Student Conduct Record Retention Policy
The Family Education Rights and Privacy Act of 1974 is a federal law which states that a written institutional policy with respect to student records must be established and that a statement of adopted policy procedures covering the privacy rights of students be made available annually. The law provides that the institution will maintain confidentiality of student records. The general requirements of this law with respect to student conduct records are covered in the information that follows. For a complete statement on the University’s policy towards student records, please see the Georgetown University Bulletin: Undergraduate Schools.
Disciplinary vs. Internal Records
The Office of Student Conduct will only share information from a student’s Disciplinary Record with individuals from outside the University when it has received written consent from the student. However, the Office of Student Conduct will not share information from its Internal Records, except in cases permitted by the Family Educational Rights and Privacy Act of 1974 and enumerated in the Georgetown University Bulletin.
A Disciplinary Record is created and maintained by the Office of Student Conduct when a student is found responsible for a violation of the Code of Student Conduct. Students are advised that potential employers or graduate schools may request information about a student’s Disciplinary Record at the University. The Office of Student Conduct will only share information from a student’s Disciplinary Record with individuals from outside the University when it has received written consent from the student.
This record may contain any materials related to incident(s) where the student was found in violation of the Code of Student Conduct. These materials may include, but are not limited to:
- Incident reports;
- Decision letters;
- Written statements;
- Witness statements;
- Sanctions; and
- Appeal documents.
A student’s Disciplinary Record will be maintained by the Office of Student Conduct until the graduation or withdrawal/transfer in good standing of the student from the University. Upon graduation or withdrawal/transfer, the Disciplinary Record may be maintained by the Office of Student Conduct as an Internal Record.
An exception will be made to this policy, however, if a student is suspended, withdraws with pending disciplinary charges, or is dismissed from the University. In these cases, a permanent notation may be marked on a student’s academic record and a Disciplinary Record and/or Internal Record will be maintained permanently by the Office of Student Conduct. These student conduct records will be maintained to substantiate the transcript notation. Inquiries about a student’s Disciplinary Record will only be released with the student’s signature of waiver.
To ensure compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Office of Student Conduct will maintain Internal Records for, at minimum, 7 years after a student’s graduation.
Within the University community, only individuals acting in a student’s educational interests are allowed access to Internal Records. The Office of Student Conduct will not disclose the contents of its Internal Records with any individual outside of the University, except in cases permitted by the Family Educational Rights and Privacy Act of 1974 and enumerated in the Georgetown University Bulletin.
First Year Records Policy
In certain circumstances, a first-year student may have a Disciplinary Record transferred into an Internal Record within the Office of Student Conduct. For more information, please see First-Year Records Policy (Appendix F, Code of Student Conduct).
Access and Challenges to Records
Any student has the right to inspect the non-confidential contents of their own student conduct records. Upon written request to the Office of Student Conduct, the records will be made available to the student within 45 days. If student conduct records contain information about more than one student, access will be permitted only to that part of the record which pertains to the inquiring student. Any student may contest the content of their student conduct records. Students who believe that their records contain information that is inaccurate, misleading, or in violation of their rights should discuss those concerns with the Director for Student Conduct. If this discussion does not lead to a resolution of the student’s concerns, the student has a right to an informal hearing, and if necessary, a formal hearing before a special committee appointed by the Vice President for Student Affairs.
Student Conduct Records sent to Third Parties
Students and alumni often need certification of their student conduct records for graduate school applications, bar admissions, background checks, etc. The Office of Student Conduct is able to provide a “Disciplinary Clearance Letter” indicating whether you have any Disciplinary Records (see above for an explanation of Disciplinary v. Internal Records), and if you do, indicating the date of the incident(s), violations, sanctions, and whether the sanctions were completed. This letter can be sent to you or directly to any institutions you indicate. If you have been provided with a specific form that needs to be completed, our office can also attach that to our Disciplinary Clearance Letter. These records requests are typically processed within 10 business days.
Student Conduct Records for Internal Georgetown Purposes
Georgetown University staff and faculty may request information about students’ student conduct records when there is an educational need to know. University faculty and staff may request this information through the request form below. These records requests are typically processed within 5 business days.
Outside Investigators and Background Checks
Our office is able to provide Student Conduct records information to authorized outside investigators conducting background checks. Investigators should come in-person to the 5th floor of the Leavey Center and be prepared to present a badge and a waiver signed by the student or alum whose records you are requesting.