28. Student Conduct Files and Records
Complaints may result in the development of a student conduct file in the name of the accused student. The student conduct file of the accused shall be destroyed should it be found that no violation of University rules occurred. The file of a student found to have violated University rules shall be retained as a student conduct record for no less than five years from the date of the student’s graduation or from the last day of the last semester the student is enrolled. Student conduct records may be retained for as long as administratively valuable. The records may be retained permanently if the student was expelled, suspended, or blocked from reenrollment and/or in situations that may result in future litigation.
Complaints of sexual harassment, sexual misconduct, dating violence, domestic violence, stalking, or related retaliation may result in the development of a file in the complainant’s name. This file shall be retained for no less than five years from the complainant’s graduation date or from the last day of the last semester the complainant is enrolled. These files may be retained for as long as administratively valuable.
Student conduct files and records are maintained and controlled by the Student Conduct Office. In order to protect the privacy of these records and reduce opportunities for harassment and/or retaliation, the office maintains strict policies about the review and duplication of these files. While students have the opportunity to review their record, students will not be provided a copy of their student conduct file or record. Students may receive a copy of their file, at the discretion of a Student Conduct Administrator, if there is no reasonable alternative for that student to review the file for their participation in the Student Conduct Proceeding. Files shall not be provided to a student’s advisor for review without the presence and authorization of that student. Individuals may not remove any records, make any copies of records, or photograph any records located in, or associated with, a student conduct file or record without the explicit permission of the Student Conduct Office.
Some student conduct records may be expunged for good cause by the Vice President for Student Affairs or designee responsible for the oversight of the Student Conduct processes upon receipt of a written request by the student. A student conduct record with an expulsion, suspension, an unresolved case, or any open sanction will not be eligible for expungement. Factors to be considered in review of such petitions shall include, but are not limited to:
- the student’s level of understanding of their behavior and its impact;
- the conduct of the student subsequent to the violation; and
- the nature of the violation and the severity of any damage, injury or harm resulting from it.