Record Keeping

All student disciplinary records are confidential and subject to the privacy protection granted by the Family Educational Rights and Privacy Act (FERPA). FERPA gives certain rights to parents regarding these records. These rights are transferred to students who are enrolled in postsecondary education. Generally, USA must have written permission from the eligible student before releasing any information from their conduct records. However, FERPA allows schools to disclose records, without consent, to certain individuals or organizations, including but not limited to the following:

• University officials within the institution determined by the institution to have a legitimate educational interest in the information (e.g., it is necessary for that official to a) perform their job; b) perform a task related to the student’s education; c) perform a task related to the discipline of the student; d) provide a service or benefit relating to a student or the student’s family, such as health care, counseling, job placement or financial aid).
• Certain government officials in order to carry out lawful functions.
• Individuals who have obtained court orders or subpoenas, though the student must be given notice before such records are released.
• Accrediting organizations.
• Circumstances listed in Victim’s Rights.

The complete written policy and procedures for compliance with FERPA are available from the Student Conduct Administrator. Student disciplinary records will be kept on file in the Office of the Dean of Students and the Student Conduct Administrator. When necessary, notices of decisions and sanctions will also be sent to University Police and the Director of Housing.

Files will be kept for ten years from the student’s last violation of the Code of Student Conduct. These records will then be shredded unless otherwise required by law or University policy. In cases involving suspension or expulsion or in which all sanctions have not been satisfactorily completed, files will be kept permanently.