Recordkeeping and Release of Information

Written Records – The Student Development Office maintains any records of disciplinary actions, including written reports and electronic or paper copies of letters, as well as academic misconduct sanctions that are forwarded from the Office of Academic Affairs. Student disciplinary records are also maintained by the Dispute Resolution Coordinator. Records are maintained for five years after a student has discontinued his or her relationship with the College. These confidential records cannot be removed and are accessible only in accordance with the Family Educational Rights and Privacy Act (FERPA).

"Disciplinary suspension" and "disciplinary dismissal" are entered on a student’s academic transcript as well as in his or her official file. Notation of disciplinary suspension remains on the transcript unless the student petitions the Associate Vice President for Student Affairs for its removal. Such petitions are granted or denied at the discretion of the Associate Vice President for Student Affairs. Generally, such a request is not granted until one year has lapsed following the end of the suspension. A student initiated leave of absence or a withdrawal during the suspension timeframe shall not be a basis for the early removal of this notation. The notation of "disciplinary dismissal" shall not be removed from a student’s transcript except for good cause upon the order of the Vice President for Student Affairs.

Audio Recordings – Normally, hearings are recorded. The audio recordings are the property of the College and may not be duplicated without the permission of the Dispute Resolution Coordinator or a designee. Students who may be preparing an appeal can request to review the recordings. Unless otherwise authorized by the Vice President for Student Affairs and/or ordered by a court of law, the review of the audio recording of the judicial hearings shall be limited to those involved in the case, their advisors, the Hearing officers or College Hearing Board members, the Dispute Resolution Coordinator, Appeal officers, and the Vice President.

Hearings granted in conjunction with an appeal shall not be recorded except in extraordinary cases when authorized by the Dispute Resolution Coordinator. Deliberations of the Hearing Board shall not be recorded. All audio recordings of College disciplinary hearings shall be destroyed after the deadline for filing an appeal has passed or the appeal has occurred.

Parental Notification – In accordance with FERPA, limited information will be released from a student’s educational record. In cases where a dependent student receives a sanction of disciplinary probation, threat of loss of housing, threat of disciplinary suspension, loss of housing, disciplinary suspension or dismissal, the student’s parent or legal guardian will be notified of the action. Section 152 of the Internal Revenue Code (IRS) will determine a student’s dependency and the College will use the information maintained at the Student Financial Services Office.

In cases where the student does not receive financial aid, she or he will have the opportunity to provide this information to the Dispute Resolution Coordinator or his or her designee.

Other reporting – Information regarding policy violations that are defined as violent crimes or non-forcible sex offenses (under the Higher Education Amendments of 1998) may be released to the public. The student’s name, the policy violation she or he is responsible for, and the sanctions imposed may be released to the public when a student is found responsible for such a violation. Information regarding policy violations may also be released to the extent otherwise required by law.