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Enrollment Holds (Negative Service Indicators )
(GAP 5.5)

Document 5.5

Negative Service Indicators (Enrollment Holds)

Current version

April 8, 2009

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To all Stanford graduate students and programs

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If you have questions or suggestions about this handbook, contact the office of the Vice Provost for Graduate Education.

This handbook is a reference for Stanford faculty, staff and students. Where the current Stanford University Bulletin includes coverage of these topics, the current Bulletin is the governing policy. Stanford University reserves the right to make changes to its applicable policies, procedures and other materials contained here at any time and without prior notice.


A negative service indicator may be placed on a student’s record in PeopleSoft Student Administration, effectively blocking the student’s ability to register in specified quarters. This document explains when, and by whom, negative service indicators may be placed and removed.


Stanford University reserves the right to withhold registration from, and to cancel the advance registration or registration of any student, including (but not limited to) students having unmet obligations to the University. In addition to blocking a student’s ability to register, Stanford University also reserves the right to take other actions, such as withholding transcripts and suspending library and other privileges. It is the responsibility of the student to take appropriate action to resolve the problem in order for the hold to be released.


Negative service indicators, sometimes called "enrollment holds," may be placed by those staff with the authority to do so for reasons including (but not limited to):

  • unmet financial obligations to Stanford University
  • failure to satisfy degree progress requirements
  • unresolved issues related to Judicial Affairs
  • unresolved issues related to the issuance of visas and immigration status.

Positive service indicators may be placed by appropriate central offices to indicate a special case or exemption. For example, Student Financial Services may use a Positive Service Indicator to indicate when a student has given authorization to speak to parents. Positive Service Indicators are rarely used by Stanford schools and departments.

1.1 Authority

The authority to place service indicators on student’s records is controlled by the appropriate University office, e.g., by the Office of the Registrar, the Student Financial Services Office, the Financial Aid Office, other offices within the Vice Provost for Student Affairs and the Dean’s offices of each of Stanford University’s schools.

1.2 Removing Service Indicators

Service indicators are dated to show the academic quarter in which they will take effect. A service indicator can be established to remain in effect until removed, or it may be established to remain in effect for a specified number of quarters. Only the office or department that placed the service indicator may remove it.

1.3 Service Indicator Records

Information on service indicators is stored in PeopleSoft Student Administration. Removing a service indicator ends the hold on a student’s record, but retains the information for auditing purposes. Individuals with the designated authority may see the service indicator history for any particular student.


1. Assigns appropriate authorities within Authority Manager for Student Systems and Data (PeopleSoft Student Administration) Various offices
2. To place a negative service indicator ("enrollment hold"), uses the Service Indicators panel within “Campus Community,” entering the:
  • student ID
  • service Indicator Code
  • service Indicator Reason
  • a “Start Term” and, if desired, an “End Term”
Note: Enter the term during which the service indicator should become valid for the ID, and enter the term during which it should cease to be valid for the ID. If the active term is 0000, all terms, past, present, and future, are affected. However, if an active term is entered, it affects that term and all future terms. If no End Term value is entered, the service indicator will be in effect until it is released. If you do not want the indicator to be valid during the entire start-to-end term period, specify dates within the term period to use for starting and ending the service indicator.

All other fields on the Service Indicator panel, including any explanatory comments, are optional.
Authorized staff
3. Takes action to resolves the issue, e.g., pay bills. Student
4. When it is appropriate to do so, uses the Service Indicators panel to remove a negative service indicator.

Note that this action releases the hold on the student’s file, but retains the information about the hold.  Leaving an enrollment hold in place beyond the study list deadline in a quarter will result in a discontinuance of the student’s program, and may require reinstatement for the student to return. 
Authorized staff


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