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The Office of Equal Opportunity and Affirmative Action is responsible for maintaining records relating to discrimination and harassment reports, investigations, and resolutions. Records will also be maintained in accordance with college records policies, generally, for at least seven years after the date, the complaint is resolved. Records may be maintained longer at the discretion of the EO/AA officer in cases where the parties have a continuing affiliation with the college. All records pertaining to pending litigation or a request for records will be maintained in accordance with instructions from legal counsel. 

Retention and Reporting of Disciplinary Records (for Student Records)

Student conduct records, including related documents, are confidential to the extent allowed by college policy and the law and in accordance with FERPA (Family Educational Rights and Privacy Act of 1974, as amended). Access to disciplinary records is also provided in accordance with FERPA.

Student conduct records (incidents with findings of violations resulting in probation) shall be maintained for a minimum of seven years from the academic year in which the case was resolved except in cases as described below, as required by law, or in matters that may result in future litigation.

  1. Disciplinary records (incidents with findings of violations, incidents with only findings of lack of responsibility for violations, and related case files), wherein the sanction imposed is not probation, deferred suspension, suspension, or expulsion will be purged at the conclusion of each academic year (denoted by Commencement) except in cases as described below, as required by law, or in matters that may result in future litigation.
  2. Disciplinary matters that result in suspension, expulsion, other prohibition from future enrollment, or other withdrawal for disciplinary reasons are kept indefinitely.
  3. Academic Panel Records are permanent records, except in extraordinary circumstances when by a vote of the Panel, and by recommendation of the President they are expunged.
  4. In cases where the student does not graduate, the record will be maintained as long as the student remains eligible to re-enroll. Records of pending matters are kept indefinitely; once resolved, they are kept and maintained according to the policy stated above.
  5. When a student is suspended or expelled because of a responsible finding for a violent offense, Vassar will make a notation on the student’s transcript that they were “suspended after a finding of responsibility for a code of conduct violation” or “expelled after a finding of responsibility for a code of conduct violation.” Individuals who withdraw from the college while such conduct charges are pending will have “withdrew with conduct charges pending” on their transcript until the case is resolved. If a finding of responsibility is vacated for any reason, any such transcript notation shall be removed. Students may submit a written request to the Dean of Studies Office that the suspension notation be removed from the transcript. Notation for suspensions is not eligible for removal until one year after the suspension has been completed. In considering a student’s request, the College will look at whether there has been any further conduct violations in the year following the conclusion of the suspension. The college will keep a confidential, internal record of the suspension. Notation for expulsions shall not be removed.

Generally, information from the files is not released without the written consent of the student. When presented with a signed release by the student, the dean of studies will write a narrative disclosing student conduct information to third parties designated by the student. Certain information may be provided to individuals within or outside the college who have a legitimate legal or educational interest in obtaining it. Student disciplinary records may also be subject to subpoena or court order. The college will make a reasonable effort to notify a student prior to releasing her or his records in response to a judicial order, subpoena, or as required by law.

Student conduct records, including related documents, are confidential to the extent allowed by college policy and the law and in accordance with FERPA (Family Educational Rights and Privacy Act of 1974, as amended). Access to disciplinary records is also provided in accordance with FERPA. 

  1. Student conduct records (warning and probation) shall be maintained for a minimum of seven years from the academic year in which the case was resolved except in cases as described below, as required by law, or in matters that may result in future litigation. 
  2. Disciplinary matters that result in suspension, expulsion, other prohibition from future enrollment, or other withdrawal for disciplinary reasons are kept indefinitely. 
  3. Academic Panel Records are permanent records, except in extraordinary circumstances when by a vote of the Panel, and by recommendation of the President they are expunged. 
  4. In cases where the student does not graduate, the record will be maintained as long as the student remains eligible to re-enroll. Records of pending matters are kept indefinitely; once resolved, they are kept and maintained according to the policy stated above. 
  5. When a student is suspended or expelled because of a responsible finding for a violent offense[1], Vassar will make a notation on the student’s transcript that they were “suspended after a finding of responsibility for a code of conduct violation” or “expelled after a finding of responsibility for a code of conduct violation.” Individuals who withdraw from the college while such conduct charges are pending will have “withdrew with conduct charges pending” on their transcript until the case is resolved. If a finding of responsibility is vacated for any reason, any such transcript notation shall be removed. Students may submit a written request to the Dean of Studies Office that the suspension notation be removed from the transcript.  Notation for suspensions is not eligible for removal until one year after the suspension has been completed. In considering a student’s request, the College will look at whether there has been any further conduct violations in the year following conclusion of the suspension. The college will keep a confidential, internal record of the suspension. Notation for expulsions shall not be removed.

Generally, information from the files is not released without the written consent of the student. When presented with a signed release by the student, the dean of studies will write a narrative disclosing student conduct information to third parties designated by the student. Certain information may be provided to individuals within or outside the college who have a legitimate legal or educational interest in obtaining it. Student disciplinary records may also be subject to subpoena or court order. The college will make a reasonable effort to notify a student prior to releasing her or his records in response to a judicial order, subpoena, or as required by law. 

[1] Article 129-B of the New York Education Law requires transcript notations for “Clery Part I Primary Crimes” which include Criminal Homicide, including Murder and Non-negligent Manslaughter, and Manslaughter by Negligence; Sexual Assault, including Rape, Fondling, Incest and Statutory Rape; Robbery; Aggravated Assault; Burglary; Motor Vehicle Theft; and Arson.