Records Retention
All student disciplinary files (paper and electronic formats) that involve matters resolved by the Division of Student Affairs are kept and maintained by the Office of Community Standards and are considered educational records subject to the federal Family Educational Rights and Privacy Act (FERPA) and University policy.
Records of disciplinary matters that result in suspension, expulsion, or degree revocation are retained permanently and may be disclosed to external third parties (such as graduate schools, employers, or licensing agencies) if requested by the student or as required or permitted by law and University policy. Records of disciplinary matters that do not result in suspension, expulsion, or degree revocation are retained until a student graduates or withdraws from the University, and for an additional period as required by law or University policy (typically seven years). These records are not reported to external third parties unless required by law or specifically requested by the student.
The University may report unresolved disciplinary matters, including any incomplete sanctions, for current or former students, including those who depart the University prior to graduating. This reporting will occur as required or permitted by law and University policy, and the matters will be noted as "pending." Records of pending matters are retained indefinitely; once resolved, they are retained according to the policies stated above. Any response to a request for student disciplinary records will include a statement explaining the University’s policy regarding retention and reporting of disciplinary records.
The final outcome of student organization/group conduct cases are not protected under FERPA. The Office of Community Standards publishes the final outcomes of student organization cases on the office’s website. In circumstances where the resolution of a case is ongoing, information will not be shared publicly by the Office of Community Standards.