Indebtedness and Collections

Section 6.W.1 – Student Indebtedness to College

In accordance with regulations prescribed in the NC State Board of Community College Code, 1E SBCCC 200.2, no student in any program will be permitted to register or remain enrolled in College-sponsored activities if he/she has an indebtedness to Vance-Granville Community College (VGCC). Examples of indebtedness include unpaid tuition, fees, loans, parking fines, daycare fees, and returned checks.

Unless otherwise prohibited by law, VGCC may not enroll or distribute an academic credential to a student with an outstanding balance for tuition or registration fees except under the following circumstances:

1. The College anticipates that the outstanding balance will be paid using pending financial aid;
2. A person or organization demonstrates to the satisfaction of the College the ability to pay the outstanding obligation and guarantees in writing to pay the balance if the student fails to do so;
3. A student is registered in a course section offered for the benefit of a company or agency. For the purpose of this rule, company or agency specific course sections are courses where the company pays the tuition or registration, and courses where attendance in the course section is limited to employees of the company or agency;
4. A student is classified as a captive or co-opted student pursuant to 1D SBCCC 700.98(a); or
5. A student is registered in a course that is on a specialized course list approved by the State Board of Community Colleges and supports the organizational training needs for entities specified in G.S. 115D-5(b)(2).

Unless otherwise prohibited by law, VGCC may withhold transcripts of grades and any other services pending resolution of outstanding monetary obligations. This statement shall not be construed to prohibit the Board of Trustees from adding more stringent provisions that are allowable under law regarding outstanding monetary balances.

(approved July 16, 2018)

Section 6.W.2 – Collection of Delinquent Student Accounts

In accordance with regulations prescribed in Section 1 of the NC Community College System Accounting Procedures Manual, Section X, Vance-Granville Community College (VGCC) Policy to govern the collection of accounts receivable and delinquent accounts, and the writing-off of these accounts as uncollectible:

It is the intent of the college to diligently support students in paying debts owed to the college and to make faithful efforts to collect debts owed. Billing statements are to be mailed for all student accounts with an outstanding balance. Second and third notices will be mailed, detailing the date, purpose and amount of the debt, and advising the student applicable policies related to student indebtedness such as grade transcripts and registration for future classes.

Students may appeal their indebtedness to the college if there is a good faith belief that the indebtedness is in error or there are extenuating circumstances. Debt appeals should be addressed according to the following procedures:

1. The student will obtain an Appeal of Debt/Tuition/Fee Waiver Form from Business Services, Student Services or VGCC website. The student will submit the completed form, along with any additional documentation to support the reason for appeal to Business Services.
2. The student’s appeal, along with all relevant college documentation and records, will be reviewed by Business Services and Student Services staff.
3. Business Services will notify the student in writing of a decision within fifteen (15) college working days from the date the College receives his/her request form. The decision will be considered final.

Uncollectible accounts may be written off of the College’s financial accounting records and no longer recognized as collectible receivables for financial reporting purposes. For amounts less than fifty dollars ($50), an account may be written off with the approval of the Board of Trustees after at least a three-year aging period from the initial term of debt. All correspondence will be retained for a period of three years from the date that the Trustees approve the account for write-off.

For amounts of fifty dollars ($50) and greater, after the third notice, the account will be turned over to a collection agency under contract with the state for a period of 12 months. If the account remains uncollectible, the debt shall be included in the “Set-Off Debt Collection Program” established with the Department of Revenue by NC General Statute 105A. Use of this program is mandatory for all debts of fifty dollars ($50) and greater. If all these measures fail, the account may be written off with the approval of the Board of Trustees. All correspondence will be retained for a period of three years from the date that the Trustees approve the account for write-off. After write-off, the legal obligation for the student to pay the debt still remains, and the account will continue to be submitted to the Department of Revenue for debt set off proceedings.

(approved July 16, 2018)