Records Retention
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Disciplinary records, both electronic and paper, are retained through a student's graduation from the university. After this time, those records are destroyed. Our records retention policy states:
Student conduct records will be maintained in the Dean of Students Office through the student's graduation from the University. In cases where the student does not graduate, the record will be maintained as long as the student remains eligible to re-enroll. In cases where a student goes directly from an undergraduate status to a graduate or professional status, the record will be maintained until completion of the graduate or professional degree. Student conduct records shall be retained for longer periods of time or permanently if the student was expelled, suspended or blocked from enrollment, was found responsible for a significant violation of the Student Honor Code, has a hold or an overlay, or in situations that may result in future litigation.
(4) The student conduct file of an accused student shall be destroyed within one calendar year if the student is found not responsible for violating the Student Conduct Code.
(5) Notwithstanding the foregoing, if during the year of the student's graduation, the student requests in writing that his or her conduct record be destroyed, and that student can demonstrate that he or she has applied to graduate, that record will be evaluated. The record will be destroyed provided the student committed only one Student Conduct Code violation and did not:
(a) violate the Student Honor Code;
(b) cause personal injury;
(c) cause significant property damage;
(d) commit a felony violation of a state controlled substance law;
(e) disrupt the orderly operation of the University;
(f) violate the firearm, explosives, dangerous chemicals, ammunition or weaponry regulations of the University; or
(g) rise to the level of magnitude, or impact of violations described in (a)-(f) above. The decision of the Dean of Students or designee on whether or not to destroy a disciplinary record under this section (5) is final and is not appealable.
Specific Authority: BOG Resolution dated January 7, 2003.
History: New 9-24-08. Formerly 6C1-4.026.