to hover your cursor next to an item for its Related Actions button to appear. If you hover your cursor over the space to the right of the student ‘s name, the button will appear.  

4. Select Holds and then Apply Hold.    

5. Select a reason for the hold.   

6. Identify the hold type.   

Workday tip: If the student has multiple academic records, the hold automatically applies to the student’s entire record. Choose whether the hold should apply to only one of the student’s academic records by selecting the relevant academic record.  

7. For the Academic Period, choose the semester when you want the hold to take effect.        

8. To add additional holds, click Add.   

Workday tip: You can add as many holds to a student profile as you need to.   

9. Click Submit to apply hold(s).  

Remove a Hold from the Find Students with Holds Report

1. In Workday, search for and select the Find Students with Holds report.  

   1. Note: All of the following fields are optional but recommended to fill in to narrow down search results.  

2. Click OK.  

3. Navigate to the Holdable Assignment column.      

4. Click the Related Actions button next to the magnifying glass.   

Workday tip: Sometimes you need to hover your cursor next to an item for its Related Actions button to appear. If you hover your cursor over the space to the right of the magnifying glass, the button will appear.  

5. Select Holds and then Remove Hold.      

6. Review the information related to the hold that you’re removing and select the Confirm checkbox.     

7. Click Submit.  

Workday tip: Students may be required to have both an academic and a faculty advisor remove a hold.  

Remove a Hold from a Student Profile

Warning: Do not remove financial holds. Past-due balances can only be lifted by Student Accounting.  

1. Search for the student with a hold by using the student prefix.   

   1. For example, if you’re looking for Michael Bhat, search for student: Michael Bhat.      

2. Select Action Items and Holds.      

3. Click the Related Actions button for the Student Hold Assignment you want to override.   

Workday tip: Sometimes you need to hover your cursor next to an item for its Related Actions button to appear.       

4. Navigate to Holds and select Remove Hold.    

1. Review the information related to the hold that you’re removing and select the Confirm checkbox.       

2. Click Submit.  

Workday tip: Students may be required to have both an academic and a faculty advisor remove a hold.   

Remove Holds in Mass

You can remove holds based on the hold reason only, or both the hold reason and hold type.   

Warning: Do not remove financial holds. Past-due balances can only be lifted by Student Accounting.   

Workday tip: Run the View Scheduled Mass Remove Hold Runs report to review the conditions when Workday will remove mass student holds.  

1. Search and select the Mass Operation Management task.     

2. Select Remove Student Hold as the Mass Operation Type.     

3. Select the relevant Input Report – custom reports built by you or other users.   

   1. Note: The report chosen will determine which population of students you wish to remove holds for, e.g., all undergraduate international students.   

4. Select the Run Frequency to determine when the holds are removed.  

   1. Note: Select Run Now to complete the process now. Other options include: Run Once in the Future, Daily Recurrence, Weekly Recurrence, and Monthly Recurrence.  

5. Select OK.  

6. Enter a request name.   

   1. E.g.: “Removal of Academic Plan Incomplete hold for all students who created a primary academic plan by November 2023.”  

   2. Note: Request Names are helpful when viewing scheduled mass remove hold runs.   

7. Select a hold reason.     

   1. Note: The Hold Reason selected determines which holds are removed.   

8. (Optional) Select Hold Types.   

   1. Note: The Hold Types selected determines which holds are removed.  

9. (Optional) Select Hold Removed Notification to send a notification e-mail to students about the hold removed.   

10. (Optional) Select Enable Review to review the notification process before initiating.  

    1. Select the Delay time and the Default Review Action.   

11. Select OK.   

12. Select Refresh until the Status is Completed.     

13. Review the results of the process to confirm the number of holds removed and the impacted students.  

Workday tip: Students can be required to have both an academic and a faculty advisor remove a hold.  

Override a Hold

A hold on a student's record prevents the completion of certain activities, such as registration. However, it is possible to temporarily override a student's hold assignments to allow them to complete some of those restricted activities. When overriding, you identify an end date, at which point the hold automatically resumes.  

1. Search for the student with a hold by using the student prefix.   

   1. For example, if you’re looking for Michael Bhat, search for student: Michael Bhat.      

2. Select Action Items and Holds.    

3. Click the Related Actions button for the Student Hold Assignment you want to override.       

4. Under Holds, select Override Hold.     

5. For Hold Types to Override, select the specific holds you want to override.   

6. Enter a Start Date and End Date for the override.   

7. Click Submit.   

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Registrars Office

719-587-7322

registrarsoffice@adams.edu