Reporting of Student Disciplinary Matters
Policy on Reporting Student Disciplinary Matters
Certain outside agencies, potential employers and graduate and professional programs require applicants to permit their undergraduate institution to release the contents of the student’s disciplinary record. Under the Bates College Code of Student Conduct, certain violations are considered “reportable” and would be eligible to be disclosed. Other violations would not be eligible to be disclosed. This document will clarify what is considered “reportable” by Bates College and when the student may be required to self-disclose certain violations, even if Bates may be unable to verify the conduct.
The Code of Student Conduct draws a distinction between minor and major cases of student misconduct. Minor cases of misconduct are those that have been adjudicated through a process other than the Student Conduct Committee or have resulted in a penalty other than probation, suspension or expulsion. Minor cases of misconduct are never considered “reportable” and would not be disclosed by Bates College to those seeking access to a student’s disciplinary file.
Major cases of misconduct are those that have been heard by the Student Conduct Committee where a penalty of probation, suspension or expulsion has been imposed. Cases where probation or suspension is the outcome are considered “reportable” until a student graduates from Bates. If a student transfers or for some other reason does not graduate from Bates, cases of probation and suspension are considered “reportable” indefinitely. If a student is dismissed (expelled) from Bates, the violation is noted on the student’s permanent record and is considered “reportable” indefinitely. For violations that are considered “reportable”, the college will report the nature of the violation (ie. cheating, assault, drug use, etc.) and the sanction imposed.
Probation is never noted on a student’s official transcript. Suspension is noted on the student’s transcript, but only during the period of the suspension. Expulsion is permanently noted on the student’s transcript.
Outside agencies, potential employers and graduate and professional programs may ask the student to self-disclose all or certain disciplinary matters from the student’s undergraduate career. Bates College encourages students to answer all such questions honestly even if the self-disclosed conduct would not be considered “reportable” from the college. Students should contact the Dean of Students Office if there are questions regarding what conduct they are being asked to self-disclose.
Some agencies may ask a student to waive their rights to their entire student file at Bates College, particularly in cases of federal background checks for security clearances. Please note that if a student should waive rights to their entire file, the agency will have access to all disciplinary files prior to the student’s graduation, even those not normally considered “reportable” under the guidelines above. After graduation, all disciplinary files are removed from a student’s file and would not be accessible except as pursuant to a lawfully issued subpoena. Note that even if formal disciplinary files are not accessible, Campus Security may be required to disclose incident reports involving the student if a student grants access to their entire file.
For any questions related to student disciplinary records, please contact the Dean of Students Office at 207-786-6220.