The encumbrance program is a service that Ball State University provides to fraternities and sororities. It allows them to hold members accountable for their Greek housing financial obligations by placing a hold on member's academic records. This prohibits the members from making changes to their schedules and requesting transcripts until the debt is paid.
Any Greek organization may use this service as long as it follows the proper steps. If you have questions about this program, please review the policy.
Download Policy (PDF)
- Encumbrance Submittal Form (PDF) – Use to put a hold on a member’s record.
- Encumbrance Removal Form (PDF) – Use to remove a hold from a member’s record.
Samples and Templates
Financial Agreement Template (PDF) – Use this to create a financial agreement for your chapter. In order to place a hold on a member’s record for failure to pay these types of fees, the chapter must have signed documentation like this or something similar.
Financial Agreement Sample (PDF) – View this as an example of a financial agreement that you may sue for all housing-related financial obligations for members who do not live in your house (parlor fees, out-of-house fees, house savings fees, etc.). A chapter can place a hold on a member’s record for failure to pay these types of fees as well.
15 Day Notification Letter Template (PDF) – Use this to create a notification letter for your chapter.
15 Day Notification Letter Sample (PDF) – This is an example of the documentation that must be sent to members 15 days prior to placing holds on their record.